Automate Training Management for Leavers
This article covers
- Overview of Auto-archiving training and TNA records for leavers
- Enabling ‘Auto Archive Training’
- How does it work
- Permissions
- What happens with removed actions
OVERVIEW
To help reduce administration when a person leaves your organisation you can now enable the option to auto-archive Training Records and TNA records.
If enabled, deselecting the 'Current?' option on a Person Register record will automatically archive any associated Training Needs Analysis and Training Records module records for that person upon saving. Any actions which are linked to the Training Needs Analysis and Training Records, which have a status of Draft, Not Started or In Progress will be set to Removed. Any open reviews will be set to Removed.
This action cannot be reverted automatically; records will need to be unarchived manually.
ENABLING ‘AUTO ARCHIVE TRAINING’
First, 'Is Archived Used' must be enabled within 'Module Setup' for the Training Needs Analysis and Training Records modules for the Auto Archive setting to appear.
Go to Settings > System Settings > Module Setting > Training Needs Analysis or Training Records
In settings check if the box is selected.
Next, to enable Auto Archiving
Navigate to Settings> System Settings> System Settings Section.
Select the ‘Auto Archive Training’ tickbox. Save.
This will also archive all TNA and Training records for people who are not currently active. Any actions which are linked to the Training Needs Analysis and Training Records, which have a status of Draft, Not Started or In Progress will be set to Removed. Any open reviews will be set to Removed.
This action cannot be reverted automatically; records will need to be unarchived manually.
An email summary of historic records which have been archived will be sent out to the user who amended the settings. For further information on what this email contains please click here.
HOW DOES IT WORK
Once the setting is enabled, when you navigate to a person record and deselect the ‘Is Current’ checkbox.
When you save this record you will receive a warning. Click Archive to proceed, or cancel to return to the person record.
PERMISSIONS:
Any user with Manage System Settings permission set to ‘Allow’ can turn on the Auto Archive Training feature which will archive all TNAs and Training records associated with non-current person records.
Once Auto Archive is turned on, any user with the ability to edit a person record and mark as ‘Not Current’ will cause the auto archive process to proceed. The user will not be able to archive records manually unless they have a role permission of ‘Archive’ enabled in the Training and TNA modules.
WHAT HAPPENS WITH REMOVED ACTIONS:
Assignees and Owners of any Open actions which have been Removed will receive a notification explaining the action has been removed. For draft actions which are removed, only the creator will receive an email.
Removed actions will still be able to be viewed in Action Manager. You must select the ‘Show closed and removed actions’ tickbox to show them in the list. You can then filter by removed actions by selecting the removed actions filter