While Training automation can seamlessly manage your organization’s training needs, the variety of updates a matrix undergoes can result in unexpected or undesired behaviors when these updates are combined with complex automation logic. This page is intended for Training Admins and other stakeholders troubleshooting matrix management issues.
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.
- Matrix records must be in the Ready for Use state (
- 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:
- The related Training Requirement’s duration and recurrence settings.
- The assignment is controlled by a substitute rule.
- A TRIA verdict resulted in new and/or updated assignments.
- The assignment’s Due Date is optional.
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.
A Training Material was withdrawn and the resulting Learner assignments are not as expected. Why?
The Draft to Effective document lifecycle within many QualityDocs Vaults includes a custom Withdrawn state (withdrawn__c) that allows Document Control to manually mark Approved- or Issued-state document versions as Withdrawn. To support training scenarios, some QualityDocs and Training Vaults include configuration to ensure Learners are not required to complete assignments for withdrawn materials, typically via a Withdrawn-state entry action to cancel assignments.
While this action succeeds in cancelling assignments, the Update Training Assignments job does not recognize Withdrawn-state Training Materials associated with Training Requirements of any type. A withdrawal also requires a Training Admin to manually update the requirement (in lieu of doing so via the TRIA process), and as a result, the next time the job runs it may re-issue assignments for the previous trainable version.
To avoid this, we recommend:
- Waiting to implement the Withdrawn state until the Training application can fully support it.
- Avoiding the withdrawal of any Vault Library documents referenced as Training Materials.
- Deleting a document version from the Vault Library, as opposed to withdrawing it. This approach also works to resolve any assignment issues occurring as the result of a withdrawal.
For example, SOP v16.0 is withdrawn, and Vault moves assignments to the Cancelled state. Under typical circumstances (such as a new version becoming Effective), Vault would process existing and new assignments based on the TRIA verdict associated with the SOP update. However, TRIA does not support a withdrawal scenario, and therefore Vault does not trigger the process that normally collects both the new document version and the corresponding TRIA verdict which sets the Do Not Re-Train value on the requirement and resulting assignments.
In this withdrawal scenario without TRIA, the Training Admin must manually update the requirement to once again reference SOP v15.0 (while SOP v16.1+ undergoes further revision) and re-set the Do Not Re-Train value. Even if the Training Admin sets Do Not Re-Train to “Yes”, Vault considers the change to be a training matrix update. Then, when the Update Training Assignment job runs, it evaluates the Learner’s latest training assignment. Because the withdrawal action moved the latest assignment (v16.0) to the Cancelled state, Vault’s logic dictates that the Learner is eligible for new training. Critically, Vault only respects the Do Not Re-Train field when a Learner’s latest assignment is in the Completed state. Because the latest assignment is Cancelled, the field is ignored, and Vault re-issues an assignment for SOP v15.0.
Training Requirements
I attempted to save a Substitute Training Requirement and received an error. Why?
Some Training Requirement object fields must remain blank or otherwise have certain characteristics when Is A Substitute Training Requirement is checked. These fields include Assign Additional Training Assignment? and the TRIA-specific Do Not Re-Train field, which should be blank or set to “No” (false).
Training Admins attempting to save a requirement are most likely to encounter errors when these fields are configured with incompatible default values. For example, some Vaults may default the Do Not Re-Train to true. However, this field appears within the requirement record’s System Details section (it is primarily Vault-managed), which is not visible when creating a record.
As such, we recommend a Vault Admin removes or updates any default value configurations to support your Substitute Training configuration.
Training Requirement Impact Assessment (TRIA)
I chose the wrong TRIA verdict and the record is not yet in the Completed state. Can I re-do the TRIA task?
With the exception of the “Retire TR immediately” verdict, it is possible to re-do the TRIA task. However, your options depend on the verdict, the TRIA record’s current lifecycle state, and your Vault’s configuration:
- If you chose the “Retire TR immediately” verdict, it is not possible to re-do the TRIA task because this verdict transitions the requirement to its Retired state. This state is terminal, meaning records cannot be reinstated within the Training Matrix by reverting them to an earlier state, such as Ready for Use. In this case, you must re-create the requirement and its Curriculum relationships.
- If you chose any other verdict and the TRIA record is still in the Pending System Updates to Training Req. (
update_tr_state__v) or Waiting for Updates to Addtl Documents state (pending_changes_state__v), you can use a configured user action to transition the TRIA record back to the In Review state, allowing you to re-do the TRIA task.
If you correctly chose the “Update Training Requirement” verdict but selected the incorrect prompts and the TRIA record is now in the Completed state (completed_state__v), see additional options for remedying unexpected Training Assignment issues.
I chose the wrong “Update Training Requirement” verdict prompts, and the TRIA record is in the Completed state. Can I fix the resulting assignment issues?
In most cases, yes. See the scenarios below for potential resolutions.
I chose to send new assignments when I should NOT have. How can I remove these extra assignments and ensure Vault does not re-issue them?
When configured, the Resolved state and Change State to Resolved user action allow you to close out unwanted assignments. When combined with updated field values, Vault does not re-issue such assignments once Resolved.
To do this, transition the assignments from the Assigned to the Resolved state, then update the related records according to the table below.
| Object Record | Field | New Value |
|---|---|---|
| Training Requirement | Do Not Re-Train (do_not_re_train__v) |
Yes |
| Training Requirement Impact Assessment | Re-Issue Training? (reissue_training_on_update__v) |
No |
I chose NOT to send new assignments when, in fact, Learners should re-train. How can I send these assignments accordingly?
When configured, the Require Retraining user action allows you to reissue assignments for Training Requirements already present within a Learner’s Training Matrix.
To do this, issue retraining accordingly, then update the related records according to the table below.
| Object Record | Field | New Value |
|---|---|---|
| Training Requirement | Do Not Re-Train (do_not_re_train__v) |
No |
| Training Requirement Impact Assessment | Re-Issue Training? (reissue_training_on_update__v) |
Yes |
I chose to keep open assignments when I should have cancelled them. How can I remove these extra assignments and ensure Vault does not re-issue them?
When configured, the Resolved state and Change State to Resolved user action allow you to close out unwanted assignments. When combined with updated field values, Vault does not re-issue such assignments once Resolved.
To do this, transition the assignments from the Assigned to the Resolved state, then update the related records according to the table below.
| Object Record | Field | New Value |
|---|---|---|
| Training Requirement | Keep Open Training Assignments (keep_open_training_assignments__v) |
No |
| Training Requirement Impact Assessment | Cancel Open Training Assignments? (cancel_open_ta_on_update__v) |
Yes |