# Configuring Vault Document Training Requirements Veeva Training allows for training requirements spanning multiple Vault documents, and can include document, video, and audio files. Users complete Read & Understood assignments by reviewing the assigned document and signing to verify they have done so. The instructions here describe how to create a _Vault Document Training Requirement_. See Configuring Veeva Training for information about creating other types of _Training Requirements_. ## Creating Vault Document Training Requirements To create _Vault Document Training Requirements_: 1. Create a new training requirement from **Business Admin**, a custom object tab, or from the details page of the related curriculum. 2. Select the **Vault Document Training Requirement** type from the drop-down. Note that once you create a Training Requirement, you cannot change its type. 3. Enter required details. You can select how long learners will have to complete the assignment with the **Duration** field and, if enabled by an Admin, the **Duration: Initial** field. 4. Optional: Select recurrence options. 5. Optional: Set the **Force Learner to View Docs Sequentially** checkbox so that Vault displays the documents in order for the Learner. 6. Optional: Select a document to provide the **Learner Homepage Card Image**. See additional details on how Vault displays images on the Learner Homepage. 7. Optional: Select the **Is A Substitute Training Requirement** checkbox if you wish to use this _Training Requirement_ as a substitute. 8. Optional: If you made the requirement a substitute, select substitute due date options in the **Substitute Due Date based on** and **Substitute Due Date Override** fields. 9. Optional: If the requirement is a primary requirement that will have substitutes, select the **Allow Learner Choice?** checkbox to let Learners choose between the current valid substitutes. 10. Optional: Select the **Allow Self-Enrollment?** checkbox to allow Learners to enroll in the _Training Requirement_ via the _Explore_ tab on the Learner Homepage. When selected, you must additionally select one of the **Self-Enrollment Duration Options**. See additional details about Self-Enrollment. 11. Optional: In the **Completion Credit Given if Completed Via** field, select creation sources which can satisfy this requirement. See details about completion credit for Self-Enrollment. 12. Optional: Select whether to **Allow** **Learner Exemption**. 13. Optional: For **Allow Document Participant Credit**, select "Yes" to allow Vault to automatically grant training credit to Learners who also participate in document workflows for this requirement. 14. {: #training-limit-3} Click **Save**. 15. In the **Training Materials** section, click **Add** and select one or more documents. These will be the training-required documents that Learners interact with when Vault issues them a training assignment. See [below][4] for more information. 16. Optional: In the **Supplemental Materials** section, click **Add** and select one or more documents. These will be the optional documents Learners reference while reading and understanding the accompanying required Training Materials. See Supplemental Materials for more information. 17. {: #training-limit-4} Optional: If you create a training requirement from **Business Admin** or a custom object tab, it won't be linked to a curriculum automatically. You can add it to any curriculum by clicking into the _Training Requirement_ object record and clicking **Add** within the **Curricula** section. Each curriculum can be associated with up to 1,000 training requirements.
### Training Material Limitations {#training-limit-5} The following limitations apply when adding documents to the _Training Materials_ section on a _Training Requirement_: * A single _Training Requirement_ can include up to 10 documents. * A single document version can be associated with up to 50 _Training Requirement_ records. * By default, the _Training Requirement_ can be in any state except for _Ready For Use_ when adding documents. * Binders and ZIP files, other than e-learning ZIP files, are not supported as training materials. E-Learning files are supported for _Vault Document Training Requirements_ only. * [E-learning content][2] files may require additional setup to ensure that Vault captures and tracks the correct response data. * By default, you cannot add multiple different versions of a document to a _Training Requirement_. To do this, configure [Additional Training for Effective Versions][6]. ## Reporting _Training Requirements_ consist of multiple join records to associate them with training material and to ensure that updates to Training Requirements do not affect existing Training Assignments. We recommend using Multi-pass Reporting when creating reports related to Training Requirements. ## Assigning Additional Training for Effective Version {#assigning-additional-training} Suppose a new employee, Teresa, has just joined a company. Before she can work with equipment or work in a manufacturing setting, Teresa must complete training on the _Effective_ version of a procedure. However, the Training Requirement references the _Issued_ of the document. Note that in this example, _Effective_ is a _Steady State_ state type, while _Issued_ is a _Ready For Training_ state type. If Teresa must be assigned a _Training Assignment_ for the _Effective_ version of a procedure, you can enable the _Assign Additional Training Assignment?_ option on the _Training Requirement_. Then, Vault assigns Teresa two _Training Assignments_: One containing the _Issued_ version (reflecting the default behavior), and an additional assignment containing the _Effective_ version. ### Configuring Additional Training for Effective Version An Admin must complete the following configuration steps to set up additional steady state document training: * Add the following fields to the _Vault Document Training Requirement_ object type page layout: * _Assign Additional Training Assignment?_ * Additional Training Assignment Type * Steady State Content Set Contains * Add the _In Use Steady State Training Content Set_ section to the _Vault Document Training Requirement_ object type page layout. Note that the _Is Additional Training Assignment?_ and _Additional Training Assignment Type_ fields are available on the _Vault Document Training Assignment_ object type, which can help determine the origin of a _Training Assignment_. ### How to Assign Additional Training for Effective Version To add additional training to your Vault Document Training Requirement: 1. Navigate to **Business Admin** > **Training Requirement** or a custom object tab, and click into a _Training Requirement_. 2. Select the **Assign Additional Training Assignment?** checkbox. 3. In the **Additional Training Assignment Type** field, select **Steady State Training Assignment**. 4. Select an option in the **Steady State Content Set Contains** field. See [details below][1]. 5. Click **Save**. Once you enable the _Assign Additional Training Assignment?