Purpose Statement
The credential approval process allows Training Administrators to review and approve credential documentation uploaded by end users.
Once approved, the uploaded documentation becomes part of the user's credential record, helping departments maintain accurate and up-to-date certification and credential information.
Background Information
Credentials can be configured to allow end users to upload their own supporting documentation. When a user uploads documentation for a credential that requires approval, the submission is placed in the Needs Attention list with a status of Pending Approval.
A Training Administrator can review the credential details and uploaded attachment before approving it.
Warning: This workflow is only for credentials not currently assigned to an end user. If an end user wishes to upload a credential they have already been assigned, that needs to be handled through Manage Credentials or the Personnel File.
Required Permissions
Users completing this process must have access to:
- Training
- Manage Credentials
- The ability to review and approve credential submissions
Video
Step-by-Step Guide
Navigate to Manage Credentials
From the First Due navigation menu, select Training, then select Manage Credentials.
This page contains credentials that have been configured to allow end users to upload their own credential documentation.
Open the Needs Attention List
At the top of the Manage Credentials page, select Needs Attention.
Locate credentials displaying a status of Pending Approval. This status indicates that documentation has been uploaded for the assigned user and is waiting for administrator review.
Open the Credential for Review - Credentials with Pending Approval in the Status column
In the Actions column for the credential, select the calendar icon.
A modal opens displaying information associated with the credential. Depending on the credential configuration and information provided, this may include:
- Issue date
- Expiration date
- Credential ID
- Credential description
- Uploaded attachments
Review the Uploaded Documentation
In the Attachments area, select the uploaded document to review it.
Confirm that the documentation contains the information required by your department and matches the credential being submitted.
Approve the Credential
If the uploaded documentation and credential information are complete and accurate, select Approve.
The approved information becomes part of the user's credential record.
Important Note: If the approved Credential is linked to a Training Plan for recertification purposes, the user will be added to that Training Plan automatically.
Best Practices
- Review the uploaded attachment before approving the credential.
- Confirm that issue and expiration dates match the supporting documentation when applicable.
- This workflow is best suited for Credentials that have been created with the renewal criteria of 'Does not automatically renew' to ensure there are no issue and expiration date errors.
- Verify that the documentation belongs to the assigned user.
- Check Credential ID information when your department requires a license or certification number.
- Follow your department's credential verification policies before approving a submission.
- Do not approve incomplete, incorrect, or unreadable documentation.
- Regularly review the Needs Attention list to prevent credential submissions from remaining pending longer than necessary.
Troubleshooting & FAQs
Why is a credential listed as Pending Approval?
A Pending Approval status indicates that an end user has uploaded documentation for the credential and the submission is waiting for review and approval.
Where can I find credentials that need to be reviewed?
Navigate to Training > Manage Credentials and select Needs Attention at the top of the page.
How do I view the document uploaded by the user?
Open the credential using the calendar icon in the Actions column, then select the document listed in the Attachments area.
What information may be displayed when reviewing a credential?
Depending on the credential and submitted information, the review modal may include an issue date, expiration date, Credential ID, description, and uploaded attachments.
What happens after I approve the credential?
Once approved, the credential information and supporting documentation become part of the user's credential record.
Why can't I access Manage Credentials or approve a submission?
Your assigned role may not include the necessary Training or credential-management permissions. Contact your agency's First Due administrator to verify your access.