Document Participant Credit

Some organizations allow participants in the document approval process such as Owners and Approvers to receive training credit for the documents they work on. When QualityDocs document and Document Change Control workflows are configured to include the Provide Training Credit for Participants action, Vault can automatically mark these participants’ Training Assignments as Completed.

How Document Participant Credit Works

The process for automatically granting participant credit begins within a document or Document Change Control workflow: When executing a workflow with the Provide Participant Training Completion action, Vault:

  • References the action’s configured Participant Groups to gather all the Learners who qualify for participant credit, then
  • Creates one Document Participant Training Credit record for each combination of workflow document and participant. These records include:
    • The Training Credit Decision, defaulted to “Grant Completion Credit” and which a Training Admin can later update.
    • Training-relevant details, such as the document and version, the participant’s Person record, and their qualifying Participant Group.

Once the document undergoes Training Requirement Impact Assessment and reaches its trainable state type (Ready for Training or Steady state), the Update Training Assignments job compares Document Participant Training Credit records with the document’s Training Requirement. Then, the job marks any qualifying Training Assignments as Completed and sets the Completion Source to “Document Participant Credit” when:

  • The requirement’s Allow Document Participant Credit field is “Yes”, and
  • The Document Participant Training Credit record’s Training Credit Decision is “Grant Completion Credit”.

Considerations

Vault grants participant credit based on your organization’s document and/or Document Change Control lifecycle configurations. The below considerations apply to any Document Participant Credit configuration.

  • Participants are not required to complete a workflow task in order to receive participant credit.
    • A participant can receive credit simply based upon their membership in the Participant Group selected for the workflow’s Provide Participant Training Completion action.
    • For Document Change Controls, Vault grants credit for all documents listed within the DCC record’s “Documents to be made Effective” section.
  • Vault currently grants participant credit only when the resulting Document Participant Training Credit record references the whole-number (X.0) document version intended for training. This means that most Document Participant Credit configurations should grant credit to participants during or following a workflow where the document becomes Approved.
  • When a Training Requirement contains multiple documents, Vault only grants training credit to qualified participants for all documents within that requirement. For example, for a requirement with an SOP and a Form, a Learner must participate in workflows for both the SOP and the Form in order to automatically receive credit for the resulting Training Assignment. In this scenario, the SOP and Form can be part of the same workflow, such as for a Document Change Control, or in individual workflows.

Updating the Training Credit Decision

When Vault creates a Document Participant Training Credit record, it sets the record’s Training Credit Decision field to “Grant Completion Credit” by default. Once Vault initiates the TRIA process for the document, Training Admins can override this decision via the Training Requirement Impact Assessment record.

To do this:

  1. Navigate to the TRIA record’s “Document Participant Completion Credits” section.
  2. Click Edit within the section, then select or deselect the checkbox corresponding to the relevant Person.
  3. Click Save.

Vault immediately updates the corresponding Document Participant Training Credit record, then processes assignments accordingly when the Update Training Assignments job runs. This means that the final Training Credit Decision must be set before all Training Materials reach their Ready for Training or Steady state, whichever occurs first.

In the event the final decision is incorrect and Vault issues an assignment to Learners who should have received credit, Training Admins can use Facilitated Training to mark these assignments as Completed on behalf of the Learner.

Limitations

Any one Participant Group cannot contain more than 500 participants for a given document version when Vault starts the workflow in which the Provide Participant Training Completion action is configured. When a group exceeds this limit, Vault does not start the workflow.

Document Participant Credit applies to a requirement’s Training Materials only. Vault cannot grant participant credit via Supplemental Materials.

See Configuring Document Participant Credit for the permissions required to work with Document Participant Training Credit records.