QualityOne Vaults allow Learners who do not have user accounts for Vault to use Facilitated Training. Facilitated Training ensures that Learners receive the correct Training Assignments via Training Management automation and ensures their completion of the training is tracked accordingly.

To accomplish this:

  1. Training Administrators link Training Assignments to Facilitated Training Request records.
  2. When that Facilitated Training Request record enters a specified lifecycle state, Training Management starts the Facilitated Training job, which completes the linked Training Assignments.
  3. If there are no issues moving all Training Assignments to the Completed state, Vault automatically moves the Facilitated Training Request record to the Completed state.

If there are issues, the Facilitated Training Request does not move to the Completed state. An email is sent to the user who triggered the state change with a link to the job log file for review. After the issues are addressed, the user can use the Update Training Assignments action to restart processing.

Enabling Facilitated Training

To enable this feature in your QualityOne Vault:

  • Add the Person is not a Vault user field to the Person object page layout.
  • Add the Facilitated Training Requests related object section to the Curriculum object page layout and the Training Requirement object page layout for the Vault Document Training Requirement object type.
  • Add a lifecycle state to the Facilitated Training Request Lifecycle in which you want Facilitated Training Requests to be processed. For example, “Ready for Processing”.
  • Add the Update Training Assignments entry action to the state created above. When triggered, this entry action begins the process of completing all Training Assignments associated with the Facilitated Training Request record.
  • Add the Update Training Assignments user action to the same state. This user action is used if a Facilitated Training job encounters issues and needs to be restarted once those issues have been resolved.
  • Add the Change State to user action to the Facilitated Training Request Lifecycle’s initial state, and target the state that you created in the above steps.

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type Permission Controls
Security Profile Objects: Curriculum: Read, Edit Ability to view and modify Curriculum records.
Security Profile Objects: Facilitated Request-Training Assignment: Read, Create, Edit, Delete Ability to make changes to Facilitated Request-Training Assignment records.
Security Profile Objects: Facilitated Training Request: Read, Create, Edit Ability to view, create, and modify Facilitated Training Request records.
Security Profile Objects: Person: Read, Create, Edit Ability to view, create, and modify Person records.
Security Profile Objects: Training Requirement: Read, Edit Ability to view and modify Training Requirement records.