Auto-Creating Training Requirements

When the Create Related Training Requirement entry action is configured on a document lifecycle state, Vault can automatically create a related Training Requirement.

Use Case

VernBio’s document management process requires that a member of the Document Control team sends an email to VernBio’s Training Admin when creating a new Vault Library document for training. Once VernBio’s Vault Admin configures this feature, this step is no longer required.

How Vault Auto-Creates Training Requirements

Vault uses the Create Related Training Requirement entry action configured on a document lifecycle to create new related Training Requirement records where needed.

When a document enters this configured state, Vault:

• Confirms the document is not associated with an existing Vault Document Training Requirement.
  • When no other such requirement exists, Vault creates one using the document’s Name.
  • When a document is already associated with a Classroom Training Requirement, Vault still creates a Vault Document Training Requirement.
• Sets all required Training Requirement fields with their configured default values. When a required Training Requirement field is missing a default value, Vault prevents the document from transitioning to the state where the Create Related Training Requirement action is configured.
• Confirms e-learning files are accompanied by at least one Training Completion Criteria record with the Use As Default For field value set for the file’s e-learning standard.
• Sends a Vault email and notification with details of any requirements it could not create.

About LearnGxP Training Materials

When creating requirements for documents classified as LearnGxP Training Materials, Vault automatically populates Training Requirements fields as follows:

• Continuing Education Unit (CEU): ceu__v document field value
• LearnGxP Training Material?: Yes
• Estimated Time to Complete (Minutes): learngxp_course_duration__v document field value
• LearnGxP Course Code: learngxp_course_code__v document field value
• LearnGxP Course Type: learngxp_course_type__v document field value
• LearnGxP Functional Area: learngxp_functional_area__v document field value

Configuration Overview

To configure your Vault to automatically create Training Requirements:

1. Review your Vault’s Vault Document Training Requirement object fields. For each required field, ensure it is also configured with a default value. While a field’s requiredness and its default value mostly depend on your organization’s requirements, some fields cannot be made optional. As such, we recommend configuring:
   • Does this Training Requirement recur? (is_recurring__v) to default to no. If this field should remain required, ensure any related recurrence fields are properly required and/or set with default values (Recurrence, Recurrence Based On, Recurrence Type, Recurrence Unit).
   • Duration and Duration Unit fields to default to 14 days, respectively.
   • Estimated Time to Complete (Minutes) to default to 30.
2. Review your Vault’s document lifecycles for managing training documents. For each lifecycle where Vault should automatically create a new related Training Requirement upon entry into a given state, configure the Create Related Training Requirement entry action. We recommend using the Approved state for both the Draft to Effective and Draft to Approved lifecycles, however the action can be configured for any state.
3. Study Training only: Within all lifecycles configured in Step 2, ensure the Owner role is granted the ability to Edit Fields according to the state’s Security Settings.
4. If your organization plans to auto-create Training Requirements for e-learning content, ensure there is at least one Training Completion Criteria record with the Use As Default For field value set accordingly for all applicable e-learning standards.

Optional Configuration

When enabling this feature, you may want to automatically initiate a Vault workflow for other related activities, such as sending the Training Admin a task to review the requirement’s defaulted fields, or automatically transitioning the requirement to the Ready for Use state (available_state__v) and notifying the Training Admin.

To do this, update the Training Requirement object lifecycle’s Create Record lifecycle action to initiate the workflow you’ve configured with your organization’s requirements. The Create Record lifecycle action should be conditional, such that Vault initiates the workflow when the Training Requirement record’s Creation Source field is “Document Entry Action”.

Limitations

The below limitations apply to this feature:

• The Create Related Training Requirement entry action creates Vault Document Training Requirements for Vault Library documents and e-learning files only. Other Training Requirement standard object types will be supported in future releases.
• In Study Training, Vault does not populate a requirement’s Study, Study Country, and Study Site fields. These fields are instead populated via the Study Training Matrix Builder upon matrix finalization.