Although we never like to see customers leave Onefile, we know that accurate record-keeping, compliance, and audit readiness remain essential long after a learner completes their programme.
To support this, Onefile offers a dedicated Eportfolio Offboarding Service. This service extracts all key learner information, files, and activity captured within your Onefile site and packages it into a structured set of export files. These exports are designed to be easy to navigate, simple to store, and suitable for importing into another Eportfolio system or retaining internally for audit and archive purposes.
Sample output files are provided at the bottom of this article, as well as detailed descriptions of each dataset included within the package, to give you a clear understanding of the format and level of detail included in the offboarding package.
What Data Is Included in the Onefile Eportfolio Offboarding Service?
While the standard portfolio.zip export is available to all centres, it does not include every data point recorded within a learner’s eportfolio.
Our Offboarding Service ensures you receive all essential learner data - packaged clearly, consistently, and ready for import into another platform or long-term internal archiving.
Below is a breakdown of everything included in the service.
Overview of What’s Included
Each learner’s offboarding pack includes:
- portfolio.zip (standard Onefile export)
- Learning Journals
- Learning Journal Attachments
- Reviews & Custom Form Data
- Plans & Custom Form Data
- Learner Portfolio Forms
- Learner Template Forms
- Data Tables recorded within any Custom Forms
This ensures full retention of structured data, custom form fields, rich text entries, attached documents, and all contextual information captured during the learner journey.
How the Data Is Delivered
You will receive a single export containing a folder per learner, formatted as:
LastName, FirstName [ULN] (UserID)
Onefile can customise the naming convention to meet your specific requirements.
For customers with large volumes of data needing to be offboarded, Onefile can also group these learner folders to be delivered in smaller batches, e.g. by Year of Start date, by Class, by Active/Archived Status. Please make the team aware at the start of the project, if you required any of these customisations.
Inside each learner folder, you may find the following (depending on the learner’s activity):
Files Included in Each Learner Folder
This is the same zip file available from the Onefile interface for each learner.
It contains the majority of learner data, including:
- Assessments & Evidence
- Timesheets & OTJ logs
- Reviews
- Plans
- Learning Aim, Units, Outcomes and Criteria Progress
However, it does not include journals, journal attachments, custom form data, template form data, or data table entries - which is why the offboarding pack contains the additional files below.
This spreadsheet lists all learner journal entries with:
- Learner Name
- Author Name
- Created On Date
- Journal Entry text
- Attached Files
- Selected Criteria
The Attached Files filenames correspond to files stored inside the Journal Attachments folder.
Contains every file attached to journal entries.
Each file name aligns with the entries shown in Journals.xlsx.
Contains two tabs:
- Plans, including:
- UserID
- PlanID
- Plan Status
- Plan Date
- Assessor Sign Date
- Assessor Signature
- Learner Sign Date
- Learner Signature
- IQA Sign Date
- IQA Signature
- CustomForms, including:
- PlanID
- FormID
- Form Title
- Field Name (The name of the custom field)
- Field Value (The value entered into the custom field on the Plan)
Also contains two tabs:
- Reviews, including:
- UserID
- ReviewID
- Review Status
- Review Type
- Scheduled Date
- Started Date
- Progress
- Assessor Signature
- Assessor Sign Date
- Learner Signature
- Learner Sign Date
- Employer Signature
- Employer Sign Date
- CustomForms, including:
- ReviewID
- FormID
- Form Title
- Field Name (The name of the custom field)
- Field Value (The value entered into the custom field on the Review)
Includes:
- Column A: Field names
- Column B: Values entered by the learner or assessor
One file is generated per portfolio form completed.
For template forms that can be completed multiple times:
- Column headings: form fields
- Each row: one form instance
A separate file will be generated for each DataTable, including:
- Column headings: DataTable fields
- Each row: DataTable row data
If belonging to a plan or review, the first column shows the related Plan ID or Review ID, so data can be linked back to the correct parent record.
Next Steps
If you would like to proceed with the Eportfolio Offboarding Service, please contact your Onefile Account Manager who can provide a tailored quotation based on the number of learners and the volume of data involved.
Before the offboarding work begins, you will also need to confirm how you would like the completed files to be delivered. Common options include:
- Providing a secure SharePoint or Microsoft 365 location where Onefile can upload the exported data for long-term storage and archiving.
- Supplying access to your organisation’s SFTP/SFTPs environment, enabling Onefile to transfer the full offboarding package directly to your secure server.
- Requesting an alternative secure transfer method, if your organisation uses a different approved solution.
Your Account Manager will guide you through these options and ensure everything is set up correctly ahead of the export.