Who Is This For?
Learning/Training Managers — preparing training materials and rules
Document Owners/Authors — ensuring documents/templates are ready for training use
QA / Administrators — validating user/group setup and access
How to Do It?
Step 1: Confirm the training material exists
Make sure the Document and/or Template you’ll use for training is already created in SimplerQMS.
📝 Tip: Documents in Draft can be linked to a learning rule, but training records are only generated when the document is in Effective or For Training state.
📎 References:
Step 2: Generate training records
Training records are generated only when all of the following are true:
The training document is Effective or For Training
A training rule has been activated
Users or groups have been added to the rule
❗Reminder: If any of these are missing, no training records will be created.
Step 3: Create a user group for bulk assignment (Optional)
If the same training applies to multiple people, create a User Group so you can assign the training once to the group (instead of adding users one by one).
💡Tip: Creating groups for departments or roles (e.g., “QC Technicians”, “Production Operators”) makes future training updates much faster.
📎 References:
Step 4: Create and activate the training rule next
Once your material and groups are ready, you’ll create the Training Rule, activate it, and assign users/groups so records can generate.
📎 References:
Troubleshooting: records didn’t generate
Troubleshooting: records didn’t generate
Check the document state (must be Effective or For Training).
Make sure the training rule is active.
Verify users/groups are added to the rule and have access.
If the document’s Effective Date is in the future, confirm it’s in For Training.
Tips
💡 Use Effective or For Training state for the source document before expecting training records.
💡 Prefer groups over individual users for repeatable, scalable assignments.
💡 Keep document titles clear and specific to help learners find the right training.
What’s Next?