A managed document such as a hand washing SOP can carry its own training: trainees either read and acknowledge it, or read it and pass a quiz on it. The Training Configuration tab decides which, how long people have, who is assigned when the document is published, whether a new version means retraining, and whether the training must be repeated every year. The Training Records tab shows where every trainee is up to.
Where to find it: Documentation > Managed Documents, open the document, then the Training Configuration or Training Records tab.
Concepts
| Term | What it means |
|---|---|
| Training record | One trainee’s training on one document. A trainee holds one live record per document. |
| Read & Acknowledge | The trainee reads the document in the Training Centre and acknowledges it. |
| Quiz Assessment | The trainee reads the document and takes its quiz, and must reach the Passing Score. |
| Done | A record is done when it is Acknowledged, Completed or Passed. |
| Retraining | When a new version is published, everyone who had finished the training gets a fresh record to do again. |
| Superseded | An old record replaced by a retraining or renewal record. It is kept for history but no longer counts. |
Quick start
- Open a document that is being edited — a draft, or a New Version of a published one. The settings are locked on a published document.
- On Training Configuration, switch on Training Required.
- Choose the Training Type, the Retraining Rule, the Recurrence and the Due Date Offset (Days); for a quiz, the Passing Score (%).
- Switch on Auto-Assign on Publish if the people in the relevant training roles should be assigned automatically.
- For a quiz, create it in the Quiz Assessment section — see AI-Powered Quiz Generation.
- Click Save, then take the document through approval and publish it.
The Training Configuration tab
Hand Washing Procedure (SOP-P1-004) is read-and-acknowledge training that recurs every year. Because it is published, its settings are shown greyed out.
| Setting | What it does |
|---|---|
| Training Required | “When enabled, trainees must complete training on this document”. Off hides the other settings and shows “Training is not required for this document. Enable "Training Required" above to configure training settings.” |
| Auto-Assign on Publish | Assigns the training automatically when the document is published. See What happens on publish. |
| Training Type | Read & Acknowledge or Quiz Assessment. |
| Retraining Rule | Every Revision, Major Revisions Only or Never: whether publishing a new version sends everyone back through the training. |
| Recurrence | Does not recur, Annual, Every 6 months, Quarterly or Custom interval (with Every (Days), 1–3650). |
| Grace Period (Days) | Shown when the training recurs: “Days to complete the renewal”. |
| Due Date Offset (Days) | Days a trainee has from being assigned, 1–365; 14 if left empty. |
| Passing Score (%) | Quiz Assessment only: the lowest score that passes, 0–100; 80 by default. |
Further down, Regulatory Requirements links the document to the requirements it covers (see Regulatory Requirements and the Compliance Dashboard), and Configuration Summary repeats the settings in a sentence each:
Read & Acknowledge or Quiz Assessment
| Type | The trainee | Done when |
|---|---|---|
| Read & Acknowledge | Opens the document in the Training Centre and acknowledges it. See Reading and Acknowledging a Document. | Acknowledged. |
| Quiz Assessment | Reads the document and answers its quiz. The answers are marked on the server against the answer key, which the trainee never receives. See Taking a Quiz. | Passed: the score reaches the Passing Score. A trainee below it has Failed and can retake the quiz. |
Allergen Control Procedure (SOP-P1-011) uses a quiz with a pass mark of 80. Its quiz is a course called Allergen Control Procedure Quiz; View Training opens it, where its questions can also be edited.
What happens on publish
Publishing a document with Training Required does up to two things, in this order:
1. Auto-assign on publish
If Auto-Assign on Publish is on, a training record is created for every active trainee in a training role that requires this document (set up in training roles). Each new record is due after the Due Date Offset, and the trainee is notified.
Trainees who already hold a live record for the document — including a finished one from the previous version — are skipped rather than given a second record. Bringing those people onto the new version is the job of retraining, next.
When no training role requires the document, auto-assign falls back to people who finished an earlier version and hold nothing live: trainees whose acknowledged or completed record was superseded and not replaced. Anyone with a finished record is still left to retraining, and someone whose record was closed without being finished — for example because their supervisor excused them — is not re-assigned.
