Assigning Training Without a Learner Role

Assign to Learner and Direct Assignment are both methods of “on-demand” training, where Training Admins manually assign training for an individual Training Requirement or all requirements in a Curriculum to one or more Learners who do not already have those records in their Training Matrix.

Critically, Training Admins must choose a method according to what should happen for the selected Learners’ future training assignments: Assign to Learner is used when the Learner should continually receive further training, for example when Training Materials are revised. In contrast, Direct Assignment is a one-off method for assignment, and does not respect this type of update: When a requirement’s materials are later revised for training, Learners who previously completed a Direct Assignment do not receive a new assignment.

Feature Dependencies

Assign to Learner can be configured for Curriculum or Training Requirement objects separately or together, and this feature does not require Direct Assignment.

Similarly, Direct Assignment is a stand-alone feature that does not rely upon these or any other training features.

Use Cases

Assign to Learner and Direct Assignment can both be used in situations that require Learners to train on requirements that are not currently part of their Training Matrix. With either method, Training Admins manually assign training for an individual Training Requirement or all requirements in a Curriculum to one or more Learners who do not already have those records in their Training Matrix.

The key difference between these options is that Direct Assignments are truly ad-hoc and one-off, whereas Assign to Learner is a means of manually assigning training as well as updating a Learner’s Training Matrix for the long-term: When Vault creates assignments based on the selected Curriculum and/or Training Requirements, the underlying records specific to that Learner are integrated into their matrix, providing the appropriate metadata for future training automation, such as recurrence and Training Material revision.

See additional details about how Vault issues assignments in these cases. Additionally, the table below illustrates the high-level differences between Assign to Learner and Direct Assignment.

	Assign to Learner	Direct Assignment
Training-eligible Learners per action	1,000	500
Issue training outside of Learner’s current matrix in bulk	Yes	Yes
Quiz Design updates copy to existing assignments	Yes	No
Assignment recurrence based on the retraining assignment’s Next Training Date (Recurrence)	Yes	No
Future assignment automation based on Training Materials updates (TRIA)	Yes	No
Respects Prerequisite Training Rules	Yes	No
Respects Substitute Training Rules	Yes	No
Immediately creates and issues assignments to Learners	No	Yes
Update Training Assignment job manages Learner assignments	Yes	No

Assignment Methods & Timing

Assign to Learner and Direct Assignment are both methods of “on-demand” training, however another key difference between them is the issuance method and timing of the resulting assignments:

• Assign to Learner is delayed, using its asynchronous Execute Individual Assignments SDK job to first create an Individual Assignment Request record to track the request itself, as well as the supporting records that allow Vault to integrate the request into each Learner’s Training Matrix. Then, Vault creates and issues assignments upon the next-scheduled Update Training Assignments job run.
• Direct Assignment is immediate, using its asynchronous Direct Assignment SDK job to create and issue assignments. With this method, Vault creates Direct Assignment User Input and Direct Assignment Request records to identify Learners and other training details. See additional details about how Direct Assignment uses these objects and the Direct Assignment Request object lifecycle.

About Retraining & Direct Assignment

The Require Retraining action allows Training Admins to re-issue assignments for Training Requirements that are 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, and Training Admins can follow the same steps to issue assignments.

Working with Assign to Learner

Assign to Learner allows Training Admins to manually create assignments for up to 1,000 Learners for a single Training Requirement or all requirements within a Curriculum.

To do this:

1. Navigate to a Curriculum or Training Requirement record in the Ready for Use lifecycle state.
2. Select Assign to Learner from the record’s Actions menu.
3. In the Assign to Learner dialog, select up to 1,000 training-eligible Learners and optionally add a Reason for the request.
4. Click Continue.

Vault initiates the Execute Individual Assignments SDK job to create and evaluate Individual Assignment Request and related records accordingly, then the Update Training Assignments job creates and issues assignments during its next scheduled run. See additional details about the underlying records and job logic Vault uses for the Assign to Learner feature.

Working with Direct Assignment

When configured, Direct Assignment allows Training Admins to manually create assignments for up to 500 Learners for a single Training Requirement or all requirements within a Curriculum. These assignments are truly ad-hoc and one-off, meaning the Learner does not receive recurrence training or retraining based on Training Material updates.

See additional details about how Direct Assignment differs from Assign to Learner.

Creating Direct Assignments

To create a direct assignment for a single Training Requirement:

1. Navigate to a Training Requirement in the Ready for Use lifecycle state.
2. 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.
3. Enter required fields and click Continue.
   • You can select multiple Persons in the Learners field.
   • When the Due Date is optional and remains blank, Vault does not enforce this value and categorizes the assignment as having No Due Date on the Learner Homepage. See additional details about optional due dates.

To create a direct assignment for a Curriculum:

1. Navigate to a Curriculum in the Ready for Use lifecycle state.
2. Select Direct Assignment from the Actions menu.
3. Populate fields as required.
   • You can select multiple Persons in the Learners field.
   • When the Due Date is optional and remains blank, Vault does not enforce this value and categorizes the assignment as having No Due Date on the Learner Homepage. See additional details about optional due dates.
   • The value you select for Apply to Training Requirements in indicates whether Vault should create Direct Assignment Request records for Training Requirements in Available States Only or All States Except Retired.
4. Click Continue.

Canceling Direct Assignments

You can cancel direct assignments in several 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).

Assign to Learner Configuration Overview

A Vault Admin can configure Assign to Learner (the Assign to Learner action) on the Curriculum and Training Requirement objects separately or together. Depending on when your Vault was created and the order in which you configure these components, some steps may already be complete.

