Working with Facilitated Training

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.

How Facilitated Training Works

Facilitated Training allows Training Admins to mark both in-progress and cancelled Training Assignments as Completed on behalf of Learners.

To accomplish this:

  • Vault creates Training Assignments records, then determines whether to assign a training workflow task based on the Person object’s Person is not a Vault user checkbox. When the Learner is not a Vault user (Person is not a Vault user is checked), Vault skips assigning a workflow task. Otherwise, Vault assigns them as normal.
  • A Training Admin creates a Facilitated Training Request record, then links the relevant assignment records individually or in bulk, based on their associated Training Requirement or Curriculum.
  • The Training Admin transitions the Facilitated Training Request record to a specified lifecycle state (for example, “Requested”) and Vault initiates the Facilitated Training async SDK job.
    • When the job encounters errors, Vault sends an email and notification to the Training Admin who performed the state change. This message includes a link to the job log file for review.
    • The request’s Update Training Assignments and/or Update Training Assignments (bulk) actions can be used to restart processing after resolving the flagged issues.
  • Once the job runs successfully, Vault automatically moves both the associated Training Assignments and the Facilitated Training Request to the Completed state and populates related fields and lifecycle states accordingly.
    • Vault populates the assignments’ Completion Source field as “Facilitated Training”.
    • Vault moves any related open TA Checklist and/or Training Content Status records (for quizzes and e-learning files, respectively) to the Cancelled state.

When Learners view a Training Assignment that was completed via this process, Vault displays the record details page instead of the task page.

Working with Non-User Person Records

Creating Non-User Person Records

For Learners who do not have Vault user accounts, you can use Facilitated Training to both ensure that they receive the correct Training Assignments via Training automation and to ensure their completion of the training is tracked accordingly.

To add a Learner that does not have Vault access to your Vault as a Person record:

  1. Navigate to Business Admin > Objects > Persons, or to a Person custom object tab.
  2. Click Create.
  3. Select the Person is not a Vault user checkbox.
  4. Fill in the required details. Once the Person is not a Vault user checkbox is selected, the User field is no longer required when saving the Person record.
  5. Click Save.
  6. Add Learner Roles as normal on the Person record. Training automation issues Training Assignments as normal to the Person, but does not start any training workflows.

Tracking Training Assignments for Non-User Persons

Since Training Assignments created for Learners without user accounts are not included in any workflows, there are no automatic notifications for overdue training. As such, Training Admins should monitor open Training Assignments for such Learners. In addition to standard reports, Training Admins can leverage the Person is not a Vault user value on Training Assignment records, which Vault copies from Person records to Training Assignments when issuing assignments.

Completing Facilitated Training Assignments

Once the Learner has completed the required training, a Training Admin can use a Facilitated Training Request to give that Learner credit within Vault. You can use Facilitated Training to give credit for either a Training Requirement or a Curriculum.

To complete a Training Assignment for a Learner:

  1. Navigate to the relevant Training Requirement or Curriculum record.
  2. Within the Facilitated Training Request section, click Create.
  3. Select either Curriculum Facilitated Request or Training Requirement Facilitated Request from the drop-down, as appropriate.
  4. Fill in the required details.
  5. Click Save.
  6. Within the newly-created record, navigate to the Open Training Assignments and/or Cancelled Training Assignments section(s) as required, then click Add. You can use one Facilitated Training Request record to simultaneously process both assignment types, when configured.
  7. In the Search: Training Assignments dialog, find and select the relevant assignment records. You can add or remove filters to refine your search.
  8. Click Save. When you select cancelled Training Assignment records, Vault populates them within both sections. Hover over the Content Set within Cancelled Assignments to view the assignment’s related documents.
  9. Once you’ve associated all relevant Training Assignments, use the Facilitated Training Request record’s Change State to user action to change its state to one that has been configured by a Vault Admin to start the Facilitated Training job, for example, “Requested”.

Vault initiates the Facilitated Training job. When the job encounters errors, you’ll receive a Vault email and notification with a link to the job log file for review. After resolving the flagged issues, use the request’s Update Training Assignments action to restart processing.

Limitations

The following limitations apply to the Facilitated Training feature:

  • You cannot complete a Facilitated Training Request for assignments which are part of a class (Part of class = Yes), or if it has outstanding prerequisites (Curriculum Prerequisite Status or Training Requirement Prerequisite Status = Incomplete). Vault filters available records based on these and other criteria when displaying assignments for selection on a Facilitated Training Request record.
  • The maximum number of Learners that can receive completion credit in one Facilitated Training Request is 1,000.
  • If a Learner (Person record) does not reference a User, but later a User reference is added, any training assigned at the time the reference was added must be completed via a Facilitated Training Request.
  • 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.

See Configuring Facilitated Training for the permissions required to use this feature.