The core functionality of Vault Training is automated; however, you still need to configure some aspects before automation can occur. To do this, you’ll need to create the necessary object records and update their lifecycle states to eligible. After setup, Vault begins issuing assignments based on users’ learner roles. While you are creating the records needed for your training, all records will stay in a non-eligible lifecycle state. Once you’re finished creating a curriculum and its requirements, you can move the records into their lifecycle’s eligible state. At this point, Vault will automatically begin issuing assignments based on users’ learner roles when the scheduled job runs.

Configuration Overview

All of the objects that make up Vault Training work together, but you can create these records in any order.

Persons

Vault Training uses the Person object to associate learners with learner roles, curricula, and training requirements. Add new learners by using the Person object. See About the User & Person Objects for details on creating Person objects.

Add the Department field to the Person object to have an additional field to filter on when managing training assignments on the Training Home Page.

The Person object has the following limitations:

  • You cannot remove a User reference from a Person once the Person is associated with Learner Roles.
  • You cannot reference the same User in multiple Person records.
  • You cannot change a User reference to another User record if the Person has Training Assignment records.

Manager Access

Upon creation of a Person record, Vault Training assigns the user in the Manager role for a given Learner to the Learner’s Manager group on each of the Learner’s training-related records: Training Assignments, Assignment Details, TA Checklists, TA Responses, Class Schedules, Class Rosters, Sessions, and Session Rosters. The Learner’s Manager group has access to all training-related records associated with the applicable Learner. You can configure Vault Training workflows to assign tasks to this user.

Facilitated Training

For Learners who do not have user accounts for Vault, Training Admins can use Facilitated Training to both ensure that those Learners receive the correct Training Assignments via Vault Training automation and to ensure their completion of the training is tracked accordingly. See Configuring Facilitated Training to enable this functionality.

Learner Roles

After you have added some learners, you need to create learner roles based on what users must be trained on. The Learner Roles object keeps track of the curricula needed to complete an entire training process. For example, you may create Solid Dosage Specialist as a learner role that links to all of the curricula you create for that role.

Create learner roles from Admin > Business Admin or a custom object tab. Click into the learner role object record to add and view curricula and persons.

Note that each person can only be associated with up to 30 learner roles.

Curricula

Once you have your desired learner roles, it’s time to create curricula that organize the requirements needed to complete a specific area of training. For example, you may create a General GxP Documents curriculum as part of the Solid Dosage Specialist learner role above.

Create new curricula from Admin > Business Admin or a custom object tab. From the object record view, you can add and create training requirements and learner roles.

Note that each learner role can only be associated with up to 60 curricula.

Training Requirements

Training Requirements are the criteria which learners must satisfy to complete a curriculum. Continuing the example above, you might create Document Management and Employee Conduct Policies as training requirements for completing the General GxP Documents curriculum.

Note that each curriculum can only be associated with up to 100 training requirements.

Training Requirement Types

While some Training Requirements may require a simple Read & Understood signature for completion, others may include additional paths for learning and certifying completion. Issued Training Assignments may also include a combination of training types. For example, a learner may need to attend an instructor-led training, read and understand supplementary material, and then complete a quiz to demonstrate knowledge. Note that once you create and save a Training Requirement, you cannot change its type.

Click the links below for more information about configuring the different types of Training Requirement:

  • Vault Document: The most basic type of training, users complete Vault Document Training Assignments by reviewing the assigned document and signing to verify they have done so.
  • Classroom Training: A Classroom Training component includes one or more sessions of scheduled training. Learners have access to class details, class materials, and information about each scheduled session. Instructors use the Class Roster to register learners to classroom training.
  • External Training: This training type allows Learners to complete training on content or topics that occurred outside of Vault. For example, an organization may require that Learners complete a third-party online course or receive an external certification.
  • Evaluation Training: This on-the-job training type allows Evaluators and Learners to track qualification, certification, and other skill- or task-based assignments where an Evaluator must verify the Learner’s ability in an area.

Substitute Training Requirements

Vault Training can assign an alternative, or substitute, Training Assignment to a Learner in place of a required, or primary, Training Assignment using Training Admin-defined substitution rules. You can accomplish this by marking Training Requirements as substitutes, and then defining sets of rules for when they should be substituted. To allow Training Admins to take advantage of this feature, add the Training Rule Set application control section to the applicable Training Requirement object page layouts. See Substitute Training for more information.

Prerequisite Training Requirements

If your system includes training that must be completed in a certain order, you can add a Training Requirement as a prerequisites to another Training Requirement. To allow Training Admins to take advantage of this feature, you must activate the Prerequisite Training Rule Set object type on the Training Rule Set object, activate the Prerequisite Training Rule object type on the Training Rule object, and add the Prerequisite Training Rule Set application control section to the applicable Training Requirement object page layouts. See Prerequisite Training Requirements for more information.

