# Document Participant Credit

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_. 



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      <p><strong>Note</strong>: Document Participant Credit must be <a href="/en/gr/8295561/">configured</a> by a Vault Admin in Veeva Training and Veeva Study Training Vaults.</p>
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## 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 <a href="/en/gr/50967/#person-training-eligibility">training-eligible</a> _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][1].
    * Training-relevant details, such as the document and version, the participant's _Person_ record, and their qualifying Participant Group.

Once the document undergoes <a href="/en/gr/57229/">Training Requirement Impact Assessment</a> 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".



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      <p><strong>Important</strong>: Participant credit is subject to many <a href="/en/gr/829556/#limitations">limitations</a>, 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 <a href="/en/gr/829556/#task-reassignment">additional details</a> below.</p>
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### Considerations

Vault grants participant credit based on your organization's document and/or _Document Change Control_ lifecycle <a href="/en/gr/8295561/">configurations</a>. The below considerations apply to any Document Participant Credit configuration.

1. 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 <a href="/en/gr/50967/#person-training-eligibility">training-eligible</a> _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.
2. <a id="task-reassignment"></a> 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 <a href="/en/gr/50498/#use-role-as-participants">_Use role as participants_</a> workflow setting.
3. Vault <a href="/en/gr/8295561/#configuration-considerations">currently</a> 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_.
4. 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 {#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 <a href="/en/gr/57229/">TRIA process</a> for the document, Training Admins can override this decision via the _Training Requirement Impact Assessment_ record. 

To do this:

1. Navigate to the TRIA record's "Document Participant Completion Credits" section.
2. Click __Edit__ within the section, then select or deselect the checkbox corresponding to the relevant __Person__.
3. 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 <a href="/en/gr/71116/">Facilitated Training</a> to mark these assignments as _Completed_ on behalf of the Learner.


## Limitations {#limitations}

Document Participant Credit is subject to the following limitations:

* In order to receive credit, a Participant Group member must be assigned a <a href="/en/gr/50967/#person-training-eligibility">training-eligible</a> _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 <a href="/en/gr/627041/">Supplemental Materials</a>.
* Vault does not grant credit for assignments created via <a href="/en/gr/52724/#direct-assignment">Direct Assignment</a> or <a href="/en/gr/829558/">Self-Enrollment</a>, according to the assignment's _Creation Source_.
* Vault does not grant credit to Learners who receive workflow tasks via [reassignment][2].

## Related Permissions

See <a href="/en/gr/8295561/#related-permissions">Configuring Document Participant Credit</a> for the permissions required to work with _Document Participant Training Credit_ records.

[1]: #updating-the-training-credit-decision
[2]: #task-reassignment