Use Cases - Certification Completion Approval Settings
While creating new certifications or editing existing certifications, the administrators can configure certification completion approval settings for users. The completion approval settings generate certification completion approval requests when a user completes all certification requirements. The administrator then approves the requests to mark a certification as complete for the user. A user can either complete a certification by due date or after the expiry of the certification. The completion approval settings are as follows:
- Verification required upon completion of expired period - This option is enabled by default. When it is disabled, the expired certifications do not require completion approvals if the user completes all certification renewal requirements, thus bypassing the need for an approval. The administrators or certification owners can disable this option on one or all certification periods depending on certification renewal requirements. All completion approval requests that have already been generated still need to be approved. The Verification required upon completion of expired period setting can be changed at any time for any existing certifications, and it applies to any expired training completion approvals that are generated after the setting is changed.
- Verification required upon completion of period - Select this option to force certification users to submit evidence of completion to the administrator when they have completed the certification period. The user's status remains In Progress until the administrator verifies completion.
If both Verification required upon completion of expired period and Verification required upon completion of period are checked, then it will generate two completion approvals if the user completes requirements for an expired certification. The first completion approval will be for the expired certification and the second completion approval is for validating the completion of expired certification.
An administrator can enable or disable the completion approval settings based on requirements. The following use cases describe different scenarios involving completion approval settings:
Scenario 1
A certification XYZ has both Verification required upon completion of period and Verification required upon completion of expired period enabled. Users A and B has the certification XYZ with due date of 7/27/2023 and expiration date of 7/28/2023.
User A completes certification XYZ on 7/26/2023. So a completion approval request will be generated.
User B completes certification XYZ on 8/1/2023, which means User B completed the certification requirements after the certification XYZ was expired. This will generate two completion requests, one for the expired certification XYZ and one to validate the completion of expired certification XYZ.
Scenario 2
A certification XYZ has Verification required upon completion of period enabled and Verification required upon completion of expired period disabled. Users A and B has the certification XYZ with due date of 7/27/2023 and expiration date of 7/28/2023.
User A completes certification XYZ on 7/26/2023. So a completion approval request will be generated.
User B completes certification XYZ on 8/1/2023 which means User B completed the certification requirements after the certification XYZ was expired. Only one completion request will be generated.
Scenario 3
A certification XYZ has Verification required upon completion of period disabled and Verification required upon completion of expired period enabled. Users A and B has the certification XYZ with due date of 7/27/2023 and expiration date of 7/28/2023.
User A completes certification XYZ on 7/26/2023. No completion approval request will be generated.
User B completes certification XYZ on 8/1/2023, which means User B completed the certification requirements after the certification XYZ was expired. This will generate only one completion request for the expired certification XYZ.
Scenario 4
A certification XYZ has both Verification required upon completion of period disabled and Verification required upon completion of expired period disabled. Users A and B has the certification XYZ with due date of 7/27/2023 and expiration date of 7/28/2023.
User A completes certification XYZ on 7/26/2023. No completion approval request will be generated.
User B completes certification XYZ on 8/1/2023, which means User B completed the certification requirements after the certification XYZ was expired. No completion approval request will be generated.
Permissions
The following are the permissions necessary to create this scenario:
Permissions