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.
Note: Document Participant Credit can be configured in Veeva Training and Veeva Study Training Vaults.
Feature Dependencies & Impacts
Document Participant Credit does not depend on any other Training or Study Training features beyond the baseline application configuration.
You can configure this feature within certain document and/or Document Change Control workflows. Configuration within both areas is not required.
Use Cases
VernBio’s training procedures allow Training Admins to use Facilitated Training to complete assignments on behalf of Learners who participate in the document revision process. To do this, the Training Admin periodically reviews overdue assignments and completes a Facilitated Training Request for any assignments where the Learner is a document signatory on all Training Materials within the requirement.
Instead, VernBio’s Vault Admin can configure Document Participant Credit to consistently automate this manual process, which is inconsistent and can become burdensome depending on the number of Learners and documents.
Delivered Application Use Cases
Depending on when your Vault was created and your organization’s requirements, your Vault may include the below custom workflows for approving documents and Document Change Controls (DCCs).
In alignment with the overall Document Participant Credit requirement to configure the feature’s Provide Participant Training Completion system action after the document or DCC is approved, we recommend configuring the Provide Participant Training Completion action within these workflows as follows:
- Draft to Effective document lifecycle: The “DtE: Send for Approval” workflow includes two steps to change the document to the Approved state (“Set Field: Change State to Approved”) and then notify the workflow owner (“Notification Complete: WF Owner”). The action can be configured to occur between these two steps.
- Draft to Approved document lifecycle: Similar to the above, the “DtA: Send for Approval” workflow includes two steps to change the document to the Approved state (“Set Field: Change State to Approved”) and then notify the workflow owner (“Notification Complete: WF Owner”). The action can be configured to occur between these two steps.
- Document Change Control object lifecycle: The “MDCC: Approval” workflow includes two steps to change the Document Change Control record (and thus the related documents) to the Approved state (“SC: Approved”) and then update the record’s Approval Date (“Update Field: Approval Date”). The action can be configured to occur between these two steps.
Configuration Overview
Note: Configuration steps for Document Participant Credit are dependent upon your Vault’s current document and Document Change Control lifecycle configurations, as well as your organization’s requirements for both processes. Certain aspects of these features as described in Vault Help may not align with your Vault’s current configuration or organizational requirements. We recommend contacting your Veeva representative for enablement support.
To configure Document Participant Credit in your Vault:
- Add the Allow Document Participant Credit field to the Vault Document Training Requirement object page layout. While you can also use this field on other Training Requirement object types, you should carefully consider your organization’s requirements for participant credit: For example, if a Learner receives credit for participating in Training Material revisions for a Classroom Training Requirement, that Learner would not technically be required to attend the related classroom training.
- Add a “Document Participant Completion Credits” section within the Training Requirement Impact Assessment object page layout, using the section type of the same name.
- This section shows all participant credit activity to Training Admins viewing the TRIA record. It is not required in order for Vault to grant participant credit generally.
- This is a feature-specific section: adding a related object section for the Document Participant Completion Credit object is not supported.
- Review your Vault’s security configuration and ensure Training Admins are assigned the appropriate permissions to work with this feature.
- Review your Vault’s workflow configuration for training documents. Within each impacted workflow, configure a system action step such that Vault executes the Provide Participant Training Completion action for one or more Participant Groups configured within the workflow’s Start step, for example Approver(s). Any one group cannot contain more than 500 participants for a given document version when Vault starts the workflow. See Configuration Considerations for additional guidance for gathering your organization’s implementation requirements, as well as this feature’s Delivered Application Use Cases.
Configuration Considerations
When executing the Provide Participant Training Completion action, Vault creates Document Participant Completion Credit records, which the Update Training Assignments job later references to grant participation credit. These records are specific to the document and document version associated with the workflow.
This means that Vault grants participant credit for specific document versions only. For example, when a participant is granted credit for document v2.0, their training history includes credit for this version only, and not any subsequent trainable versions (3.0, 4.0, etc.).
Most importantly, this also means Vault grants participation credit only when the resulting Document Participant Training Credit record references the whole-number (X.0) document version intended for training:
- This means that the Provide Participant Training Completion action should only be configured within or following any workflows where the document reaches, for example, the Approved state. Otherwise, a Document Participant Training Credit record’s document version would not match that of its related Training Requirement Impact Assessment and Training Requirement records, and thus the Update Training Assignments job skips granting participant credit.
- This also means that the action should generally be configured within a workflow that is guaranteed to occur consistently. For example, if the action were to be configured within an optional review workflow, Vault would create Document Participant Training Credit records for draft v0.5. If the document is further revised to v0.6 and a Document Control participant does not re-initiate the review workflow, only the latest iteration of Participant Group members can receive credit for draft v0.5. This configuration is not recommended given the feature’s current limitations.
- The Document Participant Credit feature will be expanded in future releases to include granting credit to participants in workflows occurring earlier in the document’s lifecycle, such as for authoring and editing draft versions. In the meantime, Vault Admins can contact their Veeva representative to discuss requirements for a document lifecycle configuration such that:
- Workflow participants are added to document roles during these earlier workflows.
- A separate workflow solely for granting participant credit leverages control options such as Use role as participants or Use user reference field as participant.
- Vault automatically starts the workflow when or after the document is appropriately versioned for training.
While it is possible to configure the Provide Participant Training Completion action within any document or Document Change Control workflow, this feature’s delivered application use cases follow these requirements accordingly. We recommend referencing the use cases to understand how to build your implementation requirements, as well as the above guidelines.
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.
Related Permissions
In order to work with a Training Requirement Impact Assessment record’s “Document Participant Completion Credits” section, Training Admins must be assigned a permission set with the below permissions under the permission set’s Objects tab.
| Permission Set Label | Permission |
|---|---|
| Document Participant Training Credit | Read |
| Document Participant Training Credit: Object Field Permissions: Training Credit Decision | Read |
| Training ContentSet-Document | Read |
| Training ContentSet-Document: Object Field Permissions: Document and Training Content Set fields | Read |
| Training Requirement Impact Assessment: [All relevant object types] | Read |
| Training Requirement Impact Assessment: Object Field Permissions: Allow Document Participant Credit Training Content Set Reviewed Training Content Set To Review |
Read |