Configuring Substitute Training

Vault can assign an alternate, or substitute, Training Assignment to a Learner in place of a required, or primary, Training Assignment using Training Admin-defined Substitute Training Rule Sets. You can accomplish this by marking Training Requirements as substitutes, and then defining sets of rules for when they should be substituted.

Feature Dependencies

TRIA for all Training Requirements must be enabled in order to create delta training rules.

Use Cases

This feature is best understood through its many use cases, which are decided by a Training Admin as part of managing the Training Matrix. See the Training Admin-specific Working with Substitute Training Requirements.

Configuration Overview

To configure the Training Requirement object and other components to support Substitute Training:

  1. Within the Training Requirement object configuration, ensure:
    • The Is A Substitute Training Requirement (is_a_substitute_tr__v) Yes/No field is configured with the “Show as checkbox” option.
    • All applicable object page layouts are configured to support this feature.
  2. Within the Training Requirement Impact Assessment object page layout, add a new section using the In Use Training Rule Sets control. We recommend labeling this new section “In Use Substitute Training Rule Sets”.
  3. Review your Vault’s security configuration and ensure Learners and Training Admins are assigned the appropriate permissions to work with Substitute Training.

Training Requirement Object Page Layout Configuration

Enabling this feature includes several updates within all applicable Training Requirement object page layouts:

  1. Add a new section using the Training Rule Set control. We recommend labeling this new section “Substitute Training Rule Set”.
  2. Add a new detail form section called “Training Rule Details”. We recommend adding it near the section configured in Step 1. Then, add or move the following fields to the section:
    • Allow Learner Choice?
    • Is a Substitute Training Requirement
    • Is a Training Rule Hub
    • Training Rule Substitution Type
    • Substitute Due Date based on
    • Substitute Due Date Override

You can optionally add or update layout rules which control substitute-specific sections and fields, for example:

  • When is_a_substitute_tr__v = true, hide:
    • Sections: Recurrence, Curricula, Assign Steady State?, Steady State Training Materials
    • Field: Is a Training Rule Hub
  • When is_a_training_rule_hub__v = true, hide the “Training Rule Details” section.

Limitations

  • TRIA for all Training Requirements must be enabled in order to create delta training rules.
  • When importing training assignments, you cannot create Related Training Assignment (related_training_assignment__v) object records manually if the creation source is not import__v for both Training Assignment references.
  • When a Vault is cloned, conditions in substitute rules must be manually created in the target Vault; the Training Rule Set and Training Rule object records, which store the substitute rules, are not cloned. This is because the conditions may reference fields or field values that exist in the source Vault, but may not exist in the target Vault.
  • The Is A Substitute Training Requirement field must have the Show as checkbox option enabled.

To view substitution rules, Training Admins require a permission set which includes the Read permission on the Substitute Training Rule Set and Substitute Training Rule objects. To create and edit substitution rules, Training Admins require a permission set which includes Read, Create, Edit, and Delete permissions on the Substitute Training Rule Set and Substitute Training Rule objects.

Learner Permissions

In order for Vault to successfully evaluate substitute rules for a training assignment, Learners must be minimally permitted to view their own Person record, as well as the User field within the record. This can be achieved by granting Read access to the Person object, as well as Person object field permissions for the User field within their assigned permission set.

If your Vault uses Dynamic Access Control, there must be a matching or custom sharing rule permitting the Learner Read access to their Person object record.

If your Vault’s Person object lifecycle includes Atomic Security configuration for fields, Learners must be granted Read access to the User field.