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How to enable Journal Approvals

✨New feature alert

This feature is available from Wednesday, 3rd September 2025.

This guide explains how to activate and manage the Journal Approval setting in Onefile Eportfolio, ensuring that journal entries follow a structured review process before being finalised. 

  Centre Setting

You'll need the below setting enabled by your Centre Manager to use this feature.

  • Learning journal entries require provider approval

To enable this setting as Centre Manager, follow the steps below.

  1. Click on Centre from the left hand navigation bar
  2. Click Settings
  3. Scrol down to Miscellaneous
  4. Locate Journal Approvals
  5. Tick Learning journal entries require provider approval

Configure Approval Conditions

Set your approval conditions:

  • When Total Time is over: 0.00 hours
    → This means approval is required regardless of how much time has been logged on the entry.
  • When OTJ Time is over: 0.00 hours
    → This means approval is required regardless of how much off-the-job time has been logged on the entry.

You can also set the hour threshold you'd like approvals for. For example if you only want your assessors to approve OTJ entries where the OTJ time is over 4 hours. 

  • For journals created on or after: 03/09/2025
    → Only journal entries created from this date onward will require approval. You can change this date if required.

Send assessor a task when a journal requires approval

 We'd also reccomend enabling this setting fif you'd like your assessor to receive tasks to approve or reject the entries. Here you can also set the number of days the task need to be approved or rejected within (between 0 to 99 days).

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