Importing Training Assignments (Quality)

You can import Training Assignment object records from other training systems into Vault using Vault Loader or the API.

To import Training Assignments using Vault Loader, use the normal object record import procedure, with the following additional guidelines:

  • Imported records must include the Creation Source, Training Requirement, Learner, Document fields, and may include the Assigned Date and Due Date fields. Except for Due Date, these fields are not editable once you create the record in Vault.
  • Ensure you select the Use record migration checkbox prior to import.
  • After import, run the Update Training Assignments job to start automation functions.

About Imported Training Assignment Sharing Settings

Note that in imported Training Assignment records, the Owner role (under the record’s Sharing Settings) is set to the user who imported the records.

Sharing Settings may or may not be updated, depending on whether the imported Training Assignment’s associated Person record references a User record:

  • If so, Vault Training will add the User and their Manager group to Training Assignment Sharing Settings, and will add User to the Document Sharing Settings.
  • If not, Vault Training will not update sharing settings, even if a User reference is later added to the Person. In this case, we recommend using the API or Vault Loader to update Sharing Settings.

Training Assignment Field Details

The following list shows field details for imported Training Assignment object records:

Column Header Field Example Value Notes
name__v Name Travel policy The name of the Training Assignment record.
creation_source__v Creation Source import__v The value of this field during import must be import__v.

Vault manages the system__v and direct_assignment__v fields.
training_requirement__v Training Requirement V1C000000000127 Sets the object type using the object field name as the column header and the ID value of the record; if left blank, the object record will use the “base” type. For example, Base Product.
learner__v Learner V0I000000000102 Assignee of the Training Assignment.
training_document__v Document 8_2_0 This field doesn't need to match the document version in the parent Training Requirement. The Do Not Re-Train field in the parent object should be set to No if you don't want Vault to re-issue assignments.
state__v Lifecycle State completed__v The lifecycle state the record is imported into. At this time, Vault only supports the following states:

created_state__v

completed_state__v

cancelled_state__v
estimated_time_minutes__v Estimated Time (Minutes) 70 The minutes a Learner is expected to spend to read and understand the content.
due_date__v Due Date 3/22/18 This field is optional during import.
assigned_date__v Assigned Date 2018-11-07T14:50:00.000Z This field is required during import.

You can edit this field when Creation Source is set to import__v.

This is the date that Vault assigns the Learner the Training Assignment record.

Recurring training assignments use this field for calculation of Next Training Date (Recurrence).

Best Practices: Importing Training Assignment Records

Ensure the Update Training Assignments job is inactive before the import process begins. If the job runs before you import ant records, Vault may assign Learners new Training Assignment records, even if you import completed training assignment records later. To avoid this, inactive the job, complete the import process, then activate and start the job.

To avoid erroneously issuing Training Assignments, Vault Training references Assigned Date rather than Created Date on migrated Training Assignment records when determining the most recent training completion record. Ensure that recently completed training records have a more recent Assigned Date than previous completed training records for the same document.

Import or create records for the following objects before importing the associated Training Assignments:

  • Documents
  • Learner Role
  • Curriculum
  • Training Requirement

When importing or creating records in the Training Requirement object, you can set the Do Not Re-Train field to Yes, No, or blank. If set to Yes, and the user does not have a Training Assignment for the Document or Document Version configured for the Training Requirement, Vault does not assign new Training Assignment records.

For example, a Training Assignment record references Document A v1.0, but the Training Requirement references Document A v2.0. If you do not want the user to get a new Training Assignment for Document A v2.0, set the Do Not Re-Train field to Yes in the Training Requirement. The Update Training Assignments job will not assign a new Training Assignment record.

Importing Assignment Details Records

You can import Assignment Details records along with Training Assignments. Vault prevents importing duplicate Assignment Details records. Since the Update Training Assignments job always creates an Assignment Details record for the most recently imported Training Assignment, we recommend not importing an Assignment Details record for the most recent (by Assigned Date) assignment for a Learner/Training Requirement combination.

Updating Learner Application Role on Training Objects

To facilitate easier importing of Training Assignments, you can edit the Learner application role in the Sharing Settings of the following Vault Training objects:

  • Training Assignment
  • Assignment Details
  • TA Checklist
  • TA Response
  • Class Schedule
  • Class Roster
  • Session
  • Session Roster
  • Training Completion Criteria
  • Training Completion Criteria Detail
  • E-Learning Status Detail
  • Training Content Status

Learner application role editing should only be used for importing Training Assignments. Editing the Learner application role on these objects in an active training matrix can lead to unexpected behavior, and is not recommended.