**Source URL:** https://quality.veevavault.help/en/lr/651859/index.md

# Training Matrix Automation (Study Training)

Training Matrix automation significantly reduces the effort required to create and maintain matrix records in the [Study Training Matrix Builder](/en/lr/50533901/).

## How Training Matrix Automation Works

When the Study Training-Clinical Operations Connection transfers documents and object records, the Study Training Vault assesses the current and incoming records and metadata, then creates and associates corresponding training matrix records and documents accordingly.

### Clinical Operations Criteria

The connection requires that Clinical Operations documents and _Study_ records have their _Connect to Vault Study Training_ field set to _Yes_ (true) in order to be considered for transfer to Study Training. Documents must also be associated with a study via its _Study_ field.

### Study Training Actions

Study Training uses a _Study_ record's _System Aided Matrix Management_ field and a _Learner Role_ record's _Add to All New Studies_ field to determine whether to create or update relevant records based on incoming Clinical Operations metadata.

When these fields are set to _Yes_ (true) and the connection is performing any of the below actions as a result of activities in Clinical Operations, Study Training automatically handles new record creation and association as follows:

* For a new _Study_, Vault associates any existing _Learner Role_ records.
* For a new Learner (_Person_) added to a _Learner Role_ which does not yet exist in Study Training, Vault creates the _Learner Role_ and associates it to the indicated _Study_ record.
* For new _Training Material_ CrossLink documents with _Study_ and, optionally, _Study Country_ values, Vault:
  * Creates one system-managed _Vault Document Training Requirement_ per referenced _Study_, with the document included in a related _Training Content Set_. Vault sets the requirement's _Study_ field accordingly and populates the requirement's name with the document and _Study_ record's _Name_, for example, "Investigational Brochure-AVEG 027 EVO". Vault [additionally handles](/en/lr/48712025/#study-related-data) duplicate requirements and assignments so that, for documents related to multiple studies, Learners are not required to complete training for the same document version more than once.
  * Associates the system-managed requirement to the default _Curriculum_, according to _Study_ and _Study Country_ values.
  * Creates a _Training Requirement Classification_ record with the _Study_ and _Study Country_ values set with the corresponding document values, and the _Training Requirement_ field referencing the system-managed requirement.
* For _Responsibilities_ added to _Study Persons_ (<a class="external-link " href="https://clinical.veevavault.help/en/lr/61542#study-person-responsibilities" target="_blank" rel="noopener">_Study Person Responsibilities_<i class="fa fa-external-link" aria-hidden="true"></i></a>), Study Training creates a _Learner Role_ with this combination (if one does not already exist) with the _Role Type_ set to "Responsibility", and associates Learners (_Persons_) to that role. This allows Vault to locate the appropriate _Learner Roles_ for display in the Study Training Matrix Builder.

Then, when users select **Manage Training Matrix** <i class="far fa-th-list"></i> from a _Study_ record, the [Study Training Matrix Builder](/en/lr/50533901/) automatically displays all training matrix records for the selected study, including:

* New and existing _Learner Role_ records, organized in columns.
* New and existing _Training Requirement_ records, grouped by _Curricula_ for each _Study_ and _Study Country_ pairing.

Once the matrix is final, Vault automatically moves _Curriculum_ and any _Training Requirement_ records which are not in the _Initiated_ state to the _Ready for Use_ state.

## Limitations

Training Matrix Automation requires that your organization's Study Training Matrix is structured such that each _Learner Role_ has one associated _Curriculum_ with one _Training Requirement_. It does not support matrix configurations where roles are associated with curricula containing multiple requirements.

See [Study Training Matrix Builder](/en/lr/50533901/#limitations) for additional limitations for working with system-managed records.

[1]: #related-permissions
[2]: #udpating-existing-study-records