In SOLABS QM, when a curriculum is created with a Recurrence based on Document Revision and is linked to a Curriculum Document that requires training, a new Curriculum and the related Training Activities will be recreated automatically EACH TIME a new version of the Curriculum Document is approved. Some users may not be able to view these new curricula, leading to the impression that they have "disappeared".
The Curricula are only visible to users with the role of SOLABS Training Administrator in the Training Section. The Training Activity is also visible as a Related Item within the document, but again only to the SOLABS Training Administrator. Training Activities are visible by the assignees, by the trainers (went set as such), by the managers or by the Department Heads of assignees (when set as such) when the activity is Active.
If for some reason, the Training Activity is NOT created when a new version of the document is approved, it may look like the training for this document is "lost" but it is NOT. The Curriculum is always recreated when set for Recurrence based on Document Revision. To find the related Curriculum, a user with the role of SOLABS Training Administrator can go in the Training Section, access the Navigation tab and access the view ‘All document review’. Then, the table view can be ordered by Create Date (newest to oldest):
The Curriculum related to the last version of the document will be displayed in that table (close to the beginning of the list if the document has been approved recently). The Curriculum can then be accessed and the related Training Activities can be re-created.
Reasons why Training Activities within a Curriculum may not be recreated when a new version of the document is approved:
If, within the Curriculum, the parameter New Activities Created Based On is set to Activities linked to a profile but there is no profile (Function Role) linked to the Training Activity, then it will not be copied when the curriculum is recreated upon document revision. In this case the Training Administrator will be required to either:
- Link a Job Profile (Function Role) to the Training Activity so it will be copied on the next revision of the Curriculum Document,
- Select the option All for the parameter New Activities Created Based On within the Curriculum so that all Training Activities will be recreated when a new version of the Curriculum Document is approved, even if there are no Job Profiles (Function Roles) linked to the Training Activities.
It could also be that someone with the SOLABS Training Administrator role may have deleted a Training Activity inadvertently (as an activity can be deleted as long as it is not set to Active) after the Curriculum was recreated upon update of the Curriculum Document. The Curriculum can always be found the same way as described above and the training activity re-created if required.