Assigning Custom Forms to Learners

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 outlines how to assign forms manually, automatically, or individually based on your user role.

ℹ️Important Notes

Forms will only appear in Plans and Reviews generated after the form has been assigned. 

Assignment Methods

1. Bulk Assignment (Centre Managers Only)

To assign a form to multiple learners:

1. Click the Centre icon in the navigation bar.
2. Click the Forms icon.
3. Click the Learners button next to the desired form.
4. Scroll to the Manually assign to learner section.
5. Select a Class, Placement, or Provider.
6. Click Apply filters.
7. Tick the checkbox next to each learner you want to assign the form to.
8. From the dropdown at the bottom of the page, select Assign this form to selected learners.
9. Click Apply action to selected learners.

2. Automatic Assignment (Centre Managers Only)

To automatically assign a form when a learner account is created:

1. Click the Centre icon.
2. Click the Forms icon.
3. Click the Learners button next to the form.
4. Scroll to the Automatic assignment rules section.
5. Click Create new assignment rule.
6. Define your rule using:
   • Date range
   • Class, Placement, or Provider
   • Enable the rule

The form will be assigned automatically if all conditions are met.

3. Individual Assignment (Centre Mananagers, User Managers & Assessors)

To assign a form to a single learner:

1. Click the Users icon.
2. Go to the Learner Episodes tab.
3. Click the Episode button for the relevant learner.
4. Scroll to the Assign Forms to this learner section.
5. Locate the form in the table.
6. In the Action column, select Assign.
7. Click Save.

❓Need Help?

If you encounter any issues or have questions, please contact Onefile Support or your internal support channels.