✨New feature alert
This feature is available from Wednesday, 3rd September 2025.
This article outlines the steps involved in the Journal Approval Process within OneFile, helping assessors manage learner journal entries efficiently.
Who Can Use This Feature?
This feature can be used by the following user roles:
- Assessor
- Trainee Assessor
Centre Setting
You'll need the below setting enabled by your Centre Manager to use this feature.
- Learning journal entries require provider approval
1. Learner Submission
Learners create and submit journal entries via their OneFile account. Each entry can include text, attachments, and links to learning aims.
2. Notification to Tutor/Assessor
- Once submitted, the tutor or assessor receives a notification. The journal entry appears in their dashboard under Awaiting Approval.
- A new chart on the Assessor and IV dashboards will show entries that require approval or have been rejected.
3. Reviewing the Entry
- Tutors/assessors open the journal entry to review its content. They can add comments, suggest edits, or approve the entry.
4. Approval or Rejection
- If the entry meets the required standards, it is approved and locked.
- If not, it can be rejected with feedback, allowing the learner to revise and resubmit.
5. Record Keeping
- Approved journal entries are stored in the learner’s portfolio. These entries can be used as evidence during reviews or audits.