2. Retraining
Everyone whose record is done (acknowledged, completed or passed) is sent back through the training according to the Retraining Rule: their record is superseded and a new pending one is created, due after the Due Date Offset, with a notification that a new version was published.
| Retraining Rule | On publish |
|---|---|
| Every Revision | Retrains. |
| Major Revisions Only | Retrains. Publishing always makes a new major version (2.0.0 to 3.0.0), so in practice this behaves like Every Revision. Bump Version while editing only changes the minor number and never triggers retraining. |
| Never | Does not retrain. Existing completions stand for the new version. |
Choose Never for a document whose revisions are routinely cosmetic, and retrain by assigning deliberately when a change matters. Every retraining record is a job for every trained person.
Recurring document training
With a Recurrence set, document training expires like a recurring course. Every day, for each trainee whose record is done and whose acknowledgement or completion is older than the interval (Annual is 365 days, Every 6 months 182, Quarterly 91), and who has no open record for the document, QTRACA supersedes the old record and creates a new pending one due Grace Period (Days) from that day. The trainee is told it is due for renewal. With a grace period of 0 the renewal is due the day it is created.
Assigning a document’s training
To assign a published document’s training to particular people, open its Training Records tab and click Assign Training. The button appears when the document requires training and is published.
- Check the Due Date. It starts at today plus the document’s Due Date Offset (14 days here) and can be changed.
- Pick trainees in Select Trainees: click a row, search by name or email, or use Select All on the filtered list.
- Read the Summary, then click Assign Training (N).
Anyone who already holds a live record for the document is left as they are, and the message says how many: assigning Chloe Wilson, who has already acknowledged Hand Washing Procedure, gives “Training assigned to 0 trainee(s). 1 already had this training and were left as they are.” Each new record is pending, due on the chosen date, and appears on the tab straight away.
Training also reaches trainees in these ways:
| Route | Notes |
|---|---|
| Auto-Assign on Publish | As above. |
| Training roles | Add the document as a requirement of a role; Assign Missing Training assigns it to the role’s trainees who do not have it, skipping unpublished documents. See Setting Up Training Roles and Compliance. |
| Learning paths | A document step is assigned when the trainee starts it. See Building Learning Paths. |
| The linked quiz (quiz documents) | Trainees assigned on the quiz course’s Trainees tab (Manage in Training) also get a record for the document; anyone who already has one keeps it. |
| Recurrence and retraining | Re-assign people automatically, as above. |
However a record is created, a trainee who already holds a live record for the document is left with that one rather than being given a duplicate.
The Training Records tab
For users who manage document training, the tab appears once a document is published, requires training, or has records. Its badge counts records that are pending or overdue. Summary cards show Total, Pending, In Progress, Completed, Overdue and Expired; click a card to filter. The grid has Trainee Name, Training, Status, Assigned Date, Completed Date, Score and Pass/Fail, with search, column filters and Excel Export.
| Card or column | Counts or shows |
|---|---|
| Completed | Acknowledged, completed and passed records — everything that is done. |
| In Progress | Records in progress, and failed quiz attempts waiting to be retaken. |
| Completed Date | When the record was completed, or for read-and-acknowledge training, when it was acknowledged. |
| Pass/Fail | Pass or Fail for a quiz attempt; N/A for read-and-acknowledge records and anything not yet attempted. |
On Hand Washing Procedure, Daniel Kim is pending and Farid Hassan overdue. On Allergen Control Procedure, a quiz document, two passes count as Completed and Grace Lee’s failed attempt as In Progress:
Availability and permissions
- Needs the Document Management module; document training is completed in the Training Centre, which needs Training.
- Changing the training configuration needs the Admin, QA Manager or Document Manager role, or to be the document’s author, and the document must be in editing or awaiting approval. On a published document, start a New Version.
- The Training Records tab, the trainee lists on the Training Configuration tab, and Assign Training are for users who manage document training: Admin, Setup Admin User, QA User, QA Manager, Document Manager or Training Coordinator. Records show trainees’ names, emails and signatures, so other users who can open the document see neither the tab nor the lists.
Things to know
- Settings are locked once published. The fields are greyed out and Save is disabled. Changes take effect from the next version you publish.
- Auto-assign works through training roles. If no role requires the document, publishing only reaches people whose finished earlier record was superseded. Add the document to a training role, or use Assign Training.
- Assign Training is hidden while a new version is being edited. It returns when the version is published.
- The quiz’s Assigned Trainees list is the document’s training records, however they were assigned, with each quiz score.