Bullseye - Administrator Specialist

Question 1

How does a Theme differ from an Appearance?

Answer 1

A Theme is a predefined set of colors, text styles, etc. An Appearance is the currently displayed combination of ONE of those themes, plus a a header graphic and system name.

Question 2

Is it possible for one group of users to see one color scheme and another group of users in the same instance to see a different color scheme?

Answer 2

No. The defined appearance will be what every user in the system sees.

Question 3

How do you change the name of the system?

Answer 3

The system name can be changed under the Manage Appearance feature. Administration -> Appearance -> Manage Appearance

Question 4

How does a Solution differ from an Application?

Answer 4

An Application is a collection of fields that is displayed to the end user as a form. Each Application contains unlimited records. A Solution is a collection of Applications.

Question 5

What are the differences between the Production and Development application statuses? How are Retired and Archived Statuses different?

Answer 5

Production differs from Development in two ways: 1) No On-Demand license is used for an application in Development status, and 2) The Development status will cause a red “Development” bar to appear across each record in the Application.

Retired and Archived statuses in that while records in Archived Applications can still be seen and searched by end-users (Read Only), Retired Applications are essentially “offline” and invisible to end-users.

Question 6

When would a Global Values List be used versus a Field-Specific Values List?

Answer 6

Global Values Lists are used for sets of values that do not change and will need to be referenced across more than one application (e.g., lists of countries, states, risk levels). Field Specific Values List are best used when given a list of values will not be re-used (e.g. Device types).

Question 7

How are new folders (Quick Filters) added to the Navigation Menu for an Application?

Answer 7

Go to the Application Builder -> Applications -> <select>, and go to the Navigation Menu Section. Check the box next to the field you would like to filter records. Click Save, and a new Quick Filter folder will be added to that application’s menu.</select>

Question 8

Can Applications be grouped into more than one Solution? If so, how?

Answer 8

Yes, from within Manage Applications, you can add an Application to as many Solutions as you like. From within Manage Solutions, select a solution and add however many Applications desired to that Solution.

Question 9

How are Users/Groups List fields similar to Record Permissions fields? How do they differ?

Answer 9

Both fields pull from the established collection of users and groups that are defined within the Access Control feature. User/Groups Lists are used to identify users or groups that are associated with a given record. Record Permissions fields will actually grant access to each record to whoever is named in the Record Permissions field.

Question 10

List the steps necessary to add an embedded tab set to the layout of an application

Answer 10

1.) Add a section to the layout
2.) Drag a Tab Set onto the layout and place it within the section
3.) Add as many tabs as you like to the tab set
4.) Place fields within each of the new tabs

Question 11

Which type of field is used to create relationships between applications?

Answer 11

The Cross-Reference field

Question 12

Why should caution be used when deleting fields?

Answer 12

When you delete a field, you also delete all data stored in that field for any records within the application. (Exception: Most system fields will retain their original values - tracking IDs, first published dates, etc.)

Question 13

What is the significance of the key field in an application?

Answer 13

The key field will displayed as a hyperlink. The user can click the field from within search results or from within other records (via a cross reference field) to open the record.

Question 14

How is a leveled application created? How does it differ from a non-leveled application?

Answer 14

A leveled application allows you to create a hierarchical structure so that you will end up with parent records and subsequent children (and grandchildren) records. In a application using the standard structure, all records are equal to each other.

To create a leveled application, open an application in Manage Applications and change the Structure to Leveled (Outline). Add levels on the General tab. Add fields to the layout via the Fields or Layout tabs.

Question 15

What will happen if you have misspelled values in your import file and you attempt to import that file?

Answer 15

The misspelled values will be added to your existing values list. Be sure to be careful to review your data prior to import.

Question 16

What will happen if you attempt to import records into an application and your import file is missing values for a required field in Archer?

Answer 16

The records missing the required data will not be imported. An error report which shows the first 100 errors on the Data Import Wizard will be generated that lists the rows that were not imported.

You can review the error report on the Administration -> Integration -> Review Job Queues Page.

