Overview
Custom data forms allow you to capture information that cannot already be stored in Onefile. Once created, forms can be published to specific areas, determining where the fields appear and who can complete them.
Who Can Use This Feature?
This feature can be used by the following user roles:
- Centre Manager
Permissions Required
- Design and assign forms
Steps to Create and Publish a Form
1. Create a New Form
- Click Centre in the navigation menu.
- Click Forms.
- Click Create New Form.
- Enter a Form Name and click Create.
2. Create Sections
Sections group similar fields or separate different types of information.
- Click New Form Section.
- Enter a Section Name.
- Click Save.
Optional:
- Hide Panel removes the header and background (ideal for displaying an image at the top of a form).
3. Add Fields
Decide on the field types before adding them to a section.
Note: Fields cannot be moved between sections after creation.
Available Field Types:
| Field Type | Description |
|---|---|
| Single-line text | One line of text |
| Multi-line text | Expands for multiple lines |
| Date picker | Select a date from a calendar |
| Multiple choice | Options as checkboxes, drop-down lists, or radio buttons |
| Checkbox | A single checkbox with a statement |
| Data table | Customizable table with column headings |
| Attachment | Upload documents or web links |
| Label | HTML-enabled read-only text (can include images) |
4. Publish the Form
Once sections and fields are added:
- Click Publish at the top of the page.
- Select the Publish Option (determines where the form appears and who can complete it).
- Click On.
- Click Save.
Publish Options
| Publish Location | Who Can Complete | Description |
|---|---|---|
| Learner Tab | Centre Manager, User Manager | Displays as a tab on the learner’s portfolio (visible only to managers). |
| Learner Portfolio | Learner, Employer, Assessor, Centre Manager | Visible to all users who can access the learner’s portfolio. |
| Assessment Plan | Assessor | Appears in the learner’s Assessment Plan if assigned during plan creation. |
| Learner Review | Assessor, Learner, Employer | Appears in the Review if assigned during review creation. |
| Assessor Observation | IV | Used when an IV observes an assessor. |
| Learner Interview | IV | Used when an IV interviews a learner. |
| Learner Template | Learner, Assessor | Allows multiple completions and signatures for the same learner. |
| Class Form Delegate | Centre Manager | Displayed on the learner’s portfolio; only the first person listed can sign and complete fields. |
Persist Data
- Available only in Assessment Plans and Reviews.
- When enabled, data from the previous plan or review will automatically carry over to the new one.
Troubleshooting
| Issue | Solution |
|---|---|
| Cannot publish form | Ensure all required sections and fields are added before publishing. |
| Form not appearing | Check the selected publish option and confirm it matches the intended area. |
| Fields missing | Verify the section and field type were saved correctly. |
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.