Manage Requirements

Requirement record in RM

The Appian Requirements Management (RM) solution centralizes all information and tasks related to your acquisitions. The Manage Requirements page explains how to view, manage, and update the data within a requirement.

To navigate to a requirement record:

1. Select Requirements from the navigation pane.
2. Select a requirement to open its record.

The requirement record organizes specific information into the following tabs:

Tab	Description
Summary	Displays key requirement details, related procurements, timeline status, and assigned tasks.
Addresses	Shows physical address and contact details for requirement delivery and personnel.
Additional Information	Collects organization-specific data as configured by agency policy.
Line Items	Lets users view, add, update, duplicate, or delete requirement line items.
Research	Provides a central workspace for analyzing market research and Best in Class (BIC) contracts.
Documents	Lets the requester manage and review uploaded requirement documents.
Contract File	Lets contracting personnel access and manage contract-specific documents.
Messages	Lets users compose, view, and respond to internal communications.
Checklist	Displays the progress and statuses of tasks associated with the requirement.
Task History	Logs the actions taken on tasks, including the user and timestamp.
Requirement History	Tracks all actions performed on the requirement itself for auditing purposes.

Summary tab

The Summary tab displays the important details of a requirement, including related procurements, timeline status, description, key dates, funding, contacts, addresses, and codes.

In the Summary tab, you can access your tasks. These tasks are specific to the requirement for you to claim and complete individual tasks from this tab.

Update requirement

1. Click UPDATE on the Summary tab.
2. Change any relevant information using the navigation menu.
3. Click UPDATE.

Submit requirements to contracting

1. Click SUBMIT TO CONTRACTING.
2. Select Individual Assignee using the auto-suggestion dropdown.
3. Click SUBMIT TO CONTRACTING.

Create requirement documents using AI Document Builder

The Create Document action provides a unified starting point for creating requirement documents. You can choose to create documents with AI Document Builder or from existing templates, all from the requirement summary.

When you create a document with AI Document Builder, the requirement context is automatically applied to help generate relevant content. You can also select up to 10 additional requirement documents to provide more context for the AI-generated document.

For template-based documents, requirement data automatically populates template placeholders, including point of contact details, requirement information, and period of performance dates. This eliminates repetitive data entry and speeds up document preparation.

Create requirement documents using AI

1. On the Summary tab, click CREATE DOCUMENT.
2. Select Create Document using AI. Click NEXT.
3. Select a template using the radio buttons. Click NEXT.
   • Tip: Filter templates using the Search field and the Template Tag dropdown.
4. Choose how to provide context documents:
   • Note: The limit is 10 documents. Click Plus icon in blue circle to add more documents.
   1. Select: Provide documents from existing requirements to use as context for generating content.
      1. Click Select.
      2. Search for and select a requirement to view its documents.
      3. Search for and select documents using the checkboxes.
      4. Click NEXT.
   2. Upload: Upload documents from local memory to use as context for generating content.
      1. Click Upload.
      2. Click UPLOAD to browse and select documents.
      3. Click NEXT.
5. Enter a Document Name.

6. (Optional) Enter Description to help identify the document when viewing the list of documents attached to the requirement record. This field does not impact the content generated by AI Document Builder.

7. Click GENERATE DRAFT.

   The generated draft appears in the Documents tab > Drafts subtab.

   Draft statuses:

   Status	Description
   Drafting	AI Document Builder generates the document.
   Draft Generated	The initial draft is ready for review.
   In Progress	The creator is actively refining or finalizing the document.
   Published	Document is finalized and ready to move to the Documents subtab.

8. Once the status is Draft Generated, click Vertical Ellipsis icon and select Edit Document.
9. Review and update the generated document sections and select the Reviewed radio button for each section. Default is Needs Review.
   1. (Optional) To use AI Drafting Mode for AI-assisted editing:
      1. Select a generated section.
      2. Select:
         • Template Assistant: Track your progress against the template and fill in any gaps.
         • Editing Assistant: In the Editing Assistant field, enter your instructions to change or generate text. Click Elaborate, Shorten, or Rephrase to apply a quick action.
      3. Click GENERATE PREVIEW to view the new generated content.
      4. Choose from:
         • Replace Current Text: Replace the section's content with the new generated content.
         • Append to Text: Add the new generated content to the existing section's content.
10. Click FINALIZE AND EXPORT. After the document is finalized, its status changes to Published in the Drafts subtab.
11. Click Vertical Ellipsis icon and select Send to Documents to move the document from the Drafts to Documents subtab.