_ setting, the _In Use Steady State Training Content Set_ section automatically updates with all of the applicable documents. When created by the nightly training job, the additional training assignment contains this set of documents. #### Steady State Content Set Contains {#steady-state-content-set-contains} Select from the following options in the **Steady State Content Set Contains** drop-down. * **Steady State version for each Ready For Training document**: The resulting additional assignment will only include the subset of steady state versions for each _Ready For Training_ document * **Steady State version and other trainable documents**: Results in an additional assignment with steady state versions of applicable documents as well all training-eligible documents. This can be helpful if, for example, Learners will require more context or reference material to effectively train on the steady state document versions. ### About the In Use Steady State Training Content Set Once you enable the _Assign Additional Training Assignment?_ setting on a _Training Requirement_, the _In Use Steady State Training Content Set_ section displays the most current steady state and training-eligible version of applicable documents based on the requirement's _Training Materials_. This content set shows what Vault will include in the additional _Training Assignment_. While you cannot make changes to this section directly, Vault automatically updates it if you add or remove documents from _Training Materials_. Vault checks for the following situations before adding a document to the _In Use Steady State Training Content Set_: * Vault does not add documents to the _In Use Steady State Training Content Set_ section which are not training-eligible, such as _Draft_. * Vault cannot add a steady state document if there is no steady state version prior to the latest training-eligible version. ### Limitations The following limitations apply to _Training Requirements_ with additional training enabled: * Substitute training requirements cannot have _Assign Additional Training Assignment?_ enabled. Vault does, however, evaluate and apply substitution rules for the additional training assignment as normal. * Direct Assignment does not create an additional training assignment. * _Assign Additional Training Assignment?_ is not available for other training requirement types. ## Working with E-Learning Content {#e-learning} While e-learning content requires additional setup and configuration, you can add e-learning course ZIP files to Vault Document _Training Requirements_ just as you would any other document. See this article for more information about resetting course progress, as well as session timeout behavior and limitations. ## Editing Training Materials for In-Use Training Requirements {#editing-materials} Training Admins can add or remove Training Materials within any existing, in-use *Training Requirement* while the record is in the *Initiated* state, regardless of any open assignments. In many Vaults, this can be quickly accomplished by transitioning *Ready for Use* requirements via the **Change State to Initiated** user action, then updating the record's **Training Materials** section accordingly. Once complete, transition the record back to the *Ready for Use* state using the **Change State to Ready for Use** user action. When you update Training Materials on a requirement with at least one open *Training Assignment* with the same *Training Content Set*, Vault displays the **Impact to Training Assignments** dialog, summarizing how Vault will process related assignments once the requirement is back in the *Ready for Use* state. This impact alert allows Training Admins to complete a TRIA review on the requirement itself, ensuring an accurate accounting of all historical, Training Material-based updates to the record. Training Material update impact alert To work within the dialog: 1. Review the counts of Learners and assignments impacted by the updates. When you click a number, Vault opens a new browser tab with the impacted assignments filtered accordingly. Generally, the listed records are any open *Training Assignments* where the *Training Content Set* is the same as the one associated with the requirement you're currently modifying. 2. Click **Edit Settings**, then adjust the **Yes** or **No** responses to each question. Once complete, click the checkmark to save your responses, then click **Continue**. Alternatively, click the **X** to return to the dialog, or click **Cancel** to discard the update and return to the requirement. Each time you update a response and click **Continue**, Vault recalculates the change impact by updating the corresponding *Training Requirement* field values based on your responses. Then, once the requirement is back in the *Ready for Use* state, the *Update Training Assignments* job references these field values when processing the updates. To do this, Vault separately creates and manages a related *Training Requirement Impact Assessment* record to track the updates. ## Editing Recurrence for Existing Training Requirements {#editing-recurrence} If enabled by an Admin, the _Recurrence_ section of the _Training Requirement_ record displays an informational alert when you click **Edit** on the record. Vault displays the alert only if the _Training Requirement_ has resulted in at least one _Training Assignment._ Once you save an update to _Recurrence_, the next time the _Update Training Assignments_ job runs, Vault updates the new _Recurrence_ rule on each Learner's most recent _Training Assignment_, whether that assignment is open or closed. See this article for more information on recurrence options. ## Related Permissions {#permissions} Training Admin users require the following object permissions to create and manage _Vault Document Training Requirements_: * _Create_, _Read_, _Edit_, and _Delete_ for _Training Requirements_ of object type _Vault Document Training Requirement_ * _Read_ on the _Training Content Set_ and _Training Content Set-Document_ objects in order to see documents in the _Training Materials_ section. * _Create_ and _Edit_ on the _Training Content Set_ and _Training Content Set-Document_ objects in order to see and use the **+Add** button in the _Training Materials_ section. * _Delete_ on the _Training Content Set-Document_ object in order to see and use the **Remove** action for documents in the _Training Materials_ section. * _Edit_ on the _Training Content Set-Document_ object in order to see and use the **Reorder** button. Learners users require the following permissions to complete _Vault Document Training Assignment_ tasks: * _Read_ for the _Training Assignment_ object and the _Vault Document Training Assignment_ object type * _Read_ for the _Assigned_ state in the _Training Assignment Lifecycle_ * _Read_ for the Learner's own _Person_ object record, as well as _Read_ for the _User_ field within their _Person_ record [1]: #steady-state-content-set-contains [2]: #e-learning [3]: #self-enrollment [4]: #training-material-limitations [5]: #permissions [6]: #assigning-additional-training