Set Up Requirements Management

Requirements Management (RM) is as flexible as any application developed on the Appian Platform. To ensure your application remains scalable and aligns with best practices, this guide walks you through some of the most common changes.

After installing RM, there are several configurations to customize the application for your organization's processes.

The following steps outline the recommended order for configuring the default application to work for your organization after installing RM. However, all of these instructions can be used to modify the application at any time.

1. Configure user groups and security.
2. Import AAC/DoDAAC reference data.
3. Set up users and organization mapping.
4. Configure the requirement management setup process.
5. Enable or disable AI features.

Configure user groups and security

Configuring user groups and security is a good place to start. Adding users to the Requirements Management (RM) role groups makes them visible in the application. When a user is added to a role group, RM syncs their profile information such as first name, last name, email into the Internal Users record and makes them available in the Users grid on the People page.

Before you begin, ensure you have the following information:

• Any additional business roles your organization needs beyond the default business groups.
• The users who should be members of each business group.

RM includes the following default business role groups:

Group	Description
AS RM Requestors	Users who create and manage requirements.
AS RM Requestor Managers	Users who supervise requestors and submit requirements to contracting.
AS RM Contracting Managers	Users who assign Contracting Officers and Contract Specialists to requirements.
AS RM Contracting Officers	Users assigned to requirements for contracting actions.
AS RM Contracting Specialists	Users who support contracting workflow alongside Contracting Officers.

To add users to role groups:

1. Go to Appian Designer.
2. In your application, select AS RM Full Application.
3. Under Object Type, select Group.
4. Select the role group you want to configure, such as AS RM Requestors.
5. Add the appropriate users as members.
6. Click SAVE.
7. Repeat for each role group.

After adding users to role groups, click Update My Information on the People page to complete the profile. The Update My Information action enables users to update their organization, title, and phone number, fields that are not automatically synced from the Appian user profile. The organization field is particularly important for DoDAAC auto-population.

For information on roles and permissions, see Roles and Permissions.

Import AAC/DoDAAC reference data

Requirements Management (RM) uses Activity Address Codes (AACs), also known as DoDAAC codes, to identify organizations and their physical addresses throughout the application. AAC data drives the Requestor tab of the Create Requirement wizard and the Addresses tab for delivery and performance locations.

Before you begin, ensure you have the following information:

• The AAC/DoDAAC codes your organization uses.
• The agency name, type code, major command, and combatant command (Co Com) for each AAC.
• The address details, such as address type and street address, for each AAC.
• Whether each AAC has one or multiple address types, such as Owner or Shipping.

AAC data structure

AAC data is stored across two related tables:

• AS_RM_R_ACTIVITY_ADDRESS_CODE: stores the AAC code, agency name, type code, major command, and combatant command.
• AS_RM_R_ACTIVITY_ADDRESS_CODE_ADDRESS: stores the address details for each AAC, linked by a foreign key.

For the complete column definitions and example data for both tables, see Reference Data Tables.

Import AAC data

RM supports two options for adding AAC/DoDAAC:

Option A: Add locations through the RM application (recommended for small numbers)

Users with the appropriate permissions can add locations one at a time:

1. Sign in to the Requirements Management site.
2. Navigate to the Locations page.
3. Click Add Location.
4. Complete the details: DoDAAC, Agency, Type, Major Command, Co Com, and Active status.
5. Click + ADD ADDRESS to add one or more addresses with Address Type, Address Line 1, Address Line 2, City, Country, and the appropriate postal code fields.
6. Click ADD.

Option B: Direct SQL import (recommended for bulk migration)

For organizations migrating a large number of AAC records, import data directly into the database tables via SQL:

1. Import the data into the AS_RM_R_ACTIVITY_ADDRESS_CODE table.
2. Import the data into the AS_RM_R_ACTIVITY_ADDRESS_CODE_ADDRESS table.

For detailed migration guidance, see Migrating Data. For the table schemas, see Reference Data Tables.

Verify AAC data in the application

After importing, verify your AAC data is accessible:

1. Sign in to the Requirements Management site.
2. Go to the Locations page.
3. Verify that each AAC record displays the correct agency name, DoDAAC, Major Command, Co Com, and address details.
4. Record the exact spelling of each agency name since you need this to Set up users and organization mapping.

Set up users and organization mapping

For the Create Requirement wizard to auto-populate the DoDAAC field when a user starts a new requirement, map your organization to an AAC record. Requirements Management uses the organization field on the Internal Users record to perform this mapping.

Before you begin, ensure you have the following information:

• The AAC/DoDAAC each user in your organization belongs to.
• The exact agency name as it appears in the AGENCY column of the AS_RM_R_ACTIVITY_ADDRESS_CODE table from the Import AAC/DoDAAC reference data section.

