Some organizations allow participants in the document approval process such as Owners and Approvers to receive training credit for the documents they work on. When QualityDocs document and Document Change Control workflows are configured to include the Provide Training Credit for Participants action, Vault can automatically mark these participants’ Training Assignments as Completed.
Note: Document Participant Credit must be configured by a Vault Admin in Veeva Training and Veeva Study Training Vaults.
How Document Participant Credit Works
The process for automatically granting participant credit originates within a document lifecycle or Document Change Control object workflow: When executing a workflow with the Provide Participant Training Completion action, Vault:
- References the action’s configured Participant Groups to gather all the Learners who qualify for participant credit, based on related Person records. In order to receive credit, a Participant Group member must be assigned a training-eligible Person record when Vault initiates the action.
- Creates one Document Participant Training Credit record for each combination of workflow document and training-eligible participant. These records include:
- The Training Credit Decision, defaulted to “Grant Completion Credit” and which a Training Admin can later update.
- Training-relevant details, such as the document and version, the participant’s Person record, and their qualifying Participant Group.
Once the document undergoes Training Requirement Impact Assessment and reaches its trainable state type (Ready for Training or Steady state), the Update Training Assignments job compares Document Participant Training Credit records with the document’s Training Requirement. Then, the job marks any qualifying Training Assignments as Completed and sets the Completion Source to “Document Participant Credit” when:
- The requirement’s Allow Document Participant Credit field is “Yes”, and
- The Document Participant Training Credit record’s Training Credit Decision is “Grant Completion Credit”.
Important: Participant credit is subject to many limitations, including workflow task reassignment scenarios: Vault only grants credit to participants who were assigned tasks when the workflow was initiated. This means Vault does not grant credit to workflow participants who complete a workflow task that was manually reassigned to them, even when they are listed in Sharing Settings. See additional details below.
Considerations
Vault grants participant credit based on your organization’s document and/or Document Change Control lifecycle configurations. The below considerations apply to any Document Participant Credit configuration.
- Participants are not required to complete a workflow task in order to receive participant credit, however they must be part of the workflow when it is initiated.
- A participant can receive credit simply based upon their training-eligible Person record and membership in the Participant Group selected for the workflow’s Provide Participant Training Completion action.
- For Document Change Controls, Vault grants credit for all documents listed within the DCC record’s “Documents to be made Effective” section.
- This feature does not support scenarios where participants are not part of the workflow upon initiation, then added later via workflow task reassignment. See Consideration 2 below.
- Vault only grants credit to participants who are assigned tasks when the workflow is initiated. This means Vault does not grant credit to participants who complete a workflow task that was manually reassigned to them, even when they are listed in Sharing Settings. For example:
- VernBio’s Vault includes a simple document workflow with an Approver task, and John and Michael are Approvers within the document’s Sharing Settings. Document Control initiates the workflow and only includes John as an Approver. However, John is on vacation and does not complete the task, and so Document Control reassigns the task to Michael.
- In this scenario, only John receives participant credit. This is because Michael was not part of the workflow when Document Control initiated it.
- From a technical perspective, only John receives credit because Vault relies upon the initial workflow participants to gather Participant Group members, and the Participant Group cannot be updated based on task reassignment. Further, the Participant Group is not controlled by role assignments within Sharing Settings: Document Participant Credit does not currently support the Use role as participants workflow setting.
- Vault currently grants participant credit only when the resulting Document Participant Training Credit record references the whole-number (X.0) document version intended for training. This means that most Document Participant Credit configurations should grant credit to participants during or following a workflow where the document becomes Approved.
- When a Training Requirement contains multiple documents, Vault only grants training credit to qualified participants for all documents within that requirement. For example, for a requirement with an SOP and a Form, a Learner must participate in workflows for both the SOP and the Form in order to automatically receive credit for the resulting Training Assignment. In this scenario, the SOP and Form can be part of the same workflow, such as for a Document Change Control, or in individual workflows.
Updating the Training Credit Decision
When Vault creates a Document Participant Training Credit record, it sets the record’s Training Credit Decision field to “Grant Completion Credit” by default. Once Vault initiates the TRIA process for the document, Training Admins can override this decision via the Training Requirement Impact Assessment record.
To do this:
- Navigate to the TRIA record’s “Document Participant Completion Credits” section.
- Click Edit within the section, then select or deselect the checkbox corresponding to the relevant Person.
- Click Save.
Vault immediately updates the corresponding Document Participant Training Credit record, then processes assignments accordingly when the Update Training Assignments job runs. This means that the final Training Credit Decision must be set before all Training Materials reach their Ready for Training or Steady state, whichever occurs first.
In the event the final decision is incorrect and Vault issues an assignment to Learners who should have received credit, Training Admins can use Facilitated Training to mark these assignments as Completed on behalf of the Learner.
Limitations
Document Participant Credit is subject to the following limitations:
- In order to receive credit, a Participant Group member must be assigned a training-eligible Person record when Vault initiates the Provide Participant Training Completion action. Otherwise, Vault ignores these users when generating Document Participant Training Credit records.
- Any one Participant Group cannot contain more than 500 participants for a given document version when Vault starts the workflow in which the Provide Participant Training Completion action is configured. When a group exceeds this limit, Vault does not start the workflow.
- Document Participant Credit applies to a requirement’s Training Materials only. Vault cannot grant participant credit via Supplemental Materials.
- Vault does not grant credit for assignments created via Direct Assignment or Self-Enrollment, according to the assignment’s Creation Source.
- Vault does not grant credit to Learners who receive workflow tasks via reassignment.
Related Permissions
See Configuring Document Participant Credit for the permissions required to work with Document Participant Training Credit records.