Organizations using both a QualityOne Vault and a Training Vault can utilize the Spark messaging framework to create a standard Vault to Vault connection. This connection transfers information across Vaults and automates the creation, versioning, and updating of CrossLink documents and document fields, and E-Learning content used for various training areas. Streamlining document creation reduces duplicate data and allows documents to have a single source of truth within an organization.
The QualityOne to Training Vault Connection supports the different training use cases, in addition to quality training, by leveraging the latest Vault Training features. You can use this connection to expand, manage, and complete a variety of training material types under a single Vault.
Depending on your Admin’s configuration, object, field, and section labels may appear differently than the labels mentioned in this article.
Note: This article refers to the configured QualityOne to Training Vault Connection. The QualityOne to Training Vault Connection is only available for organizations with both a QualityOne Vault and a Training Vault. If your organization uses Training Management within QualityOne only, you cannot use this feature. See Overview of Training Environments in QualityOne for details on the different training environments and the information applicable to your Vault.
How the Connection Works
The QualityOne to Training Vault Connection enables Vault to create and update documents in a Training Vault after a user initiates a change event in a QualityOne Vault. The connection integrates data following this general process for a typical Crosslink document (E-Learning content follows a similar process):
- QualityOne Vault: A Training Admin creates a source document (can be classified as any document type) with the Applicable to Training field set to “Yes”. When the document reaches a Ready for Training or Steady state in the workflow, this triggers Vault to send a Spark message to the Training Vault. This message indicates that the connected Training Vault needs to start the sync job for documents recently created and updated in the QualityOne Vault to create and update the applicable CrossLink documents matching the source documents.
- Training Vault: This Vault receives the Spark message and schedules a sync job. In the sync job, Vault queries and finds no new updated documents and one (1) newly-created document in the QualityOne Vault. Vault then creates a new CrossLink document that sources its content from the matching QualityOne document, sets the document to the latest major version, and binds the document to the current source version. Vault sets the CrossLink document to a Ready for Training or Steady state type configured for the Training Material document type in the Training Vault (the state name varies depending on your Admin’s configuration). After the sync job completes, the new CrossLink document can be used as training material in the Training Vault.
If a CrossLink document or E-Learning file moves up a major version in the QualityOne Vault, Vault sends a Spark message to the Training Vault to move the related CrossLink or E-Learning document up a major version and marks the previous version as superseded. If a CrossLink document or E-Learning file moves to an obsolete state type in the QualityOne Vault, Vault sends a Spark message to the Training Vault to move the related CrossLink or E-Learning document to an obsolete state type.
See Vault Training Overview for more details regarding the training environment in the Training Vault and its features.
About Record Creation & Update
When Vault creates a CrossLink or E-Learning document in the Training Vault, Vault also populates the Link (link__sys) field on the document with the source document’s Global ID (global_id__sys). These fields inform Vault which documents to update in the Training Vault when data is updated in the QualityOne Vault.
Note: When users delete or archive documents in either Vault, the other connected Vault does not delete or archive the associated documents and the connection between the documents are lost. We recommend you to obsolete your documents instead.
Syncing Training Materials
There are three (3) activities where you can trigger Vault to sync your training materials from QualityOne Vault over to the Training Vault:
- Creating a new training document
- Updating an existing training document
- Obsoleting an existing training document
Creating Training Materials
In your QualityOne Vault, ensure you set the Applicable to Training field to “Yes” when creating a new document or uploading an E-Learning ZIP file. Once the document or E-Learning file (which has an E-Learning Standard picklist value set) reaches the Ready for Training or Steady states in the workflow, the state change triggers Vault to sync your training materials over to the Training Vault through a sync job. After the sync completes, your CrossLink or E-Learning document is ready for use.
Updating Training Materials
There are a few ways you can update your training materials from your QualityOne Vault:
- You can update the document’s Admin-configured mapped fields and manually trigger a sync to update the related CrossLink or E-Learning document on the Training Vault. In the All Actions menu, select the Sync Documents To Training action to trigger a manual sync. You should see the updated fields reflected in both documents.
- You can update the document’s version or E-Learning file’s version and set the new version’s lifecycle state to either the Ready for Training or Steady state. This triggers Vault to sync your training materials over with the new versioned document, binding the CrossLink or E-Learning document to the new version number. Vault accomplishes this by sending a Spark message to the Training Vault when an existing document enters a new major version, triggering the sync job. Before the sync completes, you can view the version differences within the document’s Source Document Details section. After the sync completes, Vault creates a new CrossLink document with the latest major version, and the Source Document Details section updates to the latest Bound Source Version for CrossLink documents and Source Document Version for E-Learning documents.
- You can create a new draft version of the document. This also triggers Vault similarly to versioning documents.
Obsoleting Training Materials
To obsolete your training materials in your Training Vault, you must change the CrossLink or E-Learning document’s lifecycle state to the Obsolete state from your QualityOne Vault. This state change triggers Vault to sync your training material’s lifecycle state over to the Training Vault through a sync job. After the sync completes, both your source content and CrossLink or E-Learning document (including its previous versions) are now set to an obsolete state.
Previewing E-Learning Content
In your QualityOne Vault, you can preview the E-Learning content synced to your Training Vault, similarly to previewing content uploaded to Vault Training. After uploading your E-Learning file to QualityOne, Vault detects the E-Learning standard for your content and populates the E-Learning Standard field. You can launch and interact with the E-Learning document from the document’s Doc Info page using the Preview E-Learning Content action.
In QualityOne Vaults, the preview window displays the course response data but does not capture the data in Training Content Status records as it would when you run the course in your Training Vault. See Previewing E-Learning Content for more details regarding your Training Vault.