# Configuring QualityOne Training Management [QualityOne Vaults](/en/lr/55180/) provide an [automated Training Management](/en/lr/55176/); however, you still need to configure some aspects before automation can occur. To do this, you'll need to create the necessary object records and update their lifecycle states to [eligible][7]. After setup, Training Management begins issuing assignments based on users' defined Learner roles. While you are creating the records needed for your training, all records will stay in a non-eligible lifecycle state. Once you're finished creating a curriculum and its requirements, you can move the records into their lifecycle's eligible state. At this point, Training Management will automatically begin issuing assignments based on users' Learner roles when [scheduled job runs](/en/lr/55176/). ## Configuration Overview {#overview} Configuring your Vault to use Training Management involves the following steps: 1. [Create _Person_ record objects for users who will be Learners][2] 2. [Create learner roles and associate them with relevant Learners][4] 3. [Create curricula for the different areas Learners will receive training on][5] 4. [Create training requirements for completing curricula][6] 5. [Change lifecycle states for applicable objects so Vault can begin issuing training assignments][7] 6. [Create quizzes for any appropriate training requirements][1] 7. [Adjust the _Training Assignment Completion_ workflow to fit your needs][10] 8. [Configure Training Requirement Impact Assessments for training requirements][16] 9. [Setting up the Learner Homepage and landing tab][14] 10. [Enable mobile interface support for _Training Assignment_ completion][11] 11. [Copying custom field values to _Training Assignments_][15] 12. [Configure Learner security profile permission sets][12]
## Persons {#persons} Training Management uses the _Person_ object to associate Learners with Learner roles, curricula, and training requirements. Add new Learners by using the _Person_ object. See [About the User & Person Objects](/en/lr/46534/) for details on creating _Person_ objects. Add the _Department_ field to the _Person_ object to have an additional field to filter on when managing training assignments on the [Training Dashboard.](/en/lr/55166/) The _Person_ object has the following limitations: * You cannot remove a _User_ reference from a _Person_ once the _Person_ is associated with _Learner Roles_ * You cannot reference the same _User_ in multiple _Person_ records * You cannot change a _User_ reference to another _User_ record if the _Person_ has _Training Assignment_ records ### Manager Access {#manager_access} Upon creation of a _Person_ record, Training Management assigns the user in the [_Manager_](/en/lr/3200/) role for a given Learner to the _Learner's Manager_ group on each of the Learner's training-related records: _Training Assignments_, _Assignment Details_, _TA Checklists_, _TA Responses_, _Class Schedules_, _Class Rosters_, _Sessions_, and _Session Rosters_. The _Learner's Manager_ group has access to all training-related records associated with the applicable Learner. You can configure Training Management workflows to assign tasks to this user. ### Facilitated Training {#facilitated-training} For Learners who do not have user accounts for Vault, Training Administrators can use [Facilitated Training](/en/lr/71117/) to both ensure that those Learners receive the correct _Training Assignments_ via Training Management automation and to ensure their completion of the training is tracked accordingly. See [Configuring Facilitated Training](/en/lr/71118/) to enable this functionality. ## Learner Roles {#learner-roles} After you have added some Learners, you need to create _Learner Roles_ based on what users must be trained on. The _Learner Roles_ object keeps track of the curricula needed to complete an entire training process. For example, you may create _Quality Manager_ as a _Learner Role_ that links to all of the curricula you create for that role. Create _Learner Roles_ from **Business Admin > Objects** or a custom object tab. Click into the _Learner Role_ object record to add and view curricula and persons.
## Curricula {#curricula} Once you have your desired _Learner Role_, it's time to create curricula that organize the requirements needed to complete a specific area of training. For example, you may create a _General GxP Documents_ curriculum as part of the _Quality Manager_ Learner role mentioned previously. Create new _Curricula_ from **Business Admin > Objects** or a custom object tab. From the object record view, you can add and create training requirements and Learner roles.
## Training Requirements {#training-req} _Training Requirements_ are the criteria which Learners must satisfy to complete a curriculum. Continuing the example above, you might create _Document Management_ and _Employee Conduct Policies_ as training requirements for completing the _General GxP Documents_ curriculum.
