# Working with 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_.
## How Facilitated Training Works Facilitated Training allows Training Admins to mark both in-progress and cancelled _Training Assignments_ as _Completed_ on behalf of Learners. * Assignments can generally be created via automation or Direct Assignment, however see [Limitations][2] for supported assignment types. * This feature’s primary use cases include completing assignments on a Learner’s behalf when: * The Learner is [not a Vault user][1]. * An assignment is cancelled due to a related document becoming superseded. To accomplish this: * Vault creates _Training Assignments_ records, then determines whether to assign a training workflow task based on the _Person_ object’s _Person is not a Vault user_ checkbox. When the Learner is not a Vault user (_Person is not a Vault user_ is checked), Vault skips assigning a workflow task. Otherwise, Vault assigns them as normal. * A Training Admin creates a _Facilitated Training Request_ record, then links the relevant assignment records individually or in bulk, based on their associated _Training Requirement_ or _Curriculum_. * The Training Admin transitions the _Facilitated Training Request_ record to a specified lifecycle state (for example, “Requested”) and Vault initiates the _Facilitated Training_ async SDK job. * When the job encounters errors, Vault sends an email and notification to the Training Admin who performed the state change. This message includes a link to the job log file for review. * The request’s **Update Training Assignments** and/or **Update Training Assignments (bulk)** actions can be used to restart processing after resolving the flagged issues. * Once the job runs successfully, Vault automatically moves both the associated _Training Assignments_ and the _Facilitated Training Request_ to the _Completed_ state and populates related fields and lifecycle states accordingly. * Vault populates the assignments’ _Completion Source_ field as “Facilitated Training”. * Vault moves any related open _TA Checklist_ and/or _Training Content Status_ records (for quizzes and e-learning files, respectively) to the _Cancelled_ state. When Learners view a _Training Assignment_ that was completed via this process, Vault displays the record details page instead of the task page. ## Working with Non-User Person Records {#working-with-non-user-person-records} ### Creating Non-User Person Records For Learners who do not have Vault user accounts, you can use Facilitated Training to both ensure that they receive the correct _Training Assignments_ via Training automation and to ensure their completion of the training is tracked accordingly. To add a Learner that does not have Vault access to your Vault as a _Person_ record: 1. Navigate to **Business Admin > Objects > Persons**, or to a _Person_ custom object tab. 2. Click **Create**. 3. Select the **Person is not a Vault user** checkbox. 4. Fill in the required details. Once the _Person is not a Vault user_ checkbox is selected, the _User_ field is no longer required when saving the _Person_ record. 5. Click **Save**. 6. Add _Learner Roles_ as normal on the _Person_ record. Training automation issues _Training Assignments_ as normal to the _Person_, but does not start any training workflows.
### Tracking Training Assignments for Non-User Persons Since _Training Assignments_ created for Learners without user accounts are not included in any workflows, there are no automatic notifications for overdue training. As such, Training Admins should monitor open _Training Assignments_ for such Learners. In addition to standard reports, Training Admins can leverage the _Person is not a Vault user_ value on _Training Assignment_ records, which Vault copies from _Person_ records to _Training Assignments_ when issuing assignments. ## Completing Facilitated Training Assignments Once the Learner has completed the required training, a Training Admin can use a _Facilitated Training Request_ to give that Learner credit within Vault. You can use Facilitated Training to give credit for either a _Training Requirement_ or a _Curriculum_. To complete a _Training Assignment_ for a Learner: 1. Navigate to the relevant *Training Requirement* or *Curriculum* record. 2. Within the **Facilitated Training Request** section, click **Create**. 3. Select either **Curriculum Facilitated Request** or **Training Requirement Facilitated Request** from the drop-down, as appropriate. 4. Fill in the required details. 5. Click **Save**. 6. Within the newly-created record, navigate to the **Open Training Assignments** and/or **Cancelled Training Assignments** section(s) as required, then click **Add**. You can use one *Facilitated Training Request* record to simultaneously process both assignment types, when configured. 7. In the **Search: Training Assignments** dialog, find and select the relevant assignment records. You can add or remove filters to refine your search. 8. Click **Save**. When you select cancelled *Training Assignment* records, Vault populates them within both sections. Hover over the **Content Set** within **Cancelled Assignments** to view the assignment’s related documents. 9. Once you’ve associated all relevant *Training Assignments*, use the *Facilitated Training Request* record’s **Change State to** user action to change its state to one that has been configured by a Vault Admin to start the *Facilitated Training* job, for example, “Requested”. Vault initiates the *Facilitated Training* job. When the job encounters errors, you’ll receive a Vault email and notification with a link to the job log file for review. After resolving the flagged issues, use the request’s **Update Training Assignments** action to restart processing. ## Limitations {#limitations} The following limitations apply to the Facilitated Training feature: * You cannot complete a Facilitated Training Request for assignments which are part of a class (_Part of class_ = Yes), or if it has outstanding prerequisites (_Curriculum Prerequisite Status_ or _Training Requirement Prerequisite Status_ = Incomplete). Vault filters available records based on these and other criteria when displaying assignments for selection on a Facilitated Training Request record. * The maximum number of Learners that can receive completion credit in one _Facilitated Training Request_ is 1,000. * If a Learner (_Person_ record) does not reference a _User_, but later a _User_ reference is added, any training assigned at the time the reference was added must be completed via a Facilitated Training Request. * 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. ## Related Permissions See Configuring Facilitated Training for the permissions required to use this feature. [1]: #working-with-non-user-person-records [2]: #limitations