Self-Enrollment

Self-Enrollment allows Learners to browse the Explore tab on the Learner Homepage and opt-in to training outside of their training matrix.

Feature Dependencies

Learners can only self-enroll in Training Requirements via the Explore tab on the Learner Homepage. You should fully implement the Learner Homepage prior to any planned use of the Self-Enrollment feature.

How Self-Enrollment Works

Training Admins can create Training Requirement records of any type, setting the below Self-Enrollment fields accordingly.

  • The Allow Self-Enrollment? field controls the feature overall for a given requirement.
  • All requirements for self-enrollment must have a Self-Enrollment Due Date Option. This field controls whether Learners are granted a specific amount of time to complete the related assignment, or if the training is open-ended.
    • When the Self Enrollment Duration and Self Enrollment Duration Unit fields are set, Vault uses these values to calculate a resulting Training Assignment record’s Due Date.
    • When the Training Admin selects No Due Date, Learners are permitted to complete the assignment at their own pace. To do this, Vault sets the assignment’s Due Date Timing field to “No Due Date” and counts the assignment within a separate category on the Learner Homepage’s Open tab.
  • The Completion Credit Given if Completed Via picklist’s “Self-Enrolled” value prevents Vault from assigning a new Training Assignment to a Learner in the event the related requirement is added to their training matrix at a later point.
    • When a Learner has already completed a self-enrolled assignment (the record’s Creation Source is “Self-Enrolled” and Lifecycle State is “Completed”), Vault does not assign a new matrix assignment.
    • In the event the document version is different between the self-enrolled assignment and the matrix assignment, Vault creates and assigns new Training Assignment regardless of the above factors.

Configuration Overview

To configure your Vault to support Self-Enrollment:

  1. Within all applicable Training Requirement object page layouts, create a “Self-Enrollment” section and include the below fields. See additional details about how these fields operate together for a given requirement.
    • Allow Self-Enrollment?
    • Self-Enrollment Duration Options
    • Self-Enrollment Duration
    • Self-Enrollment Duration Unit
    • Completion Credit Given if Completed Via
  2. Review your Vault’s security configuration and ensure Learners are granted the appropriate permissions.

Limitations

Vault does not process substitute rules, prerequisite rules, document revision, quiz updates, and recurrence configurations for self-enrolled assignments.

To use all aspects of the Self-Enrollment feature, Learners must be assigned a permission set with the below permissions.

Additionally, Learners must be:

  • Eligible for training via their Person record. Learners must also have Read access to their own Person record.
  • Assigned to a document role with View Document and View Content permissions for the document referenced in the Training Requirement record’s Learner Homepage Card Image field. Otherwise, Vault displays a default image on the Explore tab’s Training Requirement card.
Permission Label Permission
Objects: Person Read
Objects: Person: Object Field Permissions Read access to the User field within the Learner’s own Person record.
Objects: Curriculum Read allows filtering by Curriculum on the Explore tab
Objects: Training Requirement Read controls the records visible on the Explore tab
Objects: Training Requirement: Object Field Permissions Read for the following object fields:
In Use Training Content Set
Last Modified Date
Allow Self-Enrollment?
Estimated Time to Complete (Minutes)
Created Date