Question 17

Is it possible to have notifications sent out for each record included in a data import? If so, how?

Answer 17

Yes, there is a checkbox to enable Notifications in the Manage Data Import wizard.

Note: If you have not created a Subscription Notification Template for the Application that you are importing data into, NO Notifications will actually be sent.

Question 18

When performing a data import to update existing records in Archer, how will Archer know which records to update?

Answer 18

You must specify a unique identifier prior to completing the import.

Question 19

Can a data import create new fields for you? If so, How? If not, what are your options when faced with an import file that contains 22 columns and an application that contains 20 fields?

Answer 19

No, data import will only import data into fields that already exist. If you have more data columns than fields, you can either manually build the missing fields or opt to not import the extra data points.

Question 20

What is the main reason for defining a default letterhead?

Answer 20

By defining a default letterhead you do not have to manually build a separate header/footer for each notification. If you default letterhead is generic enough and applicable for all emails sent for your company, you might define only that single letterhead and nothing else.

Question 21

What is the difference between a letterhead and the body layout?

Answer 21

The letterhead is defined separately (Administration -> Notifications -> Manage Letterheads), is reusable for multiple notifications and can include colors, text, and images.

The body layout refers to the physical structure of a notification. The layout structure is sandwiched between the header and footer of the letterhead.

Question 22

If the Read-Receipt functionality is enabled, does every notification request a receipt?

Answer 22

No, Within the notification configuration options, you are able to designate for each notification if you would like to request read receipts.

Question 23

What frequency options are available for sending a Subscription Notification?

Answer 23

Instantly, Daily, Weekly, Monthly, Quarterly

Question 24

If a Report Name is defined in the body content of a notification, will the full report be show in the email? If not, what will be shown?

Answer 24

A link to the report will be shown. Users much click the link and authenticate into the system in order to view the report.

Question 25

If private fields are included in the body of notification, and the end user receiving the email does not have access to view those fields when in Archer, will the email display those Private Fields in the email?

Answer 25

This depends on how the notification template is configured. If the email is configured to be sent to a user in a User/Groups field or a user account is selected as a recipient in the notification template, then no private fields which the user cannot see will be included in the email. However, if the user receives the email as a result of the user's email address being specified in the notification template, or within a text field (with email masking) in a record, then yes, all private fields will be included.

Question 26

Is it possible to include field data in the subject line of a notification?

Answer 26

Yes, simply click the name of the field you would like to pull the data from in the subject line as you build the notification. Ex: [Field:Description]

Question 27

Is it possible to send a notification to someone who does not have an Archer user account? If so, how?

Answer 27

Yes. If an application contains a field that houses an email address, the system can pull that email address from the field and send the notification to that address. In addition, a notification can be configured to send to an email address defined within the Notification template.

Question 28

What is a rule?

Answer 28

A rule is a condition that the system evaluates. If the rule evaluates to True, an action may be triggered. Ex: The "Status" field is set to "Approved"

Question 29

What is an action?

Answer 29

An action is something you want the system to do when the associated rule(s) are deemed to be True. Ex: Set the Expiration Date field to Required

Question 30

How do rules and actions work together?

Answer 30

When you link a rule to an action, the system will evaluate the field(s) included in the rule and determine if the rule has been met. If the rule evaluates to True, then the system will perform the action(s) that have been linked to that rule. Example: If the Status field is set to Approved, then change the Expiration Date field to now be required. The end user will not be able to save the record without entering a value into the Expiration Date field. If the Status field is anything other than Approved, the Expiration Date field is optional.

Question 31

If a required field is included in a section that is not displayed due to a data-driven event, will the end user be able to save the record?

Answer 31

No. The end user will receive a message that the field is required. If that end user cannot see the field, he will be able to save the record. Care must be taken when configuring applications so that end users do not run into this scenario.

Question 32

Can end users change the values in date fields that have been included in a data-driven event?

Answer 32

Yes. Think of the Set Date Field and Set Values List Data-Driven Event actions as suggestions for field values. If you do not want the users to change the suggested values, you should use calculated fields instead of Data-Driven Events.

