# Training Frequently Asked Questions (FAQs)

## Training Assignments


### A Learner did not receive an assignment. Why? {#faq-01}

Most commonly, Learners do not receive assignments when:

* Their *Person* record's <a href="/en/gr/50967/#person-training-eligibility">_Training Eligibility_</a> field value (`training_eligibility__v`) is *Ineligible*, or any value other than *Eligible*.
* The <a href="/en/gr/50953/#vault-training-objects">Training Matrix records</a> required to create the assignment do not exist, or they are in the incorrect state when the <a href="/en/gr/50967/#job-status">_Update Training Assignments_ job</a> runs. Generally, one assignment requires a training-eligible *Person* record to be associated with a *Learner Role* that is associated with a *Curriculum* with least one *Training Requirement*. This is the core principle of Training Automation: Learners must have a complete "training path" at the time the job runs in order to assign the training to them. Additional conditions include:
    * Matrix records must be in the *Ready for Use* state (`eligible_state__v`), with the exception of *Person* (*Eligible*, as described above).
    * When a requirement includes <a href="/en/gr/50960/#training-materials">Training Materials</a>, they must be in a trainable state. Most commonly, this is the *Issued* or *Effective* state for Draft to Effective lifecycle documents; the *Approved* state for Draft to Approved; or the *Final* state for Initial to Final.
* The *Update Training Assignments* job has not yet run, or the job encountered an <a href="/en/gr/50967/#job-errors">error</a>.
* A <a href="/en/gr/57229/#about-the-update-training-requirement-verdict">TRIA verdict</a> resulted in zero assignments, or resulted assignments for some Learners but not others.
* <a href="/en/gr/622062/">Live Calculation</a> has not yet created the assignment. This primarily occurs in <a href="/en/gr/62206/#how-substitute-training-works">Substitute Training</a> scenarios.


### An assignment's Due Date is not as expected. Why? {#faq-02}

An assignment's *Due Date* is influenced by many factors, including:

* The related *Training Requirement*'s <a href="/en/gr/50960/#initial-duration">duration</a> and <a href="/en/gr/4788081/">recurrence</a> settings.
* The assignment is controlled by a <a href="/en/gr/62206/#substitute-due-dates">substitute rule</a>.
* A <a href="/en/gr/57229/#about-the-update-training-requirement-verdict">TRIA verdict</a> resulted in new and/or updated assignments.
* The assignment's *Due Date* is <a href="/en/gr/8295581/">optional</a>.


### An assignment cannot be updated. Why? {#faq-03}

Vault primarily manages *Training Assignment* creation and management via <a href="/en/gr/50967/">automation rules</a>. As a result, assignments become "locked" and many aspects cannot be modified.

Most commonly, assignments are locked when Vault initiates a workflow with a Learner task, for example the *Complete Training Assignment* workflow. 


### A Training Material was revised but Learners did not receive assignments. Why? {#faq-04}

In some cases, updates to Vault Library documents used as a Training Material (for example, SOPs) do not result in an assignment due to other factors, such as the related *Training Requirement*'s lifecycle state. See [additional details][1] on the basic conditions required to create an assignment.

It is also possible that Learners previously trained on this document via <a href="/en/gr/52724/">Direct Assignment</a> or <a href="/en/gr/829558/#limitations">Self-Enrollment</a>.


### A Training Material was added to a requirement but Learners did not receive assignments. Why? {#faq-05}

Training Material updates to a requirement do not, alone, trigger Vault to create assignments. See [additional details][1] on the basic conditions required to create an assignment.

It is also possible that:

* The Vault Library document was added to the requirement as a <a href="/en/gr/627041/#training-material-comparison">Supplemental Material</a>, as opposed to a Training Material.
* The <a href="/en/gr/50960/#training-materials">material</a> is not in a trainable state. Most commonly, this is the *Issued* or *Effective* state for Draft to Effective lifecycle documents; the *Approved* state for Draft to Approved; or the *Final* state for Initial to Final.
* The requirement itself is not in a trainable (*Ready for Use*) state.
* The requirement is not associated with a trainable *Learner Role* and/or *Curriculum*.


## Training Automation

### I removed the relationship between two in-use Training Matrix records. Why didn't the job cancel the related Training Assignments? {#faq-06}

When a Training Admin breaks the relationship between two matrix records (for example, they remove a *Learner Role* from a *Curriculum*), the *Update Training Assignment* job only cancels assignments when both of those records are in the *Ready for Use* (`eligible_state__v`) or *Retired* (`retired_state__v`) state at the time the job runs. When either record is in any other state, the job considers the records' relationship to be a "draft" (under development) and ignores any changes to it.

Using the example above, suppose the Training Admin transitions the *Learner Role* to the *Initiated* state (`in_progress_state_v`), then removes it from the *Curriculum* that is still *Ready for Use*. When the job runs, it ignores any updates related to the *Learner Role*. Once the Training Admin transitions the *Learner Role* back to the *Ready for Use* state, the job recognizes it and its relationship to other matrix records. During the job run, Vault cancels any open assignments for the now-removed *Curriculum*, specific to any Learners assigned to that role.

Alternatively, if the Training Admin means to retire the *Learner Role*, they could transition it to the *Retired* state to accomplish the same outcome.

## Training Requirements

### I attempted to save a Substitute Training Requirement and received an error. Why? {#faq-07}

Some *Training Requirement* object fields must remain blank or otherwise have certain characteristics when *Is A Substitute Training Requirement* is checked. These fields include <a href="/en/gr/60096/#assigning-additional-training">_Assign Additional Training Assignment?_</a> and the <a href="/en/gr/57229/">TRIA</a>-specific *Do Not Re-Train* field, which should be blank or set to "No" (`false`). 

Training Admins attempting to save a requirement are most likely to <a href="/en/gr/62206/#limitations">encounter errors</a> when these fields are configured with incompatible default values. For example, some Vaults may default the *Do Not Re-Train* to `true`. However, this field appears within the requirement record's System Details section (it is primarily Vault-managed), which is not visible when creating a record.

As such, we recommend a Vault Admin removes or updates any default value configurations to support your Substitute Training <a href="/en/gr/622061/#limitations">configuration</a>.

[1]: #faq-01
[2]: #faq-02
[3]: #faq-03
[4]: #faq-04
[5]: #faq-05
[6]: #faq-06
[7]: #faq-07