Configuring Vault Document Training Requirements (Training Management)

QualityOne Vaults provide different types of Training Requirements for Learners to complete their curricula. Training Management allows for training requirements spanning multiple Vault documents, and can include document, video, and audio files. Users complete Read & Understood assignments by reviewing the assigned document and signing to verify they have done so.

The instructions here describe how to create a Vault Document Training Requirement. See Configuring Training Management for details about creating other types of Training Requirements.

To create Vault Document Training Requirements:

  1. Create a new Training Requirement from Business Admin > Objects, a custom object tab, or from the details page of the related curriculum.
  2. Select the Vault Document Training Requirement type from the drop-down. Once you create a Training Requirement, you cannot change its type.
  3. Enter required details. You can select how long learners will have to complete the assignment with the Duration field.
  4. Optional: Set the Force Learner to View Docs Sequentially checkbox if you wish for the Learner to view the documents in order.
  5. Optional: Select a document to provide the Learner Homepage Card Image. If your Vault has the Learner Homepage enabled, the first page of the document selected in this field will be shown as the card image in the card view.
  6. Optional: Select the Is A Substitute Training Requirement checkbox if you wish to use this Training Requirement as a substitute.
  7. When you are finished, click Save.
  8. In the Training Materials section, click Add and select one (1) or more documents for this requirement. These will be the documents that learners interact with when Vault issues them a training assignment. By default, you cannot add training material to a Training Requirement unless it is in the In Development lifecycle state. Binders are not supported as training materials. E-learning content files may require additional setup to ensure that Vault captures and tracks the correct response data.
  9. Optional: If you create a Training Requirement from Business Admin > Objects or a custom object tab, it won’t be linked to a curriculum automatically. You can add it to any curriculum by clicking into the Training Requirement object record and clicking Add within the Curricula section. Each curriculum can only be associated with up to 40 training requirements.

Learners cannot partially complete a Training Requirement. Regardless of the number of documents in a Training Requirement, learners complete the assignment with a single eSignature response.

Reporting

Training Requirements consist of multiple join records to associate them with training material and to ensure that updates to Training Requirements do not affect existing Training Assignments. We recommend using Multi-pass Reporting when creating reports related to Training Requirements.

Working with E-Learning Content

While e-learning content requires additional setup and configuration, you can add e-learning course ZIP files to Vault Document Training Requirements just as you would any other document.

Resetting E-Learning Course Progress

Learners may experience situations in which they cannot complete an e-learning course and receive their completion checkmark. For example, the Learner may have failed a quiz within the course and cannot retake it. You can configure a user action to reset your course progress and allow a Learner to restart an e-learning course within a Training Management Assignment. This action moves the current Training Content Status object record to the Retired state and allows Training Management automation to create a new Training Content Status record.

To configure this, add the Reset Learner’s Course Progress user action to the In Progress state of the Training Content Status object lifecycle. You cannot configure this action in any other lifecycle state. When you use the action, Vault changes the Training Content Status record to the Retired state and creates a new Training Content Status record. The Learner will then be able to start the course as if they were starting it for the first time.

Session Timeout

The e-learning player’s session timeout duration is the same as your Vault’s timeout. If the Learner is active in Vault or within the e-learning course, for example, navigating between pages, their session will not time out. If the session is close to timing out, the player will display a timeout banner. If the session times out, both Vault and the e-learning player window will redirect to the Vault login page.

Limitations

The following limitations affect Vault Document Training Requirement:

  • If the user logs out of Vault while the e-learning player is open, the user will not be logged out of the e-learning player. The user may be able to continue interacting with the e-learning content, but Vault won’t receive the status and other response data.
  • If the course is launched in another domain, Vault does not track user activity or update the session. The user will be timed out of Vault even if the user is active in a cross-domain session.
  • If the e-learning course opens a pop-up window, Vault does not track the user activity and does not update the session. The user will be timed out of Vault even if the user is active in a cross-domain session.
  • AICC, SCORM 1.2 and SCORM 2004 courses may not play in Safari. To work around this limitation, uncheck “Prevent cross-site tracking” in Safari preferences or log into Vault in Safari’s “Private” mode.