Document State-Dependent Training Assignments

By default, if a Training Requirement references a document that is not in a Steady state (for example, in the Draft or Approved state), Vault still issues Training Assignment tasks.

If enabled by Support, you can configure certain document states for documents referenced by Training Requirements as trainable. In this case, Vault only issues training assignments when the document is one of those states. Vault uses the Steady State and Ready for Training state types, available for each document lifecycle, to determine whether Training Assignment tasks should be issued.

Training Requirement Recurrence

Vault Training provides options for scheduling recurring issuance of Training Assignments.

Initial Duration

While all Training Requirements require a Duration and Duration Unit upon creation, in some cases a Training Admin may want to allow Learners additional time to complete an assignment if it is the first time they have received it. For example, a newly hired employee at an organization may need additional time to complete all their training, while the same Training Assignment would not require as much time on subsequent or recurring basis.

You can add the optional Duration: Initial and Duration Unit: Initial fields to any applicable Training Requirement object type page layouts to allow this functionality. When these fields are populated, Vault Training applies their values when calculating duration when the Learner matches the criteria for receiving initial training: The criteria are that the Learner has not previously been assigned or completed the assignment. Otherwise, Vault Training uses the default Duration and Duration Unit values.

Initial Due Date Logic Diagram

Quizzes

Quizzes are an optional component that you can configure for Training Requirements to get a more thorough assessment of a user’s understanding of the training material.

Training Assignments

After you configure all of the above objects, give them eligible lifecycle states, and when the scheduled job runs, Vault sends training assignments to the relevant learners. Once Vault issues training assignments, users will see those assignments on their My Tasks page. From there, they can review and complete their assignments. You can import Training Assignment object records from other training systems into Vault using Vault Loader or the API. The Training Assignment object does not support fields with field-level encryption, and you cannot add more than two (2) multi-value picklist fields to it.

About Training Assignment Details Records

Vault Training creates Training Assignments Details records to track the relationship between the Training Assignment and its associated Curricula and Learner Roles. Learners may be issued the same Training Assignment more than once, due to the Training Requirement being part of multiple Curricula, Learner Roles, or other scenarios (such as Direct Assignment). When this happens, the Training Assignment record details page lists each instance of that assignment as a Training Assignment Details record.

When creating a Training Assignment associated with the same Curriculum and Learner Role as a previously created assignment, Vault Training automation does not create duplicate Training Assignment Details records are not created.

Training Admins can also leverage Training Assignment Details in reports to provide Learners an easy way to see which of their Training Assignments fall within a certain Curriculum or Learner Role. Note that for reporting purposes, Vault stores the lifecycle state of the parent Training Assignment record in a Lookup field on the Training Assignment Details record.

The Training Assignment object does not support fields with field-level encryption, and you cannot add more than two (2) multi-value picklist fields to it.

About the Complete Training Assignment Object Workflow

Vault Document Training Assignment records use the Complete Training Assignment workflow definition. You can make certain configuration changes for this workflow, as described below.

While Vault allows any configuration changes, certain changes can cause a failure to issue Vault Document Training Assignments to Learners. To avoid this, follow these guidelines when you make changes to the Complete Training Assignment object workflow:

Supported Workflow Changes

The following changes to the Complete Training workflow task step are unlikely to affect issuance of training assignments:

  • General Settings: Modifying Instructions
  • Prompts: Deselecting the Prompt for Comments checkbox
  • Verdicts: Changing the Verdict Label
  • Notification: Any
  • Task Reminders: Any

Unsupported Workflow Changes

  • Adding or removing workflow steps
  • Making any change to the Complete Training workflow task step other than the supported changes listed above

After configuration changes are made, click Make configuration active for the change to take effect.

Eligible Lifecycle States

Eligible lifecycle states are states that training object records must be in for Vault to create and issue training assignments. They are defined as follows:

Object Eligible Lifecycle State Retired Lifecycle State
Person active__v inactive__v
Learner Role eligible_state__v retired_state__v, inactive_state__v
Curriculum available_state__v retired_state__v, inactive_state__v
Training Requirement available_state__v retired_state__v, inactive_state__v

You will need to select Change State to [Eligible State] from the Actions menu on Person, Learner Role, Curricula, and Training Requirement object records before Vault will begin automatically creating and issuing training assignments.

Learner Homepage Setup

The Learner homepage provides a one-stop tab to work with training assignments. Setting the Learner homepage as the landing tab for Learners provides an intuitive interface for new or first-time Vault users.

Enabling the Learner Homepage

In Admin > Users & Groups > Permission Sets, enable View permission for the Vault Training Learner Homepage: My Learning Page. Then, enable View permission for the My Learning tab. You can relabel the My Learning tab to suit your needs via the Admin > Configuration > Tabs page.

