Compliance Documents Template Version Control

Note - This functionality is currently undergoing a beta trial with selected customers. Once this functionality reaches general availability it will be made available for all customers in Aptems monthly release schedule. 

 

Overview

The compliance document version control functionality streamlines the management of compliance templates, saving significant administrative effort and improving reporting accuracy.

With version control, administrators can now update compliance templates directly within a programme without requiring learners to re-sign updated documents unnecessarily. This eliminates redundancy, reduces administrative overhead, and ensures that compliance document updates align seamlessly with programme needs.

 

Adding a New Compliance Template

  • Navigate to the Compliance Documents Section:
    • Navigate to the "Compliance Documents" token within Classics programme settings in the programme builder.
      • Admins will require the ‘Manage Programmes’ role to access this.
    • Set the Validity Dates:
      • When adding a new compliance template, specify the "Valid From" date to determine when the template becomes applicable.
        • Optionally, set a "Valid To" date to indicate when the template will no longer be valid.
      • These dates ensure that templates apply only to learners whose programme start dates fall within the specified range.

compliance 1.png

 

Editing Pre-Existing Templates

  • Default Valid From Date:
    • When editing older templates, the "Valid From" date defaults to Aptem’s founding date (19/02/2009) to prevent errors that could invalidate existing compliance documents.
    • This default date can be adjusted as needed.
  • Overlapping Templates:
    • The system prevents admins from creating multiple templates with the same processor and type that have overlapping date ranges. If such an overlap is detected, an error message will block the addition of these dates.
    • For templates with the same processor but different types, the system provides a confirmation popup. Admins can either confirm and proceed or cancel to adjust the dates.
      • If overlapping date ranges exist within the same processor (e.g., Apprenticeship Agreement), the system displays warnings under each affected template. Admins can choose to ignore these warnings and save the templates, but the system will highlight potential issues.

compliance 2.png

 

compliance 3.png

Learner Application:

  • Compliance templates are applied only if the learner’s programme start date falls within the date range specified in the template.
  • This affects:
    • Compliance documents generated during the onboarding wizard.
    • Compliance documents manually created in the signatures grid in Console or in the learner profile in Classic.
  • Learners see only the relevant compliance documents, streamlining their experience and reducing confusion.
Was this article helpful?
0 out of 0 found this helpful