How the auto-population works

When a user opens the Create Requirement wizard, RM performs the following:

1. Reads the logged-in user's organization value from their Internal Users record.
2. Searches the AAC reference data for records where the agency name matches the user's organization value.
   • If exactly one AAC matches, the DoDAAC field and Address Type auto-populate, and the associated address details (Recipient, Address 1, Address 2, City, State, ZIP, Country) cascade into the form.
   • If multiple AACs match the agency name, such as Owner and Shipping address, the DoDAAC populates but the user must select an Address Type.
   • If no match is found, the DoDAAC field is empty and the user must select it manually.

Configure user organization values

RM supports two options to set the organization value for a user:

Option A: User self-service (recommended for small teams):

Set your own organization value from within the RM solution:

1. Sign in to the Requirements Management site.
2. Navigate to the People page.
3. Click Update My Information.
4. In the Organization field, enter the agency name exactly as it appears in the Locations record grid.
5. Click SAVE.

Option B: Administrator setup via Appian Designer (recommended for initial setup):

An administrator can set the organization value for multiple users:

1. Go to Appian Designer.
2. In your application, select AS RM Full Application.
3. Under Object Type, select Record Type.
4. Select AS RM InternalUser RECORD.
5. For each user, populate the organization field with the agency name that corresponds to their DoDAAC.

Verify the mapping

To verify that the user-to-DoDAAC mapping is working correctly:

1. Sign in to the Requirements Management site as the user you configured.
2. Click Plus iconCREATE REQUIREMENT to open the Create Requirement wizard.
3. On the Requestor tab, confirm that:
   • The DoDAAC field is auto-populated with the correct AAC code.
   • The Recipient field displays the correct agency name.
   • The address fields (Address 1, City, State, ZIP) are populated from the AAC record.
4. If the DoDAAC field is empty, check that the user's organization value exactly matches an AGENCY value in the AAC reference table.

Bulk user setup

For organizations with many users, you can update the organization field in bulk via direct SQL:

1. Export the current user records from the Internal Users table.
2. Populate the organization column for each user with the correct agency name from the AAC reference table.
3. Run the SQL update against the database.
4. Verify a sample of users by signing in and confirming DoDAAC auto-population on the Create Requirement wizard.

Configure the requirement management setup process

To configure the solution for your organization's processes, see Accessing Requirements Management Settings for available configuration options.

Set up AI features

Requirements Management (RM) includes several AI-powered capabilities that are controlled by admin toggles. After installation, set up these toggles based on your organization's requirements.

Configure the default AI model

RM AI features use GPT-5.4 as the default AI model to meet US Government compliance requirements for federal AI usage policies. You can change the default to another supported AI model, such as Claude, if your organization requires a different model.

The default AI model is controlled by the AS_RM_AI_MODEL_ID_NATIVE_AI constant.

To configure the default AI model for all AI Skills:

1. Go to Appian Designer > AS RM AI Full Application.
2. Search for and select AS_RM_AI_MODEL_ID_NATIVE_AI.
3. In the Value field, enter the model identifier for your preferred AI model.
4. Click SAVE.

To configure the default AI model for a specific AI Skill:

1. Under Object Type, select AI Skill.
2. Select a AI skill.
3. In the Settings section, select the preferred AI model from Model Selection.
4. Click SAVE.

Set up AI document summarization and chat

AI document summarization and chat is controlled by the AS_RM_AI_DOCUMENT_AI_SKILL_TOGGLE constant.

To set up AI document summarization and chat:

1. Go to Appian Designer.
2. In your application, select AS RM AI Full Application.
3. Under Object Type, select Constant.
4. Select AS_RM_AI_DOCUMENT_AI_SKILL_TOGGLE.
5. In the Value field, select True to enable the AI document summarization and chat or False to disable it.
6. Click SAVE.

Set up checklist recommendations

Checklist recommendations are controlled by two constants:

• AS_RM_TMG_BOL_CHECKLIST_RECOMMENDATION: Enables or disables the checklist recommendation feature entirely.
• AS_RM_TMG_BOL_REQUIRED_CHECKLIST_RECOMMENDATION: When enabled, restricts users from manually selecting checklists and forces them to use recommendations only.

To set up checklist recommendation toggles:

1. Go to Appian Designer.
2. In your application, select AS RM Full Application.
3. Under Object Type, select Constant.
4. Select the constant to configure.
5. In the Value field, select True to enable the checklist recommendations or False to disable them.
6. Click SAVE.

Set up AI-assisted requirement creation

AI-assisted requirement creation is controlled by the AS_RM_BOL_REQUIREMENT_CREATION_USING_AI_TOGGLE constant.

To set up AI-assisted requirement creation:

1. Go to Appian Designer.
2. In your application, select AS RM Full Application.
3. Under Object Type, select Constant.
4. Select AS_RM_BOL_REQUIREMENT_CREATION_USING_AI_TOGGLE.
5. In the Value field, select True to enable the AI-assisted requirement creation or False to disable it.
6. Click SAVE.

Next steps

• Configure RM: Configure solution settings and integrations for your organization.
• Use RM: Learn how to navigate and use the RM features.

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