Overview
Custom data forms allow you to capture information that cannot already be stored within OneFile. These forms can then be published to specific areas, determining where the fields appear and who is able to complete them.
⚠️ Important: Fields cannot be moved between sections once created.
Who Can Use This Feature?
This feature can be used by the following user roles:
- Centre Manager
Permissions
To create and publish forms, 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
Choose your field types before adding them to the section.
Note: Fields cannot be moved to another section later.
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 | Displayed as checkboxes, radio buttons, or a dropdown |
| Checkbox | A single checkbox with a statement |
| Data table | Customisable table with column headings |
| Attachment | Allows file uploads 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.
Additional Options
Publish Locations
| 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 Assessment Plan if added during creation. |
| Learner Review | Assessor, Learner, Employer | Appears in the Review if added 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 listed user can sign. |
Persist Data
Available only in Assessment Plans and Reviews.
When enabled, data from the previous plan or review automatically carries over.
Troubleshooting
| Issue | Solution |
|---|---|
| Cannot publish form | Ensure all required sections and fields are added. |
| Form not appearing | Check the selected publish location matches the intended area. |
| Fields missing | Verify that the fields were saved correctly within the correct section. |
✅ Tip: Map out your form sections before building to avoid needing to recreate fields.
Terminology
Terminology used in this article may vary depending on your Centre.
❓Need Help?
If you encounter any issues or have questions, please contact OneFile Support or your internal support channels.