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User Guide: Training Management 

User Guide: Training Management 

Release: 1.4.0

 

Overview 

Training Management introduces a new Training Assignment system in the Bearing platform. This allows administrators to assign required trainings to specific users and track assignment, completion, and compliance status - with automated overdue detection when deadlines are missed. 

Key capabilities: 

  • Assign required trainings to specific users 
  • Set and monitor training due dates 
  • Track completion with timestamps 
  • Add notes and attach completion certificates 
  • Automated overdue flagging when due dates pass 
  • Bulk import of training records via Import Manager 

 

Training Assignment States 

Each training assignment has one of three states: 

State 

Meaning 

Assigned 

Training has been given to the user; not yet completed 

Completed 

User has finished the training; completion date auto-recorded 

Overdue 

Due date has passed without completion; set automatically by a daily job 

 

For Administrators 

Part 1: Assigning Training to a User 

Step 1: Navigate to Training Assignments 

  • Open Bearing Workspace and navigate to Access Management > Training Assignments 
  • Or use the direct URL: /x_yb_bearing_training_assignment_list.do 

 

Step 2: Create a New Training Assignment 

In the Training Assignments list view, click New. A new training assignment form opens. 

 

Step 3: Select the User 

  1. Click on the User field (required) 
  1. Search by name, email, or user ID 
  1. Select the user from the results 

 

Step 4: Select the Training 

  1. Click on the Training field (required) 
  1. Search by training name or browse the catalog 
  1. Select the training from the results 

Note: If the training does not appear, navigate to the Trainings table to create the training record first, then return to create the assignment. 

 

Step 5: Set a Due Date (Optional) 

  1. Click the Due Date field or calendar icon 
  1. Select a date from the date picker (or type in YYYY-MM-DD format) 

If no due date is set, the assignment exists without a deadline and automated overdue detection will not apply. This is appropriate for optional or recommended trainings. 

 

Step 6: Submit the Assignment 

  1. Review all fields (User, Training, Due Date) 
  1. Click Submit 
  1. The training assignment is created with a state of Assigned 

 

Step 7: Verify the Assignment 

  • Find the new assignment in the list view by filtering by User or Training 
  • Open the record to confirm all details are correct and note the assignment number (e.g., TA0001234) 

 

Part 2: Recording Training Completion 

Step 1: Locate the Training Assignment 

  1. Navigate to the Training Assignments list 
  1. Find the assignment using search or filters (by user name, training, or state) 
  1. Open the assignment record 

 

Step 2: Add Completion Notes 

  1. Scroll to the Notes section 
  1. Type completion details, including a certificate link if available 

Example note: 

Training completed successfully. Certificate: https://training.company.com/certificate/12345 Completion verified by manager. 

Each note is automatically timestamped with the date, time, and your name. 

 

Step 3: Attach the Certificate (Optional but Recommended) 

  1. Find the Attachments section 
  1. Click Manage Attachments or the attachment icon 
  1. Upload the certificate file (PDF preferred) 
  1. Use a descriptive file name, e.g., Office365_Completion_Certificate_JohnSmith.pdf 

 

Step 4: Change State to Completed 

  1. Click on the State dropdown 
  1. Select Completed 
  1. The Completed On field is automatically populated with the current date and time 

 

Step 5: Save Changes 

Click Update to save the record. The training assignment is now marked complete. 

 

Part 3: Viewing Training Status 

By User: Open a user's profile or filter the Training Assignments list by user to see all trainings assigned, their states, and due dates. 

By Training: Open a training record and view the related list to see all users assigned to that training, with their completion status, due dates, and completion dates. 

List View: View all training assignments in one table. Filter by user, training, state, or due date to find what you need. 

 

Part 4: Handling Overdue Trainings 

A daily automated job checks all training assignments. Any assignment where the state is Assigned and the due date has passed is automatically changed to Overdue. 

When you see an overdue assignment: 

  1. Contact the user to complete the training 
  1. Once completed, change the state to Completed (the Completed On timestamp will update) 
  1. Or, if more time is needed, update the Due Date and add a note explaining the extension 

 

Part 5: Bulk Importing Training Records 

To import multiple training records at once: 

  1. Navigate to the Import Manager in Bearing Workspace 
  1. Select Training as the import type 
  1. Download the pre-defined training import template 
  1. Fill in your training data (name, description, categories, metadata) 
  1. Upload the completed file through the Import Manager wizard 
  1. Review any errors reported and correct as needed 
  1. Confirm the import and verify records were created