# Configuring External Training Requirements (Training Management) [QualityOne Vaults](/en/lr/55180/) provide different types of _Training Requirements_ for Learners to complete their curricula. The _External Training Requirement_ type allows Learners to complete training 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. A Training Administrator can create external _Training Requirements_ and include them in their training matrix. Learners will receive a _Training Assignment_ with completion instructions. Managers or other users in an appropriate role can verify the _Training Assignment_ before it is set to the _Completed_ status. The instructions here describe how to create an _External Training Requirement_. See [Configuring Training Management](/en/lr/55154/#training-requirement-types) for details about creating other types of _Training Requirements_. ## Configuration Overview {#overview} Configuring your Vault to use External Training Requirement involves the following steps: 1. [Enable the _External Training_ object types][1] 2. [Create _External Training Requirements_][2] 3. [Create custom fields to drive object workflow logic][3] 4. [Configure External Training workflows for the _Training Assignment_ object][4]
## Enabling External Training {#enable-external} To use the external training type, you must activate the _External Training Requirement_ [object type](/en/lr/32857/) for the _Training Requirement_ object, and activate the _External Training Assignment_ object type for the _Training Assignment_ object. ## How to Create an External Training Requirement {#create-external} To create an external _Training Requirement_: 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 **External Training Requirement** type from the drop-down. Once you create a _Training Requirement_, you cannot change its type. 3. Enter required details. The **Instructions** field should contain all relevant details such as time, place, and, if necessary, a description of the proof of completion. 4. Optional: If the external training will be performed on an external website, add the URL to the **Training Link** field. 5. Optional: Select a document to provide the **Learner Homepage Card Image**. If your Vault has the [Learner Homepage](/en/lr/71126/) enabled, the first page of the document selected in this field will be shown as the card image in the [card view](/en/lr/71126/#open_assignments). 6. Optional: Select the **Is A Substitute Training Requirement** checkbox if you wish to use this _Training Requirement_ as a [substitute](/en/lr/71120/). 7. Optional: Select **Yes** for the **Proof Required?** option if the Learner needs to upload proof of completion for the external training. 8. Optional: Select **Yes** for the **Is Verification Required?** option to require that another user, such as the Learner's manager, verify assignment completion. You must complete additional [configuration][6] if you select this option. 9. Click **Save**. You must also [configure][4] the external training workflows appropriately, so that Learners can successfully complete any issued external _Training Assignments_. ## Custom Fields for External Training Workflow Logic {#custom-fields-external} You can [create custom fields](/en/lr/55154/) on the external _Training Requirement_ to drive workflow logic on the external _Training Assignment_. For example, you could create a field indicating whether the assignment requires QA verification. To do this, create the same matching field on _Training Assignment_ as on the _Training Requirement_. Upon creating the _Training Assignment_, Vault automatically copies matching field values from _Training Requirement_ record to _Training Assignment_ record. You can then use the field value on the _Complete External Training Assignment_ workflow to drive business logic. ## External Training Assignments Requiring Verification {#external-assignment} For external _Training Requirements_ that require verification after the Learner completes the task, you must configure [custom sharing rules](/en/lr/25494/) or [matching sharing rules](/en/lr/36122/) on the _Training Assignment_ object. This grants the verifying user access to the external _Training Assignment_ record. In addition, you must create [custom application roles](/en/lr/31851/) so that you can use the application role in the external training workflows. If you have enabled [Manager Groups](/en/lr/3200/), and the _Learner's Manager_ can be the verifier, there is no need to configure custom sharing rules or matching sharing rules on the _Training Assignment_ object. Vault automatically adds the _Learner's Manager_ group to sharing settings. ## Configuring External Training Workflows {#workflows} As external _Training Assignments_ may or may not require verification by another user, their [object workflow configuration](/en/lr/33550/) may vary depending on your organization's needs. For external _Training Assignments_ to function as intended, you must configure workflows that accomplish the necessary steps. See the following workflows for more details: * [**Complete External Training Assignment**][7]: Assigns a task to the Learner and determines whether verification is necessary. * [**Verify External Training Assignment**][5]: Assigns a task to a verifier to review the _Training Assignment_, and to accept or reject its proof of completion. * [**Resubmit External Training Assignment**][9]: Assigns a task to the Learner to resubmit the external _Training Assignment_ for re-verification. Use either the _Complete External Training Assignment_ workflow by itself, or use all of the workflows together, depending on whether your external _Training Assignments_ require verification. The workflows use an [auto-start workflow entry action](/en/lr/52892/) when the external _Training Assignment_ enters the following states: * **Assigned**: Starts the _Complete External Training Assignment_ workflow * **In Verification**: Starts the _Verify External Training Assignment_ workflow * **In Learner Review**: Starts the _Resubmit External Training Assignment_ workflow ### Example Complete External Training Assignment Workflow {#ex-complete-wf} The purpose of this workflow is to assign a Learner a task to complete an external training. This example workflow first assigns the Learner application role as a participant and assigns the training task to a Learner. The workflow then determines if verification is necessary. Based on the result, the workflow then changes the _Training Assignment's_ state to either _In Verification_ or _Completed_. This workflow should follow these configuration guidelines: * Configure participant control in the _Start_ step that defines the _Learner_ [application role](/en/lr/31851/#about-the-application-role-object) as a participant. * Create a _Task_ step that assigns a _Complete External Training_ task to the _Learner_ participant control. * Create an _Action_ workflow step to _Change State_ from _Training Assignments_ to _Completed_; or * Optional: Create a decision step that determines whether the _Training Assignment_ requires verification. This logic may be driven by the value of a [custom field copied from the _Training Requirement_][3]. Add rules to _Change State_ to _In Verification_ if it does, else _Change State_ to _Completed_. ### Example Verify External Training Assignment Workflow {#ex-verify-wf} The purpose of this workflow is for a verifying user (often the Learner's [manager](/en/lr/55154/#manager_access)) to review the external _Training Assignment_, typically for proof of completion, then accept or reject the assignment. This workflow should follow these configuration guidelines: * Configure a participant control in the _Start_ step that defines the _Direct Manager_ application role as the verifier participant. Select the **Use roles as participants** option, then select **Direct Manager** in the **Roles allowed to participate** field. * For non-Manager verifiers, you can use [Dynamic Access Control](/en/lr/33946/) to determine the user assigned to the verifier role. * Create a _Task_ step that assigns the task to the verifier and prompts for a verdict. Create verdicts within the task that allow the verifier to determine whether to accept or reject the _Training Assignment_. Configure verdict comments, which are displayed to the Learner. Create a _Decision_ step that changes the state of the record, depending on the verdict, to _Completed_ or _In Learner Review_. A verifier will always see the object record details page, while the Learner will always see the Learner task page. ### Example Resubmit External Training Assignment Workflow {#ex-resubmit-wf} The purpose of this workflow is for a Learner to resubmit a previously rejected external _Training Assignment_. This workflow should follow these configuration guidelines: * Configure a participant control in the _Start_ step that defines the Learner [application role](/en/lr/31851/#about-the-application-role-object) as a participant. * Create a _Task_ step that assigns the task to the Learner. * Create an _Action_ step to _Change State_ to _In Verification_. The state change to _In Verification_ restarts the [_Verify External Training Assignment_ workflow][5]. [1]: #enable-external [2]: #create-external [3]: #custom-fields-external [4]: #workflows [5]: #ex-verify-wf [6]: #external-assignment [7]: #ex-complete-wf [9]: #ex-resubmit-wf