Training Assignments - WebTMA 5

Path: Transactions > Training > Training Assignments

If you have the optional WebTMA Training module, use the Training Assignment window to assign students and trainers to a class or to reject requests. The Training Requests window shows unassigned requests only. See note below if you want to see a list of all types of requests.

Similar to other browse-style windows in WebTMA, the Exclude RC Filter By User window opens in the foreground and offers a number of criteria to filter the list.

A check in the Exclude RC Filter By User check box causes WebTMA to override the viewing restrictions of the currently logged-in user. When checked, the list includes all active trainees.

NOTE: Use the Request Training Browse window when you want to see all requests (assigned, unassigned, and rejected).

Training Assignments List

Path: Transactions > Training > Training Assignments

This information applies to the optional WebTMA Training module.

Once you generate a list by clicking the List Training Requests button on the Training Assignment Query window, the generated list provides an opportunity to:

• Review requests
• Cancel Selected requests (indicated by red orb )
• Assign Selected requests (indicated by blue orb
• Export the list to an Excel spreadsheet
• Print selected line items

The Remove Selected button is similar to other Browse windows where the line item is no longer visible in the list but remains in the database.

Click the Export button to send the list to an Excel spreadsheet.

Check desired lines you want to print, and click Print Selected to send the lines to print in the format of your choice.

Scroll to the right to review more information about an assigned class including the Assigned End Date and the Closed Date.

How to Query Training Assignments

Path: Transactions > Training > Training Assignments

Reminder: None of the fields are required. You can leave all query fields empty for a list of every unassigned training request.

1. Complete the desired filters.
2. (Optional) Check the Exclude RC Filter By User box to see all active trainees regardless of logged-in user's viewing restrictions.
3. Click the List Training Requests button.

How to Assign from Training Assignments

Path: Transactions > Training > Training Assignments

This window is available if you use the optional Training module.

To make assignments from the Training Assignments list:

1. Mark the line item check boxes of all you want to assign.
2. Click the Assign Selected button.
3. Complete the Training Assignment Entry popup window. See note below about disabled default fields.
4. Click the Assign button on the popup.
5. Repeat steps 3 and 4 for all lines checked. WebTMA automatically displays the next line until all are assigned.

The Class drop-down list filters by the Start Date, End Date, and whether a class record is marked as Closed Enrollment.

The End Date is not required. It is used with the Only Open feature on the Training Batch Assignment window. With Only Open checked, WebTMA filters the class results to exclude classes with an End Date prior to the current date.

An e-mail message of class assignment is sent to be sure the technician and trainee are aware of the date and time. For the technician, the system uses the e-mail address saved with the request when entered on the Training Request Entry window. If the technician's record has an e-mail address, this populates the Training Request Entry window by default.

Once you have made assignments, WebTMA displays a blue icon on the list beside each assigned line to show it has been assigned.

NOTE: The popup window behavior is similar to the popup on the Class / Trainees Tab. If the assignment includes default data such as Class and Trainer, these fields are disabled. They have a grey background and cannot be edited. When you change the default program, the default information is cleared and the fields can be edited to select a new class and other information. When a new class is selected, the default information (trainer, start/end dates, and location) are filled and disabled.

How to Cancel from Training Assignments

Path: Transactions > Training > Training Assignments

This information applies if you use the optional Training module.

To cancel lines from the Training Assignments window:

1. Check the line item boxes of all you want to cancel.
2. Click the Cancel Selected button.
3. Type the Cancelled Reasons.
4. Click the Save button on the popup.
5. Repeat steps 3 and 4 for all lines checked. WebTMA automatically displays the next line until all are rejected.

An e-mail message of cancellation is sent to the e-mail address saved with the request when entered on the Training Request Entry window. Be sure to use polite language when cancelling the request.

When you cancel assignments, WebTMA displays a red icon on the list beside each cancelled line.

If the selected line item is not linked to a Class, a WebTMA Confirm window pops up with the query, "Would you like to send out cancellation email?" Click OK to open a Manual Reply window where you can Enter Manual Subject and Enter Manual Reply.