Training Required Revision

If a user adds a revision that requires training, the system presents the workflow page with the previous version’s selected role(s) identified and a list of available role(s) that can be added. The workflow initiator can select new roles, deselect previously selected roles, or maintain the selection as presented. The new set of selected roles for the revision is recalled the next time the document is revised and submitted for training.

As an administrator or a role manager, you can choose to modify the role selection(s) as follows:

  • To retain role(s):
    1. Do nothing
  • To de-select role(s):
    1. In the selected roles box on the right, click on the role(s) to be removed
    2. Click Remove to move the role(s) to the available roles box on the left
  • To select additional role(s):
    1. In the available roles box on the left, click on the role(s) to be added
    2. Click Add to move the role(s) to the selected roles box on the right

When the user clicks Start to submit the workflow, the roles are updated as follows:

  • De-selecting role(s) causes the item to be removed from the role(s).
    • When a training item is removed from a role, all training records for that item associated with the role that have an incomplete training status is marked as Obsolete and any active workflows is terminated and their tasks are retracted unless the existing training item is associated with another role for that specific trainee. If the training item is associated with another role for that specific trainee, the de-selected role is removed from the training record.
  • Selecting additional role(s) causes the item to be added to the role(s).
    • New training records are automatically generated for each trainee assigned to the role(s). The training records are generated with appropriate status based on the workflow initiation method of the role. If one of the role(s) is configured with an automatic workflow initiation method, the training workflow is initiated and tasks are generated. If a member of a newly selected role has an existing training record for that version of that document, the new role is added to the existing training record and no new training record is generated.