# Configuring Facilitated Training
Facilitated Training allows users with proper access to grant completion credit for _Training Assignments_ on a Learner’s behalf. This allows completion of Vault document _Training Assignments_ for Learners that may not have access to Vault. For example, in some organizations, these Learners could be contractors, external employees, temporary employees, or otherwise outside the primary organization. Once training automation creates a Learner’s assignment, a Training Admin uses a _Facilitated Training Request_ record to mark them as _Complete_.
## Feature Dependencies
Your Vault must use the Person object’s _Training Eligibility_ field to determine whether to create Training Assignments.
The Training Eligibility field and supporting functionality is automatically available in Vaults created on or after the 19R3 release. If the Veeva Training application was enabled in your Vault in 19R2 or earlier, you must contact Veeva Support to enable it.
## Use Cases {#use-cases}
### Non-User Learners
VernBio hosts a six-week summer internship program where interns do not use Vault, but are required to complete an on-boarding session with the Internship Coordinator. This session covers the content of several Vault documents with associated _Vault Document Training Requirements_. To support this:
* The Training Admin creates the interns’ _Person_ records, selecting the _Person is not a Vault user_ checkbox.
* The Internship Coordinator confirms training is complete by submitting a copy of the session’s sign-in sheet.
* Training Admin files the sign-in sheet in Vault and marks the interns’ assignments as _Complete_ with a Facilitated Training request.
### Marking Cancelled Assignments as Complete {#marking-cancelled-assignments-as-complete}
VernBio’s training process for summer interns above typically occurs within the same week. However, one summer the Internship Coordinator completes an on-boarding session but forgets to notify the Training Admin prior to going on vacation. When the Internship Coordinator returns and confirms training, the Training Admin notices that the interns’ _Vault Document Training Assignments_ for a particular SOP have been cancelled.
On investigation, the Training Admin concludes that the on-boarding session occurred while SOP v5.0 was still _Effective_, however Vault cancelled the assignments when SOP v5.0 was superseded by a new _Effective_ SOP v6.0, for which re-training is not required. To appropriately capture the interns’ training, the Training Admin completes a _Training Requirement Facilitated Request_ to update the assignments’ _Cancelled_ state to the _Completed_ state.
Note: Facilitated Training cannot be used to grant completion credit for cancelled assignments created via Direct Assignment. This use case will be supported in a future release.
### Extracurricular Training
While Facilitated Training was designed to support Learners who are not Vault users, VernBio uses Facilitated Training to complete assignments on behalf of all Learners when they attend optional “Lunch and Learn” professional enrichment sessions.
## Enabling Facilitated Training
To enable Facilitated Training:
1. Add the _Person is not a Vault user_ field to the _Person_ object page layout.
2. Add the _Facilitated Training Requests_ related object record section to the _Curriculum_ object page layout and the _Training Requirement_ object page layout for the _Vault Document Training Requirement_ object type.
3. Within the _Facilitated Training Request_ object lifecycle, add a lifecycle state in which Vault should process _Facilitated Training Requests_, for example, "Requested".
4. To the new lifecycle state added in Step 3 (“Requested”), add the **Update Training Assignment** action as both an entry action and a user action:
* The entry action prompts Vault to start the _Facilitated Training_ async job.
* The user action is used when the _Facilitated Training_ async job encounters issues and needs to be restarted once those issues have been resolved. To set up this action for use in the bulk action interface, add the **Update Training Assignments (bulk)** action instead.
5. Confirm the _Facilitated Training Request_ lifecycle’s _Initial State_ type is mapped to the _Created_ state (`created_state__v`). Then, within the _Created_ state, add a user action to change the record’s state to the state you created in Step 3 (“Requested”).
### Enabling Completion for Cancelled Assignments {#enabling-completion-for-cancelled-assignments}
In the process of [completing and confirming training for non-Vault users][1], it is possible for related training materials to become superseded. When this occurs, Vault may cancel any related _Training Assignments_ before a Training Admin can process a Facilitated Training request.
To allow Training Admins to update such _Cancelled_ assignments to _Completed_, add a new _Cancelled Training Assignment_ section to the object page layouts of the _Training Requirement Facilitated Request_ (`training_requirement_request__v`) and _Curriculum Facilitated Request_ (`curriculum_request__v`) object types.
## Related Permissions
To work with Facilitated Training, Training Admins or other authorized users must be assigned a permission set with the below permissions.
| Object | Permission | Controls |
|---|---|---|---|
| Person | Read, Create, Edit | Ability to create and update _Person_ records |
| Training Requirement | Read, Edit | Ability to update _Training Requirement_ records |
| Curriculum | Read, Edit | Ability to update _Curriculum_ records |
| Facilitated Training Request | Read, Create, Edit | Ability to create and update _Facilitated Training Request_ records |
| Curriculum Facilitated Request | Read, Create, Edit | Ability to create and update _Curriculum Facilitated Request_ records |
| Training Requirement Facilitated Request | Read, Create, Edit | Ability to create and update _Training Requirement Facilitated Reques_ records |
| Facilitated Training Request: Object Action Permissions: Update Training Assignments | View, Execute | Ability to execute the _Update Training Assignments_ action in the event of Facilitated Training job errors. |
| Facilitated Training Request: Object Action Permissions: Update Training Assignments (bulk) | View, Execute | Ability to execute the _Update Training Assignments (bulk)_ action in the event of Facilitated Training job errors. |
| Facilitated Training Request: Object Control Permissions: Training Assignments | View | Ability to add _Training Assignments_ to a Facilitated Training Request record. |
| Facilitated Training Request: Object Control Permissions: Cancelled Training Assignments | View | Ability to add cancelled _Training Assignments_ to a Facilitated Training Request record. |
| Facilitated Training Request-Training Assignment | Read, Create, Edit, Delete | Ability to create, update, and delete _Facilitated Training Request-Training Assignment records_. |
[1]: #marking-cancelled-assignments-as-complete