Linking a PICSWeb Officer to a OneFile Record

Owned by Joe Robson (Unlicensed)
Last updated: Feb 14, 2022
2 min read

Before you can link officers to OneFile, you will need to follow the instructions to Enable the OneFile Integration in PICSWeb.

If you are using multiple centres in OneFile, the matching process uses the OneFile MIS Value field instead of the PICSWeb Additional ID. Please refer to the Using the PICSWeb OneFile Integration with Multiple OneFile Centres page for more instructions.

When you Enrol a Learner in OneFile from PICSWeb, Assessor records will be created in OneFile based on the learner’s main officer, the assessor for each of their qualifications, and the officer responsible for each of their reviews.

However, if any of these officer records have already been created in OneFile for a learner who was uploaded previously, duplicate records will be created. To avoid this happening, you will need to make sure that after an assessor has been created in OneFile you link the PICSWeb officer with the OneFile assessor. Once the records are linked, any learners enrolled with the same officers will be linked to the existing OneFile assessors rather than duplicate assessors being created.

To link an officer, go to the Officer Summary and find the Other System ID field from the Officer Details section of the page.

Select the link to Look Up OneFile ID. This will open a window listing all of your assessors that currently exist in OneFile.

Once you have found the matching assessor, select Save. This will attach the OneFile ID of the matching assessor to the PICSWeb officer. The next time a learner is enrolled with this officer linked, the OneFile ID will be used to link the matching assessor in OneFile.