# Configuring TRIA for Document Change Control Veeva Training's Training Requirement Impact Assessment (TRIA) feature is a complex Training Admin activity which maintains an organization's _Training Requirements_ and _Training Assignments_ in parallel with Training Material updates. When a document is undergoing revision via the QualityDocs Document Change Control (DCC) process, TRIA for Document Change Control allows Vault to: * Initiate TRIA earlier in the document revision process, providing Training Admins and DCC participants visibility into both processes. This allows for more time to consider training needs during the DCC process. * Align TRIA with decisions made during the DCC process, for example the DCC's _Proposed Effective Date_ can be used to calculate the _Due Date_ of any resulting assignments.
## Feature Dependencies & Impacts ### Feature Dependencies This feature links the QualityDocs application's [Multi-Document Change Control](/en/lr/37406/) (DCC) process with the Training application's [Training Requirement Impact Assessment](/en/lr/572291/) (TRIA) process. As such, both features must be configured in order to follow the configuration described here. ### Feature Impact A primary benefit of TRIA for Document Change Control is the ability to trigger TRIA earlier in the document lifecycle. This capability also extends to documents within the same lifecycle which are not associated with a DCC. As such, the configuration requirements for this feature include steps for altering how your Vault handles TRIA for lifecycle documents which are not associated with a DCC. When implementing this feature, Vault Admins should consider requirements for all training-related documents within a DCC-enabled lifecycle. ## Use Case See [TRIA for Document Change Control](/en/lr/572292/#use-case-dte) for a use case illustrating how this feature can be configured to process _Draft to Effective_ lifecycle documents. ## Configuration Overview To configure TRIA for Document Change Control, you must: 1. Review this feature's [Application Settings][1] and set them according to your organization's requirements. 2. Review and update your Vault's configurations in the below areas. These updates include steps for altering how your Vault handles TRIA for lifecycle documents which are not associated with a DCC: * [Document lifecycles][5] assigned to Training Materials * [_Training Requirement Impact Assessment_][6] object page layout and lifecycle * [_Document Change Control_][7] object and lifecycle ## Training Application Settings {#application-settings} TRIA for Document Change Control relies upon several Application Settings in __Admin > Settings > Application Settings__ to support your organization's requirements. The __Use Training Requirement Impact Assessment Creation Settings__ option controls the feature generally. Then, Vault determines how to set a record's [roles][2] and [date fields][3] via various **TRIA Creation Settings**. The **Always Implement Latest Trainable State** setting ensures TRIA records [remain up-to-date][4] as documents move through the revision process. ### Role Settings {#role-settings} The following settings control how Vault sets roles on the _Training Requirement Impact Assessment_ records it creates: * For __Add Training Admin__, select a __Document LC role__, for example Training Administrator. This is the document lifecycle role your Vault's current document lifecycle configuration uses when executing the _Create Training Requirement Impact Assessment Record_ action. * Select the checkbox for __Document Owner Role__ to add the TRIA-triggering document's Owner to the TRIA record's Document Owner role. * For __Add DCC Owner Role__, select a __DCC LC Role__, for example Record Owner. This setting adds users with the selected _Document Change Control_ lifecycle role to the TRIA record's Document Change Control Owners role. ### Date Field Settings {#date-field-settings} The __Use Document Field as Due Date__ and __Use DCC Field as Due Date__ settings determine the date fields Vault uses to set a related assignment's _Due Date_ once the TRIA task is complete. To do this, Vault calculates the TRIA record's _Document Revision Training Due Date_ according to the setting (plus any __Additional Days__), then sets the resulting assignments' _Due Date_ accordingly. We recommend using the _Proposed Effective Date_ document field and/or the _Proposed Implementation Date_ DCC field. These settings are optional and can be enabled separately or together, depending on your organization's requirements. * When both settings are enabled, Vault references the __Use Document Field as Due Date__ setting when creating TRIA records for documents which are not part of a DCC. * The __Use Document Field as Due Date__ setting replaces [original TRIA feature configuration](/en/lr/572291/#configuration-overview) for the _Create Training Requirement Impact Assessment Record_ action. If your Vault's configuration currently includes it, we recommend continuing to do so when implementing this feature. * When either setting is disabled, Vault calculates an assignment's _Due Date_ based on the related requirement's _Duration_ and _Duration Unit_ values. This is the default Training application behavior.
