Who Is This For?
Training/Learning Admins — maintaining rule settings and assignments
QA / Administrators — ensuring compliance and proper activation/sign-off
Process/Department Managers — updating audiences and content as processes change.
How to Do It?
Step 1: Locate and open the rule
From the sidebar, go to Training > Training Rules. Find the training rule you want to update.
Use in-list search or sort by column headers to locate it.
Open the rule to access its details.
📎 Reference: Creating a training rule
Step 2: Update rule details
Edit the fields below, then Save to apply changes.
Field | Description | Notes |
Description | Title/short summary that identifies the rule. | Keep it clear and searchable. |
Timing Rule* | Deadline for users to complete the training. | Required. Enter a number, then choose day(s), week(s), or month(s). |
Retraining | Toggle to require periodic retraining. | Optional. If enabled, specify interval (number + month(s) or year(s)). |
Documents* | Documents/templates that learners must complete. | Only items in Effective or For Training generate training records. |
Groups & Users* | Users and/or user groups assigned to this training. | At least one user or group is required for records to trigger. |
How Timing and Retraining work
How Timing and Retraining work
Timing Rule sets the initial due date from the record creation date (e.g., 30 days).
Retraining creates new records at the defined interval (e.g., every 12 months) after completion.
If a document is updated with a new effective version, new training records may be generated per your rule and state.
❗ Important: Records generate only when the rule is active, at least one assignee is set, and assigned items are Effective or For Training.
📎 Reference: Setting up training requirements
Step 3: Manage training assignments (Groups & Users)
Click Edit under Groups & Users.
Check/uncheck to add or remove users or groups.
Click Save to confirm.
💡Tip: Prefer groups for recurring training—easier to maintain when team membership changes.
📎 Reference: Managing groups
Step 4: Manage documents to learn
Control which materials are in scope.
Click Edit under Documents.
Check/uncheck to add or remove a document or template.
Click Save to confirm.
💡Tip: Only Effective or For Training items will produce training records.
📎 References:
Step 5: Activate or deactivate the rule
Turn the rule on/off and sign.
Toggle Active ON to activate (or Active OFF to deactivate).
Click Save Changes — you’ll be prompted to approve and sign.
❗Compliance reminder: Activation and updates may require electronic signature; all changes are captured in the audit trail.
Tips
💡 Use a consistent naming pattern (topic – audience) for quick search and reporting.
💡 Set realistic Timing Rules (e.g., 30 days) to reduce overdue rates; use Retraining for recurring competencies.
💡 When swapping content, add the new doc first, then remove the old one to avoid gaps.
What’s Next?