Overview
Custom Data Forms allow you to capture information that cannot already be stored within Onefile Eportfolio. Once created, forms can be published to specific areas, controlling where the fields appear and which users can complete them.
Important: Fields cannot be moved between sections once they have been created.
User Roles
This feature can be used by:
- Centre Manager
Permissions
The following permission must be enabled:
- Design and assign forms
Steps to Create and Publish a Form
Step 1: Create a New Form
- Click Centre in the navigation menu.
- Click Forms.
- Click Create New Form.
- Enter a Form Name and click Create.
Step 2: Create Sections
Sections group similar fields or separate different types of information.
- Click New Form Section.
- Enter a Section Name.
- Click Save.
Step 3: Add Fields
Note: Fields cannot be moved to another section once created.
Available Field Types
| Field Type | Description |
|---|---|
| Single-line text | One line of text input |
| Multi-line text | Expands to allow multiple lines |
| Date picker | Select a date from a calendar |
| Multiple choice | Checkboxes, radio buttons, or dropdown |
| Checkbox | Single checkbox with a statement |
| Data table | Customisable table with column headings |
| Attachment | Allows file upload or web links |
| Label | Read‑only HTML-enabled text (images supported) |
Step 4: Publish the Form
- Click Publish at the top of the form.
- Select a Publish Option to determine where the form appears.
- Switch the option On.
- Click Save.
Publish Locations
| Publish Location | Who Can Complete | Description |
|---|---|---|
| Learner Tab | Centre Manager, User Manager | Visible only to managers on a learner’s record |
| Learner Portfolio | Learner, Employer, Assessor, Centre Manager | Visible to all users with portfolio access |
| Assessment Plan | Assessor | Appears in the Assessment Plan if added during creation |
| Learner Review | Assessor, Learner, Employer | Appears within a Review |
| Assessor Observation | IV | Used when observing an Assessor |
| Learner Interview | IV | Used when interviewing a Learner |
| Learner Template | Learner, Assessor | Allows multiple completions per learner |
| Class Form Delegate | Centre Manager | Only the first listed delegate can sign |
Persist Data
This option is available only in Assessment Plans and Reviews.
When enabled, data from a previous plan or review automatically carries over to the next one.
Forms – Mandatory Field Warning
When users attempt to submit a form with mandatory fields left incomplete, a clear warning banner will appear at the top of the page. This ensures validation issues are immediately visible and can be resolved before submission.
Troubleshooting
| Issue | Solution |
|---|---|
| Cannot publish form | Ensure all required sections and fields have been added |
| Form not appearing | Check the selected publish location |
| Fields missing | Verify fields were saved in the correct section |
Tip: Map out your form structure before building to avoid recreating fields.
Terminology
The terminology used in this article may vary depending on your Centre.
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Need Help?
If you need assistance, please contact Onefile Support or your internal support team.