Training Frequently Asked Questions (FAQs)

Training Assignments

A Learner did not receive an assignment. Why?

Most commonly, Learners do not receive assignments when:

  • Their Person record’s Training Eligibility field value (training_eligibility__v) is Ineligible, or any value other than Eligible.
  • The Training Matrix records required to create the assignment do not exist, or they are in the incorrect state when the Update Training Assignments job runs. Generally, one assignment requires a training-eligible Person record to be associated with a Learner Role that is associated with a Curriculum with least one Training Requirement. This is the core principle of Training Automation: Learners must have a complete “training path” at the time the job runs in order to assign the training to them. Additional conditions include:
    • Matrix records must be in the Ready for Use state (eligible_state__v), with the exception of Person (Eligible, as described above).
    • When a requirement includes Training Materials, they must be in a trainable state. Most commonly, this is the Issued or Effective state for Draft to Effective lifecycle documents; the Approved state for Draft to Approved; or the Final state for Initial to Final.
  • The Update Training Assignments job has not yet run, or the job encountered an error.
  • A TRIA verdict resulted in zero assignments, or resulted assignments for some Learners but not others.
  • Live Calculation has not yet created the assignment. This primarily occurs in Substitute Training scenarios.

An assignment’s Due Date is not as expected. Why?

An assignment’s Due Date is influenced by many factors, including:

An assignment cannot be updated. Why?

Vault primarily manages Training Assignment creation and management via automation rules. As a result, assignments become “locked” and many aspects cannot be modified.

Most commonly, assignments are locked when Vault initiates a workflow with a Learner task, for example the Complete Training Assignment workflow.

A Training Material was revised but Learners did not receive assignments. Why?

In some cases, updates to Vault Library documents used as a Training Material (for example, SOPs) do not result in an assignment due to other factors, such as the related Training Requirement’s lifecycle state. See additional details on the basic conditions required to create an assignment.

It is also possible that Learners previously trained on this document via Direct Assignment or Self-Enrollment.

A Training Material was added to a requirement but Learners did not receive assignments. Why?

Training Material updates to a requirement do not, alone, trigger Vault to create assignments. See additional details on the basic conditions required to create an assignment.

It is also possible that:

  • The Vault Library document was added to the requirement as a Supplemental Material, as opposed to a Training Material.
  • The material is not in a trainable state. Most commonly, this is the Issued or Effective state for Draft to Effective lifecycle documents; the Approved state for Draft to Approved; or the Final state for Initial to Final.
  • The requirement itself is not in a trainable (Ready for Use) state.
  • The requirement is not associated with a trainable Learner Role and/or Curriculum.

Training Automation

I removed the relationship between two in-use Training Matrix records. Why didn’t the job cancel the related Training Assignments?

When a Training Admin breaks the relationship between two matrix records (for example, they remove a Learner Role from a Curriculum), the Update Training Assignment job only cancels assignments when both of those records are in the Ready for Use (eligible_state__v) or Retired (retired_state__v) state at the time the job runs. When either record is in any other state, the job considers the records’ relationship to be a “draft” (under development) and ignores any changes to it.

Using the example above, suppose the Training Admin transitions the Learner Role to the Initiated state (in_progress_state_v), then removes it from the Curriculum that is still Ready for Use. When the job runs, it ignores any updates related to the Learner Role. Once the Training Admin transitions the Learner Role back to the Ready for Use state, the job recognizes it and its relationship to other matrix records. During the job run, Vault cancels any open assignments for the now-removed Curriculum, specific to any Learners assigned to that role.

Alternatively, if the Training Admin means to retire the Learner Role, they could transition it to the Retired state to accomplish the same outcome.