Assigning Training Without a Learner Role

There are two ways a Learner can be assigned content outside of a Learner Role: Assign to Learner and Direct Assignment.

Assigning a Curriculum to Learner Training Matrices

The Assign to Learner action, available on Curriculum object records, allows you to directly assign Curricula to integrate into a Learner’s training matrix, respecting all training rules and automation. Training assigned via this method will be issued via the standard Vault Training automation job.

You can select up to 1,000 training-eligible Learners each time you perform the action.

Enabling the Assign to Learner Action

To enable the Assign to Learner action, an Admin must first add it to the Curriculum object in Admin > Objects > Curriculum > Actions. Then they must add it to the Curriculum object lifecycle states where they want it to appear.

Additionally, to facilitate use of the action:

Activate the Individual Learner Role object type on the Learner Role object.
Activate the Learner Role-Person object type on the Learner Role-Person object.
Activate the Person field on the Individual Learner Role object type.
Create a new object page layout for Individual Learner Role that includes the Person (required) field.
Add an event action on the Individual Assignment Request object lifecycle: Start Workflow > VT: Individual Assignment Request
Add the Training Administrator role to the Individual Assignment Request object lifecycle and select the VT: Training Admins permission set for the role. This permission set should include the following permissions:
- Read, Create, Edit, and Delete for the Learner Role: Individual Learner Role object type.
- Read for the Individual Assignment Request object.
- Read for the Individual Assignment Request-Person object.

Individual Learner Roles

Vault uses a special Learner Role to seamlessly insert the Curriculum into a Learner’s training matrix. When you perform the Assign to Learner action, Vault creates a Learner Role record of the Individual Learner Role object type and assigns it to the Persons chosen in the action dialog. Vault then adds the Curriculum to that Individual Learner Role. Each Person can only have one Individual Learner Role, but each of these can include up to the standard limit of Curricula.

Curricula Assignment Approval

If you want to ensure that assignment of a Curriculum is approved by the appropriate parties, an Admin can configure a conditional entry action on the Individual Assignment Request Lifecycle to check the value of the Requires Approval field on the Curriculum record and, if necessary, start a review and approval workflow.

Ad-Hoc Direct Assignments

Note: The Require Retraining action released in 24R3 introduces the ability to re-issue assignments for Training Requirements already present within a Learner’s training matrix. This method should be used in lieu of Direct Assignment for issuing retraining in most cases. If a Learner does not need to complete a future assignment based on recurrence or a document update, Direct Assignment is sufficient.

Direct assignments allow you to manually issue training assignments to Learners on an as-needed basis, separate from the system-managed job process. This is useful for situations that require Learners to train on documents that may not be part of their normal training matrix. You can also use a direct assignment action to issue assignments for all requirements within a Curriculum.

In contrast to the Assign to Learner and Require Retraining actions, Direct Assignments do not affect the automation process. This means all assignments issued via Direct Assignment are truly ad-hoc or one-off, and the Learner does not receive recurrence training or retraining based on document updates.

If instead you want a Curriculum outside of a Learner Role to integrate into a Learner’s training matrix and respect training rules like prerequisites and substitutes, you should use Assign to Learner.

You can send a single direct assignment to up to 500 Learners.

Creating Direct Assignments

Note: Creating or canceling a direct assignment does not affect the automation process. Assignments created with the direct assignment action are ad-hoc and are not tracked in training matrices.

To create a direct assignment for a single Training Requirement:

Navigate to a Training Requirement in the Ready for Use lifecycle state.
Select Direct Assignment from the Actions menu. This action will not appear unless all the documents in the Training Requirement are in a Steady State or Ready for Training lifecycle state.
Enter required fields and click Continue. You can select multiple Persons in the Learners field.

To create a direct assignment for a Curriculum:

Navigate to a Curriculum in the Available lifecycle state.
Select Direct Assignment from the Actions menu.
Enter required fields. Note that you can select multiple Persons in the Learners field. Select a value for the Apply to Training Requirements in field to indicate whether Vault Training should create Direct Assignment Request records for Training Requirements in Available States Only or All States Except Retired.
Click Continue.

