Configuring Vault Training

The core functionality of Vault Training is automated; however, you still need to configure some aspects before automation can occur. To do this, you’ll need to create the necessary object records and update their lifecycle states to eligible. After setup, Vault begins issuing assignments based on users’ learner roles. While you are creating the records needed for your training, all records will stay in a non-eligible lifecycle state. Once you’re finished creating a curriculum and its requirements, you can move the records into their lifecycle’s eligible state. At this point, Vault will automatically begin issuing assignments based on users’ learner roles when the scheduled job runs.

Configuration Overview

All of the objects that make up Vault Training work together, but you can create these records in any order.

Persons

Vault Training uses the Person object to associate learners with learner roles, curricula, and training requirements. See About the User & Person Objects for details on how Vault manages Person and User object records.

Add the Department field to the Person object to have an additional field to filter on when managing training assignments on the Training Home Page.

Person Object Limitations

The Person object has the following limitations:

  • You cannot remove a User reference from a Person once the Person is associated with Learner Roles.
  • You cannot reference the same User in multiple Person records.
  • You cannot change a User reference to another User record if the Person has Training Assignment records.

Auto-Managing Person Records

Vault can automatically maintain Person records based on the existing User record’s status. When enabled, Vault creates or updates Person records as follows:

  • When the User record is Active or Pending, Vault creates a new Person record and sets the Training Eligibility field to Eligible.
  • When the User record is Inactive, Vault updates the existing Person record with Training Eligibility set to Ineligible.

Vault can also move records to a corresponding lifecycle state, depending on your Vault’s Person object lifecycle configuration.

To auto-manage Person records in your Vault:

  1. Ensure your Vault uses the Training Eligibility field on the Person object to determine whether Learners should receive Training Assignment tasks.
  2. Navigate to Admin > Settings > Application Settings and enable the Auto Manage Persons setting. You can disable this setting at any time.
  3. Activate the Auto-Manage Person job and, optionally, update the Schedule according to your organization’s requirements. The job is configured to run hourly by default.
  4. Optional: Configure the Person object lifecycle to allow Vault to automatically move records to a given lifecycle based on state type mapping. For example, to create new Person records in the Eligible state, map the Eligible State state type to the Eligible state. During configuration, ensure each state type is mapped to a unique state: Vault does not create Person records if the Eligible State state type is mapped to the same state as the Initial State state type.

Manager Access

Upon creation of a Person record, Vault Training assigns the user in the Manager role for a given Learner to the Learner’s Manager group on each of the Learner’s training-related records: Training Assignments, Assignment Details, TA Checklists, TA Responses, Class Schedules, Class Rosters, Sessions, and Session Rosters. The Learner’s Manager group has access to all training-related records associated with the applicable Learner. You can configure Vault Training workflows to assign tasks to this user.

Enabling the My Team Page

The My Team page provides managers immediate access to real-time insights into the state of their direct team’s training progress.

To enable the My Team page:

  1. Activate the My Team tab. If desired, update the label to fit your organization’s requirements. If you relabel this tab, we also recommend updating the page label in Admin > Configuration > Pages.
  2. Update managers’ permission sets to include the following:
    • Objects: Tabs: View access to the My Team tab
    • Pages: View access to Vault Training: My Team Page
  3. Optional: Update managers’ permission set to include Read access to the Nudge Detail object. This allows them to review Nudge Detail object data in a custom tab, or create a report.

Facilitated Training

For Learners who do not have user accounts for Vault, Training Admins can use Facilitated Training to both ensure that those Learners receive the correct Training Assignments via Vault Training automation and to ensure their completion of the training is tracked accordingly. See Configuring Facilitated Training to enable this functionality.

Dynamic Enrollment

Optionally, you can configure Vault to automatically assign Learner Roles to a Person, based on structured data available on the Person and Learner Role records.

Learner Roles

After you have added some learners, you need to create learner roles based on what users must be trained on. The Learner Roles object keeps track of the curricula needed to complete an entire training process. For example, you may create Solid Dosage Specialist as a learner role that links to all of the curricula you create for that role.

Create learner roles from Business Admin or a custom object tab. Click into the learner role object record to add and view curricula and persons. You cannot create Learner Role records of custom (__c) Learner Role object types.

