Training Purpose Overview

Training Purposing tracks the context in which a user requests training by identifying a purpose for the training and including a category of hours associated with the training. Depending on the purpose selected, conditional approval workflows can be created to increase the number of approvers who assess a user's training request. Training purpose features are only visible when Training Purpose is active in the portal via a backend setting.

Requiring a user to indicate a training purpose when requesting training is either a one step or two step process. A one step process is used when a user must indicate a purpose, and an approver is not required to take any action related to the purpose.

A two step process is used when a user must indicate a purpose, and the approver must indicate the category of hours in which to calculate the purpose.

A backend setting is available that enables the training purpose permissions to be available at the top level administrator role and make training purpose visible on the learning object details, transcript, approval, and training details pages, as well as email triggers and in reporting.

Email Triggers

EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Training Exemption Request When a user submits an exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default. Training
Training Exemption Response When a manager submits a response to a direct report's exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default. Training
Training is Available

This email is triggered when the available date is reached for a learning object in which the user has been assigned via a learning assignment. This email can be sent to Student or User's Manager. This email can be configured as a Notification type email. This email can be found in the Training action type section of Email Management.

Use Case: Use this trigger to send notifications to students when the training in which they are assigned is available to complete.

 Training
Training Marked Exempt When a manager or administrator marks an LO Exempt, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default. Training
Request Training

This email is triggered when a user selects the Request button for an event, online class, quick course, curriculum, library, posting, test, or material. This email can be sent to Student, User's manager, Cost center owner, Cost center approver, or Next approver if training request is pending.

This email is triggered even if approval is not required for the training. However, if "Next approver if training request is pending" is selected as the recipient, then the email is not triggered if approval is not needed.

This email is not triggered when an ILT session is requested. For ILT sessions, the Request ILT Session trigger should be used.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

  • When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.
  • If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.
 Training
Assign Training

The Assign Training email is designed to fire when a user is assigned an online class, quick course, event, curriculum, posting, test, video, or material. This email does not fire when a manager or administrator adds external training to a user’s transcript.

However, the Assign Training email trigger is also leveraged during the approval process and will also fire for any learning objects with an approval workflow required and will fire for external training after each approval if approvals are required. The email can be leveraged to notify the next approvers they have an approval waiting for the learning object. If there are multiple approvals required, this email will fire multiple times.

 

Note: If the user currently has a previous version of the training on his transcript and the previous version is version equivalence of its next version, the user will not get the 'Assign Training' email on the assignment of the next version.

 Training
On the Job Training Observer Notification This email alerts observers when users have requested observation for a specific OJT item. It is triggered when a user clicks the Notify Observer button next to an OJT item on their learning transcript. Training
Training Approval Reminder

Confirms or reminds that one or more approvers must approve or deny a training request. This email trigger is different from the Request Training trigger because it is available for sessions and can be sent to the same user repeatedly when configured as a reminder until the user completes the action identified in the email. The trigger fires when the following is true:

  • When configured as a Confirmation type email, this email is only triggered when the training status is Pending Approval. This email is not triggered if the training has already been approved. Email stops being sent to an approver who has approved or denied the request.

  • The training status is Pending Approval and a custom relationship is updated on the user record. Even if the custom relationship is not part of the existing approval workflow, the system recognizes that the custom relationship hierarchy has changed and will re-trigger the email to the approver that is designated in the approval template.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

  • When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.
  • If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.
 Training
Register User registers for an online course, quick course, library, posting, video, curriculum or external content. This email will fire once the user becomes registered for the training. If the training is set up to be pre-approved and registered upon approval, this email will fire upon request. Training
Assign ILT Session This email trigger will fire when a manager assigns an ILT session to users or an administrator uses a learning assignment to assign an ILT session to users. Instructor Led Training
Request ILT Session

This email trigger will fire when a user submits a request for an ILT session. This trigger can also be set up to keep session instructors, administrators, and session contacts informed with the details of the session.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

  • When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.
  • If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.
 Instructor Led Training
ILT Session Register

Once a user registers for an ILT session, this email can be sent to the student, approvers, assignors, instructors, and anyone else who would need information about the registered session. This email will not be triggered after the session start date, regardless of the session end date.

This email does not include Accept or Deny options when it is sent as a calendar invitation because this email does not interact with the Cornerstone system. It is designed to only allow recipients to save the session to their calendar.

 Instructor Led Training

Security

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Global Email Administration - Manage Grants ability to manage email trigger templates across all active modules in the portal. Enables creating, editing and deleting email message templates for various system actions and workflows. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Training Purpose Administration - Manage Grants ability to manage Training Purposes. This is an administrator permission. Learning - Administration
Training Purpose - Edit User's Purpose Grants access to edit the training purpose and category on the user's transcript details. Admin must have access to user's transcript. This is an administrator permission. Learning - Administration
Welcome Page Preferences - Manage Grants ability to configure the look and feel of the Welcome Page that users see upon logging in to the portal. This permission can be constrained by OU and User's OU. This is an administrator permission. Core Administration
Training Purpose Categories - Manage Grants access to manage Training Purpose categories. This is an administrator permission. Learning - Administration