Facilitated Training allows users with proper access to grant completion credit for Training Assignments on a Learner’s behalf. This allows completion of Vault document Training Assignments for Learners that may not have access to Vault. For example, in some organizations, these Learners could be contractors, external employees, temporary employees, or otherwise outside the primary organization. Once training automation creates a Learner’s assignment, a Training Admin uses a Facilitated Training Request record to mark them as Complete.
Feature Dependencies
Your Vault must use the Person object’s Training Eligibility field to determine whether to create Training Assignments.
The Training Eligibility field and supporting functionality is automatically available in Vaults created on or after the 19R3 release. If the Veeva Training application was enabled in your Vault in 19R2 or earlier, you must contact Veeva Support to enable it.
Use Cases
Non-User Learners
VernBio hosts a six-week summer internship program where interns do not use Vault, but are required to complete an on-boarding session with the Internship Coordinator. This session covers the content of several Vault documents with associated Vault Document Training Requirements. To support this:
- The Training Admin creates the interns’ Person records, selecting the Person is not a Vault user checkbox.
- The Internship Coordinator confirms training is complete by submitting a copy of the session’s sign-in sheet.
- Training Admin files the sign-in sheet in Vault and marks the interns’ assignments as Complete with a Facilitated Training request.
Marking Cancelled Assignments as Complete
VernBio’s training process for summer interns above typically occurs within the same week. However, one summer the Internship Coordinator completes an on-boarding session but forgets to notify the Training Admin prior to going on vacation. When the Internship Coordinator returns and confirms training, the Training Admin notices that the interns’ Vault Document Training Assignments for a particular SOP have been cancelled.
On investigation, the Training Admin concludes that the on-boarding session occurred while SOP v5.0 was still Effective, however Vault cancelled the assignments when SOP v5.0 was superseded by a new Effective SOP v6.0, for which re-training is not required. To appropriately capture the interns’ training, the Training Admin completes a Training Requirement Facilitated Request to update the assignments’ Cancelled state to the Completed state.
Note: Facilitated Training cannot be used to grant completion credit for cancelled assignments created via Direct Assignment. This use case will be supported in a future release.
Extracurricular Training
While Facilitated Training was designed to support Learners who are not Vault users, VernBio uses Facilitated Training to complete assignments on behalf of all Learners when they attend optional “Lunch and Learn” professional enrichment sessions.
Enabling Facilitated Training
To enable Facilitated Training:
- Add the Person is not a Vault user field to the Person object page layout.
- Add the Facilitated Training Requests related object record section to the Curriculum object page layout and the Training Requirement object page layout for the Vault Document Training Requirement object type.
- Within the Facilitated Training Request object lifecycle, add a lifecycle state in which Vault should process Facilitated Training Requests, for example, “Requested”.
- To the new lifecycle state added in Step 3 (“Requested”), add the Update Training Assignment action as both an entry action and a user action:
- The entry action prompts Vault to start the Facilitated Training async job.
- The user action is used when the Facilitated Training async job encounters issues and needs to be restarted once those issues have been resolved. To set up this action for use in the bulk action interface, add the Update Training Assignments (bulk) action instead.
- Confirm the Facilitated Training Request lifecycle’s Initial State type is mapped to the Created state (
created_state__v). Then, within the Created state, add a user action to change the record’s state to the state you created in Step 3 (“Requested”).
Enabling Completion for Cancelled Assignments
In the process of completing and confirming training for non-Vault users, it is possible for related training materials to become superseded. When this occurs, Vault may cancel any related Training Assignments before a Training Admin can process a Facilitated Training request.
To allow Training Admins to update such Cancelled assignments to Completed, add a new Cancelled Training Assignment section to the object page layouts of the Training Requirement Facilitated Request (training_requirement_request__v) and Curriculum Facilitated Request (curriculum_request__v) object types.
Related Permissions
To work with Facilitated Training, Training Admins or other authorized users must be assigned a permission set with the below permissions.
| Object | Permission | Controls |
|---|---|---|
| Person | Read, Create, Edit | Ability to create and update Person records |
| Training Requirement | Read, Edit | Ability to update Training Requirement records |
| Curriculum | Read, Edit | Ability to update Curriculum records |
| Facilitated Training Request | Read, Create, Edit | Ability to create and update Facilitated Training Request records |
| Curriculum Facilitated Request | Read, Create, Edit | Ability to create and update Curriculum Facilitated Request records |
| Training Requirement Facilitated Request | Read, Create, Edit | Ability to create and update Training Requirement Facilitated Reques records |
| Facilitated Training Request: Object Action Permissions: Update Training Assignments | View, Execute | Ability to execute the Update Training Assignments action in the event of Facilitated Training job errors. |
| Facilitated Training Request: Object Action Permissions: Update Training Assignments (bulk) | View, Execute | Ability to execute the Update Training Assignments (bulk) action in the event of Facilitated Training job errors. |
| Facilitated Training Request: Object Control Permissions: Training Assignments | View | Ability to add Training Assignments to a Facilitated Training Request record. |
| Facilitated Training Request: Object Control Permissions: Cancelled Training Assignments | View | Ability to add cancelled Training Assignments to a Facilitated Training Request record. |
| Facilitated Training Request-Training Assignment | Read, Create, Edit, Delete | Ability to create, update, and delete Facilitated Training Request-Training Assignment records. |