### Training Requirement Types {#tr-types} While some _Training Requirements_ may require a simple Read & Understood signature for completion, others may include additional paths for learning and certifying completion. Issued _Training Assignments_ may also include a combination of training types. For example, a Learner may need to attend an instructor-led training, read and understand supplementary material, and then complete a quiz to demonstrate knowledge. Once you create and save a _Training Requirement_, you cannot change its type. There are three (3) different types of _Training Requirements_: * [**Vault Document**](/en/lr/71122/): The simplest type of training, users [complete Vault Document Training Assignments](/en/lr/55170/) by reviewing the assigned document and signing to verify they have done so. * [**Classroom Training**](/en/lr/65465/): A _Classroom Training_ component includes one (1) or more sessions of [scheduled training](/en/lr/55170/). Learners have access to class details, class materials, and information about each scheduled session. Instructors [use the Class Roster](/en/lr/65465/#about-class-rosters) to register Learners to classroom training. * [**External Training**](/en/lr/71124/): This training type allows Learners to [complete training](/en/lr/55170/) on content or topics that occurred outside of Vault. For example, an organization may require that Learners complete a third-party online course or receive an external certification. ### Substitute Training Requirements {#sub-tr} Training Management can assign an alternative, or substitute, _Training Assignment_ to a Learner in place of a required, or primary, _Training Assignment_ using Training Admin-defined substitution rules. You can accomplish this by marking _Training Requirements_ as substitutes, and then defining sets of rules for when they should be substituted. See [Substitute Training Requirements](/en/lr/71120/) for more details. #### Document State-Dependent Training Assignments {#doc-statedepend-ta} By default, if a _Training Requirement_ references a document that is not in a _Steady_ state (for example, in the _Draft_ or _Approved_ state), Vault still issues _Training Assignment_ tasks. You can configure certain document states for documents referenced by _Training Requirements_ as trainable. In this case, Vault only issues training assignments when the document is one (1) of those states. Vault uses the _Steady State_ and _Ready for Training_ state types, available for each document lifecycle, to determine whether _Training Assignment_ tasks should be issued.
#### Training Requirement Recurrence {#tr-recurrence} QualityOne Training provides two (2) options for scheduling recurring issuance of _Training Assignments_ using the _Recurrence Type_ field. If _Recurrence Type_ is left blank, the application defaults to the _Relative_ picklist value upon saving. #### Relative Recurrence {#relative-recurrence} A _Training Requirement_ using this recurrence option can be issued at different times for different Learners. Vault calculates a relative recurrence from when the Learner was assigned a Training. For example, if a Learner was assigned training on August 1st, 2019, the _Recurrence_ is set to 1, and the _Recurrence Unit_ is set to Year, Vault will assign the next training for that Learner on August 1st, 2020. #### Absolute Recurrence {#absolute-recurrence} A _Training Requirement_ using this recurrence option is issued at the same time for all applicable Learners. At the _Next Training Date (Recurrence)_, Vault issues training records to Learners. Vault then automatically increments the _Next Training Date (Recurrence)_ value based on the _Recurrence_ and _Recurrence Unit_ field values. ## Eligible Lifecycle States {#eligible-states} Eligible lifecycle states are states that training object records must be in for Vault to create and issue training assignments. They are defined as follows:
Object Eligible Lifecycle State Retired Lifecycle State
Person active__v inactive__v
Learner Role eligible_state__v retired_state__v, inactive_state__v
Curriculum available_state__v retired_state__v, inactive_state__v
Training Requirement available_state__v retired_state__v, inactive_state__v
You will need to select **Change State to [Eligible State]** from the **Workflow Actions** menu on _Person_, _Learner Role_, _Curricula_, and _Training Requirement_ object records before Vault will begin automatically creating and issuing training assignments. ## Quizzes {#quizzes} Quizzes are an optional component that you can [configure for Training Requirements](/en/lr/55173/) to get a more thorough assessment of a user's understanding of the training material. ## Training Assignments {#ta} After you configure all of the above objects, give them eligible lifecycle states, and when the [scheduled job runs](/en/lr/55176/), Vault sends training assignments to the relevant Learners. Once Vault issues training assignments, users will see those assignments on their _My Tasks_ page. From there, they can review and [complete their assignments](/en/lr/55170/). You can [import _Training Assignment_ object records](/en/lr/55157/) from other training systems into Vault using [Vault Loader](/en/lr/26607/) or the Vault API. While you can edit user actions on the _Training Assignment_ Lifecycle, this feature is only intended to support the _Download Formatted Output_ user action. Avoid configuring other actions to this lifecycle, such as the _Change State to_ or _Start Workflow_ user actions, as this may cause issues, such as duplicate _Training Assignments_ or preventing the completion of active _Training Assignments_.
