Training Programs

Training programs connect a document to the functional groups and individual users who need to train on it. Each program keeps its trainee pool, completion method, due date, and training history together as the document changes. Each issued round of training belongs to one document revision. Every trainee receives a task linked to the exact revision they need to review.

​

Choose a completion method

Each training program uses one completion method: Quiz-and-sign training does not go out when the document alone becomes live. This gives you time to review the revision’s quiz before anyone receives a task.

​

Training access

What you can see and change depends on your access:

• All users can open My Training Programs and complete training assigned to them directly or through a functional group.
• Members of a functional group with Can Manage Trainings can open All Training Programs and manage training in that organization. This includes assigning programs, editing settings and trainee pools, managing quizzes, manually sending training, and deleting programs, occurrences, or individual tasks.
• Users with administrator access can also perform these training actions.

The default QA functional group has Can Manage Trainings enabled. You can change this from Manage Organization > Functional Groups.

​

Assign training programs

1. Open Trainings.
2. Select All Training Programs.
3. Click Assign Trainings.
4. Choose Read and sign or Quiz and sign as the completion method.
5. Select the functional groups and individual users to include in the trainee pool.
6. Select one or more documents.
7. Choose how long trainees have to complete each task.
8. Click Assign.

If a selected document already has an enabled training program, Dovetail updates that program instead of creating a duplicate. Its existing deadline is retained; open the individual program and click Edit to change it. For quiz-and-sign training, the Agent opens after assignment to propose a quiz for each current document revision. The proposal is temporary until you review and save or publish it.

​

Create a quiz training from a document with the Agent

If you have Can Manage Trainings, you can also start from the document you want people to train on:

1. Open the exact document revision.
2. Open the Agent and ask it to create a training quiz.
3. If the document does not have an enabled training program, review the Training program proposal. You can change its name, description, completion method, time to complete, enabled state, functional groups, and individual users.
4. Click Create training, or click Discard to make no change.
5. After the program is created, tell the Agent to continue when it asks whether you want to draft the quiz.

Creating the program does not create or publish its quiz. The Agent presents the quiz as a separate proposal so you can review its questions and answers before anything is saved.

​

Review training status

The Training Programs page summarizes the selected scope with completed tasks, outstanding tasks, overall completion, and active program counts. Use the scope selector to switch between:

• All Training Programs for organization-wide programs and completion data.
• My Training Programs for programs assigned to you and your own completion data.

The Training Matrix has two views in the All Training Programs scope:

• By user shows each trainee’s functional groups, overall status, next due date, first assignment date, and completed task count. Expand a trainee to see their programs and revision-level status.
• By program shows which functional groups are assigned to each program. Select a program name to open its details.

A configured assignment can appear as Not yet issued when there is no training task, such as when a document has no live revision. A saved quiz draft that has not been published appears as Awaiting quiz publication. Neither state reduces the trainee’s completion percentage because no task has been issued yet. Click Export All Trainings CSV to download organization-wide rows for issued and not-yet-issued assignments. The export includes the user, functional groups, document name and number, revision, assigned date, due date, completed date, and completion method.

​

Manage a training program

Select a program in the Training Matrix to view its linked document, status, creator, time to complete, completion method, trainee pool, completion summary, and training history by revision. Use Edit to update the program name, description, completion method, time to complete, or enabled status. Disabling a program stops it from automatically issuing new training while preserving its configuration and history.

​

Manage the trainee pool

The trainee pool determines who receives future training. With Can Manage Trainings in this organization or administrator access, you can click Edit Trainee Pool and assign functional groups, individual users, or both.

• Adding a trainee gives them a task for the current training revision when one exists and they do not already have one.
• Removing a trainee deletes their incomplete tasks when no other assigned group or direct assignment still covers them.
• Signed training remains as completion evidence.

You can also expand an issued revision and click Add Trainee To Revision to add someone to that revision. Choose whether to add them to the ongoing trainee pool so they also receive future revisions.

