VIEW OR EDIT TRAINING

How do I View or Edit Training Records?

The Training Detail screen allows you to view individual training records in detail. You may use the navigation buttons at the bottom of the screen to page through records, or you may use the sort or find functions on any field.

The top of this screen contains training information:

• Training Title  
• Number
• Revision
• Description
• Release Date
• Status: Active or Inactive
• Training Type: Select a type from the list, or type in a new one, or double-click the field to open the list of types.
• Owner: Document owner, author, or person responsible.
• Grace Period: The number of days after release the training is due (or after hire date, whichever is later).
• Training Hours
• Link: Allows you to link any type of document, file, or folder to the training record. Linked documents may be viewed by employees prior to taking an electronic exam. See Linking documents or files (if you are unable to open the link, see Troubleshooting).
• Exam Required? This field is not editable. To add an exam requirement, see exams.
• Expires In: The length and period this training will be valid before a renewal is needed. You may enter a number and select months or days. Expiration dates are automatically calculated based on this number. Leave this field blank if you do not want a training to expire.
• Required for All employees?

This portion of the screen is LOCKED from editing by default. This is to prevent accidental editing of the main portion of the training record. When you need to edit the record, you may simply unlock it by clicking the radio button.

Show Related Data

The center of the screen contains drop-down menus that allow you to select related data to display. Information about specific categories of data is described in the following sections.

To display related data follow these steps:

1. On the Training Detail screen, locate the training you wish to view data for.
2. Select a data you wish to show.
   
   

   

   
   
   
3. Refine your selection using the next two drop-down menus, if applicable. The menus may be disabled if there are no additional selections within that category. For example, if you select "Exam", then the exam section will be displayed, and the second and third drop-down menus will be disabled, because there is nothing further to select within the exam category. However, if you select "Status", then you may further refine the selection by picking a specific status to show.
   
   

View or Edit Training Details

To view or edit individual training records, follow these steps:

1. Open any screen.
2. From the navigation pane on the left, select Training List.
3. From the Training List screen, locate the training you wish to view or edit.
4. Double-click on Training Title to open the detail record.
5. Select Edit at the top of the screen.
6. View or edit records in the Training Detail screen.

Or you may follow these steps:

1. Open any screen.
2. From the navigation pane on the left, select Training Detail.
3. The Training Detail screen will open. If you have not entered any data, a new (blank) record will be displayed.
4. Use the navigation buttons at the bottom of the screen to page through records,
   
   
   or right-click on any field to sort or find by that field, or use the "Find" feature described below..
   
   
5. View or edit records.

Find a Training

There are three common methods for finding a training on the Training Detail screen:

1. Use the "Search" box.
2. Use the "Find" function.
3. Sort the records, then use the navigation buttons to page through the records.

To find a training using the search box, follow these steps:

1. Open the Training Detail screen.
2. Type all or part of the training title you wish to find into the Search box.
3. Click Go.
4. If a matching record is found, it will be displayed.

To find a training using the find function, follow these steps:

1. Open the Training Detail screen.
2. Click on the field you wish to search.
3. From the Menu Bar, select Find.
4. The Find and Replace box will open.
5. In Find What, type the text you wish to find. If you have only entered part of the text you wish to find, you also need to select "any part of field" next to Match.
6. Click Find Next.

To find a training using the navigation buttons, follow these steps:

1. Open the Training Detail screen.
2. Click on the field you wish to sort by.
3. From the Menu Bar, select Sort A-Z or Sort Z-A.
4. Use the navigation buttons at the bottom to page through the records.

Add a Training

For complete details on how to add a training record, see the tutorial.

Or, you may add a new training from the Training Detail screen.

To add a new training, follow these steps:

1. Open the Training Detail screen.
2. Click the New button on the navigation buttons at the bottom of the screen.
3. A new (blank) record will open.
4. Type in the Training Title.
5. Add data to the other fields as needed.

Duplicate Training Records

If TRAIN TRACK® recognizes a duplicate training record, it will alert the user and not allow the record to be added.

Each training record must have a unique training number. If you delete a training record, you may re-use the number, but you will not be able to restore the original record if you have a new record with the same number. To restore the record, edit the new record and assign a new number.

Delete a Training

To delete a training, follow these steps:

1. Open the Training Detail screen.
2. Locate the training you wish to delete.
3. Click Edit to allow editing.
4. Click the Delete button.
5. A pop-up box will ask if you want to delete the record. Click Yes.

After you delete a training record, the Training Number will be available to use again. If you use the number again, you will not be able to restore the deleted record unless you change the number of the new training.

Print Reports

From the Training Detail screen, you may print reports that include only the individual training shown on the screen. The Status report lists all employees who are required to complete the training, and their status. The Complete report lists all employees who have the status of "Complete" for training, and the History report includes a history of all completions within the specified date range. The buttons to open these reports will appear on the ribbon when the Training Detail screen is open.

To print the Status report, follow these steps:

1. Open the Training Detail screen.
2. From the ribbon, click Status Report.
3. The report will open in report view.
4. Click Print from the ribbon.
5. The print dialog will open.
6. Select printer settings, and click Print.

To print the Complete report, follow these steps:

1. Open the Training Detail screen.
2. From the ribbon, click Complete Report.
3. The report will open in report view.
4. Click Print from the ribbon.
5. The print dialog will open.
6. Select printer settings, and click Print.

To print the History report, follow these steps:

1. Open the Training Detail screen.
2. From the ribbon, click History Report.
3. The report will open in report view.
4. Click Print from the ribbon.
5. The print dialog will open.
6. Select printer settings, and click Print.