Who is this article for?

Users responsible for administering Courses.

Training Course Owner (TRGOWNER) or higher permissions are required.

This article walks you through how to add Training Course records to your system.

1. Accessing Training Courses
2. Creating Training Courses
3. Adding Roles and Users to Courses
   • Roles
   • Users
4. Adding Documents
   • Attaching a Document
   • Linking a Document
5. Adding Metadata Types
6. Amending Training Courses

1. Accessing Training Courses

To access Training Courses:

1. Navigate to Training Manager.
2. Select Courses.

This will display the Courses List.

The list can be filtered by Training Category, Training Course, based on a string of characters contained within, and a check box for inclusion of inactive records.

Select the Search icon to display your filtered list. The list can be sorted by column.

2. Creating Training Courses

To create a Course:

1. Click the New Course icon located to the right of in the Courses List header bar.

2. Give your course a Title.
3. Select a Training Category from the dropdown.
4. Check Enable Re-training to make the Training Records valid for the defined period and will be reflected as such in reports like the Training Matrix. After that period you will need to manually raise the new training record.
   If you enable re-training you will also have to provide a re-training period in the additional field that will appear.
5. Tick Active to make the Course available for selection when creating new Training Records.
6. Check Evidence Mandatory to require Users to attach proof of their Training before it can be confirmed.
7. Tick Enable Calendar Events to include an .ICS file to notifications for Training Records.
8. Click Save.

The Course Details screen will be displayed.

Once created, the Course record can be associated with Roles and Users, Documents, and Metadata.

3. Adding Roles and Users to Courses

Roles

To associate a Role with a Course:

1. Display the Course Details screen of the Course you want to associate with a Role.
   Any associated Roles are displayed to the right of the Course Details screen.
2. Choose a Role from the dropdown.
3. Click the Add Role icon.

To remove a Role, click the Remove Role icon to the right of its title.

Users

To associate a User with a Course:

1. Display the Course Details screen of the Course you want to associate with a User.
   Any associated Users are displayed to the right of the Course Details screen.
2. Choose a User from the dropdown.
3. Click the Add User icon.

To remove a User, click the Remove User icon to the right of their name.

4. Adding Documents

Attaching a Document

To attach a Document:

1. Display the Course Details screen of the Course that you want to attach a Document to.
2. Switch to the "Documents" tab.

4. Click the Attach Document icon located to the right of the Documents header bar.
5. To attach a Local Document, select Upload File.
   Provide a Title and use the Browse... functionality to add the file.

6. To attach a Network Document, select Supply URL.
   Provide a Title and paste the link into the URL field.

To view the attached Document, click the View Document icon to the right of the Document Title.

To remove the Document from the Course, click the Delete icon far right of the Document Title.

Linking a Document

Documents from Document Manager can be linked to a Training Course so that they are readily available for Trainees of the course when raised.

It is also possible to link a Document that is not currently live but is approved and awaiting issue.

To link a Document:

1. Display the Course Details screen of the Course that you want to attach a Document to.
2. Switch to the "Documents" tab.

3. Click the Link EQMS Document icon located to the right of the Documents header bar.

4. Use the provided Filters to find the EQMS Document you want to associate with the Course.
   You can view the document by selecting the View Document icon.
5. Click the Link EQMS Document icon to the far right of the record row.

To associate the Version of the document that has been Approved (Action sequence 98) but has not been Issued (Action sequence 99), the Awaiting Issue box should be ticked.
This will ensure that the version of a document Awaiting Approval that has been approved and not yet Issued will be associated with a training record. The members of a Department or Role can be trained against the new Work Instruction for example and should Confirm their training records prior to the document being released into the system.

To view the attached Document, click the View Document icon to the right of the Document Title.

To remove the Document from the Course, click the Delete icon far right of the Document Title.

5. Adding Metadata Types

To associate a Metadata Type:

1. Display the Course Details screen of the Course you want to associate Metadata Types with.
2. Switch to the "Metadata Types" tab.

3. Click the Associate New Metadata Type icon located to the right in the header bar.

4. Tick the box next to the Metadata Types you want to associate with this Course.
5. Click the Associate Metadata Types icon.
   You will see an overlaid system message.
6. Confirm by click OK.

Associated Metadata Types can be made inactive by un-ticking the Active checkbox. This stops the Metadata Type being associated to any new Training Records created using this Course and removes them from existing Training Records.

Associated Metadata types can be removed from the Course by selecting the Delete icon located far right of the record row.

6. Amending Training Courses

To edit a Course:

1. Choose a Course you wish by selecting anywhere in the record row.

2. Amend any of the data fields that are not greyed-out.
3. Click Save.