Create requirement documents using pre-approved templates

1. On the Summary tab, click CREATE DOCUMENT.
2. Select Create Document from Pre-Approved Template.
3. Click NEXT.
4. Search for and select a template. By default, RM provides the following document templates:
   • Capabilities Templates
   • Statement of Work
   • Performance Work Statement
5. Click NEXT.
6. (Optional) Enter Description to describe the document.
7. Click GENERATE AND AUTO-POPULATE DOCUMENT.
   • Note: Changes made to the requirement after generating the document are not reflected in the document.
8. Click OPEN IN SHAREPOINT to review and edit the document.
9. Search for and select Folder Location to specify where the document is stored.
   • Note: The Folder Location field is only available to contracting officers.
10. Click FINALIZE. After the document is finalized, it appears in the Documents tab > Documents subtab.
11. Click Vertical Ellipsis icon and select Send to Documents to move the document from the Drafts to Documents subtab.

Upload documents from summary

Use the Upload Documents option to upload documents to a specific requirement.

To upload documents:

1. Click Blue Horizontal Ellipsis icon on the Summary tab and select Upload Documents.

   

2. Click UPLOAD to open the file picker.
3. Select the document to upload.
   1. Click Plus icon in blue circle to upload additional documents.
4. Click UPLOAD.
5. Enter a document Description.
6. Select File Location using the auto-suggest dropdown.
7. Click SAVE.

Submit requirements for review

1. Click Blue Horizontal Ellipsis icon on the Summary tab and select Submit for Review.
2. Click Plus iconAdd Review Group.
3. Search for and select Assigned Group and Individual Assignee using the autosuggest fields.
4. Select Due Date using the calendar.
5. Click Plus iconAdd Review Group to add more review groups.
6. Select Precedents using the multi-select dropdown.
   1. Search for and select Assigned Group and Individual Assignee using the autosuggest fields.
   2. Enter Days to Complete the review.
7. Click SUBMIT FOR REVIEW to submit the requirement for the review process.

Review requirement

Use the REVIEW REQUIREMENT button to Approve, Request Changes, or Reject the requirement.

To review a requirement:

1. Click REVIEW REQUIREMENT.
2. Select your review decision.
3. In the Comment field, enter a reason for selecting Request Changes or Reject.
4. Click SUBMIT DECISION.

Mark requirements inactive

1. Click Blue Horizontal Ellipsis icon on the Summary tab and select Mark Inactive.
2. Enter why the requirement is being made inactive in the Comment field.
3. Click MARK INACTIVE.

Reassign requirements

To reassign a requirement to another requestor:

1. Click Blue Horizontal Ellipsis icon on the Summary tab and select Reassign Requirement.
2. Search for and select a requestor using the Reassign To auto-suggest field.
3. Click REASSIGN.

Copy requirements

To copy and duplicate a requirement's details and create a new requirement from it:

1. Click Blue Horizontal Ellipsis icon on the Summary tab and select Copy Requirement.
2. Edit the existing requirement details as required.
3. Click CREATE.

Related procurements

The Requirements Management solution is integrated with the following Government Acquisition Management (GAM) solutions to create a seamless connection among requirements, procurements, and awards.

Integration with Contract Writing

The RM solution is integrated with the Contract Writing (CW) solution to indicate when accepted requirements are ready to be sent to CW to begin the Procurement process. You can view the status of related procurements and access the procurements directly from the RM solution.

With this integration, users can use requirement data to begin their procurement, reducing the amount of manual entry needed for the procurement process.

To access related procurements from a requirement Summary tab:

• Click a Solicitation card in the Related Procurements section to navigate to the solicitation Summary tab in the CW solution.

The integration between RM and CW is set up automatically if both solutions use the same environment.

Integration with Award Management

The RM solution is integrated with the Award Management (AM) solution so you can create awards or solicitations in Award Management directly from requirements with Accepted status or higher in Requirements Management. All relevant data, including line items and documents, are copied during the process. The requirement includes a link to the associated solicitation or award, and the solicitation or award links back to the requirement, creating a seamless connection between requirements and procurements.

To access related procurements from a requirement Summary tab:

• Click an Award card in the Related Procurements section to navigate to the award Summary tab in the AM solution.

The integration between RM and AM is set up automatically if both solutions use the same environment.

Addresses tab

The Addresses tab displays the following physical address and contact details of the requirement:

• Location Type: The location type for the requirement such as construction site or paying office.
• DoDAAC/AAC: A six-character department of defense activity address code or activity address code of the requestor's organization.
• Address Type: The address type for the requirement such as owner or shipping.
• Organization: Requestor's organization.
• Address: Address for the requirement's delivery.
• POC Name: The point of contact for the requirement.
• Type: Type of the point of contact such as acceptor, recipient, or alternate acceptor.
• Email: POC's email address.
• Phone: POC's phone number.

