A Learner record must exist for each person you want to track training progress for in Quality Basics: Training. For Vault users, Learner records are created automatically by the system.
However, you have the option to manually create a Learner for someone who is not a Vault user. If later that person becomes a Vault user, follow these steps.
To change a Learner from Non-Vault User to Vault User:
Navigate to Quality Admin > Users and Create the User record.
Navigate to Training Admin > Learners and open the Learner record.
Make sure the Learner is Eligible.
Click Edit ().
Uncheck Person is not a Vault user.
Select the User created in step 1.
Click Save.
If the hourly system job has already run
To help you follow these instructions, we will refer to the following records:
Learner record A - The original Learner record created with Person is not a Vault user checked
User record 1 - The User record created when the person became a Vault user
Learner record B - The Learner record automatically created by the system after User record 1 was created and the hourly system job ran
Before beginning these steps, User record 1 and Learner record B are connected.
The intention of these steps is to connect User record 1 with Learner record A so that the person’s training assignments (completed, open, and future) are not affected.
Navigate to Training Admin > Learners and ensure both Learner record A and Learner record B are Eligible.
Open Learner record B and click Edit ().
Remove the user from the User field.
Check Person is not a Vault user.
Click Save.
Open Learner record A and click Edit ().
Uncheck Person is not a Vault user.
Select the User record 1.
Click Save.
Make Learner record B Ineligible.