In Vault Training, each person can be associated with up to 100 learner roles. In Study Training, this limit is 10,000 to accommodate large numbers of Studies. See Setting Up Study Training for Study Learner Role details.

Optionally, you can add:

Curricula

Once you have your desired learner roles, it’s time to create curricula that organize the requirements needed to complete a specific area of training. For example, you may create a General GxP Documents curriculum as part of the Solid Dosage Specialist learner role above.

Create new curricula from Business Admin or a custom object tab. From the object record view, you can add and create training requirements and learner roles. You cannot create Curriculum records of custom (__c) Curriculum object types.

In Vault Training, each learner role can be associated with up to 200 curricula. In Study Training, this limit is 4,000 to accommodate large numbers of Studies. See Setting Up Study Training for Study Curricula details.

Curriculum Completion Tracking

Vault Training tracks the progress and completion status of Learners through each Curriculum they are assigned. The system creates a Curriculum Completion Status object record for each Learner-LearnerRole-Curriculum combination. This allows users to set up reporting on the Curriculum Completion Status object to detail the training completion status of individual Learners at the Curriculum level.

Training Assignments created via Direct Assignment, Self-Enrollment, or assigned as Substitute Training Assignments are excluded from curriculum completion tracking. When an assignment is canceled, Vault removes the assignment from the completion status and percentage calculation.

Completion Calculation

The Curriculum Completion Percentage is calculated with the following equation:

Completion Percentage % = {Numerator} / {Denominator} * 100

The numerator is calculated as total completed Training Assignments per Training Requirement for this Curriculum, where all assignments for a requirement are counted as one (1). The denominator is calculated as the total count of Training Requirements for all open and completed Training Assignments.

Curriculum Completion Status Migration

In the 23R1 release, Curriculum Completion Status records are automatically populated for active Training customers using the following logic, which differs slightly from the logic used during standard completion status updates. This field data is editable if you wish to update it:

  • Initial Assigned Date: Earliest creation date of an Assignment Details record for a Learner-LearnerRole-Curriculum combination.
  • Last Assigned Date: Latest creation date of an Assignment Details record for a Learner-LearnerRole-Curriculum combination.
  • Initial Completion Date: If all system-generated assignments of this curriculum are in the Completed or Completed Not Qualified states, the value is populated with the earliest Completion Date for an assignment in the curriculum. If the curriculum is incomplete, this field will be blank. If the Completion Date field is not used, this field will be blank.
  • Last Completion Date: If all system generated assignments of this curriculum are in the Completed or Completed Not Qualified states, the value is populated with the latest Completion Date for an assignment in the curriculum. If the curriculum is incomplete, this field will be blank. If the Completion Date field is not used, this field will be blank.
  • Completion Status and Completion Percentage are calculated and populated for every Learner-LearnerRole-Curriculum combination.

This logic will also apply to the creation of Curriculum Completion Status records for imported training assignments.

Curriculum Sequencing & Prerequisites

Curriculum Sequencing and Curriculum Prerequisites are independent features available with an easy-to-use Curriculum Sequencing Rule Builder page, where Training Admins can suggest or require, respectively, the order in which Learners complete Curricula for a Learner Role.

Along with Substitute and Prerequisite Training Requirements already defined in your organization’s Training Matrix, these capabilities can eliminate:

  • The need for Learners to follow new-hire or other training checklists which define training order.
  • Manual Training Admin steps, such as adjusting Training Assignment due dates to accommodate a defined training order.
  • Training Matrix designs in which duplicate or similar Curricula are in place across multiple Learner Roles. With Curriculum Prerequisites, Curricula can be ordered differently in two Learner Roles but share the same Training Requirements.

See Curriculum Sequencing & Prerequisites for configuration details.

Curriculum Outcomes

Curriculum Outcomes are a set of Training Admin-managed records which define how Vault should execute automatic updates for a given Outcome Type when Learners complete assignments for all Training Requirements within a given Curriculum.

When your organization’s training program requires Learners to complete training on Vault functionality before an Admin grants access to that functionality, Curriculum Outcomes can automatically perform this process based on a set of predefined Outcome records. This can eliminate or reduce manual completion tracking, communication, and Vault record creation steps from a Vault Admin’s day-to-day activities.

We recommend configuring and defining outcomes after doing so for Curriculum Sequencing and Prerequisites. See Curriculum Outcomes for details.

