Important: The configuration recommendations on this page are primarily for guidance and reference purposes. Though some configurations are simple and can be completed using existing Vault Help documentation, subscribers should still contact their LearnGxP representative for assistance in preparing a Training Vault for ContentDirect prior to activating a subscription.
Warning: Vault severs the connection between ContentDirect and subscriber sandbox Vaults each time the subscriber sandbox Vault is refreshed. If your sandbox Vault requires refreshing, work with your LearnGxP representative to restore the connection.
Note: This guidance excludes required fields configured with a default value, for example defaulting the Global picklist value for the Scope field. Vault automatically creates course files as long as a required field contains a value.
## Document Lifecycle Recommendations {#document-lifecycle-recommendations}
When selecting a lifecycle for the _LearnGxP Training Materials_ document type, we primarily recommend using an existing lifecycle assigned to other training documents and/or E-Learning files.
Additionally, if this lifecycle requires that a document reaches its Steady state (for example, _Approved_) as the result of a user task, we recommend configuring the lifecycle such that LearnGxP courses are automatically moved to that state once created. This further enhances the automated delivery of courses to your Vault.
Before configuring, however, consider your organization's requirements such as:
* Quality checks prior to approving E-Learning courses. This recommendation allows courses to be approved "silently", aside from the notification and a related _Training Requirement Impact Assessment_ record.
* Different behavior for when a course is new, versus when it is updated. This recommendation does not make this distinction.
To accomplish this:
1. Create a notification indicating a LearnGxP course has been sent and is now approved.
2. Add an entry action in the Steady state to send the notification.
3. Create a Date Based Document Operation job to process a state change based on lifecycle parameters. For example:
## TRIA Recommendations {#tria-recommendations}
When creating or updating a LearnGxP course, Vault sets [various LearnGxP-specific document fields](/en/lr/626994/#learngxp-metadata-fields) with metadata from ContentDirect. These field values are copied to the resulting _Training Requirement Impact Assessment_ (TRIA) record, and can be used for various lifecycle and workflow configurations.
For example, if you'd like Vault to automatically close the _TRIA_ record for LearnGxP courses based on certain conditions, and only reissue assignments to Learners who have not yet completed the course: Update the impact assessment workflow to set the _Re-Issue Training?_ field to "No" and _Cancel Open Training Assignments?_ to "Yes" only when the _LearnGxP Update Type_ and _LearnGxP Update Definition_ are "Minor" and "Grammar Fix", respectively.
## Linking Existing LearnGxP Courses {#linking-existing-learngxp-courses}
If your Training Vault includes in-use LearnGxP courses, your organization must decide whether and how to convert them so that ContentDirect can deliver updated files.
Generally, the options are re-linking or re-creation:
* **Re-linking**: Convert existing LearnGxP courses as they currently exist within your Library and training matrix, then allow ContentDirect to maintain them once enabled. Your organization may opt for this path if there are a large number of courses.
* **Re-creation**: Allow ContentDirect to re-create new courses in your Library, then obsolete or retire the existing ones.
### Re-Linking LearnGxP Courses {#re-linking-learngxp-courses}
If your organization wishes to re-link existing courses, at minimum, any existing courses must be:
* Reclassified to the _LearnGxP Training Material_ document type. This can be completed individually, or in bulk via Vault API.
* Updated with new _Document Link_ field metadata from the ContentDirect Vault. This may require temporarily adding a Security Override to this field so that it may be edited during migration.
* Added to the existing _Training Requirement_.
Note: This guideline is not fully comprehensive, as it requires ContentDirect Vault metadata, as well as decisions based on your Training Vault’s current configuration and your organization’s requirements. Contact your LearnGxP representative for assistance.