Evidence Collection Method

Modified on Wed, 29 Oct at 3:18 PM

1. Overview

The Collection Method defines how Document Requests (DRs) are initiated for a specific Evidence record.
Each Evidence record can be configured to collect supporting documentation manually or automatically using an API workflow.

This manual explains how to view, interpret, and manage the Collection Method and related details in the Evidence record.

2. Accessing Evidence Record

Go to the Evidence entity from the main menu.
Select from the list of existing evidence record or add new from action menu
Then on edit page displays configuration and scheduling information for that evidence.

3. Key Fields in the Evidence Details Section

Field	Description
Description	Brief information about the evidence or its purpose.
Asset	The asset or control area this evidence related.
Evidence Start Date	The date when the evidence collection period begins.
Evidence End Date	The date when the collection period ends (if defined).
Next DR Launch Date	Scheduled date for the next Document Request (if automated or recurring).
Request Frequency	Defines how often document requests are needed (e.g., As Needed, Quarterly, Annually).
Collection Due Days	Number of days allowed for evidence collection once a DR is issued.
Collection Method	Determines how the Document Request is launched: Manual or Automated.
Previous DR Status	Shows the completion or status of the last launched Document Request.
Latest DR Status	Displays the most recent DR’s progress (e.g., Open, Expired, N/A).

4. Collection Method Options

A. Manual Collection

Manual collection is used when a user or the C1Risk system initiates the Document Request (DR) directly from the Evidence record.

Workflow Steps

Navigate to the Evidence record.
Review the Collection Method field — it should display Manual.
To launch a DR:
- Go to the Document Requests subtab.
- From the Action Menu, select “Add New DR.”
- Confirm to create a new DR.
The system validates the evidence setup before launching.
- If all required fields are valid, a new DR will appear in the subtab.

Automated System Launch (Manual Validation)

A scheduled batch process (NEW Document Request Job) may also launch a DR based on configuration.
System validation checks are stricter when using this method to ensure data accuracy.

B. Automated Collection

Automated collection allows the customer to control the process using their own API script, integrating with C1Risk through API endpoints.

Workflow Steps

Customer prepares an API integration with C1Risk.
The script performs:
- GET Evidence API → retrieve Evidence reference ID.
- POST Create DR → create the new Document Request.
- POST DR Response → update status or upload content.
The system receives and tracks the DR launched externally.

Note:
Between API steps 2 and 3, customers can transform or format their data before submission.

5. Summary of Collection Methods

Feature	Manual	Automated
Initiated By	User or system batch job	External API script
Launch Location	Evidence > Document Requests subtab	Customer’s API integration
Validation	Handled by C1Risk system	Managed by external script
Best For	Periodic or reviewed evidence requests	Continuous or high-volume workflows
Setup Required	None (uses C1Risk UI)	Requires API credentials and script setup

6. Example: Viewing a Manual Evidence Record

In the Evidence Details screen (see example below):

Collection Method: Manual
Collection Due Days: 30
Request Frequency: As Needed
Previous DR Status: N/A
Latest DR Status: N/A

This means the user must manually initiate the next Document Request. The system will not automatically trigger it unless a batch job is configured.

7. Best Practices

Review Collection Method before launching a DR to confirm whether manual or API automation applies.
Keep Collection Due Days aligned with project or compliance deadlines.
Use Automated mode only when your organization maintains a stable API workflow.
Monitor Latest DR Status to track progress and prevent duplicate launches.