### About the Training Assignment Completion Workflows {#about-ta-workflows} Training Management comes with standard workflows for Learners to complete _Training Assignments_. These workflows start upon the [issuance](/en/lr/55176/) or [direct assignment](/en/lr/55163/) of a _Training Assignment_ object record. Though you do not need to alter the standard workflows to begin using Training Management, you can adjust the _Complete Training Assignment_ or _Complete External Training Assignment_ workflows to suit the needs of your organization's specific training implementation. ### About Training Assignment Details Records {#about-ta-details} Training Management creates _Training Assignments Details_ records to track the relationship between the _Training Assignment_ and its associated _Curricula_ and _Learner Roles_. Learners may be issued the same _Training Assignment_ more than once, due to the _Training Requirement_ being part of multiple _Curricula_, _Learner Roles_, or other scenarios (such as Direct Assignment). When this happens, the _Training Assignment_ record details page lists each instance of that assignment as a _Training Assignment Details_ record. Training Administrators can also leverage _Training Assignment Details_ in reports to provide Learners an easy way to see which of their _Training Assignments_ fall within a certain _Curriculum_ or _Learner Role_. For reporting purposes, Vault stores the lifecycle state of the parent _Training Assignment_ record in a _Lookup_ field on the _Training Assignment Details_ record. ## Configure Training Requirement Impact Assessments {#impact-assess} To configure your Vault to assign and complete Training Requirement Impact Assessments, see [Training Impact Assessments](/en/lr/65458/) for more details. ## Setting Up the Learner Homepage {#learner-homepage-setup} The [Learner Homepage](/en/lr/71126/) provides a one-stop tab to work with training assignments. Setting the Learner Homepage as the [landing tab](/en/lr/953/#Landing_Tabs) for Learners provides an intuitive interface for new or first-time Vault users. ### Enabling the Learner Homepage {#enable-homepage} In **Admin > Users & Groups > Permission Sets**, enable _View_ [permission](/en/lr/22824/) for the _Training Management Learner Homepage: My Learning Page_. Then, enable _View_ permission for the _My Learning_ tab. You can relabel the _My Learning_ tab to suit your needs via the **Admin > Configuration > Tabs** page. ### Training Assignment Card Images {#ta-card-images} When creating _Training Requirements_, you can customize card images displayed in the Learner Homepage card view by selecting a Vault document in the **Learner Homepage Card Image** field. If you do not select a document in this field, the card defaults to showing the first page of the first document in the _Training Assignment_. If there are no documents in the assignment, Vault displays a card image based on the [Training Requirement type][13]. Vault uses the document's [rendition](/en/lr/3815/) as the card image and scales it appropriately. ## Enabling Mobile Training Task Completion {#enable-mobile-task} To enable a mobile interface for document Training Assignments when viewed in a mobile browser, navigate to **Admin > Settings > Application Settings** and select the **Enable Training Management Mobile Interface** checkbox. Touch-enabled Microsoft Windows devices display the desktop interface. ## Copying Custom Field Values to Training Assignments {#custom-field-values} By default, Vault copies the _Department_ and _Estimated Time_ field values from a _Training Requirement_ record to a _Training Assignment_ record upon creation. You can configure additional, custom field values to copy their values in the same way. This is useful for driving custom sharing or matching rules on a _Training Assignment_ record. This functionality supports other training types that require tasks to be assigned to certain users. For example, a certain type of training requires the _Quality Manager_ to approve the training assignment types. The _Quality Manager_ can be specific on the _Training Requirement_. When the _Training Assignment_ is created, Vault copies the _Quality Manager_ to the _Training Assignment_ record and the approval workflow task can be assigned to the _Quality Manager_. Fields must meet all of the following conditions to copy their values from the _Training Requirement_ record to _Training Assignment_ objects: * The field names and types must match exactly. * The field on the _Training Requirement_ must be associated with the appropriate _Training Assignment_ object types. * If the field type is _Object_, both custom fields must have the same object reference. * If the field type is _Picklist_, both custom fields can have the same picklist reference or have matching picklist value names. * If the field type is _Number_, the minimum or maximum must match between the _Training Requirement_ and _Training Assignment_. If this condition is not met, the _Update Training Assignments_ job does not create the applicable _Training Assignment_, and logs this error in the QualityOne Training [job log.](/en/lr/55176/) * If the field type is _Text_, the length must match between _Training Requirement_ and _Training Assignment_. If this condition is not met, the _Update Training Assignments_ job does not create the applicable _Training Assignment_, and logs this error in the QualityOne Training [job log.](/en/lr/55176/) ### Unsupported Field Types {#unsupport-types} Vault does not support the following field types. These are ignored even if the fields obey the rest of the conditions: * Formula * Currency * Lookup ## Configuring User Permissions {#user-perm} You must ensure users have the appropriate read and create [permissions](/en/lr/22824/) to access the appropriate objects and object fields in addition to the permissions outlined below: Ensure that Learner user permission sets have _View_ permission to the Learner Homepage tab, labeled _My Learning_ by default. Learner permission sets must also include _Read_ access for the _Training Assignment_ object and the following object fields to view and complete training assignment content from the [Learner Homepage](/en/lr/71126/): * _Learner_ * _Due Date_ * _Training Content Set_ * _Direct Assignment Request_ * _Part of Class_ Some Training Management features, such as the Learner Homepage and mobile assignment have associated _Pages_. These components are listed in **Admin > Configuration > Pages**. Ensure that [permission sets](/en/lr/22824/) for Learner users have _View_ access for the following _Pages_: * Training Management Learner Homepage: My Learning Page * Training Management Mobile: Document Information Page * Training Management Mobile: Interstitial * Training Management Mobile: Learner Task Page * Training Management Mobile: Success Page [1]: #quizzes [2]: #persons [3]: #manager_access [4]: #learner-roles [5]: #curricula [6]: #training-requirements [7]: #eligible-states [8]: #facilitated-training [9]: #training-req [10]: #ta [11]: #enable-mobile-task [12]: #user-perm [13]: #tr-types [14]: #learner-homepage-setup [15]: #custom-field-values [16]: #impact-assess