# Auto-Creating Training Requirements When the _Create Related Training Requirement_ entry action is configured on a document lifecycle state, Vault can automatically create a related _Training Requirement_.
## Use Case VernBio's document management process requires that a member of the Document Control team sends an email to VernBio's Training Admin when creating a new Vault Library document for training. Once VernBio's Vault Admin configures this feature, this step is no longer required. ## How Vault Auto-Creates Training Requirements Vault uses the _Create Related Training Requirement_ entry action configured on a document lifecycle to create new related _Training Requirement_ records where needed. When a document enters this configured state, Vault: * Confirms the document is not associated with an existing _Vault Document Training Requirement_. * When no other such requirement exists, Vault creates one using the document's _Name_. * When a document is already associated with a _Classroom Training Requirement_, Vault still creates a _Vault Document Training Requirement_. * Sets all required _Training Requirement_ fields with their configured default values. When a required _Training Requirement_ field is missing a default value, Vault prevents the document from transitioning to the state where the _Create Related Training Requirement_ action is configured. * Confirms e-learning files are accompanied by at least one _Training Completion Criteria_ record with the _Use As Default For_ field value set for the file's e-learning standard. * Sends a Vault email and notification with details of any requirements it could not create. ### About LearnGxP Training Materials When creating requirements for documents classified as _LearnGxP Training Materials_, Vault automatically populates _Training Requirements_ fields as follows: * _Continuing Education Unit (CEU)_: `ceu__v` document field value * _LearnGxP Training Material?_: Yes * _Estimated Time to Complete (Minutes)_: `learngxp_course_duration__v` document field value * _LearnGxP Course Code_: `learngxp_course_code__v` document field value * _LearnGxP Course Type_: `learngxp_course_type__v` document field value * _LearnGxP Functional Area_: `learngxp_functional_area__v` document field value ## Configuration Overview To configure your Vault to automatically create _Training Requirements_: 1. Review your Vault's _Vault Document Training Requirement_ object fields. For each required field, ensure it is also configured with a default value. While a field's requiredness and its default value mostly depend on your organization's requirements, some fields cannot be made optional. As such, we recommend configuring: * _Does this Training Requirement recur?_ (`is_recurring__v`) to default to no. If this field should remain required, ensure any related recurrence fields are properly required and/or set with default values (_Recurrence_, _Recurrence Based On_, _Recurrence Type_, _Recurrence Unit_). * _Duration_ and _Duration Unit_ fields to default to 14 days, respectively. * _Estimated Time to Complete (Minutes)_ to default to 30. 2. Review your Vault's document lifecycles for managing training documents. For each lifecycle where Vault should automatically create a new related _Training Requirement_ upon entry into a given state, configure the _Create Related Training Requirement_ entry action. We recommend configuring the action such that: * It executes on the _Approved_ state for both the _Draft to Effective_ and _Draft to Approved_ lifecycles. However, the action can be configured for any state and lifecycle. * It is conditional, when the _Training Impact_ field equals "Yes". 3. Study Training only: Within all lifecycles configured in Step 2, ensure the **Owner** role is granted the ability to **Edit Fields** according to the state's **Security Settings**. 4. If your organization plans to auto-create _Training Requirements_ for e-learning content, ensure there is at least one _Training Completion Criteria_ record with the _Use As Default For_ field value set accordingly for all applicable e-learning standards. ### Optional Configuration When enabling this feature, you may want to automatically initiate a Vault workflow for other related activities, such as sending the Training Admin a task to review the requirement's defaulted fields, or automatically transitioning the requirement to the _Ready for Use_ state (`available_state__v`) and notifying the Training Admin. To do this, update the _Training Requirement_ object lifecycle's Create Record lifecycle action to initiate the workflow you've configured with your organization's requirements. The Create Record lifecycle action should be conditional, such that Vault initiates the workflow when the _Training Requirement_ record's _Creation Source_ field is "Document Entry Action". ## Limitations The below limitations apply to this feature: * The _Create Related Training Requirement_ entry action creates _Vault Document Training Requirements_ for Vault Library documents and e-learning files only. Other _Training Requirement_ standard object types will be supported in future releases. * In Study Training, Vault does not populate a requirement's _Study_, _Study Country_, and _Study Site_ fields. These fields are instead populated via the Study Training Matrix Builder upon matrix finalization.