Site Administration
      Back to home
      1. TRAK Support
      2. Site Administration

      How to Revoke Learning Records on TRAK

      This article will guide you through which learning records can be revoked, what happens when a record is revoked, and how to initiate a revoke request.

      What's covered

      Which Learning Records Can Be Revoked?

      What Happens When a Learning Record is Revoked?

      How to Revoke a Learning Record

      Which Learning Records Can Be Revoked?

      The following verbs can be revoked:

      • PASS

      • COMPLETE

      • ATTEND

      • FAIL

      • ABSENT

      • ACHIEVE

      • CREDIT

      TIP! You can revoke learning records associated with Instructor-Led Training (ILT) sessions, learning resources, and certificates.

      To revoke eligibility or a certificate achievements, you must revoke one of the learning records that contributed to the eligibility or achievement. Once revoked, the system will automatically adjust the status accordingly.

      Examples of Learning Records That Can Be Revoked

      • A user passes, completes, or fails a elearning module.

      • A trainer marks attendance (ATTEND, ABSENT).

      • An admin credits someone on a course or a certificate.

      • An admin bulk uploads learning records.

      Examples of Learning Records That Cannot Be Revoked

      Any learning records that have been awarded by the system via conditions. 

      • A user becomes eligible for a learning resource after meeting all conditions.

      • A user achieves a certificate upon completing a learning plan.

      What Happens When a Learning Record is Revoked?

      For Learning Resources (eLearning or ILT):

      • The revoked learning record will no longer appear in:

        • Learner's Dashboard

        • Learner's Learning resource page

        • Learner's profile page

        • Gap report

        • Learner's Learning plan page

      • If the revoked learning record was a condition for a learning resource:

        • The user will no longer be able to launch the eLearning module.

        • The user will not be able to enroll in any ILT session requiring that learning record.

      • If the revoked learning record contributed to a certificate, the certificate will also be revoked and will no longer appear in the user's profile.

      • If the revoked learning record was part of a completed section in a learning plan, the section will no longer appear as completed in the gap report.

      • Revoked learning records will still appear in data extracts.

      How to Revoke a Learning Record

      Note: Currently, only Blue Flag developers can process bulk revokes for learning records. In the future, revoke will be possible via the Learning Record Management page.

      Steps to Request a Bulk Revoke:

      1. Download the relevant learning records via the Learning History Export on the Analytics page.

      2. Copy and paste the columns with the relevant values in the following order into a new .csv file:

        • SUBJECT_UUID (Column S: learning_record_subject_id)

        • SUBJECT_TYPE (Value: "USER")

        • VERB (Column G: verb_type)

        • DATE (Column H: learning_record_timestamp)

        • TARGET_UUID (Column T: learning_record_target_id)

        • TARGET_TYPE (Value: "COURSE" or "CERTIFICATE")

        • REVOKE (Value: "TRUE" to revoke, "FALSE" if not revoked)

        • COUNT (Value: "0")

      3. Submit the formatted file to Blue Flag for processing.

      For further assistance, please contact the TRAK support team via our Monday.com form.

      Example of a bulk revoke file.