See additional details about configuring Direct Assignment.

Assign to Learner: Curricula

To allow Training Admins to assign a Curriculum to a Learner:

1. Activate the below object types on the listed objects:
   • Learner Role object: Individual Learner Role object type
   • Learner Role-Person object: Learner Role-Person object type
2. Activate the Learner Role object’s Person field and ensure it is associated with this object’s Individual Learner Role object type. Then, add this field to the related object page layout. Depending on when your Vault was created, you may need to create a new object page layout.
3. Activate the Individual Assignment Request object’s Curriculum field and ensure it is associated with the Curriculum Request object type. Then, add this field to the related object page layout. Depending on when your Vault was created, you may need to create a new object page layout.
4. Within the Curriculum object, create a new “Assign to Learner” object action using the existing action of the same name, ensuring you do not select the Available in All Lifecycle States option. Then, ensure the new action is associated with this object’s Curriculum object type.
5. Within the Curriculum object lifecycle’s Ready for Use state:
   • Create a new “Assign to Learner” user action using the object action you created in Step 4.
   • If the lifecycle uses atomic security for actions, ensure Training Admins (via this role or another Application Role) are permitted to execute the Assign to Learner action.
6. Within the Individual Assignment Request object lifecycle:
   • Configure the Create Record event action to always start the standard VT: Individual Assignment Request workflow.
   • Ensure the lifecycle includes the Training Administrator role, and that this role minimally has Read permission for all states.
7. Review your Vault’s security configuration and ensure Training Admins are assigned the appropriate permissions to work with this feature.

Assign to Learner: Training Requirements

To allow Training Admins to assign a Training Requirement to a Learner:

1. Activate the Individual Assignment Request object’s Training Requirement Request object type.
2. Activate the Curriculum object’s Person field and ensure it is associated with this object’s Individual Curriculum object type. Then, add this field to the related object page layout. Depending on when your Vault was created, you may need to create a new object page layout.
3. Activate the Individual Assignment Request object’s Training Requirement field and ensure it is associated with this object’s Training Requirement Request object type. Then, add this field to the related object page layout. Depending on when your Vault was created, you may need to create a new object page layout.
4. Within the Training Requirement object, create a new “Assign to Learner” object action using the existing action of the same name, ensuring you do not select the Available in All Lifecycle States option. Then, ensure the new action is associated with all relevant object types.
5. Within the Training Requirement object lifecycle’s Ready for Use state:
   • Create a new “Assign to Learner” user action using the object action you created in Step 4.
   • If the lifecycle uses atomic security for actions, ensure Training Admins (via this role or another Application Role) are permitted to execute the Assign to Learner action.
6. Within the Individual Assignment Request object lifecycle:
   • Configure the Create Record event action to always start the standard VT: Individual Assignment Request workflow.
   • Ensure the lifecycle includes the Training Administrator role, and that this role minimally has Read permission for all states.
7. Review your Vault’s security configuration and ensure Training Admins are assigned the appropriate permissions to work with this feature.

Assign to Learner: Data Model & Logic

Each time a Training Admin executes the Assign to Learner action and successfully submits their request from a Curriculum or Training Requirement, the Execute Individual Assignments SDK job checks for duplicate records, then creates the required records for each training path and transitions them to the Ready for Use state, as applicable. These records allow the Update Training Assignment job to create assignments accordingly during its next scheduled run.

An Assign to Learner training path consists of the below object records that function together within the Learner’s matrix:

• Curriculum Request or Training Requirement Request records are Individual Assignment Request object types, and the job creates them based on whether the Training Admin invoked the action from a Curriculum or Training Requirement.
• The request’s Individual Assignment Request-Person relationship record links the request and the Learner to the other records in the path.
• Both the Individual Learner Role and Individual Curriculum records include a Person object reference field to link that Learner to the request.

Similar to traditional Training Matrix records, Vault automation monitors these records for updates (for example, requirement recurrence or Training Material revision) and manages assignments accordingly.

Limitations

Your Vault’s Curriculum object lifecycle may include actions to change a record’s lifecycle state to Retired or Inactive. To maintain system stability, Vault blocks these actions for all Individual Curriculum records.

Additionally, the table below illustrates the high-level differences between Assign to Learner and Direct Assignment.

	Assign to Learner	Direct Assignment
Training-eligible Learners per action	1,000	500
Issue training outside of Learner’s current matrix in bulk	Yes	Yes
Quiz Design updates copy to existing assignments	Yes	No
Assignment recurrence based on the retraining assignment’s Next Training Date (Recurrence)	Yes	No
Future assignment automation based on Training Materials updates (TRIA)	Yes	No
Respects Prerequisite Training Rules	Yes	No
Respects Substitute Training Rules	Yes	No
Immediately creates and issues assignments to Learners	No	Yes
Update Training Assignment job manages Learner assignments	Yes	No

Related Permissions

Training Admins must be assigned a security profile with the below permissions to work with Assign to Learner.

See additional details about Direct Assignment permissions.

Permission Label	Permission
Objects: Curriculum: Object Action Permissions: Assign to Learner	View, Execute
Objects: Individual Assignment Request: [all object types]	Read
Objects: Individual Assignment Request-Person	Read
Objects: Learner Role: Individual Learner Role	Read, Create, Edit, Delete
Objects: Training Requirement: Object Action Permissions: Assign to Learner	View, Execute