Quick Answer

External Learning records are approved, denied, and created on behalf of users from External Learning Records Management in the Pinnacle Series Admin Portal. Approving or denying an existing record is done from its options menu; denying a record requires entering a reason before the denial can be submitted, and a denied record can later be reversed to approved from the same menu. New records can be added manually, one at a time, from the Add New button.

What This Article Helps With

This article is for Assignment Administrators and Assignors who need to approve or deny pending External Learning records, reverse a previously denied record, or create an External Learning record on behalf of a user.

Open Records Management

1. Open External Learning.
2. Select Records Management.

Confirm the External Learning Records Management page opens, listing records with their Status, User, Email, User Type, Groups, Training Title, and Completed Date.

Approve or Deny a Record

1. On the Records Management page, locate the record you want to review.
2. Select the options menu (the three-dot icon) on that record.
3. Select Approve to approve the record, or Deny to deny it.

4. If you selected Deny, enter a reason for the denial. A reason is required before the denial can be submitted.

   

Confirm the record's Status column updates to reflect the approval or denial, along with who made the decision and the date.

Reversing a Denied Record

A record that was previously denied can be reversed to approved. Select the options menu on the denied record and select Approve.

Create a Record Manually on Behalf of a User

1. On the Records Management page, select Add New.
2. Select Add Record Manually.
3. In the Add New Record window, select Add User and choose the user (or users) the record is for.
4. Select an activity from the Select Activity dropdown. This field is required.
5. Enter a Training Title. This field is required.
6. Enter the Completed Date. This field is required.
7. Enter a Training Provider, Duration (Minutes), Rating, and Feedback, if needed. These fields are optional.
8. Select Upload File to attach a supporting file, if needed. Accepted file types are .docx, .jpeg, .png, .pdf, and .xls(x), up to 5MB.
9. Select Create Record.

Confirm the new record now appears on the Records Management page for the selected user.

Creating Records via Batch Spreadsheet Upload

External Learning records can also be created in batch, from a spreadsheet upload, rather than one at a time. If you need help creating records in batch, log a support ticket for guidance.

Helpful Tips

• Selecting the checkbox next to one or more records on the Records Management page enables the toolbar icons above the list (Edit, Delete, Export, Deny, and Approve) to apply the same action to all selected records at once.
• The Status column shows who approved or denied a record, and on what date, once a decision has been made.

Still Need Help

Log a support ticket