You can use Elements to train users on new processes and easily get acknowledgment records on any new content. To do that you need the Enterprise Space license.
At the moment we only support “Release training records”, so the ability to request acknowledgment on freshly published process diagrams. We are working on adding “Onboarding” training tasks (so training for a new role) and “On-demand” training tasks as well as extending acknowledgments to documents. If you would like to discuss this functionality and roadmap further contact us via intercom chat.
- Setting up training
- Requesting release training
- Performing training
- Showing compliance via training records
Setting up training
The first step is to associate users with the appropriate content, i.e. process diagrams, so that when an acknowledgment task is raised the system knows who to send the task to. You will have to add users to user groups and then associate those user groups with appropriate content.
The first step is very quick and easy and is covered in this article. Once you have your user groups ready go to the process map list, open the “Management” tab in the right sidebar of the selected map and open the map management app.
Map management shows you the hierarchical structure of your map (both in draft and published state) as well as the list of any diagrams currently in “ready to publish” state. You can analyse the state of your process map from this app, e.g. by checking if you have any unpublished drafts or whether the draft content differs from the published content which shows the processes are being changed. This app also allows you to manage edit rights as well as training groups on each diagram.
In the right sidebar of any selected diagram you will find a “Training” tab where you can add user groups. When a diagram gets published and training is requested, the users from the added groups will receive a task to acknowledge they understand the new content. To make this process fast and easy the training groups automatically get inherited from the parent diagram. You can always turn it off and set your own groups on any diagram - then its children will inherit those groups.
If there is an open training task on a diagram and you remove a group from it or you remove users from the group in Space Management then the personal training tasks for removed users will be cancelled. This will be part of the training record. If you add a new group to the diagram or a new user to the group the new users will not join an open training task. Training tasks are only sent to users at a point of manual request.
Requesting release training
Firstly, read this article on version management and releases in our software. Requesting release training tasks is highly integrated with publishing new content. First, you would need to make any diagrams “ready to be published” (we strongly advise you to leave a comment on why the process is being published / what is different in the comment section because it will be displayed during training).
Then go to the release application (by clicking on the release name in the release list or by clicking on the release name in the version tab in diagram editor) and you will see the list of diagrams in ready to publish state.
Diagrams that were already submitted to this release are selected in the 1st column and you can also decide whether you need an acknowledgment on any of them as well. You might do that simply because some of the diagrams published in that release have significant changes while others might just contain minor corrections that do not require such acknowledgment.
When you are ready click “Publish” and also check the checkbox for the training request. You just need to select the due date and click confirm. This operation requires a release manager permission in a space.
A single release training task, which you now own, contains multiple and unique user training tasks, as based on group membership and group to diagram association each user may have a different set of diagrams to acknowledge. Each user receives just one release training task that contains all content that they are associated with that was just published and requested for acknowledgment. As a release manager or task owner you can check the progress of the overall release training task down to each user's progress from the “published” release list or you can go to the task list if you are that task's owner (click on the suitcase icon in the top right corner of the screen) to see the same data:
In the right sidebar for the selected release or training task you will see 2 statistics: "number of seen diagrams" and "number of completed training tasks". The former tells you how many diagrams (counted as total for all users) have been seen and marked as understood by users; the latter tells you how many users have completed their whole training tasks. You can click on the user details text button to get specific list of users with their progress status:
You can cancel the training task at any point. If some users have already managed to complete their personal training the release task will be marked as completed but all remaining users will have their personal tasks cancelled. You can also send users reminders and change the due date while doing so (click on the "Send reminder" button in the right sidebar).
Training is always done on the current content
Even though you are releasing different diagram versions in each release, the training logic always redirects the users to acknowledge the most up to date content. This was implemented to save users' time by not forcing them to acknowledge content that may be out of date and to support process patching. Example:
- A big release of marketing processes was published (v.1.0)
- A patch release quickly followed with some small fixes for just a few diagrams (v.1.1)
Technically speaking, the diagrams released in a patch are now the current ones while the previous diagrams from the major release are now archived. Because through release training users are asked to acknowledge a set of processes and not particular versions of these processes, when you request the training on release 1.0 the users will be asked to acknowledge the updated diagrams released in a patch.
Let's imagine that we just had 2 releases:
- A big release of marketing processes that included some changes to the top level business process
- A big release of sales processes that also included some changes to the top level business process
The level 1 process is part of both releases and release manager requests training on both releases. Rather than having to acknowledge the same process twice, as part of 2 different training tasks, users can only do it once. The system automatically detects that a given process is part of multiple tasks simultaneously and by acknowledging it once in one task it is automatically acknowledged in the scope of other tasks.
Performing the training tasks
As a training assignee you will receive an email with a notification and a link to the training task. You will also receive an in-app notification. Click on either the link in the email or the task in the notification to start the training.
You will be taken straight away to the diagram editor and the first diagram that you need to acknowledge.
The training mode is a slideshow-like experience. Just click when you've understood the process to be taken to the next one on your to-do list. If you have any questions or concerns just click for more information at the top bar. You will see a comment that was left when a process was made ready to publish as well as the username who raised the training - you can contact them if you have any questions.
Once you've clicked that you understand all published content you just need to sign off with your password (for provisioned users they just need to click “Confirm”). And that's it, your training has been completed!
Showing compliance: training records
You can check training records in the map management app against each diagram. Irrespective of whether you open the published or a draft map tree you can see the history of acknowledgments through time for this diagram and its previous versions.
Simply select a training record that you're interested in (they are listed by their Raised on date). For instance, if you're interested in checking if all users knew the process on May 30th, check the training record from before that date.
When you open a training record you will see information about the training task corresponding to that record, i.e. who requested acknowledgment on that process diagram, when and as part of what type of training task.
If you click on the text button "User details" you will be able to see detailed user training records on that process.