✨New feature alert
This feature is available from Thursday, 31st July 2026.
Overview
Workflows allow Administrators to build structured onboarding journeys for learners. Each workflow consists of ordered steps that may include Custom Pages, Enrol Forms, RPL activities and third‑party integrations. Steps ensure learners complete onboarding requirements in the correct order while providing a consistent and trackable experience.
User Roles
This feature can be used by:
- Admin
Steps
How to Add Steps into Your Workflow
- Click Workflow from the left-hand menu.
- Click Add Step.
- Select the Step Type you wish to add.
Step Types Available
| Step Type | Stage Available | Comments |
| Welcome Page | Introduction | Select a Custom Page that has been defined as a Welcome page. |
| Programme Information | Introduction | Displays programme information to the learner. |
| Onboarding Workflow | Introduction | Displays the workflow steps to the learner. |
| Custom Pages | Applicant / Learner | Custom pages can be added to provide tailored guidance or additional information. |
| Enrol Form | Applicant / Learner | Enrol forms can be selected as workflow steps. |
| RPL (if enabled) | Applicant / Learner | RPL skills scans or tasks can be added. |
Additional Options
Enrol Step
- Select the required form from the list of available Enrol forms.
- Enter the Step Name that will be displayed to the learner.
- Confirm if step approval is required.
RPL Step
- Select additional RPL options available.
- Choose a Custom Page to display if an RPL application is unsuccessful.
- Confirm if step approval is required.
Tips & Notes
- You can reorder steps at any time while the workflow is still in Draft.
- Only published Custom Pages will be available for selection within workflow steps.
- Ensure steps are added in the correct sequence to provide a clear learner experience.
- You can include an employer or training provider approval step within an Onboarding workflow.
- Admins can add a Cognassist step to any workflow stage, and learners reaching that step are provisioned into Cognassist and given an auto-login link to complete the required activity.
Terminology
Please note that the terminology used in this article may differ depending on your Centre.
Related Articles
- Edit a Workflow within Enrol Onboarding
- Create a Custom Page within Enrol Onboarding
- Create a Programme within Enrol Onboarding
- Complete Your Onboarding Steps as a Learner
Need Help?
If you encounter any issues or have questions, please contact Onefile Support or your internal support channels.