Enabling the Learner Homepage Resources Section

The Learner homepage can include additional information and links that your Learners can access alongside their assignments.

To customize this section with your desired information and display it on the Learner homepage:

  1. Navigate to Admin > Configuration > Pages > [Vault Training Learner Homepage: My Learning Page].
  2. In the Layouts section, click into My Learning Page Layout.
  3. In the section selector, click Resources Section.
  4. Click Edit.
  5. Select the Show Resources Section? checkbox.
  6. Add text in the Resources Section Label, Questions Subsection Label, and Questions Subsection Value boxes.
  7. Optional: Add text to the Link Subsection Label and Link [#] Label boxes, and add URLs (starting with http:// or https://) to the Link [#] Value boxes. Text entered in a Link [#] Label box displays as a hyperlink, leading to the corresponding Link [#] Value destination. Note that if either the label or corresponding value box lacks content, the link text will not appear.
  8. Click Save.

The resources section will now appear on the Learner homepage, labeled and populated according to your input.

Making the Curriculum View the Default Learner Homepage View

By default, Learners see the Open tab in Card View upon navigating to their My Learning tab. You can alternately make the Curriculum View the default view:

  1. Navigate to Admin > Configuration > Pages > [Vault Training Learner Homepage: My Learning Page].
  2. In the Layouts section, click into General Settings.
  3. Click Edit.
  4. In the Options section, select Curriculum in the Default Grouped By drop-down.
  5. Click Save.

You can undo this change by clearing the Curriculum value from the Default Grouped By drop-down.

Training Assignment & Curriculum Card Images

When creating Training Requirements or Curricula, you can customize card images displayed in the Learner homepage card view by selecting a Vault document in the Learner Homepage Card Image field. For Training Requirements, if you do not select a document in this field, the card defaults to showing the first page of the first document. For Curricula, if you do not select a document in this field, the card defaults to showing the first page of the first document in the first listed Training Requirement. If there are no documents in the requirement, Vault displays a card image based on the Training Requirement type. Vault uses the document’s rendition as the card image and scales it appropriately.

Error Banner

If Training Assignments could not be assigned to the Learner, Vault displays an error banner on the Learner Homepage. This error means that there are Training Assignments with Errors Encountered? = Yes for the Learner. Contact Veeva Vault Support to troubleshoot this error.

Enabling Mobile Training Support

To enable a mobile interface for both the Learner homepage and mobile-compatible Training Assignments when viewed in a mobile browser, navigate to Admin > Settings > Application Settings and select the Enable Vault Training Mobile Interface checkbox.

Note that touch-enabled Microsoft Windows™ devices display the desktop interface.

Impact Alerts

Once a Training Requirement is made eligible and Vault begins creating and assigning Training Assignments based on it, changes to the originating Training Requirement’s attributes such as its training materials, recurrence, quiz, substitute rules, or prerequisite rules may affect existing Training Assignments. When you click the Edit button on a Training Requirement record, the record details page includes several informational alerts describing the effects of a given change.

Enabling Impact Alerts

While most of these alerts are enabled by default, to enable the alerts for the Quiz Details and Recurrence sections you must add the Impact Alert: Quiz and Impact Alert: Recurrence application control fields to the Training Requirement object page layout.

Impact Alert Details

The alert for changes to training materials provides an additional option to update the settings that control the impact. When you update a Training Requirement’s training materials, Vault re-assigns training to Learners with an open Training Assignment. The Alert dialog displays the number of Learners that will receive new Training Assignments as a result of the change, as well as the number of existing open Training Assignments that will either be left open or closed, based on settings. You can choose the following options to control this impact:

  1. Re-issue training: This option issues training to Learners who have already completed a Training Assignment for this Training Requirement.
  2. Cancel open Training Assignments: Learners with an open Training Assignment always receive a new assignment for this requirement. This option cancels the existing Training Assignment so they only have a single Training Assignment.

If you change these values, Vault saves the new values on the Training Requirement when you complete the dialog. These options are not unique to impact alerts. Impact alerts simply surface these options for your convenience. The Training Materials alert will appear if there is at least one Training Assignment for this Training Requirement.