Training Requirements

Training Requirements are the criteria which learners must satisfy to complete a curriculum. Continuing the example above, you might create Document Management and Employee Conduct Policies as training requirements for completing the General GxP Documents curriculum.

Each curriculum can be associated with up to 1,000 training requirements.

Training Requirement Types

While some Training Requirements may require a simple Read & Understood signature for completion, others may include additional paths for learning and certifying completion. Issued Training Assignments may also include a combination of training types. For example, a learner may need to attend an instructor-led training, read and understand supplementary material, and then complete a quiz to demonstrate knowledge. Once you create and save a Training Requirement, you cannot change its type.

Click the links below for more information about configuring the different types of Training Requirement:

  • Vault Document: The most basic type of training, users complete Vault Document Training Assignments by reviewing the assigned document and signing to verify they have done so.
  • Classroom Training: A Classroom Training component includes one or more sessions of scheduled training. Learners have access to class details, class materials, and information about each scheduled session. Instructors use the Class Roster to register learners to classroom training.
  • External Training: This training type allows Learners to complete training on content or topics that occurred outside of Vault. For example, an organization may require that Learners complete a third-party online course or receive an external certification.
  • Evaluation Training: This on-the-job training type allows Evaluators and Learners to track qualification, certification, and other skill- or task-based assignments where an Evaluator must verify the Learner’s ability in an area.

Substitute Training Requirements

Vault Training can assign an alternative, or substitute, Training Assignment to a Learner in place of a required, or primary, Training Assignment using Training Admin-defined substitution rules. You can accomplish this by marking Training Requirements as substitutes, and then defining sets of rules for when they should be substituted. To allow Training Admins to take advantage of this feature, add the Training Rule Set application control section to the applicable Training Requirement object page layouts. See Substitute Training for more information.

Prerequisite Training Requirements

If your organization requires training to completed in a certain order, you can add a Training Requirement as a prerequisite to another Training Requirement. To allow Training Admins to take advantage of this feature, configuration by a Vault Admin is required. See Prerequisite Training Requirements for more information.

Document State-Dependent Training Assignments

By default, if a Training Requirement references a document that is not in a Steady state (for example, in the Draft or Approved state), Vault still issues Training Assignment tasks.

If enabled by Support, you can configure certain document states for documents referenced by Training Requirements as trainable. In this case, Vault only issues training assignments when the document is one of those states. Vault uses the Steady State and Ready for Training state types, available for each document lifecycle, to determine whether Training Assignment tasks should be issued.

Training Requirement Recurrence

Vault Training provides options for scheduling recurring issuance of Training Assignments.

Initial Duration

While all Training Requirements require a Duration and Duration Unit upon creation, in some cases a Training Admin may want to allow Learners additional time to complete an assignment if it is the first time they have received it. For example, a newly hired employee at an organization may need additional time to complete all their training, while the same Training Assignment would not require as much time on subsequent or recurring basis.

You can add the optional Duration: Initial and Duration Unit: Initial fields to any applicable Training Requirement object type page layouts to allow this functionality. When these fields are populated, Vault Training applies their values when calculating duration when the Learner matches the criteria for receiving initial training: The criteria are that the Learner has not previously been assigned or completed the assignment. Otherwise, Vault Training uses the default Duration and Duration Unit values.

Initial Due Date Logic Diagram

Quizzes

Quizzes are an optional component that you can configure for Training Requirements to get a more thorough assessment of a user’s understanding of the training material.

Training Assignments

After you configure all of the above objects, give them eligible lifecycle states, and when the scheduled job runs, Vault sends training assignments to the relevant learners. Once Vault issues training assignments, users will see those assignments on their My Tasks page. From there, they can review and complete their assignments. You can import Training Assignment object records from other training systems into Vault using Vault Loader or the API. The Training Assignment object does not support fields with field-level encryption, and you cannot add more than two (2) multi-value picklist fields to it.

About Training Assignment Details Records

Vault creates Training Assignments Details records to track the relationship between the Training Assignment and its associated Curricula and Learner Roles. Learners may be issued the same assignment more than once, due to the Training Requirement being part of multiple Curricula, Learner Roles, or other scenarios (such as Direct Assignment). When this happens, the Training Assignment record details page lists each instance of that assignment as a Training Assignment Details record.

When creating an assignment associated with the same Curriculum and Learner Role as a previously created assignment, Vault Training automation does not create duplicate Training Assignment Details records are not created.