Question 33

Can a calculated field be selected to be the key field in an application?

Answer 33

Yes, if that calculated field is a text field, a numeric field, or a date field. Values list fields can be calculated, but they cannot be made key fields.

Question 34

Can calculated fields reference other calculated fields?

Answer 34

Yes

Question 35

What types of fields can be calculated

Answer 35

Text, Date, Numeric, Values List

Question 36

When are calculated fields recalculated?

Answer 36

Depends on how it's configured. Every time a record is saved, when the field used in calculation has changed, daily, or on-demand.

Question 37

Roles can be granted to individual users, but that practice often leads to extensive maintenance. What other option(s) exist(s) to make access control easier on the administrator?

Answer 37

The recommended approach is to place your users into Groups based on job duties and then link those Groups to Roles. When a person changes jobs within the organization, he can simply be shuffled into another group. He'll lose the access granted by the first Group and will gain the access granted to the Second Group.

Question 38

Can access roles grant users access to private fields in an application

Answer 38

No. Access roles only grant users the ability to see public fields within applications. Private field access is managed at the individual field level, and can only be assigned to users or groups.

Question 39

When a new application is created, who can immediately see that application and its records?

Answer 39

Any individual who carries the "system administrator" access role and the person who created the new application. If the application's creator has designated any additional individual Application Owners, those people can also see the data. No one else can see the application or it's records.

Question 40

How do record permissions fields work?

Answer 40

If you are named in a record permissions field in a record, you are able to at least see that record. If you are not named in any record permissions fields in any records in that same application, you will not be able to see any of the records. If no record permissions fields are used in an application, anyone with an access role that gives rights to that application can see all records in that application. If multiple record permissions fields are used in an application, anyone named in any one (or more) of those fields can see each record in which he is named.

Question 41

If a user has a role granting Read Only rights to an application, and he is named in a record permissions field that grants his Read and Update rights to the record, what can that user do within the record?

Answer 41

He can only Read the record. Access is applied in a top-down approach. If his role allows only Read rights, that is all he will ever be able to do in those records.

Question 42

Is it possible to lock all end users out of the specific Archer system on a specific day or for a specific time frame? If so, how?

Answer 42

Yes. Use the security Parameter(s) to prevent users for logging in a specific day or during a specific time frame. If you will need to be in the system during those times, make sure that your account uses a different security parameter that allows for access during the lock-out time. Manage Security Parameters -> General User Parameter -> Authorization Properties: Days Disallowed, Dates Disallowed

Question 43

Is it possible to grant an average end-user the rights to build new Subscription Notifications without also making him a System Administrator? If so, how?

Answer 43

Yes, Create an Access Role that grants CRU rights to the Notifications feature, and then grant that role to the user in question

Question 44

When workflow is enabled for an application, which fields are automatically added to the application

Answer 44

Workflow Stage, Workflow Assignees, Workflow History and Workflow Comments fields.

Question 45

Which assignment model will allow several people to edit a record while the record remains in the same stage?

Answer 45

Multiple - Concurrent. In Multiple - Edit Owner, the first user to save edits becomes the record owner. In Round Robin, the system randomly assigns content.

Question 46

How can users find records that are still in a workflow stage and not yet published?

Answer 46

Users can filter on the Workflow Stage field. Note that if an application uses record permission fields, and the user is not named in any of those fields within the record and/or is not part of the Workflow Stage the record resides in, he may not see any records.

Question 47

How are records moved from one stage to the next in workflow?

Answer 47

A user must approve (promote) the record to the next stage via the buttons in the Workflow toolbar.

Question 48

How does a record get out of the workflow process

Answer 48

A user in the final workflow stage must publish/approve/promote the record to the end of the stage.

Question 49

If a user is named in a record permissions field within a record, but is not designated to work on the record in any stage of the workflow, will that user be able to view the record when it is in workflow?

Answer 49

Yes, he will be able to see the record as well as possibly edit it.

Question 50

If Application A is cross-referenced to Application B, and Application B is cross-referenced to Application C, is it possible to build a search that includes fields from both Applications A and C? If so, how?

