ClearCompany Learning: Recurring Assignments Based on Historical Records

Recurring training is an essential component for organizations that need to track compliance and ensure ongoing employee development. By leveraging historical data and associating it with the ClearCompany Learning platform, administrators can streamline the tracking of recurring assignments and maintain accurate records of compliance. This article provides a comprehensive guide to setting up recurring assignments based on historical records, including key requirements and a step-by-step guide.

In this article:
Recurring Assignments Based on Historical Records Overview
Recurring Assignments Guide
F.A.Q.
Additional Resources

Recurring Assignments Based on Historical Records Overview

Recurring Assignments allow organizations to track ongoing training compliance based on historical completions, even if those completions occurred outside the learning platform. This feature ensures that training schedules remain consistent and compliant with organizational or regulatory requirements.

What Users Need

• Usernames and/or User IDs: Unique identifiers for each user.

• Object Name and/or Object ID: Identifiers for the training objects to be tracked.

• Training in the Platform: The training objects must already exist in ClearCompany Learning.

• Last Completion Date: Historical records indicating when the training was last completed.

• Batch ID: The assignment ID generated by the ClearCompany Learning platform after creating the assignment.

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Recurring Assignments Guide

Step-by-Step Guide

1. Create Learning Objects, add the necessary training objects to the learning platform.
2. Create an Assignment with the object and add the users that you want to start tracking compliance.

   • Select the object(s) to include in the assignment.

   • Add the users or groups that need to be tracked.

   • Confirm and submit the assignment.

3. Retrieve the Batch ID:

   • Navigate to the "Manage Assignment" section.

   • Open the assignment you just created.

   • Locate the Batch ID in the URL (e.g., BATCH_ID= followed by the ID number).

4. Prepare the Bulk Record Import Template:

   1. Use the template provided by the platform.

   2. Enter the following data:

      • User ID or Username

      • Object ID or Object Name

      • Start and Completion Dates (these can be the same)

      • Status as COMPLETE

      • Batch ID

5. Import the file.

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F.A.Q.

What happens after a user is added to an assignment and a completion date is logged?

• The assigned learning object will appear on the user’s dashboard.
• Once historical records are logged, the assigned training will move to the "Completed" section of the dashboard.
• After 700 days from the logged completion date, the system will reassign the training, giving the user 30 days to complete it.

Can I update an existing historical record?

Yes, you can update an existing historical record by re-importing the data using the correct Batch ID, User ID, and Object ID. Ensure that the updated information (e.g., completion date or status) is accurate in the import file.

What happens if I assign a user to recurring training but do not log a historical record?

If no historical record is logged, the assignment will appear as a new requirement on the user’s dashboard, with the start date based on the assignment creation date.

How can I verify that the historical records were imported successfully?

After importing, navigate to the "User Records" or "Assignments" section to review the logged completions. You can also run a compliance report to confirm that the historical data appears correctly.

Can I set different recurrence intervals for different training objects?

Yes, the recurrence interval is determined by the assignment settings. You can configure these intervals when creating or managing the assignment.

Can I bulk import historical records for multiple assignments at once?

Yes, you can include records for multiple assignments in a single import file as long as each row contains the correct Batch ID and other required fields.

Additional Resources

ClearCompany Learning: Managing Historical Data
ClearCompany Learning: Bulk Transition Historical Data