Overview
Look-up Tables allow Centres to customise categories, statuses, and reference values used throughout Onefile. These custom values influence features such as Registers, Episodes, Notes, Timesheets, Delivery Plans, Reviews, and more.
Permissions
Who Can Use This Feature?
This feature can be used by the following user role:
- Centre Manager
Steps
- Click Centre on the left-hand navigation bar.
- Click Look-up Tables.
- Select the Look-up Table you wish to create.
- Click Create.
- Add a Name for the Look-up value.
- Click Save.
Tips & Notes
- Look-up Tables allow Centres to customise dropdown values used across Onefile ePortfolio.
- Changes apply instantly once saved.
- Only Centre Managers can add or edit Look-up Tables.
Where Are Look-up Tables Used?
| Look-up Table | Where They Are Used / What They Control |
|---|---|
| Absence Codes | Used within the Registers feature. Determines the list of available absence reasons when marking a learner absent. |
| Anticipated Completion Date Change Reason | Allows Centres to define reasons for updating a learner’s anticipated completion date. |
| Additional Courses | Records courses completed outside the learner’s main framework. Managed via the Episode tab. |
| Learner Status | Defines a learner’s current status. Visible on the learner portfolio, used as a reporting filter, and available in Plans, Reviews and the Episode tab. |
| Learning Aim Status | Custom statuses for individual learning aims. The system includes default options such as Failed and Withdrawn. |
| Placement Document Categories | Categories for documents uploaded to placements, supporting filtering and organisation. |
| Providers | Allows Centre Managers to create and assign Providers to learners. |
| Timesheet Categories | Groups timesheet entries for reporting. If marked as Learning Activity, they appear when adding entries to the Learning Journal. |
| Delivery Plans | Used to create categories, delivery leads, funding sources, and methods used in Delivery Plan templates. |
| Note Categories | Allows Centres to categorise notes, improving filtering and searching. |
| Journal Fields | Allows Centres to create custom fields which appear when learners or staff create Learning Journal entries. |
| Review Types | Defines the types of Progress Reviews available in the system (e.g., 12‑week review, formal review). |
Terminology
Please note that the terminology used in this article may be different depending on your Centre.
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Need Help?
If you need assistance, please contact Onefile Support or your internal support team.