Answer 50

Yes. If you start with a search of Application A, you can build a search relationship to B, and then build another relationship to C. Or you can begin with Application B as the primary application to be searched, and build direct relationships to both A and C.

Question 51

What types of users can save a global report?

Answer 51

System Administrators, Application Owners (of the application in question), and Report Administrators ( of the application in question). Most end-users will not have the rights to save a global report.

Question 52

What are the minimum address-related fields that must be identified in order to create a map?

Answer 52

City and Country

Question 53

If an end-user only has access to see a subset of the total number of records in an application, but he accesses a report that was built to include all records in the application, what will that user see when the report is run?

Answer 53

That user will only see the records he has access to see.

Question 54

Can the body of attachments be searched for keywords? If so, does anything have the be configured by the administrator to make it possible?

Answer 54

Yes. The administrator must enable the Keyword Searching option for the attachment field (done in Manage Applications as the field level) before end users will be able to search the body of attachments: Word, Excel, PDF, Text, HTML

Question 55

If Website X is blocked by your company's firewall, and you build an embedded URL iView that references Website X, what will be displayed in that iView when it is added to a dashboard in Archer?

Answer 55

The iView will display a Page Not Displayed, Forbidden Site, or other similar page, depending on how the firewall is configured. Users cannot use this system to bypass company allowed website rules.

Question 56

Is it possible to build a Report iView that holds only a single report?

Answer 56

Yes, the Report iView can hold one report of multiple reports.

Question 57

Is it possible to include a dashboard of Facilities related iViews on a non-Facilities related workspace?

Answer 57

Yes. The contents of dashboards do not have to have any relationship to the contents of the Workspace or its Navigation Menu. It does make sense to have everything related on a Workspace/Dashboard, but it is not required at a functional level.

Question 58

Can end-users add their own private iVews and Dashboards to a Workspace? If so, how?

Answer 58

If the Administrator has enabled the Personal Dashboard option on a Workspace, end-users will have personal dashboards options available to them from the upper right corner of the Workspace. However, end-users will have to select from previously defined iViews - they do not have the ability to build new iViews for their own personal use.

Question 59

What is the difference between a Dashboard and a Workspace?

Answer 59

A Dashboard is a collection of iViews. You can reuse Dashboards across multiple Workspaces. A Workspace is a tab and everything that falls below the tab: Quick Reference Links, Navigation Menu, and the center portion where Dashboards can be displayed.

Question 60

What purpose does packaging serve?

Answer 60

Packaging is used to migrate built-out applications from one instance (environment) to another. Administrators can migrate individual applications or collections of applications. In addition, you can use the packaging feature to move changes from one instance to another.

Question 61

What is included in a package?

Answer 61

Each package contains one or more applications. Included with each application is the structure of the application: fields, data-driven events, navigation menu options, global values lists, etc. No data (records) are included in a package.

Question 62

What type of file does the packaging function create?

Answer 62

The packaging feature will produce a .zip file that includes all applications specified by the administrator who built the package.

Question 63

If five (5) applications are included in a package, is it required to install at five (5) applications when you install the package? If not, how can some applications be omitted?

Answer 63

No. When the package is imported, the administrator is prompted to select which applications he would like to install. He can choose at that time to install only a subset of the included applications.

Question 64

In order to move an On-Demand application from Development status to Production Status, which of the following must be true? A.) An Access Role has been configured to grant users access to the application B.) An un-used On-Demand license is available C.) The application can have no records added to it yet D.) You must be logged in as the System Administrator

Answer 64

B.) An unused On-Demand license is available

Question 65

What type of file is created when an Administrator downloads an Archer package? A.) Zip B.) XML C.) Rich Text D.) CSV

Answer 65

A.) Zip

Question 66

Which one of the following does Archer automatically create when an administrator builds a new solution? A.) Subscription Notification B.) Workspace C.) Access Role for the Application D.) Canvas iView