The Training Assignment object does not support fields with field-level encryption, and you cannot add more than two (2) multi-value picklist fields to it.

About the Complete Training Assignment Object Workflow

Training Assignment records use the Complete Training Assignment workflow definition. You can make certain configuration changes for this workflow, as described below.

While Vault allows any configuration changes, certain changes can cause a failure to issue assignments to Learners. To avoid this, follow these guidelines when you make changes to the Complete Training Assignment object workflow:

Supported Workflow Changes

The following changes to the Complete Training workflow task step are unlikely to affect issuance of training assignments:

  • General Settings: Modifying Instructions
  • Prompts: Deselecting the Prompt for Comments checkbox
  • Verdicts: Changing the Verdict Label
  • Notification: Any
  • Task Reminders: Any

Unsupported Workflow Changes

  • Adding or removing workflow steps
  • Making any change to the Complete Training workflow task step other than the supported changes listed above

Eligible Lifecycle States

Eligible lifecycle states are states that training object records must be in for Vault to create and issue training assignments. They are defined as follows:

Object Eligible Lifecycle State Retired Lifecycle State
Person active__v inactive__v
Learner Role eligible_state__v retired_state__v, inactive_state__v
Curriculum available_state__v retired_state__v, inactive_state__v
Training Requirement available_state__v retired_state__v, inactive_state__v

You will need to select Change State to [Eligible State] from the Actions menu on Person, Learner Role, Curricula, and Training Requirement object records before Vault will begin automatically creating and issuing training assignments.

Enabling Mobile Training Support

To enable a mobile interface for both the Learner homepage and mobile-compatible Training Assignments when viewed in a mobile browser or the Vault Mobile app, navigate to Admin > Settings > Application Settings and select the Enable Vault Training Mobile Interface checkbox.

Touch-enabled Microsoft Windows devices display the desktop interface.

Permissions for Mobile Training

To access their training on the Vault Mobile app, Learners must be assigned a permission set with Read permissions for the Person object and Read permissions for the User field on the Person object.

Additionally, Learner permission sets must include View access to the following Pages:

  • Vault Training Mobile: Document Information Page
  • Vault Training Mobile: Interstitial
  • Vault Training Mobile: Learner Task Page
  • Vault Training Mobile: Success Page

Impact Alerts

Once a Training Requirement is made eligible and Vault begins creating and assigning Training Assignments based on it, changes to the originating Training Requirement’s attributes such as its training materials, recurrence, quiz, substitute rules, or prerequisite rules may affect existing Training Assignments. When you click the Edit button on a Training Requirement record, the record details page includes several informational alerts describing the effects of a given change.

Enabling Impact Alerts

While most of these alerts are enabled by default, to enable the alerts for the Quiz Details and Recurrence sections you must add the Impact Alert: Quiz and Impact Alert: Recurrence application control fields to the Training Requirement object page layout.

Impact Alert Details

The alert for changes to training materials provides an additional option to update the settings that control the impact. When you update a Training Requirement’s training materials, Vault re-assigns training to Learners with an open Training Assignment. The Alert dialog displays the number of Learners that will receive new Training Assignments as a result of the change, as well as the number of existing open Training Assignments that will either be left open or closed, based on settings. You can choose the following options to control this impact:

  1. Re-issue training: This option issues training to Learners who have already completed a Training Assignment for this Training Requirement.
  2. Cancel open Training Assignments: Learners with an open Training Assignment always receive a new assignment for this requirement. This option cancels the existing Training Assignment so they only have a single Training Assignment.

If you change these values, Vault saves the new values on the Training Requirement when you complete the dialog. These options are not unique to impact alerts. Impact alerts simply surface these options for your convenience. The Training Materials alert will appear if there is at least one Training Assignment for this Training Requirement.

Vault Training Permissions

Ensure that Learner user permission sets have View permission to the Learner homepage tab, labeled My Learning by default. Learner permission sets must also include Read access for the Training Assignment object and the following object fields to view and complete training assignment content from the Learner homepage:

  • Learner
  • Due Date
  • Training Content Set
  • Direct Assignment Request
  • Part of Class

Copying Custom Field Values to Training Assignments

By default, Vault copies the Department and Estimated Time field values from a Training Requirement record to a Training Assignment record upon creation. You can configure additional, custom field values to copy their values in the same way. This is useful for driving custom sharing or matching rules on a Training Assignment record. This functionality supports other training types that require tasks to be assigned to certain users.