​

Send a live revision manually

Enabled read-and-sign programs normally send training when a document revision becomes live. Enabled quiz-and-sign programs normally send training when that revision’s quiz is published. To issue an eligible revision manually:

1. Open the training program.
2. Click Send training.
3. Select a live revision.
4. Click Send Trainings.

Revisions that already have a training occurrence cannot be selected. Quiz-and-sign revisions also require a published quiz. Manual sending is useful after you re-enable a program or when a program was created after its document revision became live.

​

Create and publish a training quiz

Every quiz belongs to one training program and one exact document revision. You can prepare a quiz while the document is still a draft, but you can publish it only after that revision becomes live.

​

Generate or edit a quiz with the Agent

1. Open a quiz-and-sign training program.
2. Under Completion, click Edit Quiz.
3. Click Generate quiz with Agent. If a quiz already exists, click Edit with Agent instead.
4. Review the proposed questions, answers, and marked correct answers in the Agent panel. You can edit them before continuing.
5. Choose the available action:
   • Save Quiz Draft saves a quiz for a document draft without sending training.
   • Publish saves the reviewed quiz for a live revision and sends training when the program is enabled.
   • Overwrite Published Quiz replaces an existing published quiz.

You can click Discard to close the proposal without changing the saved quiz.

​

Publish a saved quiz draft

The quiz editor labels each revision as Not drafted, Draft, or Published. It also marks the correct answer for each saved question. When the document revision is live, click Publish from the quiz editor or from the Publish Revision n Quiz To Send Training notice on the program page. Publishing an enabled program creates a task for each eligible trainee. If the program is disabled, publishing saves the published quiz but does not send tasks. Enable the program and use Send training when you are ready.

​

Prepare a quiz for a new document revision

When you create the next document draft, Dovetail copies the latest published quiz into that draft as an unpublished starting point. No training is sent. Open Edit Quiz, select the draft revision, and click Edit with Agent. Review the copied questions against the revised document, update anything that is no longer accurate, and save the draft. After the document revision becomes live, return to the quiz and publish it. You can use the revision selector in the quiz editor to inspect, edit, delete, or recreate quizzes for earlier document revisions.

​

Overwrite or delete a published quiz

• Overwrite Published Quiz replaces the questions. If training has already been completed, Dovetail resets the affected tasks, including read, quiz, and signature progress, so those trainees must complete the updated training again.
• Delete published quiz removes the quiz’s issued training tasks and completion records. It does not delete the training program or document revision, and you can generate a replacement quiz later.
• Delete draft removes only the unpublished quiz draft.

Deleting a training occurrence from the program’s revision history removes that occurrence and its tasks but preserves its published quiz. This lets you send the reviewed quiz again later.

​

Complete an assigned training

Training tasks appear in Tasks. Open your task and click Complete training to review the assigned document revision in a read-only viewer.

​

Read and sign

1. Review the document.
2. Check I have read the entire document.
3. Click Mark as read.
4. Click Sign training.
5. Enter your four-digit eCFR PIN and click Sign.

​

Quiz and sign

1. Review the document.
2. Check I have read the entire document.
3. Click Mark as read.
4. Click Take quiz.
5. Answer every question and click Submit quiz.
6. After you pass, enter your four-digit eCFR PIN and click Sign.

If an answer is incorrect, Dovetail tells you that the attempt did not pass without revealing which answers were correct. You can review the document and try again. Passing the quiz does not complete the task until you sign it.

​

Delete a training program

With Can Manage Trainings in this organization or administrator access, you can open a program and click Delete.

​

Functional group membership changes

Functional group membership can change training automatically:

• Adding a user to a group gives them the group’s assigned training.
• Removing a user from a group deletes incomplete tasks when that group was their only assignment path.
• Signed training records are retained.

Dovetail asks for confirmation before adding or removing group members because the change can create or remove training tasks.