Answer 66

B.) Workspace

Question 67

Which of the following is a valid 5.0 formula for retrieving a field value from a related application? A.) [Devices],[Device Type] B.) [Devices].[Device Type] C.) REF([Devices],[Device Type]) D.) REF([Devices].[Device Type])

Answer 67

C.) REF([Devices],[Device Type])

Question 68

Which of the following options will allow a field to be displayed in the search results, but not be selected by default? A.) Search Results B.) Key Field C.) Auditing Information D.) Search Default Field

Answer 68

A.) Search Results

Question 69

What happens when you select Multiple Edit-Concurrent option for a workflow stage? A.) The first assignee to save edits to the record becomes the owner of the record. B.) All workflow assignees in all stages will be granted immediate access to the record. C.) All workflow assignees in that stage will have equal access to the record and all can make edits to the record. D.) Archer randomly assigns the record to a qualified user and no other users can see the record.

Answer 69

C.) All workflow assignees in that stage will have equal access to the record and all can make edits to the record.

Question 70

What option is NOT a frequency for a notification? A.) Instantly B.) Daily C.) Weekly D.) Annually

Answer 70

D.) Annually

Question 71

Which of the following is NOT an action type for a data-driven event? A.) Generate Email B.) Set Date C.) Filter Text Entries D.) Set Values List Items

Answer 71

C.) Filter Text Entries

Question 72

Which of the following field types CANNOT be populated using the Data Import feature? A.) Cross-Reference B.) Attachment C.) User/Groups List D.) Numeric

Answer 72

B.) Attachment

Question 73

Which of the following field types CANNOT be configured to be an application's key field? A.) Values List B.) Numeric C.) Date D.) Text

Answer 73

A.) Values List

Question 74

Which of the following access control elements can be copied? A.) Access Roles B.) Users C.) Groups D.) LDAP Configurations

Answer 74

A.) Access Roles

Question 75

On the Manage Users page, what can an administrator use to quickly locate information on which users are currently logged in? A.) Advanced Search Page B.) Grouping toolbar C.) Column Filter D.) Help Link

Answer 75

C.) Column Filter

Question 76

Security parameters are used for which of the following functions? A.) Placing users into groups based on job functions B.) Defining record creation rights for an application C.) Synchronizing information between the platform and a company's Active Directory structure D.) Enforcing permitted session time frames

Answer 76

D.) Enforcing permitted session time frames

Question 77

All System users automatically belong to a built-in group named what? A.) Everyone B.) Basic User Parameter C.) All D.) Enterprise Management

Answer 77

A.) Everyone

Question 78

What must an administrator do to unlock a user account? A.) Delete the user B.) Change the account status to Locked C.) Grant a new access role D.) Change the Account Status to Active

Answer 78

D.) Change the Account Status to Active

Question 79

Users can be granted access to information at what three (3) levels? A.) Workspace, application and record levels B.) Application, record and field levels C.) Workspace, record and page levels D.) Application, record and page levels

Answer 79

B.) Application, record and field levels

Question 80

Which of the following actions would a user NOT be able to do if they were assigned only Read, Update, and Delete rights to the Devices application? A.) Copy an existing record and change the value in the Device Name and Device Type fields in the copied record. B.) Enter a value in the Device Type field for an existing record where there is no current value. C.) Delete an existing Device record. D.) Clear the current text from the Description field in an existing record, and replace it with a new description.

Answer 80

A.) Copy an existing record and change the value in the Device Name and Device Type fields in the copied record.

Question 81

Scenario: you have two users with the same first and last names and need to grant both users access to the system. Which of the following statements is true? A.) As long as the users have different middle names and those middle names are entered in their user accounts, the users can have the same username. B.) Usernames do not have to be unique, as the user accounts are based on email addresses. C.) The users can have the same first and last names in their user accounts, but their usernames must be unique. D.) Only one user Will be able to access the system. The other cannot be granted access.

Answer 81

C.) The users can have the same first and last names in their user accounts, but their usernames must be unique.

