QualityOne Vaults allow you to import Training Assignment object records from other training systems into your Vault using Vault Loader or the API.
To import Training Assignments using Vault Loader, use the normal object record import procedure, with the following additional guidelines:
- Imported records must include the Creation Source, Training Requirement, Learner, Document fields, and may include the Assigned Date and Due Date fields. Except for Due Date, these fields are not editable once you create the record in Vault.
- Ensure you select the Use record migration checkbox prior to import.
- After import, run the Update Training Assignments job to start automation functions.
In imported Training Assignment records, the Owner role (under the record’s Sharing Settings) is set to the user who imported the records.
Vault also allows you to import a Training Assignment which references, via the Learner field, a Person record that is not yet associated with a User. When you correct the Person record to reference a User, Training Management automation updates the Training Assignment’s Sharing Settings the next time the job runs.
Training Assignment Field Details
The following list shows field details for imported Training Assignment object records:
| Column Header | Field | Example Value | Notes |
|---|---|---|---|
name__v |
Name | Travel policy | The name of the Training Assignment record. |
creation_source__v |
Creation Source | import__v |
The value of this field during import must be import__v. Vault manages the system__v and direct_assignment__v fields. |
training_requirement__v |
Training Requirement | V1C000000000127 | Sets the object type using the object field name as the column header and the ID value of the record; if left blank, the object record will use the "base" type. For example, Base Product. |
learner__v |
Learner | V0I000000000102 | Assignee of the Training Assignment. |
training_document__v |
Document | 8_2_0 | This field doesn't need to match the document version in the parent Training Requirement. The Do Not Re-Train field in the parent object should be set to No if you don't want Vault to re-issue assignments. |
state__v |
Lifecycle State | completed__v |
The lifecycle state the record is imported into. At this time, Vault only supports the following states:created_state__vcompleted_state__vcancelled_state__v |
estimated_time_minutes__v |
Estimated Time (Minutes) | 70 | The minutes a Learner is expected to spend to read and understand the content. |
due_date__v |
Due Date | 3/22/18 | This field is optional during import. |
assigned_date__v |
Assigned Date | 2018-11-07T14:50:00.000Z | This field is required during import.You can edit this field when Creation Source is set to import__v.This is the date that Vault assigns the Learner the Training Assignment record.Recurring training assignments use this field for calculation of Next Training Date (Recurrence). |
Best Practices: Importing Training Assignment Records
Ensure the Update Training Assignments job is inactive before the import process begins. If the job runs before you import ant records, Vault may assign Learners new Training Assignment records, even if you import completed training assignment records later. To avoid this, inactive the job, complete the import process, then activate and start the job.
To avoid erroneously issuing Training Assignments, Vault Training references Assigned Date rather than Created Date on migrated Training Assignment records when determining the most recent training completion record. Ensure that recently completed training records have a more recent Assigned Date than previous completed training records for the same document.
Import or create records for the following objects before importing the associated Training Assignments:
- Documents
- Learner Role
- Curriculum
- Training Requirement
When importing or creating records in the Training Requirement object, you can set the Do Not Re-Train field to Yes, No, or blank. If set to Yes, and the user does not have a Training Assignment for the Document or Document Version configured for the Training Requirement, Vault does not assign new Training Assignment records.
For example, a Training Assignment record references Document A v1.0, but the Training Requirement references Document A v2.0. If you do not want the user to get a new Training Assignment for Document A v2.0, set the Do Not Re-Train field to Yes in the Training Requirement. The Update Training Assignments job will not assign a new Training Assignment record.