What is a virtual training record?
When a document is up-versioned, ZenQMS checks your organization's configured retraining schedule. If the update doesn't require immediate retraining, the user's existing training compliance is carried forward to the new document version. We call this a virtual training record. It represents a valid compliance state: the user is not overdue or out of compliance because their training obligation was already satisfied on an earlier version, and your organization's retraining rules determined that retraining was not required.
A virtual training record does not mean that the user signed or reviewed the new document version. It means their existing compliance was carried forward based on the configured retraining rules. This is a normal and expected part of how ZenQMS handles training when documents are up-versioned.
Why are virtual records now easier to understand?
- Before 32.0.0, a virtual record and a genuine, signed completion could look identical in tables, dashboards, and exported files. Both were displayed as 'Completed', with completion and due dates. Because the dates on a virtual record were inherited from the previous document version, they could occasionally appear to predate the current version. While the underlying compliance was valid, this could make the record harder to interpret during internal reviews or audits. The 32.0.0 release introduces a few specific improvements focused on making virtual training records clearer, without changing any underlying compliance logic:
- A distinct status label. Instead of 'Completed', virtual records now display 'Completed on Prior Version'. This makes it immediately clear that the user's compliance was carried forward rather than training being completed again on the current version.
- No inherited dates. 'Completion Date' and 'Due Date' now show 'N/A' for virtual records instead of displaying dates inherited from the prior version. This removes a potential source of confusion when reviewing the current document version.
- No certificate download available. The certificate download is now reserved for records where a user genuinely completed and signed the training.
- An explanatory note. Tables that include virtual records display a short information banner explaining, in plain language, what 'Completed on Prior Version' means, and providing additional context for anyone reviewing the data.
- Consistent exports. PDF dossiers, Excel exports, and CSV exports all reflect the same labeling and 'N/A' date fields. What your team sees on screen is also reflected in exported files.
- A dedicated filter. Training tables include 'Completed on Prior Version' as a filter option, making it easy to identify and review these records.
What stays the same?
Virtual training records continue to function precisely as before from a core compliance and operational perspective. Compliance calculations are unchanged; 'Completed on Prior Version' records continue to count as Compliant in dashboards, metrics, charts, and percentages. Retraining logic is unchanged. The same configured retraining rules determine whether training needs to be completed again after a document is up-versioned. Training history is unchanged. Existing training records have not been removed or recalculated. The update strictly changes how virtual records are visually presented to maximize clarity.
Where will you notice the difference?
You will see the improvements applied on virtual training records in:
Main Dashboard
Training Dashboard
User Dossier
Document Assigned Trainees
PDF Dossier Export
Excel and CSV Exports
Training Reports
Insights