Question 82

If no username is specified when a new user account is created for a person named Robin Brown, what would the default username be? A.) rbrown B.) brownr C.) brownro D.) Robin.Brown

Answer 82

C.) brownro

Question 83

In order for a user to see information included in a private field within a record, which of the following must be true? A.) The user must be granted access to the private field. This will override any access role settings. B.) The user must be granted an access role that allows Read rights to the application, and must also be granted access to the private field. C.) A record permissions field must be used to grant the user access to the private field. D.) If the user is an Application Owner for another application in the system, he will be able to see all data in all other applications in the system.

Answer 83

B.) The user must be granted an access role that allows Read rights to the application, and must also be granted access to the private field.

Question 84

What is the maximum number of records that can be displayed on a single page of search results in a Column format? A.) 20 B.) 50 C.) 100 D.) 250

Answer 84

D.) 250

Question 85

For a Quick Search iView, which of the following can be included within the iView? A.) Content Records B.) Applications C.) Access Control Reports D.) Solutions

Answer 85

B.) Applications

Question 86

Which of the following iView types could display a report stored on your organizations Intranet? A. Report B. Canvas C. Embedded URL D. RSS Feed

Answer 86

C.) Embedded URL

Question 87

What is the default selection for a global reports access upon initial save from a new search? A.) Everyone B.) There is no default selection C.) Global Report Creator D.) Solution Administrator

Answer 87

A.) Everyone

Question 88

When building an advanced search, if an end user adds a filter on a Device Type field for the values "Laptop" and "Desktop" and uses the "Equals" operator, which of the following records would be returned? A.) Record containing at least the value "Laptop" B.) Record with either of the values "Laptop" or "Desktop" C.) Record containing both of the values "Laptop" and "Desktop"

Answer 88

C.) Record containing both of the values "Laptop" and "Desktop"

Question 89

User A can see 3 dashboards on the Executive Reporting Workspace. User B can see only 2 dashboards on the same workspace. Which of the following are possible reasons for the discrepancy? A.) User B simply needs to add the 3rd dashboard from the Preferences>Update Your Workspace Display feature B.) User B does not have access to any of the reports stored on the 3rd dashboard C.) User B is not represented by any of the selections on the Access tab for the 3rd dashboard D.) User B's user account has been marked as Inactive

Answer 89

C.) User B is not represented by any of the selections on the Access tab for the 3rd dashboard

Question 90

Which of the following individuals CANNOT create a global report? A.) System administrator B.) Report Administrator C.) Notifications administrator D.) Application Owner

Answer 90

C.) Notifications administrator

Question 91

Which of the following actions do NOT have the possibility of triggering a subscription notification? A.) Creating a new record in an application B.) Today being 30 days before the date listed in a Date field C.) Deleting a record in an application D.) Editing the value in a Text field

Answer 91

C.) Deleting a record in an application

Question 92

For a user to view a global report, which of the following MUST be true? A.) There can be no private fields in the application on which the global report was built B.) There can be no Record Permission fields in the application on which the global report was built. C.) The user must have access to the application on which the global report was built. D.) The global report must be displayed in a Report iView the user has access to.

Answer 92

C.) The user must have access to the application on which the global report was built.

Question 93

Which of the following statements will enable end users to make their own personal dashboards? A.) Users are granted an access role that grants administrative rights to the Works paces and Dashboards feature. B.) The administrator has enabled the Personal Dashboards option for a specific Workspace. C.) Users are granted access to view a specific Workspace. D.) Users are granted an access role that grants Create, Read and Update rights to an application.

Answer 93

B.) The administrator has enabled the Personal Dashboards option for a specific Workspace.

Question 94

If you are named in a record permissions field in a record, what are you able to see?

Answer 94

At least that record

Question 95

If you are not named in any record permissions fields in any records in that same application, will you be able to see any records in that application?

Answer 95

No.

Question 96

If no record permission fields are used in an application, who can see all records in that application?

Answer 96

Anyone with an access role that gives read or greater rights to that application

Question 97

If multiple record permission fields are used in an application, and a user is named in one but not others for a record, can he see the record?

Answer 97

Yes. Anyone named in any one (or more) of those fields can see each record in which he is named.