**Source URL:** https://quality.veevavault.help/en/lr/5985571/

# Study Training User Association Replacement

The Study Training application relies on the Study Training-Clinical Operations Connection to manage Clinical Operations *User* and *Person* records. While this automation is designed to minimize manual or repetitive steps, it is possible that a Study Training Vault Admin must manually merge duplicate users originating, for example, from when a CRO user with a sponsor-specific email changes sponsors. When configured, User Association Replacement provides a quicker solution for associating this new *User* record with the existing target *Person*.

**Note**: This feature must be configured in Study Training Vaults, and is specific to *User* replacement within individual *Person* records via Vault UI. Contact Veeva Support or your Veeva representative about replacing users in bulk via API.

## Use Cases

User Association Replacement is designed for:

* **Email and/or sponsor updates**: This most-common scenario occurs when a user changes their email address, either due to a name change or they are a CRO user switching sponsors. This also includes when a VeevaID or cross-domain user updates their email.
* **Vault reparenting**: When Veeva reparents a Vault, this feature can be used to resolve *User* and *Person* merges across pre-identified lists of users.

## How User Association Replacement Works

When a Vault Admin runs the *Replace User* action from a *Person* record in the *Ineligible* state and populates the new username, the *Training: Reparent User Accounts* SDK job:

* Switches the *User* reference on the target *Person* record with the new username.
* Creates a cross-domain *User* if one does not already exist.
* Updates the Sharing Settings within existing assignments in the *Completed* state with the new *User* reference.
    * Similarly, the job updates related document Sharing Settings: For each Training Material referenced by this assignment, Vault updates the Library document's *Trainee* role with the new *User* reference.
* Transitions the *Person* record to the *Eligible* state.
* Inactivates the original *User* record.

In the event assignments were cancelled in order to complete this process, Vault regenerates them during the next *Update Training Assignments* job run.

### Replacing a User Association {#replace-user-association}

To replace an individual *Person* record's *User* association within the Vault UI:

1. Ensure the target *Person* (Learner) is ineligible for training, and that they do not have any open *Training Assignments*.
    * A Learner is considered ineligible when their *Person* record's *Training Eligibility* field (`training_eligibility__v`) is "Ineligible" and the record is in the *Ineligible* state.
    * To cancel open assignments, update the *Person* record accordingly, then run the *Update Training Assignments* job.
2. Once the *Person* record is in the *Ineligible* state, run the **Replace User** action.
3. In the **Replace User** dialog, populate the new **User Name** and click **Save**.

Vault initiates the *Training: Reparent User Accounts* SDK job to complete the replacement. In the event assignments were cancelled in order to complete this process, you can manually run the *Update Training Assignments* job to reassign them, or wait for its next scheduled run.

## Configuration Overview

To configure User Association Replacement:

1. Within the *Person* object, create a new "Replace User" action using the standard object action of the same name. During configuration, ensure you de-select the *Available in All Lifecycle States* option.
2. Within the *Person* object lifecycle's *Ineligible* state, create a new "Replace User" user action using the object action you created in Step 1.
3. Review your Vault's security configuration to ensure users are assigned the appropriate [permissions][2] to work with this feature.

## Limitations

User Association Replacement can only occur when a *Person* is ineligible for training and they do not have any open *Training Assignments*. See [additional details][1] about how to address open assignments.

## Related Permissions {#permissions}

Vault Admins or other stakeholders working with this feature must be assigned a permission set with the below permissions. Depending on your security configuration, these users may require additional role-based permissions within the *Person* object lifecycle.

| Permission Label | Permission | Controls |
| --- | --- | --- |
| Objects: Person: Object Action Permissions: Replace User | View, Execute | Ability to execute the *Replace User* action. |

[1]: #replace-user-association
[2]: #permissions