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Once you have Enrolled a Learner with OneFile, the following details will be uploaded from PICSWeb to OneFile.
Note that most of these details are not resent to OneFile when the refresh/synchronisation process runs.
Learner Details
The following details will be uploaded from the Learner Record to the corresponding OneFile learner record:
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PICSWeb automatically synchronises all OneFile learner details once a day. When this happens, the following details are updated in the PICSWeb learner record (the same data exchange also takes place when using the ‘Refresh with OneFile’ button):
The Total Elements and Elements Done for each qualification will be populated from OneFile data. As units are not meant to be used in the OneFile integration, any qualifications with units attached will be ignored during the update.
The Registration Number and Registration Date for each qualification. If either system has a value for these fields but the other doesn’t, the blank field will be updated. Where both systems have a value, the OneFile value will take priority.
The Certificate Applied For Date for each qualification. If either system has a value for these fields but the other doesn’t, the blank field will be updated. Where both systems have a value, the OneFile value will take priority.
The Certificate Received Date for each qualification. If either system has a value for these fields but the other doesn’t, the blank field will be updated. Where both systems have a value, the OneFile value will take priority.
Any new Review Records created in PICSWeb will be uploaded to OneFile. This upload works in the same way as reviews in the learner upload explained above.
The Review Records for each OneFile learner will be updated with OneFile review data. This will either update matching reviews in PICSWeb or create new review records where a matching review cannot be found in PICSWeb. Matches are based on the unique OneFile review ID, which we add to the PICSWeb review data when it is uploaded.
Attended status is based on the review having an “Review Started” date in the API, this indicates that the review has actually taken place. If there is a date, we set the review attended as Yes, and set the actual date in PICSWeb. If there isn’t such a date, we set the status to Unknown, and ensure the actual date is blank.
If we can find a match for the OneFile assessor as an Officer in PICSWeb, we will assign this matched Officer to the review.
If the trainee has signed the review in OneFile, we set the Trainee Signed date in PICSWeb to this date.
Data values that may be sent from PICSWeb to OneFile by the synchronisation/refresh process:
Qualification Registration Date and Number,
Qualification Certificate Applied Date, and Certificate Received Date.
No further qualifications are sent from PICSWeb to OneFile by the synchronisation/refresh process.