Canceling Direct Assignments

You can cancel direct assignments in two ways:

Move the related Training Requirement or Curriculum to the Retired state. This cancels any direct assignments immediately.
Move documents in the Training Requirement to a document lifecycle state which has the Cancel Open Training Assignments entry action configured.
Set the Person record Status to Inactive, or set its Training Eligibility to Ineligible.
Select Change State to Cancelled from the Actions menu. This action is only available for a training assignment created via a direct assignment (Created Via Direct Assignment field is set to Yes).

Direct Assignment Configuration Overview

Configure the Direct Assignment user action for the Training Requirement object.
Select the appropriate object type checkbox under Objects > Training Requirement > Object Types. Select Edit Object Type Fields in the action menu to make this checkbox available.
Ensure appropriate users have Execute permission for the Direct Assignment user action.
Configure Atomic Security on the Direct Assignment lifecycle for the Direct Assignment user action.

Direct Assignment User Input houses data entered when you create a direct assignment. For example, due dates, learners, and the reason for the assignment. Modify the page layout of this object to add or remove fields in the dialog box. As this object is intended only to collect data, we recommend that any reporting, searching, or other related functions be performed against the Direct Assignment Request object.
Direct Assignment Request copies data from the Direct Assignment User Input object. When this object moves into the Issued state, Vault creates a training assignment and issues it to relevant learners. Vault does not copy over custom fields added to the Direct Assignment User Input object. The Training Assignment record contains a reference to the Direct Assignment Request record, and the Direct Assignment Request record contains a reference to the Direct Assignment User Input object

How Vault Issues Direct Assignments

When using the Direct Assignment action on a Curriculum, Vault issues Training Assignments for Training Requirements that contain documents in a Steady State or Ready for Training lifecycle state only.

Vault creates a Direct Assignment User Input record and a Direct Assignment Request object record. The Direct Assignment User Input record contains a list of comma separated Person ID values in the Learners (learners__v) text field. This record collects data only, and we recommend users use the Direct Assignment Request object for reporting and searching.

The Direct Assignment Request record contains:

The Requested By field that is set to the person’s name who executed the user action.
Other field values (Learner, Due Date, Reason, and Training Requirement). Vault copies these values from the Direct Assignment User Input record.

Vault immediately moves Direct Assignment Request records into the Issued state, which creates and issues a training assignment with the following properties:

The Training Assignment record has a reference to the Direct Assignment Request record.
The field Created Via Direct Assignment is set to Yes on the Training Assignment record.

If Vault encounters problems when creating Direct Assignment Request or Training Assignment records, an email is sent to the user who initiated with the Direct Assignment action.

Note: Adding or editing entry criteria on the Direct Assignment Request lifecycle may prevent Vault from changing the state of a Direct Assignment Request from Created to Issued. This would mean Vault would not automatically create a training assignment after you use the Direct Assignment action.

Integrating Vault Training with Vault QMS

You can also issue a training assignment from a QMS process. For example, a CAPA action could require that certain users be trained on a training requirement.

To set this up:

On the Direct Assignment Request object, create an object reference field to the target quality process. For example, CAPA Action.
Create an object type for the quality process you want to integrate with.
Associate the Requested By field and the object reference field to that object type.
On the page layout for the target quality process, add a related object for Direct Assignment Request.

To issue an assignment:

From your quality process, create a Direct Assignment Request record. If Requested By is not set, Vault populates that field with the user’s name who created the record.
Change the state of the related Direct Assignment Request record to Issued.
Once in Issued, Vault creates a Training Assignment record.

You will need the following permissions to work with direct assignments:

Type	Permission Label	Controls
Security Profile	Objects: Training Requirement: Object Action Permissions: Execute	Ability to view and execute the Direct Assignment user action.
Security Profile	Objects: Direct Assignment User Input: Create	Ability to view and create Direct Assignment User Input records.