Additional Information tab

Any additional information as part of the requirement creation or management is displayed in the Additional Information tab; this section is configured by your agency's policy, to collect additional data that is specific to the organization. If no additional information is needed, this tab is not displayed. The questions and titles in this tab are configurable by the site administrators.

See Questionnaires section for more information.

Line Items tab

Use the Line Items tab to view, add, or update the line items for the requirement. The tab contains the information relevant to each line item, such as Quantity, Unit of Measure, Unit Price, and more.

Create line items

1. Click Plus iconADD on the Line Item tab.

2. On the Details tab:

   1. Enter the Item Number, Title, and Description of the line item.
   2. Select the Option and Type of the line item using the dropdowns.
   3. Select the Delivery Date using the calendar.

3. On the PSC Codes (Product and Service Codes) tab:

   Note:  The search bar is pre-filled with the line item title, and the most relevant codes based on the title are listed. Modify the search text if needed, and then click Bold right arrow icon to search and list the related PSC codes using semantic search.

   1. Select the required PSC code using the radio button.
      1. Click Remove to unselect the code.

4. On the Pricing tab:

   1. Select the Pricing Arrangement and Unit of Measure for the line item using the dropdowns.
   2. Enter the Quantity and Unit Price.
   3. Click CREATE to save the changes and create the line item.

Update line items

1. Click a line item to open its summary.
2. Click UPDATE.
3. Update line item fields.

Delete line items

1. Select a line item and click DELETE to open the Delete Line Item confirmation dialog box.
2. Click DELETE.

Duplicate line items

1. Select a line item and click DUPLICATE on the Line Items tab.
2. Select Yes or No for the question, Is this an option?
   1. Yes: Sequences item number and period of performance dates.
   2. No: Sequences item number but not dates.
3. Enter the Item Number of the line item.
4. Click DUPLICATE to save changes and duplicate the line item.

Research tab

The Research tab provides a central workspace to analyze market research organized by the following sections:

AI Research Collection

The AI Research Collection section organizes market research results from the ProcureSight Enterprise (PSE) AI Research Agent in the following tabs:

• Summary: Displays a research review generated by the AI agent, summarizing the collection's findings across categories such as service focus and agency distribution.
  • Click Re-generate to regenerate the research review.
  • Click GENERATE to create documents from the researched collection.
  • The Summary subtab also displays a Bookmarks section that lists all procurements and vendors identified by the AI agent.
• Attachments: Lists all documents attached to the procurements in the AI Research Collection.
  • Click Ask AI to ask questions about a PDF document.
  • Click Download icon to download a document.

Saved User Research

The Saved User Research section organizes the procurements, attachments, and vendors saved from ProcureSight search results into the following tabs:

• Procurements: Lists saved procurement opportunities.
• Attachments: Lists all documents attached to the saved procurements.
  • Click Blue download icon to download an attachment.
• Vendors: Lists saved vendors.

Best in Class

The Best in Class section recommends Best in Class (BIC) contracts based on the requirement's PSC (Product Service Code).

• Click Blue External Link icon to open the BIC contract details on the external website.

Search

Use the Search section to search for procurements, vendors, protests, and codes using natural language queries powered by ProcureSight. The search bar pre-fills with the requirement title to help you find relevant results immediately.

• See Search procurements, vendors, protests, or codes for detailed search instructions and filter options.
• Click Bookmark icon to save search results to the Saved User Research section for further analysis.

Documents tab

The Documents tab is visible only to the requester of a specific requirement. Use it to access a requirement's documents uploaded by the requester and their details, such as review status, description, and upload date.

The Documents tab organizes documents into subtabs:

• Documents lists the uploaded requirement documents.
• Drafts lists AI Document Builder documents that are not yet finalized. The Drafts subtab appears when AI Document Builder is available.

On the Documents subtab, filter the document list using the search field and the REVIEW STATUS dropdown.

Upload documents

1. Click UPLOAD DOCUMENTS.
2. Click UPLOAD to open the file explorer and select the document.
   1. Click Plus icon in blue circle to upload additional documents.
3. Click UPLOAD on the Upload Documents wizard.
4. Enter the Description and File Location for the document.
5. Click SAVE.

Preview documents

To preview a document, click the document to navigate to the document summary:

1. Zoom in and out, scroll, and view pages of the document in a preview window that displays PDF files. To view other file types, download the file locally.
2. View relevant details of the document such as location and upload dates.

