Archer eGRC - Inherited Fields in Questionnaires
What is the best way to populate users from an Application to a Questionnaire who are not Submitters or Reviewers? We currently inherit users, such as delegates and analysts, from the target application but it doesn't keep history integrity when a user field value changes on the target.
For example, a Department Manager for XYZ department is the Hulk. Questionnaire 12345 is created and inherits the department manager value of the Hulk from the Department application. After the questionnaire is completed, XYZ's department manager changes to Iron Man. Now, questionnaire 12345 shows department manager of Iron Man even though at the time it was the Hulk.
How do we maintain the point in time values while still keeping it user-friendly by having it pre-populate? We are using v5.3 and will be moving to v5.5 by about Q3.
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Are you inheriting because you need the permissions, or only the name? If you only need the name, you could replace your inherited permissions fields with calculated text fields and setup the calc such that once they take a value they never lose it.
Both. However, we could apply permissions at that level if it makes the most sense.
We have discussed using a data feed to create the questionnaires but unsure if it's "best practice" or what the pitfalls might be.
If it's a calculated field, can multiple values come over? In the cases of our delegates, sometimes more than one person can be assigned.
Sorry for not mentioning that in the original post.
If I understand you correctly I think what you are trying to do is allow Hulk to go back into Questionnaire 12345 even after he has moved on to another role while also allowing Iron Man to access historic records for the Department he has taken over. I have done something similar by having both an Inherited RP (from Departments) and a Manual RP that specifies the Department leader at the point in time (Hulk). If you also wanted to assign one or more delegates you would use another Manual RP field for that as well. I hope this helps.