Create an IT Training Record

Use the Course Form in the CSM Desktop Client to create an IT Training record.

Note: This functionality is only available if you have applied the IT Training mApp Solution. For more information, refer to the mApp Solution Tech Notes documentation.

To create an IT Training record:

Good to know:

When a value is provided in the Category field and the record is saved, the new category is saved as an option in the drop-down for future Course records.
Frequency and Type fields are populated based on Lookup Table values in Table Management. Add, edit, or delete field values by selecting the field, and then pressing F3.
The Frequency field is only required for Recurring Courses.
The Start Date field is only required for One-Time and Recurring Courses. The start date for Initial Courses is automatically recorded on the day that the Course is created.
The Initial Training Period field is only required for Initial Courses, and calculates a deadline for the Course (number of days after the Course record is created in which the User must complete the Course).
Assign Courses using:
Course record: In the Main Pane, click the Assign to Department button or the Assign to Individual button.
Customer record: In the Form Arrangement, click the Training Course tab, and then click the New Customer Training button.
You can assign a One-Time or Recurring Course to either an individual User or an entire Department. You can assign an Initial Course only to an individual User.
Use the I Want To section of the Quick Info Tile to:
Take Ownership: Click the link to make yourself the User owner.
View Detailed Date/Time Information: Click the link to open the Information window, where you can view current status, created date and time, creator name, and last edited date and time. Time Date/time format is MM/DD/YYYY HH:MM.
Place Course on Hold: Click the link to change the Courses status to On Hold.
Clone Course: Click the link to create a new Course record that includes field values from the original Course.
Retire a Course by clicking the Retire Course link in the Status bar when the Course has a status of Active.
View real-time training data using the Training Status Dashboard (Dashboards>Dashboard Manager>Global folder>Dashboards>Training Dashboard>Training Status).

On the CSM Desktop Client toolbar, click New>New Training Course.
A new Course record is created with a status of New.
Record the Course details:
1. Title: Provide a title for the Course (example: IT Security Overview).
2. Course Number: Provide letters and/or numbers that uniquely identify the Course (example: IT01).
3. Category: Provide a category for the Course (example: IT).
4. Reference (if applicable): Provide a reference for the Course, such as a specific government regulation or company policy.
5. Type: From the drop-down, select the type of Course (example: Initial).
6. Frequency: From the drop-down, select the frequency of the Course.
7. Start Date: Click the Date Selector button to select the day in which the Course begins.
8. End Date: Click the Date Selector button to select the day in which the Course ends (example: 3/25/2015 8:00 AM).
  Note: The Course status automatically changes to Retired when the Course reaches the defined End Date.
9. Initial Training Period: [number] days from hire/transfer date: Specify the number of days from the start date that the Customer must complete the Course (example: 14).
10. Initial Notification: [number] days before the due date: Specify the number of days before the start date that the initial e-mail is sent.
11. Reminder E-mail: [number] days after the due date (if Training is incomplete): Specify the number of days after the due that that a reminder e-mail is sent (example: 5).
12. Training Location: Provide a location for the Course (example: Gina Mehra's Office).
13. Description: Provide a description for the Course (example: The IT Security Overview provides new employees with an overview of IT security practices, which includes information regarding the employee's ID card, system PIN, network access, and safe e-mail practices).
14. Instructions: Provide instructions for the Customer, which will display in the initial e-mail.
Activate the Course:
1. In the Status bar, click the Activate link.
  The Course is active.
Assign the Course to either a User or entire Department:
Note: Assignment options vary based on the type of course. One-Time and Recurring Courses can be assigned to either an individual User or an entire Department. Initial Courses can be assigned only to an individual User.
1. Assign to Department:
  1. Click the Assign to Department button.
    A prompt opens.
  2. From the drop-down, select a Department.
  3. Select OK.
    A Training Course record displays in the Form Arrangement for each User in the Department, a notification e-mail is sent to Users in the Department and their manager, and a Training Task is created in the Customer Portal for each User in the Department.
2. Assign to Individual:
  1. Click the Assign to Individual button.
    A prompt opens.
  2. Click the Ellipses button to open the Customer Selector.
    The Customer Selector opens.
  3. Select a Customer (example: Josh Wilson).
  4. Select OK.
    A Training Course record displays in the Form Arrangement, a notification e-mail is sent to the User and his manager, and a Training Task is created in the Customer Portal for the User.