Vault Training Permissions

Ensure that Learner user permission sets have View permission to the Learner homepage tab, labeled My Learning by default. Learner permission sets must also include Read access for the Training Assignment object and the following object fields to view and complete training assignment content from the Learner homepage:

  • Learner

  • Due Date

  • Training Content Set

  • Direct Assignment Request

  • Part of Class

Some Vault Training features, such as the Learner homepage and mobile assignment completion have associated Pages. These components are listed in Admin > Configuration > Pages. Ensure that permission sets for Learner users have View access for the following Pages:

  • Vault Training Learner Homepage: My Learning Page

  • Vault Training Mobile: Document Information Page

  • Vault Training Mobile: Interstitial

  • Vault Training Mobile: Learner Task Page

  • Vault Training Mobile: Success Page

Copying Custom Field Values to Training Assignments

By default, Vault copies the Department and Estimated Time field values from a Training Requirement record to a Training Assignment record upon creation. You can configure additional, custom field values to copy their values in the same way. This is useful for driving custom sharing or matching rules on a Training Assignment record. This functionality supports other training types that require tasks to be assigned to certain users.

For example, a certain type of training requires the Quality Manager to approve the training assignment types. The Quality Manager can be specific on the Training Requirement. When the Training Assignment is created, Vault copies the Quality Manager to the Training Assignment record and the approval workflow task can be assigned to the Quality Manager.

Fields must meet all of the following conditions to copy their values from the Training Requirement record to Training Assignment objects:

  • The field names and types must match exactly.
  • The field on the Training Requirement must be associated with the appropriate Training Assignment object types.
  • If the field type is Object, both custom fields must have the same object reference.
  • If the field type is Picklist, both custom fields can have the same picklist reference or have matching picklist value names.
  • If the field type is Number, the minimum or maximum must match between the Training Requirement and Training Assignment. If this condition is not met, the Update Training Assignments job does not create the applicable Training Assignment, and logs this error in the Vault Training job log.
  • If the field type is Text, the length must match between Training Requirement and Training Assignment. If this condition is not met, the Update Training Assignments job does not create the applicable Training Assignment, and logs this error in the Vault Training job log.

Unsupported Field Types

Vault does not support the following field types for custom field copying. These are ignored, even if the fields obey the rest of the conditions:

  • Formula
  • Currency
  • Lookup

Power Delete Training Assignment Records

During training configuration and testing you may need to delete a Training Assignment record and all of its related records, such as Class Schedules, Quizzes, and others. By default, you must delete each Training Assignment and related records individually.

The Power Delete Training Assignment Records record action completely deletes a Training Assignment record and its related records. If Vault is unable to delete one or more of the related records for any reason, then no records are deleted. In such a case, Vault captures the error details in the Power Delete Training Assignment record job log. We recommend using this action only during configuration and testing, not on active Training Assignment records or in production environments. Note that the user performing this action must have Delete permission for all of the related objects (except Training Assignment Signature).

The Power Delete Training Assignment Records record action can also be run against multiple Training Assignments using the bulk action interface or the Vault API. The Power Delete Training Assignments job log contains a list of Training Assignment record IDs that were successfully deleted and a list of Training Assignment record IDs that could not be deleted due to an issue. Vault executes the action in batches of 500 records. If Vault fails to delete any record in the batch, all records in the batch are rolled back and are not deleted.

Enabling Power Delete

You must set up this action on the Training Assignment object:

  1. Navigate to Admin > Configuration > Objects > Training Assignment.
  2. In the Actions tab, click Create.
  3. In the Create Action dialog, select Power Delete Training Assignment Records in the drop-down.
  4. Click Continue. To set up this action for use in the bulk action interface, add the Power Delete Training Assignments (bulk) action instead.
  5. Optional: Select the checkbox Available in All Lifecycle States to make the record action available in all lifecycle states. If selected, Admins can configure Atomic Security to further restrict access to the Power Delete Training Assignment Records record action.
  6. Click Save.
  7. Optional: If Available in All Lifecycle States was selected, make selections in the Atomic Security dialog box for object lifecycle states in which this action should be available, then click Save. Note that the user performing this action must have Delete permission for all of the related objects (except Training Assignment Signature).

The Power Delete Training Assignment Records record action should now be available on Training Assignments. Note that by default, enabling this record action makes it available on the base Training Assignment object type. You can enable it for additional object types in the Object Types tab.

Disable the Power Delete Training Assignment Records record action before performing configuration migrations into production, or opening the Vault for production use.

Records Deleted Upon Power Delete

Using the Power Delete Training Assignment Records record action deletes the following records, if any exist, that reference the deleted Training Assignment:

  • Assignment Detail (assignment_detail__v)
  • Training Assignment Signature (training_assignment_sig__sys)
  • Training Content Status (training_content_status__v)
    • E-Learning Status Detail (e_learning_status_detail__v)
  • Class Roster (class_roster__v)
  • Session Roster (session_roster__v)
    • TA Checklist (ta_checklist__sys)
    • TA Response (ta_response__sys)
    • TA Section (ta_section__sys)
  • TA Available Answer (ta_available_answer__sys)
  • Quiz Issuance Tracker (quiz_issuance_tracker__v)
  • Related Training Assignment (related_training_assignment__v)