# Configuring 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_.
## Feature Dependencies & Impacts Document Participant Credit does not depend on any other Training or Study Training features beyond the baseline application [configuration](/en/lr/50960/). 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][2] 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
To configure Document Participant Credit in your Vault: 1. [Add](/en/lr/26387/#how-to-add-object-fields) 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. 2. [Add](/en/lr/26387/#how-to-add-sections) 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. 3. Review your Vault's security configuration and ensure Training Admins are assigned the appropriate [permissions][4] to work with this feature. 4. 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][3] more than 500 participants for a given document version when Vault starts the workflow. See [Configuration Considerations][2] for additional guidance for gathering your organization's implementation requirements, as well as this feature's [Delivered Application Use Cases][1]. document participant ### Configuration Considerations {#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. 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][1] 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 {#limitations} Document Participant Credit is subject to the following limitations: * In order to receive credit, a Participant Group member must be assigned a [training-eligible](/en/lr/50967/#person-training-eligibility) _Person_ record when Vault initiates the _Provide Participant Training Completion_ action. Otherwise, Vault ignores these users when generating _Document Participant Training Credit_ records. * 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](/en/lr/627041/). * Vault does not grant credit for assignments created via [Direct Assignment](/en/lr/52724/#direct-assignment) or [Self-Enrollment](/en/lr/829558/), according to the assignment's _Creation Source_. * Vault does not grant credit to Learners who receive workflow tasks via [reassignment](/en/lr/829556/#task-reassignment). ## Related Permissions {#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 | [1]: #delivered-application-use-cases [2]: #configuration-considerations [3]: #limitations [4]: #related-permissions