### Always Implement Latest Trainable State {#always-implement-latest-trainable-state} The primary use case of TRIA for Document Change Control is to initiate TRIA earlier in the document revision process. This point is likely to be earlier than the [Veeva-recommended configuration](/en/lr/572291/#document-lifecycle-entry-actions) for the core TRIA feature, where Vault triggers TRIA in the _Approved_ state for major document versions (vX.0) in the _Draft to Effective_ lifecycle. The __Always Implement Latest Trainable State__ setting supports any configuration where TRIA is triggered for minor-version documents (vX.X). As a result, this setting should be enabled in most TRIA for Document Change Control implementations. For example, a document may be _Draft_ v1.3 when Vault triggers TRIA. Prior to this feature, Vault could not update the TRIA's "Post-Change Training Documents" section with any subsequent versions, most critically the training-relevant _Issued_ v2.0. This setting instead allows Vault to maintain a similar ["Documents to be Implemented"][6] section with the latest document version as it moves through its lifecycle, supporting the overall impact assessment process and ensuring the resulting assignments contain the correct document version and state. This behavior applies to all DCC and non-DCC documents assigned to the lifecycle. ## Document Lifecycle Configuration {#document-lifecycle-configuration} For each lifecycle in which Training Materials are processed via DCC: 1. Select a __Training Requirement Impact Assessment State__ in the lifecycle's __Details__ tab. The state you select becomes the new TRIA-triggering state for any non-DCC training document using this lifecycle. For example, if your organization would prefer to initiate TRIA once a document has gone through the review cycle, select the _Reviewed_ state. 2. Delete the existing _Create Training Requirement Impact Assessment Record_ action from the state where it is configured, for example the _Approved_ state. 3. When the selected lifecycle uses an _Obsolete_ state, update the existing _Retire or Assess Impact on Training Requirement_ action such that it is conditional when the _Obsolete DCC_ field is blank. ## TRIA Object & Lifecycle Configuration {#tria-object-lifecycle-configuration} ### TRIA Object Page Layout Configuration To configure the _Training Requirement Impact Assessment_ object page layout for this feature: 1. Add the "Documents to be Implemented" section and remove the "Post-Change Training Documents" section. * The "Documents to be Implemented" section is specifically required when this feature is [configured][4] to trigger TRIA for minor-version documents. However, this section is useful for all implementations in that it always references the latest document versions, and the "Post-Change Training Documents" section does not. 2. If not already complete as part of your Vault's TRIA configuration, add the below impact alerts. Each alert corresponds to an object field, and informs users of the training and document impact of [TRIA decisions](/en/lr/57229/#about-tria-impact-alerts). * _Cancel Open Training Assignments_?: Impact Alert: Cancel Open Training Assignments * _Document Revision Training Due Date_: Impact Alert: Doc Revision Due Date * _Re-Issue Training?_: Impact Alert: Re-Issue Training * _Require Updated Quiz?_: Impact Alert: Require Updated Quiz ### TRIA Lifecycle & Workflow Configuration To configure the _Training Requirement Impact Assessment_ object lifecycle for this feature: 1. Create a new "In Training Admin Review" lifecycle state. While you may label this state according to your organization's requirements, such a state is required to concurrently support TRIA for both DCC and non-DCC documents in the same lifecycle. 2. Create a new simple workflow such that Vault changes _Training Requirement Impact Assessment_ records to the new "In Training Admin Review" lifecycle state. We recommend labeling the workflow "VT: CS: In Training Admin Review". This workflow streamlines the TRIA process in that an assessment will always occur in the "In Training Admin Review" state, regardless of a Training Material's relationship to a DCC. * simple state change workflow 3. Within the existing _In Review_ state (`initiate_tria_state__v`): * Remove the existing entry action which initiates the TRIA workflow. * Create a new conditional entry action such that, when the TRIA record's _TRIA Initiation Source_ field equals "Document", Vault initiates the new state-change workflow you created in Step 2 ("VT: CS: In Training Admin Review"). This is how Vault initiates TRIA for non-DCC documents, whereas TRIA for DCC documents is initiated from the _Document Change Control_ lifecycle. * Recommended: Create a new notification to inform the Training Admin that TRIA was initiated because of a DCC, then add a new conditional entry action which sends this notification when the TRIA record's _TRIA Initiation Source_ field equals "Document Change Control". 