Software Update: Wednesday 12th March 2025

On Wednesday, we're updating OneFile Eportfolio and API, to introduce some new enhancements and fixes. 

Enhancements

Eportfolio

• Timesheet

  Any changes to a learner's Planned OTJ hours, Duration and Contracted hours per week are now recorded in the learner's activity log. This includes changes made via the API.

• Provider

  Previously, it was possible to configure form auto-assignments based on the provider value, but the provider could not be set when creating a learner portfolio. As a result, the auto-assignment would not trigger if the automation was solely configured against the provider. The provider value can now be specified when creating a new learner or bulk importing learners, ensuring the auto-assignment functions as intended.

• Reports

  The name of the Progress Review Outstanding Report has been changed to Progress Review by Status.

• Learning Journal

  Centre Managers and IVs can now export learning journal data directly from the learning journal page.

• Association of Apprentices Integration

  Learners who access their portfolio via single sign-on will not be taken to the keychain pages, which means they won’t see the AoA functionality within the keychain. Therefore, a new tile has been added to the portfolio page, allowing learners to access the Association of Apprentices services directly from within ePortfolio.

• Break In Learning Validation

  A new check has been implemented to prevent Off-The-Job timesheet records from being logged during a learner's break in learning. This validation will occur when logging Off-The-Job hours from the timesheet page, assessments, and the learning journal. A new centre setting, 'Learning activity falls on a break in learning,' allows you to enable or disable this check. The validation will be enabled automatically after the update. To disable it, untick the setting.

• Suspended Employers

  A new filter has been added to the Employers tab on the Users page, allowing users to include or exclude suspended employers from the employer list. By default, suspended employers are excluded. A similar filter has also been implemented in the Employer report.
  Additionally, when assigning an employer to a learner, the list of available employers now excludes suspended employers.
  The "Select Existing Employer" dropdown, used when changing an employer for a review or sharing a review with an employer, has been updated to exclude suspended employers. These improvements ensure a cleaner, more accurate selection process, reducing the risk of including suspended accounts.

• Placement Documents

  A new options menu has been added to the document grid on the Placements page, streamlining the deletion of a document.

• Archived Learners

  Learner template forms with a pending status can now be viewed by Centre Managers, Assessors and Trainee assessors from the portfolio page when the learner is archived.

• Messages

  When sending messages, learners will no longer see Centre Managers and Centre Monitors in the recipient selection list.

Integrations 

• BKSB Integration

  A filter has been added to the BKSB Live Unmatched report to show or hide archived learners.

Fixes

Eportfolio

• Scorecard is not displayed for learners when multiple learning aims have been set up for the scorecard.
• When adding an off-the-job learning journal entry, the validation does not check for overlap with register sessions logged as OTJ.
• Wording change on the warning when reassigning a task to another IV without selecting a user.
• The single-line and multi-line fields on custom forms have been updated to restrict input to the maximum allowable character limit. When pasting text into these fields, if the combined length of the clipboard content and existing text exceeds the limit, a warning popup will be displayed
• The Timesheet Before Start Date report does not generate if the terminology for assessment is greater than 20 chars
• An error occurs when the minute field is left empty while saving an entry in the Eportfolio Learning Journal.
• LearnerTemplateForm exports with fields that contain line breaks are causing the form to malform. Fields with linebreaks are now wrapped within quotes.
• The Off-The-Job validation on the assessment page has been updated to use the assessment date if the assessment start date has not been entered.
• Assessment tasks are being sent to the default assessor instead of the assessor selected by the learner. When the centre setting 'Always send tasks to the assessor who created the assessment plan' is turned off, and the learner selects a different assessor, the task is still being sent to the default assessor.
• When an additional assessor signs a plan for a learner that includes a Learner Started Assessment, and the additional assessor is removed before the learner signs the plan—while other additional assessors remain—if the setting 'Allow learners who have created their own assessment to select which assessor to send to' is enabled, the assessment is being auto-defaulted to the first additional assessor in the list, rather than the default assessor.
• When an IQA rejects a submission and sends an assessment back to the assessor, thus creating a new version, the images are not visible.
• Secondary assessment methods can not be removed from an assessment.
• 
  

Integrations 

•   A weighting of 0 is not set against a learning aim when added to a learner via the API. 
• Posting a call to assign Framework Templates for newly created learners returns a 500 error.

These changes aren't guaranteed to be included in this update.  Any changes to the above planned updates will be communicated in this thread!

Please submit a ticket to our team here if you have any questions.