The Study Training Matrix Builder is a user-friendly interface that allows an authorized user to rapidly assemble the training needs for a given Study by specifying the training materials that each study team member needs to complete training on.
Note: The Study Training Matrix Builder is available in Study Training Vaults only.
Configuration Overview
To configure the Study Training Matrix Builder:
- Add the Create Study Training Matrix record action to the Study object in Admin > Configuration > Objects > Study > Actions.
- For the Training Role (
learner_role__v) object:- Ensure the Add to All New Studies field is active and assigned to the Study Training Role object type, and that the default value is configured such that all new records are created with the field set to “Yes” (
add_to_all_new_studies__v = true). This configuration allows Vault to automatically add Study Training Roles to all new Study records. - Add the Add to All New Studies field to the Details panel of the Study Training Role object page layout.
- Ensure the Add to All New Studies field is active and assigned to the Study Training Role object type, and that the default value is configured such that all new records are created with the field set to “Yes” (
- Ensure the Study object page layout includes the System Aided Matrix Management field in the Details panel.
- Review your Vault’s security configuration and confirm the Study Manager, CRA, or other users managing your organization’s Training Matrix are assigned a security profile configured with the related permissions.
- Optional: Configure Study Training Matrix Review to enable Training Admins to send new and updated matrices to other Vault users prior to publication.
Note: In Vaults where Study Training Matrix Review is not configured, Vault still uses the Training Matrix Update lifecycle to manage matrix updates, including creating records in the Draft state when a Training Admin saves a matrix draft, and moving them to Published upon publication.
About Study Training Matrix Review
By default, Vault immediately applies new and updated matrix records when a Training Admin publishes a Study Training Matrix. With Study Training Matrix Review, Training Admins can send a workflow to other Vault users, providing an opportunity to review the matrix before it is published and Vault begins issuing or cancelling Training Assignments.
The basic Veeva-recommended configuration for this feature requires minor Training Matrix Update object lifecycle updates. However, Training Admins and Vault Admins should consider organizational requirements against the Training Matrix Update lifecycle and workflow default behavior, as well as feature limitations.
About the Training Matrix Update Lifecycle & Workflow
Study Training Matrix Review includes both the Training Matrix Update object lifecycle and Training Matrix Update Review workflow. These standard components are pre-configured for a basic review process, however many aspects outlined here can be updated as required.
The standard Training Matrix Update Review workflow operates such that:
- The workflow initiator can select any Vault user as a workflow participant (Reviewer).
- Vault Admins can update the Start step’s participant controls to narrow or limit the list of selectable users.
- Additional Start step configuration can include more advanced security options, such as enabling Dynamic Access Control for the Training Matrix Update object so that only users related to the record’s indicated Study can be selected as a workflow participant.
- The workflow’s Review step assigns tasks to all users selected as a Reviewer, via the Assign to all users in participant group assignment option. We recommend continuing to use this setting in your configuration, as it supports a user-experience limitation.
- The workflow’s Task step includes Approve and Reject verdicts configured with the Short-circuit tasks with the configured tags option. This means that once any Reviewer renders either verdict, Vault cancels the tasks for all other Reviewers and proceeds to the next step in the workflow.
- To require that all selected Reviewers render a verdict, Vault Admins can de-select the short-circuit option.
- Alternatively, Vault Admins can update the Assign to all users in participant group assignment option (item 2 above) to instead use the Make available to users in participant group option. However, this option has a user-experience limitation.
The standard Training Matrix Update object lifecycle operates such that:
- The Draft state is mapped to the lifecycle’s Initial state type, and the Published state is mapped to the Complete state type.
- This configuration supports the simple Training Matrix Update Review workflow, which moves the matrix from Draft to In Review, then to Approved once the workflow is complete. A Training Admin must still click the Publish button to transition the matrix to Published.
- While the state types are required for Study Training Matrix Review functionality, their mapped states can be adjusted according to any related workflow updates.
- The Training Matrix Update Review workflow is initiated via user action from the Draft state. The workflow can only be configured as an entry action when the workflow configuration automatically populates Reviewers.
Configuring Matrix Review
The below Study Training Matrix Review configuration leverages the feature’s standard object, lifecycle, and workflow components for quick implementation. See additional details on implementing specfic organizational requirements.
To configure Study Training Matrix Review:
- Within the Training Matrix Update object lifecycle’s Draft state, configure a “Send for Review” user action using the Training Matrix Update Review workflow.