4. Within the new "In Training Admin Review" state, add an entry action to start your Vault's current TRIA workflow (for example, "Start Workflow: VT: TRIA: Assess Impact"). #### Supporting Training Requirement Retirement TRIA for DCC supports retiring *Training Requirements* via the TRIA process. The following configuration is required in order to avoid retiring a requirement earlier than expected, or otherwise on the same day a DCC-related TRIA record is marked for retirement. 1. Within the *Training Requirement Impact Assessment* object lifecycle: * Re-label the *Pending Training Requirement Retirement* state (`retire_tr_state__v`) to "Retire Training Requirement". * Create a new state in which requirements should await retirement. We recommend labeling and naming this state "Pending Retirement" `pending_retirement_state__c`. 2. Within your primary TRIA workflow (for example, the "Assess Impact" workflow), locate the state-change step in which the requirement is updated to the `retire_tr_state__v` re-labeled in Step 1. Depending on your Vault's configuration, this step may be called "SC: Pending Training Requirement Retirem[ent]". Within the step's **State Change Options**, select the newly-relabeled *Retire Training Requirement* state as the **Next State**. 3. Create a new job to retire any TRIA records in the new *Pending Retirement* state to the *Retire Training Requirement* state on their indicated *Retirement Date*. See the screenshot below for the minimally-required job configuration. We recommend setting the **Job Owner** to the appropriate group or individual. TRIA for DCC requirement retirement job parameters ## DCC Object & Lifecycle Configuration {#dcc-object-lifecycle-configuration} To configure the _Document Change Control_ object and its lifecycle for this feature: 1. Add a new "Training Requirement Impact Assessments" section to the _Document Change Control_ object page layout using the [section type](/en/lr/26387/#how-to-add-sections) of the same name. This feature does not support linking DCC and TRIA records via a related object section. 2. Create a new "Training Requirement Impact Assessment State" lifecycle state type, then associate it with an existing lifecycle state per your organization's requirements. We recommend using the _Change Authorization Approved_ (`change_authorization_approved_state__c`) state. 3. Within the _Approved_ (`approved__v`) state: * Add an entry action such that Vault changes the object lifecycle state of related _Training Requirement Impact Assessment_ records to "In Training Admin Review". This is the new state you [previously created][6] within the TRIA lifecycle. * Optional (depending on [TRIA Creation Settings][1]): Add an entry action to update the related record (TRIA object) field _Document Revision Training Due Date_ with a specific _Document Change Control_ date field value, for example _Proposed Implementation Date_. This entry action is required when enabling the __Use DCC Field as Due Date__ [TRIA Creation Setting][3], as it allows Vault to use a specific _Document Change Control_ date field as the _Due Date_ for the resulting assignments. The field you select when configuring the entry action should match the setting's __DCC field__ selection. 4. Optional: Add a new "Create Training Requirement Impact Assessment" user action on the state you selected in Step 2. This action functions similarly to the TRIA object's _Evaluate Training Req. Impact Assessment_ action, allowing users to manually re-trigger TRIA in the event Vault encounters unexpected failures while creating TRIA records for DCC documents: Vault creates records asynchronously, and failures can occur when a DCC record includes a large number of documents. To configure the action: * Within the _Document Change Control_ object, create a new custom action using the _Create Training Req Impact Assessments_ action. We do not recommend selecting the "Available in All Lifecycle States" option. * Within the state you selected in Step 2 (for example, _Change Authorization Approved_), add a corresponding user action. * Recommended: Configure additional [action level security](/en/lr/43127/#action_level_security) so that only certain super-users are permitted to execute the new action. ## Limitations TRIA and DCC [date field settings][3] support Date-type fields only. DateTime-type fields are not supported. [1]: #application-settings [2]: #role-settings [3]: #date-field-settings [4]: #always-implement-latest-trainable-state [5]: #document-lifecycle-configuration [6]: #tria-object-lifecycle-configuration [7]: #dcc-object-lifecycle-configuration