For example, a certain type of training requires the Quality Manager to approve the training assignment types. The Quality Manager can be specific on the Training Requirement. When the Training Assignment is created, Vault copies the Quality Manager to the Training Assignment record and the approval workflow task can be assigned to the Quality Manager.

Fields must meet all of the following conditions to copy their values from the Training Requirement record to Training Assignment objects:

  • The field names and types must match exactly.
  • The field on the Training Requirement must be associated with the appropriate Training Assignment object types.
  • If the field type is Object, both custom fields must have the same object reference.
  • If the field type is Picklist, both custom fields can have the same picklist reference or have matching picklist value names.
  • If the field type is Number, the minimum or maximum must match between the Training Requirement and Training Assignment. If this condition is not met, the Update Training Assignments job does not create the applicable Training Assignment, and logs this error in the Vault Training job log.
  • If the field type is Text, the length must match between Training Requirement and Training Assignment. If this condition is not met, the Update Training Assignments job does not create the applicable Training Assignment, and logs this error in the Vault Training job log.

Unsupported Field Types

Vault does not support the following field types for custom field copying. These are ignored, even if the fields obey the rest of the conditions:

  • Formula
  • Currency
  • Lookup

Power Delete Training Assignment Records

During training configuration and testing you may need to delete a Training Assignment record and all of its related records, such as Class Schedules, Quizzes, and others. By default, you must delete each Training Assignment and related records individually.

The Power Delete Training Assignment Records record action completely deletes a Training Assignment record and its related records. If Vault is unable to delete one or more of the related records for any reason, then no records are deleted. In such a case, Vault captures the error details in the Power Delete Training Assignment record job log. We recommend using this action only during configuration and testing, not on active Training Assignment records or in production environments. Note that the user performing this action must have Delete permission for all of the related objects (except Training Assignment Signature).

The Power Delete Training Assignment Records record action can also be run against multiple Training Assignments using the bulk action interface or the Vault API. The Power Delete Training Assignments job log contains a list of Training Assignment record IDs that were successfully deleted and a list of Training Assignment record IDs that could not be deleted due to an issue. Vault executes the action in batches of 500 records. If Vault fails to delete any record in the batch, all records in the batch are rolled back and are not deleted.

Enabling Power Delete

You must set up this action on the Training Assignment object:

  1. Navigate to Admin > Configuration > Objects > Training Assignment.
  2. In the Actions tab, click Create.
  3. In the Create Action dialog, select Power Delete Training Assignment Records in the drop-down.
  4. Click Continue. To set up this action for use in the bulk action interface, add the Power Delete Training Assignments (bulk) action instead.
  5. Optional: Select the checkbox Available in All Lifecycle States to make the record action available in all lifecycle states. If selected, Admins can configure Atomic Security to further restrict access to the Power Delete Training Assignment Records record action.
  6. Click Save.
  7. Optional: If Available in All Lifecycle States was selected, make selections in the Atomic Security dialog box for object lifecycle states in which this action should be available, then click Save. Note that the user performing this action must have Delete permission for all of the related objects (except Training Assignment Signature).

The Power Delete Training Assignment Records record action should now be available on Training Assignments. Note that by default, enabling this record action makes it available on the base Training Assignment object type. You can enable it for additional object types in the Object Types tab.

Disable the Power Delete Training Assignment Records record action before performing configuration migrations into production, or opening the Vault for production use.

Records Deleted Upon Power Delete

Using the Power Delete Training Assignment Records record action deletes the following records, if any exist, that reference the deleted Training Assignment:

  • Assignment Detail (assignment_detail__v)
  • Training Assignment Signature (training_assignment_sig__sys)
  • Training Content Status (training_content_status__v)
    • E-Learning Status Detail (e_learning_status_detail__v)
  • Class Roster (class_roster__v)
  • Session Roster (session_roster__v)
    • TA Checklist (ta_checklist__sys)
    • TA Response (ta_response__sys)
    • TA Section (ta_section__sys)
  • TA Available Answer (ta_available_answer__sys)
  • Quiz Issuance Tracker (quiz_issuance_tracker__v)
  • Related Training Assignment (related_training_assignment__v)