A Learner record must exist for each person you want to track training progress for in Quality Basics: Training. Learner records are either created automatically by the system or created manually depending on whether the Learner is also a Vault user. Both Vault Admins and Training Admins can create and manage Learners.
The following Learner types are available:
- Existing Vault Users: Learners who are existing Vault users. When you create a new Veeva Quality Basics user, Vault automatically creates a Learner record for the user. Vault copies all shared fields from the User record to the Learner record. Because Learner and User records are connected, when you update a shared field on one record, Vault updates it on the corresponding record. Learners who are existing Vault users with the appropriate security profile can access training functionality in Quality Basics: Training.
- External Learners: Learners who are not Vault users. You can manually create an external Learner record for someone who is not a Vault user, for example, an external contractor who needs to review a Training Requirement. You can make training content available outside of Vault and track an external Learner’s training completion using Facilitated Training, which helps to ensure that external Learners are automatically assigned the correct training assignments.
The following limitations apply to Learner records:
- You cannot remove a User record from a Learner record once the Learner is associated with Learner Roles.
- You cannot reference the same User record in multiple Learner records.
- You cannot change a User record on a Learner record to another User record if the Learner has Training Assignment records.
Manager Access
You can add each Learner’s Manager to their Learner record if it was not copied from their User record. This allows the Learner’s manager to access the Learner’s training progress on the My Team tab. In addition, if a training requirement requires verification, Vault sends the manager a verification task for the manager to verify that the training was completed as expected.
User Record Status
The Learners page in the Learners & Assignments tab displays the status of the User record associated with each Learner. The following statuses are displayed in the Associated User Status column:
- Active User: A green circle icon () is displayed for Learners with an Active User record.
- Inactive User: A red circle icon () is displayed for Learners with an Inactive User record.
- No User: A white circle icon () is displayed for external Learners without an associated User record.