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Set up VM

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This content applies solely to Vendor Management, which must be purchased separately from the Appian base platform. This content was written for Appian 26.6 and may not reflect the interfaces or functionality of other Appian versions.

Vendor Management (VM) is as flexible as any application developed on the Appian Platform. To ensure your application remains scalable and aligns with best practices, we recommend the most common changes.

After you have installed VM, there are several configurations you can perform to customize the application for your organization’s processes.

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

Updates in Appian Designer must be done with caution by someone familiar with Appian development.

Step 1: Configure user groups and security for VM

Configuring user groups and security for Vendor Management (VM) is a good place to start.

You need to know:

  • If your organization has any additional business roles that are not covered in the default business groups.
  • What users must be members of each business group.

For more information on groups and security, see Groups Reference Page.

Step 2: Configure the opportunity management setup process for VM

You can modify the Vendor Management (VM) solution to fit your organization's processes and data requirements by configuring fields, labels, and document templates.

Configure fields and UI text in VM

Some fields and UI text in the Vendor Management (VM) setup process may not match your organization's terminology. You can configure these terms to meet your needs.

The following fields and UI text are configurable:

  • Accept and Reject buttons.
  • Contracting personnel labels.
  • Tasks and Approach item labels.

Configure document templates in VM

The Vendor Management (VM) solution includes an example document template as a baseline. You can configure the solution to use your organization's custom templates.

You need to know:

  • What templates are needed.
  • What type of document the template is.

Add each document template to a knowledge center, and add each template to the document template reference table as described on the Reference Data Tables page.

Step 3: Create opportunity approach in VM

After you configure your Vendor Management (VM) application, create the opportunity approach to use during the opportunity management process. The opportunity approach determines which tasks are assigned for each new opportunity.

You need to understand your organization's current opportunity processes including:

  • What phases of the opportunity can occur.
  • The distinct types of opportunities that have a standard set of tasks.
  • All of the tasks required to complete the various types of opportunities.
  • What types of tasks your organization needs.
  • Which business groups are responsible for each task.
  • What tasks rely on other tasks to be completed first.
  • What timeframe the task starts in the opportunity management process.

When users create new tasks, they can choose from: Create Document from Template, Attach Document, Review, or Confirmation.

Step 4: Set up SAM.gov integration for VM

Vendor Management (VM) includes an integration to SAM.gov that enables you to retrieve vendor data from the SAM.gov website. To set up this integration, you must register for a key from SAM.gov and configure the application to use the key provided. This section provides instructions for registering for your key and configuring your application.

Caution:  If you do not plan to use this integration, you must toggle the AS_VM_BOL_IMPORT_FROM_SAMGOV_TOGGLE constant value to False in Designer.

Register for SAM.gov key

To set up the VM-SAM.gov integration, you need to register for an API key:

  1. Navigate to Sam.gov.
  2. Create a new account by selecting sign up.
  3. Go to the Workspace tab.

  4. Select the Profile link.

    The SAM.gov Profile page showing the option to request and generate an API key.

  5. Request an API key. Copy the API key when it generates.

Configure application

After you receive your email from SAM.gov, configure your application to use the saved API key.

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. On the left side under object type, select Connected System.
  4. Select AS VM Get Opportunities from SAM GOV Public API.
  5. Find the Value field and click the Clear link next to it.
  6. In the cleared Value field, paste the saved API key.

  7. Click SAVE.

    The AS VM Get Opportunities from SAM GOV Public API connected system configuration page showing the Value field for the API key.

Step 5: Set up SLG or Federal toggle for VM

Note:  This configuration determines whether the Vendor Management (VM) solution is specific to federal or state and local governments. Appian recommends performing this customization as a one-time activity after you install the VM solution. Similarly, you must also configure the SLG toggle in GAM Acquisition Central (GSM). The SLG toggles in both VM and GSM must be in sync for the two solutions to work in tandem. For example, both solutions must be set to either federal or state.

You can customize the type of registration for your vendors depending on whether you are a federal or state agency. When vendors register themselves, the system defaults them to the type of registration you configured.

Go to Enable or disable State and Local Government Toggle to learn more about enabling or disabling the SLG toggle.

Step 6: Set up the questionnaire toggle for VM

Note:  If you enable the questionnaire toggle for Vendor Management (VM), then the Questionnaire section appears in the registration form. Vendors must answer the questions to complete the registration. Based on the vendors' responses, the contracting personnel can make informed decisions about vendors' registration. By default, the questionnaire toggle is disabled. When the questionnaire is disabled, vendors registering on Vendor Portal get immediate access to VM solution without requiring approval from contracting personnel. Appian recommends performing this customization as a one-time activity after the VM solution is installed.