- Review your Vault’s security configuration and confirm that users working with Study Training Matrix Review are assigned a security profile configured with the related permissions.
Matrix Review Limitations
The Study Training Matrix Builder does not fully support some workflow configurations, including:
- Using a custom (
__c) review workflow in lieu of the standard (__v) Training Matrix Update Review workflow. We strongly recommend that Vault Admins incorporate any organizational requirements into this workflow. - Configuring the Task step with the Make available to users in participant group assignment option. Similarly, the Allow workflow initiator to select assign to all or make available option can produce a mixed user experience as described below. We recommend using the Assign to all users in participant group assignment option for the smoothest user experience.
The above configurations prevent Vault from properly and fully displaying the workflow task banner and/or the task’s Accept button within the Study Training Matrix Builder. While Reviewers can ultimately complete the task elsewhere (for example, within their Home page’s Available Tasks), these extra steps can degrade user experience by separating the review task from the builder’s visual interface and its highlighting of proposed changes.
Related Permissions
At minimum, Study Managers or other users building a Study Training Matrix require a security profile with Read and Edit permissions on the following objects to view and work with the matrix builder:
- Curriculum
- Curriculum-Training Role (
curriculum_learner_role__v) - Study Curriculum
- Study Learner Role
- Training Requirement
- Training Requirement Classification
- Training Requirement-Curriculum
- Training Role (
learner_role__v) - Training Role-Study (
learner_role_study__v)
Access to each function in the matrix builder is controlled by certain object or field permissions, and if the user lacks those permissions, they will not see the function in the builder interface:
| Area | Action/Function | Object Permission(s) Required |
|---|---|---|
| Study Team Roles | Add Study Team Roles | Read to Learner Role of type Study object, Create and Read to LearnerRole-Study object |
| Study Team Roles | Remove Study Learner Roles | Read to Learner Role object of type Study, Delete to LearnerRole-Study object, Delete to LearnerRole-Curriculum object |
| Study Curricula | + Document and Add Document | Create and Read to Curriculum object, Create and Read to Training Requirement object, Create and Read and Edit to Training Content Set and Training Content Set-Documents objects |
| Study Curricula | Rename | Edit to name__v field on Curriculum object |
| Study Curricula | Specify Country | Edit to the study_country__v field on Curriculum object |
| Study Curricula | Add Training Requirements | Create and Read to Curriculum-Training Requirement object, Read to Training Requirement object |
| Study Curricula | Delete | Delete to Curriculum object, Delete to Curriculum-Training Requirement object, Delete to Curriculum-Learner Role object |
| Study Curricula | View More Details | Read to Curriculum object |
| Training Requirements | Rename Training Requirement | Edit to name__v on Training Requirement object |
| Training Requirements | Add Training Materials | Create and Edit to Training Content Set and Training Content Set-Documents objects |
| Training Requirements | Move Training Requirement | Delete to Curriculum-Training Requirement object, Create to Curriculum-Training Requirement object |
| Training Requirements | Copy Training Requirement | Create to Curriculum-Training Requirement object |
| Training Requirements | Remove Training Requirement | Delete to Curriculum-Training Requirement object |
| Training Requirements | Remove (when hovering over Training Requirement) | Delete on Training Content Set-Document object |
| Training Requirements | Delete | Delete to Training Requirement object, Delete to Curriculum-Training Requirement object |
| Training Requirements | View More Details | Read to Training Requirement object |
| Matrix Checkboxes | Select or deselect checkboxes | Create to Curriculum-Learner Role object, Delete to Curriculum-Learner Role object |
| Matrix Updates | Create, view, and edit a draft matrix. | Read, Create, and Edit to the Training Matrix Updates object. |
Matrix Review Permissions
Users participating in Study Training Matrix Review must be assigned a permission set with the below permissions.
Vault always loads the live matrix for users assigned only Read permission for the Training Matrix Update object.
| Permission Label | Permission | Controls |
|---|---|---|
| Application: Workflow | Start, Participate, eSignature | Ability to send the Training Matrix Update Review workflow to reviewers. |
| Application: Workflow | Participate, eSignature | Ability to participate in the Training Matrix Update Review workflow. |
| Objects: Training Matrix Update | Read, Create, Edit, Delete | Ability to publish a matrix draft. Delete permission allows users to discard drafts during this process. |