Adding Roles for Training Requirements to a Document

If a document requires employees to be trained, the training requirements can be set up in the Document record under the Certification Information link using roles. Each employee who is assigned the specified role in the system will receive notification that they must read the document and sign-off on the requirement. Any time new revisions are issued for the document, the employee will receive notification to read and sign-off on the new revision. The document training history for each employee can be viewed from the employee's Internal Actor record in User Management.

NOTE: For more advanced document training features, purchase Pilgrim Quality’s SmartTrain system which integrates with Document Management.

From the Document record, in the document tree on the left side of the record, click the Certification Information link.
Result: The Certification Information window is displayed.
Click Action > Add.
Zoom and select all roles that need to be trained on the document.
Choose one of the following options:
Activate Now - Check this checkbox if the role has been added after the document has been made CURRENT. This will immediately notify any user who has this role to view and sign-off on this requirement.
Activate On Prerelease - Check this checkbox to notify the users once approval is complete and the document is in a PRERELEASED status.
Activate On Date - Zoom and specify a date on which to notify users to view and sign-off on this requirement.

Click the Save button.
Result: The role has been added to the certification information for the document.