Administrator Topic

Material Versioning - Due Date Criteria Enhancement

With this enhancement, the Apply Previous Version Due Date option has been updated to Apply Previous Version Due Date Criteria. If the Apply Previous Version Due Date Criteria option is selected, the new version considers whether the previous material version was assigned via the Learning Assignment Tool with a due date relative to the date assigned. If the previous material version was assigned with a due date that was relative to the date the material was assigned, that relative due date is applied to the new version if the administrator selects this option during the material versioning process.

If the administrator does NOT want a relative due date that the previous version of the material received from a learning assignment to propagate to the new version of the material on users' transcripts, it is necessary to select the Apply Exact Due Date from Transcript for Standalone Materials option.

This enhancement is not available at the start of UAT. It is targeted for the July 16th Stage deployment.

  • To reversion a material, go to Admin > Tools > Learning > Catalog Management > Materials. Next to the material, click the Create Version icon.

OR

  • For organizations using Simplified Versioning, a new material version is created by editing the material. To access Materials Management, go to Admin > Tools > Learning > Catalog Management > Materials.

When will training be due (Due Date)?

During the material reversioning process, the administrator is asked when the new version of the material should be due for users who already have the previous version. If the administrator selects the Apply Previous Version Due Date Criteria option, if the previous material version was assigned via a learning assignment with a due date that was relative to the date the material was assigned, that relative due date is applied to the new version.

If the administrator does NOT want the new version of the material to consider whether the previous version was assigned with a relative date via the Learning Assignment Tool, they must select the Apply Exact Due Date from Transcript for Standalone Materials option. The Apply Exact Due Date from Transcript for Standalone Materials option causes ONLY the specific due date for the previous material version on the user's transcript to be applied to the new material version.

FAQs

See below for a list of frequently-asked questions about this functionality:

Q: Does this enhancement impact reversioned materials which exist as child training items within a curriculum?

A: No. If a material exists as a child item within a curriculum, the due date calculation is based on the due date criteria defined in the curriculum structure. This is existing behavior.

Q: What happens when a material exists as a standalone item on a user's transcript and also as a child item within a curriculum on the same user's transcript?

A: The due date of the child material within the curriculum will take precedence and override the standalone material due date.

Q: Is there a due date recalculation for users who received the prior material version from a learning assignment with a fixed due date, or for an assignment from a manager that was assigned with a fixed due date?

A: No, this enhancement only applies when the Learning Assignment Tool assignment's due date was configured to be relative to the date the material was assigned.

Q: If a user has received the prior training via multiple learning assignments, which learning assignment will be selected and used for the due date criteria recalculation?

A: The learning assignment associated with the most recent date that the training was assigned will be used for the due date criteria recalculation.

Q: Will the users included in the user versioning criteria who did NOT receive the prior version via the learning assignment tool with a due date relative to date assigned be impacted (such as users who received the training via manager assignment)?

A: No, these users will not receive an updated due date.

Examples

When the Apply Previous Version Due Date Criteria is selected during the versioning process, the following outcomes are expected:

User

Prior version due Date

Due Date Source Due Date for New Version
Sabeen Feb 5 Learning Assignment, Fixed Due Date Feb 5
Andy Jan 19 Learning Assignment, Fixed Due Date Jan 19
Helen Mar 1 Learning Assignment, Training Due 5 Days After Assignment Effective Date + 5 days
Nadir Mar 1 Learning Assignment, Training Due 5 Days After Assignment Effective Date + 5 days
Greg April 5 Learning Assignment, Training Due 5 Days After Assignment Effective Date + 5 days
Benjamin April 13 Manager Assignment April 13
Iesha No due date N/A No due date
Arya No due date N/A No due date

Considerations

Portals using a DMS integration are NOT currently impacted by this enhancement.

 

Last Published: 9/10/2021 If you have feedback or suggestions for an Online Help article, please select this link. © 2021, Cornerstone OnDemand