Working with Facilitated Training (Vault Training)

The Facilitated Training feature enables users with proper access to give completion credit for Training Assignments on behalf of Learners. This allows completion of Vault document Training Assignments for Learners that may not have access to Vault. For example, in some organizations, users could be contractors, external employees, temporary employees, or otherwise outside the primary organization.

Using Facilitated Training, you can create Person records that do not reference a user account, yet still function with Vault Training. Vault Training automation still issues Training Assignments to these Persons, but does not assign a workflow task. After training is held, the responsible Training Administrator creates a Facilitated Training Request record and selects the Training Assignments for which to give completion credit. A Vault Admin must configure this feature before you can use it.

Creating Non-User Person Records

For Learners who do not have user accounts for Vault, you can use Facilitated Training to both ensure that they receive the correct Training Assignments via Vault 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 > Person, 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. Vault Training automation will issue Training Assignments as normal to the Person, but will 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 Administrators should monitor open Training Assignments for such Learners. In addition to standard reports, Training Administrators can leverage the Person is not a Vault user value on Training Assignment records, which is copied from Person records to Training Assignments when they are issued.

Completing Facilitated Training Assignments

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

To complete a Training Assignment for a non-User Learner:

1. Navigate to Business Admin or a custom object tab and click into the relevant Training Requirement or Curriculum.
2. In 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. In the Training Assignments related record section of the resulting Facilitated Training Request record, click Add.
7. In the Search: Training Assignments dialog, find and select the relevant Training Assignments. You can add or remove filters to refine your search.
8. Click Save.
9. If necessary, continue to add relevant Training Assignments within the Facilitated Training Request record.
10. Once all relevant Training Assignments have been added, use the Change State to user action on the Facilitated Training Request record to change its state to one that has been configured by an Admin to start the Facilitated Training job, for example, “Ready for Processing”.

After completing the Facilitated Training Request process, the linked Training Assignments are moved to the Completed state, and the Completion Source picklist field on the Training Assignments is populated with Facilitated Training. Any open quiz (TA Checklist objects) or e-Learning content (Training Content Status objects) records will be moved to the Cancelled state.

When a Learner views a Training Assignment that was completed by Facilitated Training, Vault displays the record details page instead of the task page.

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).
• 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.

Related Permissions

You can complete all steps in this article with the standard System Admin or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type	Permission	Description
Security Profile	Objects: Person: Read, Create, Edit	Allows Training Administrators to create and update Person records
Security Profile	Objects: Training Requirement: Read, Edit	Allows Training Administrators to update Training Requirement records
Security Profile	Objects: Curriculum: Read, Edit	Allows Training Administrators to update Curriculum records
Security Profile	Objects: Facilitated Training Request: Read, Create, Edit	Allows Training Administrators to create and update Facilitated Training Request records
Security Profile	Objects: Facilitated Training Request-Training Assignment: Read, Create, Edit, Delete	Allows Training Administrators to create, update, and delete update Facilitated Training Request-Training Assignment records