Customize the type of registration for your vendors depending on whether you want to have an approval flow or provide them immediate access upon registration.

Go to Enable or disable questionnaire to learn more about enabling or disabling the questionnaire.

Step 7: Set up the documents cleanup toggle for VM

Caution:  This setup is mandatory only when you have both Vendor Management (VM) and Award Management (AM) solutions in the same environment for seamless integration.

Enable the document cleanup toggle after VM deployment and only when the integration with AM is enabled. When using the AM integration, temporary documents are created when retrieving data and documents from AM. Appian recommends cleaning up these temporary documents for easy maintenance.

To enable the documents cleanup toggle:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_BOL_NIGHTLY_CLEANUP_TOGGLE.
  5. In the Value field, select True.
  6. Click SAVE.

Step 8: Set up ESBD integration for VM

Note:  This setup is mandatory only when your agency is within Texas, USA.

Posting the public opportunities in Vendor Management (VM) to the Texas Electronic State Business Daily (ESBD) site involves the following steps:

  1. Enable the State and Local Government (SLG) toggle in Solutions Hub and the ESBD toggle in VM solution.
  2. Specify the special characters that are permitted for the procurement ID (opportunity ID) in the DAT file.
  3. Specify your agency code to indicate which office is submitting the opportunity to ESBD.
  4. Configure the details of your Secure File Transfer Protocol (SFTP) for file transfer.

Enable SLG and ESBD toggle

To enable the SLG and ESBD toggle in VM solution:

  1. Make sure to enable the SLG Toggle in the Solutions Hub.
  2. Access your Appian Designer.
  3. In your application, select AS VM Full Application.
  4. Under Object Type, select Constant.
  5. Select AS_VM_TOGGLE_SLG_ESBD_INTGN_ENABLED.
  6. In the Value field, select True.
  7. Click SAVE.
  8. Continue with Specify special characters in DAT file.

Specify special characters in DAT file

Note:  This is an optional step for the opportunity IDs to be in compliance with the agencies' requirements.

In VM, you can customize the special characters that are permitted for the procurement ID (opportunity ID) in the DAT file.

To specify the special characters that are permitted for the procurement ID in the DAT file:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_TXT_LIST_OF_SPECIAL_CHARACTERS.

  5. Choose one of the following methods to specify the special characters:

    • For one special character: Enter the character in the Value field.
    • For multiple special characters: Select the Array (multiple values) checkbox and enter each character on a new line in the Values field.
  6. Click SAVE.
  7. Continue with Specify your agency code.

Specify your agency code

In VM, you must specify your agency code to indicate from which office the opportunity is being submitted to ESBD.

To specify your agency code in Appian Designer:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_TXT_SLG_SOLUTION_OWNING_AGENCY_CODE.
  5. Specify the agency code in the Value field.
  6. Click SAVE.
  7. Continue with Configure the SFTP for file transfer.

Configure the SFTP for file transfer

To configure your SFTP to receive DAT files from the VM solution:

  • Create third-party credentials for your SFTP in Appian Admin Console.
  • Upload your SFTP security key in Appian Designer.
  • Update your SFTP server hostname in Appian Designer.
  • Enable the SFTP toggle in Appian Designer.

Create third-party credentials for your SFTP

You must create third-party credentials to connect to your SFTP from the VM solution.

To create third-party credentials for your SFTP in Appian Admin Console:

  1. From the Vendor Management site, select Grid menu icon > Admin Console.

    1. On the Appian Administration Console, click Third-Party Credentials.
    2. On the Third-Party Credentials page, click CREATE.
    3. On the Create Third-Party Credentials page, in the Identity section, in the Name field, enter VM_EsbdSftpTransfer.
    4. In the Plug-ins List section, in the Plug-ins field, search for SFTP Functions and select it.

    5. In the Credentials section, click +Add field.

      1. In Field name, enter Username.
      2. In Value, copy and paste your SFTP host user name.
      3. Select the Allow users to set personal credential field values on the Third-Party Credentials settings page checkbox.
      4. Click SAVE.
    The Create Third-Party Credentials page in the Admin Console showing the Identity, Plug-ins List, and Credentials sections configured for SFTP file transfer.

    Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to closeThe Create Third-Party Credentials page in the Admin Console showing the Identity, Plug-ins List, and Credentials sections configured for SFTP file transfer.

  2. Continue with Upload your SFTP security key.

Upload your SFTP security key

You must have your SFTP security key (PEM file) downloaded from your SFTP before performing this step.

To upload your SFTP security key in Appian Designer:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Document.
  4. Select the checkbox associated with AS VM SLG SFTP Secure Key For Esbd.

  5. Click MORE > New Version.

    The Document list in Appian Designer with the MORE menu expanded showing the New Version option for the SFTP Secure Key document.

    1. On the Upload New Version dialog, click UPLOAD.
    2. Select the PEM file that contains the public key for your SFTP server.
    3. Click UPLOAD.

    The Upload New Version dialog with the UPLOAD button to select and upload the PEM file containing the SFTP public key.

  6. Continue with Update your SFTP server hostname.

Update your SFTP server hostname

You must have your SFTP hostname ready or copied before performing this step.

To update your SFTP server hostname in Appian Designer:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Expression Rule.

  4. Select AS_VM_SLG_sftpConfigurationForEsbdFileTransfer.

    1. In the expression rule, for the serverHostName key, include your SFTP hostname within the double quotes.

      The expression rule for updating SFTP hostname showing the serverHostName key where the SFTP hostname is entered.

    2. Click SAVE.

  5. Continue with Enable the SFTP toggle.

Enable the SFTP toggle

You must enable the SFTP toggle for the VM solution to store opportunity files on your SFTP.

To enable the SFTP toggle in Appian Designer:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_SLG_TOGGLE_ESBD_SFTP_TRANSFER_ENABLED.
  5. In the Value field, select True.
  6. Click SAVE.

The constant in Appian Designer for enabling SFTP toggle with the Value field set to True.

Step 9: Enable SAM.gov toggle for VM

Note:  This setup is mandatory for federal agencies only.

You must enable the SAM.gov toggle to post opportunities from Vendor Management (VM) solution to SAM.gov.

To enable the SAM.gov toggle in Appian Designer:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_BOL_TOGGLE_POST_TO_SAMGOV_ENABLED.
  5. In the Value field, select True.
  6. Click SAVE.
  7. Continue with Specify your agency code.

Step 10: Specify your agency code in VM for SAM.gov

Note:  This set up is mandatory for federal agencies only.

You must specify your agency code in Vendor Management (VM) to indicate from which office the opportunity is being submitted to SAM.gov.

To specify your agency number in Appian Designer:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_TXT_FED_SOLUTION_OWNING_ORG_ID_OR_AAC_CODE.
  5. Specify the agency code in the Value field.
  6. Click SAVE.

Step 11: Configure the default AI model

Vendor Management (VM) 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_VM_AI_MODEL_ID_NATIVE_AI constant.

To configure the default AI model for all AI skills:

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

Note:  The default value is appian/openai.gpt-5.4. Contact Appian Support if you need assistance identifying supported model identifiers for your environment.

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

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

Step 12: Enable AI chat for opportunity in VM

Note:  This configuration is available only when you have deployed the Appian Native AI add-on for Vendor Management (VM).

AI chat for opportunities is disabled by default in VM. You can enable it when required.

To enable AI chat for the opportunities in VM:

  1. Access your Appian Designer.
  2. In your application, select AS VM AI Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_AI_OPPORTUNITY_RECORD_CHAT_TOGGLE.
  5. In the Value field, select True.
  6. Click SAVE.

Step 13: Disable AI chat for documents in VM

Note:  This configuration is available only when you have deployed the Appian Native AI add-on for Vendor Management (VM).

AI chat for documents is enabled by default in VM. You can disable it when not required.

To disable AI chat for the documents in VM:

  1. Access your Appian Designer.
  2. In your application, select AS VM AI Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_AI_DOCUMENT_AI_SKILLS_FEATURE_TOGGLE.
  5. In the Value field, select False.
  6. Click SAVE.

Step 14: Enable AI chat for message threads in VM

Note:  This configuration is available only when you have deployed the Appian Native AI add-on for Vendor Management (VM).

AI chat for messages is disabled by default in VM. You can enable it when required.

To enable AI chat for the documents in VM:

  1. Access your Appian Designer.
  2. In your application, select AS VM Full Application.
  3. Under Object Type, select Constant.
  4. Select AS_VM_MSG2_BOL_THREAD_SUMMARY_TOGGLE.
  5. In the Value field, select True.
  6. Click SAVE.

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