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Configuring automatic creation or closure of Training Needs
Who is this article for?Administrators who want to learn how to automate creating and closing Training Needs.
Administrator permissions are required.
Configuring automatic creation or closure of training needs is a powerful feature that streamlines the management of workforce competencies and qualifications. This functionality allows organisations to set up rules that automatically generate or close training requirements based on predefined triggers, such as expiration dates or job role changes, thereby enhancing efficiency and ensuring timely updates to employee development plans.
1. Automatic creation of Training Needs
When a user is allocated a role, a need is automatically created for each capability associated with the role, unless that user has a current record for that capability. If the record then expires (or is lapsed) a new need is automatically created.
Needs that relate to a role can be identified from the list of needs by checking the roles column - where they need was created as a result of a role; the role title is listed in the column.
Note: An expiring Training Record will trigger a new Training Need if it is associated with a Role. Otherwise a Training Need will not be triggered. By linking the Training Record to a Role, the system knows that the Training Record is required and hence a Training Need is triggered automatically.
2. Automatic closure of Training Needs
When a valid (not expired) record is added for which there is a current need, the need status is set to closed. Existing closed needs are not affected. Although it is possible to enter an expired record as a means of creating history, an expired record will have no effect on current needs.
If a record is added for a need where the status is current, any corresponding need (present at the time the record is added) is changed to closed. This occurs regardless of whether the record entered has an expiry date or not. The status can also be manually changed at any time by editing the need.
Filters may need to be used to view closed needs from the Needs page as they are often hidden by default.