Edit documents

To edit a document in SharePoint:

1. Click a document to navigate to its summary.
2. Click Edit.

3. Click EDIT IN SHAREPOINT to open the document in SharePoint.

   

4. Edit the document in SharePoint.
5. Return to the Documents tab.
6. Click Vertical Ellipsis icon corresponding to the edited document and select Finalize.
7. Click FINALIZE.

Use Ask AI document assistant

To view the AI Summary of the document:

1. Click a document to navigate to its summary.
2. Click Details.

To ask AI about the document:

1. Click a document to navigate to its summary.
2. Click Ask AI.
3. Enter your question in the Ask AI about this Document field.
4. Click Bold right arrow icon to generate the response.

To view a document's reviews:

1. Click a document to navigate to its summary.
2. Click Reviews.

Move documents

1. Click a document to navigate to its summary.
2. Click Change Folders.
3. Search for and select the New Folder Location using the auto-suggest dropdown.
4. Click SAVE.

Download documents

• Click Blue download icon corresponding to a document to download it to your local machine.

Delete documents

1. Click Vertical Ellipsis icon corresponding to the document and select Delete.
2. Click DELETE.
3. Enter the Reason for deleting the document.
4. Click DELETE.

Create review process for document

1. Click Vertical Ellipsis icon corresponding to the document and select Create Review Process. Note: The solution automatically recommends a review process. If there are no recommendations, complete the following steps to fill out the group precedents manually.
2. Click Plus iconAdd Review Group.
3. Search for and select Assigned Group and Individual Assignee using the autosuggest fields.
4. Select Due Date using the calendar.
5. Click Plus iconAdd Review Group to add more review groups.
6. Select Precedents using the multi-select dropdown.
   1. Search for and select Assigned Group and Individual Assignee using the autosuggest fields.
   2. Enter Days to Complete the review.
7. Click SUBMIT.

Contract File tab

The Contract File tab is visible only to contracting personnel, not to the requestor. Use it to access a requirement's contract file documents and their details, such as review status, description, and upload date.

The Contract File tab organizes documents into subtabs:

• Contract File lists the documents in the contract file and supports document management actions such as uploading, previewing, editing, moving, downloading, and deleting documents.
• Drafts lists AI Document Builder documents that are not yet finalized. The Drafts subtab appears when AI Document Builder is available.
• Required Documents shows which documents the procurement requires and tracks their status.

On the Contract File subtab, filter the document list using the search field and the REVIEW STATUS dropdown.

Required Documents subtab

The Required Documents subtab shows which documents a procurement requires, tracks their status, and provides the actions to create, upload, mark as created, and download them.

When you create a requirement, Requirements Management sends the procurement's details to the Document Profile service and stores the returned list of required documents against the requirement record. Each required document is tagged with Missing status in the subtab.

When you copy a requirement, Requirements Management does not carry over the required documents or their statuses from the original requirement. The copied requirement generates its own list of required documents from the Document Profile service, the same way a new requirement does.

Create a required document

1. Click the more options menu Vertical Ellipsis icon and select Create Document.
2. Follow the steps in Create requirement documents using AI Document Builder.

The Create Document action is available only when the required document status is Missing.

Upload a required document

1. Click the more options menu Vertical Ellipsis icon and select Upload Document.
2. Follow the steps in Upload documents.

The Upload Document action is available only when the required document status is Missing.

Mark a required document as created

Use the Mark as Created action to satisfy a required document with a document that is already in the contract file.

To mark a required document as created:

1. Click the more options menu Vertical Ellipsis icon and select Mark as Created. The Mark as Created dialog lists only contract file documents that are not already associated with another required document.
2. Select the document that satisfies the required document.
3. Click UPDATE.

The required document status changes to Created.

The Mark as Created action is available only when the required document status is Missing.

Messages tab

Use the Messages tab to compose, view, and respond to messages sent from other users in your organization.

Checklist tab

The Checklist tab displays the progress of the tasks and an overview of their statuses such as outstanding, completed, not needed, and canceled.

Task History tab

Task history displays an auditable record of all tasks.

To view task history:

1. Click Task History on a requirement Summary to navigate to the Task History tab. The history is logged for every action that occurs to checklists and tasks. The history entries include who created, accepted, reassigned, marked a task as not needed, and completed the task with the corresponding date and time.

2. Use the Category History, User, Action, and Date filters to filter the list.
3. Select 15, 25, or 50 to specify the number of recorded actions to be displayed on the page.

See Complete tasks for more information.

Requirement History tab

The Requirement History tab lists actions taken on the requirement, action taker, and action timestamp. Every time a user conducts an action on the requirement such as changing additional information, adding line items, and uploading documents, the action is recorded and listed for users to view in the requirement history.

Next steps

Learn how to manage checklists for your requirements.

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