Overview
Once a form has been designed and published in Onefile, it must be assigned to learners before it appears in their portfolio, assessment plan, or review. This article explains how to assign forms manually, automatically, or individually, depending on your user role.
ℹ️ Important: Forms will only appear in Plans and Reviews generated after the form has been assigned.
Who Can Use This Feature?
This feature can be used by the following user roles:
- Centre Manager
- User Manager
- Assessor and Trainee Assessor (with manage learner permissions)
Assignment Methods
1. Bulk Assignment (Centre Managers Only)
To assign a form to multiple learners:
- Click the Centre icon in the navigation bar.
- Click the Forms icon.
- Click the Learners button next to the desired form.
- Scroll to the Manually assign to learner section.
- Select a Class, Placement, or Provider.
- Click Apply filters.
- Tick the checkbox next to each learner you want to assign the form to.
- Open the dropdown at the bottom and select Assign this form to selected learners.
- Click Apply action to selected learners.
2. Automatic Assignment (Centre Managers Only)
To automatically assign a form when a learner account is created:
- Click the Centre icon.
- Click the Forms icon.
- Click the Learners button next to the form.
- Scroll to the Automatic assignment rules section.
- Click Create new assignment rule.
- Set the rule using:
- Date range
- Class, Placement, or Provider
- Enable the rule.
The form will then be assigned automatically when all rule conditions are met.
3. Individual Assignment (Centre Managers, User Managers & Assessors)
To assign a form to a single learner:
- Click the Users icon.
- Go to the Learner Episodes tab.
- Click the Episode button for the learner you want to update.
- Scroll to the Assign Forms to this learner section.
- Find the relevant form in the table.
- In the Action column, select Assign.
- Click Save.
Terminology
Please note that the terminology used in this article may be different depending on your Centre.
❓Need Help?
If you encounter any issues or have questions, please contact OneFile Support or your internal support channels.