OneFile

What the OneFile Integration Does

The Pass Functional Skills > OneFile integration first matches students in the PFS Provider Platform with Learners in your OneFile account.

It then updates OneFile once a Topic Area is completed (and not before).

An assessment task is created for the Learner which they sign off. The learning aim completion percentage updates in OneFile.

This shows progress updating against the student's Learning Aims within the OneFile application, letting you know when the Learner has completed each Pass Functional Skills topic area, and their course as a whole.

Mock exam activities are NOT included in updates across to OneFile. Only Topic Area activity is included e.g. Reading, Writing, SLC, Using Numbers, Common Measures, Shapes and Space, Handling Information and Data.

Video showing the integration in action (no sound)

Student completes a Topic Area in the PFS Student Platform
Task is Created in OneFile
Learner Signs Task off
Learner's Progress is updated in OneFile

How to set up the integration

In order to set your account up to integrate with OneFile, we require some information. Once we have this information, your account manager can enable the integration on your account.

Information we require from OneFile

In order to set up the link to OneFile, we require the following information.

Item	Description	How to get it
OneFile Account ID e.g. 1234	Your OneFile Account ID	Request this from your OneFile account manager or OneFile support.
OneFile API Key	Your OneFile Account ID	Request this from your OneFile account manager or OneFile support.
Ensure the PFS Learning Aims are enabled on your account	The following PFS Learning Aims must be enabled on your OneFile Centre, so that students can be assigned to the correct course: [73349] Pass Functional Skills English Level 1 [73348] Pass Functional Skills English Level 2 [73347] Pass Functional Skills Maths Level 1 [72421] Pass Functional Skills Maths Level 2	Check the Centre > Learning Aims section of OneFile to see if these Learning Aims are present. If not, request this from your OneFile account manager or OneFile support.
Assessment Template IDs	IDs of the Assessment Templates applied to each Unit within each Learning Aim.	Follow the guide below.

How to create Assessment Templates and retrieve their IDs

Within the Pass Functional Skills Learning Aims in OneFile are Units that correspond to the Topic Areas on the PFS Student Course. In order for the progress to be updated on OneFile’s side, Assessment Templates must be created and applied to the Learners on the corresponding Learning Aim.

Note: These must be created as Assessment Templates NOT Assessment Plan Templates

Assessment Templates must be created for each of the Units, as shown in the attached screenshot. When the Learner completes the Topic Area in the Pass Functional Skills Student platform, the Assessment Template is automatically assigned to them, as long as they are on the Learning Aims in OneFile (see Pre-requisites below).

Follow OneFile's documentation on Creating Assessment Templates:

https://support.onefile.co.uk/support/solutions/articles/76000018243-creating-assessment-templates

Once these Assessment Templates are created, we will require each of the Assessment Template IDs. To get the ID:

Click on Quality
Click on Assessment Templates
Click the 'Edit' button on each Template
In the address bar, in the URL there will be a 7 digit number after AssessmentID.
Send these to your PFS account manager along with your OneFile Account ID and API Key.

Matching Students from PFS to OneFile

Once the OneFile integration has been enabled on your account, you will see a new column on the My Students page for OneFile ID. Along with a Match button. Simply click the match button for each of the students you want to push data across to in OneFile. Once the student is matched, their ID will show in the column and the Learner Data will be pushed across after they complete a topic area.

If the student completed a Topic Area before the matching is performed, the completion data will not be passed across to OneFile.

Pre-requisites for the integration to work:

The learners must be already created in OneFile
At least one of the learner’s emails must be the same as the email used in the PFS Learning Portal
The learners must be enrolled on the PFS Learning Aims in OneFile e.g. Pass Functional Skills English Level 2
Students must have a OneFile ID assigned in the My Students table.