Learner File WebForms in PICSWeb

The Learner File WebForm type is used to create a document to be attached to the Files list in a Learner Summary in PICSWeb. This will allow you to generate paperwork for a learner, capture the necessary details, and have them attached to the relevant record.

Learner File form instances are generated from a learner record, with some learner details used from the record to populate fields in the webform. No fields in the Learner Summary are populated from this webform once it is submitted.

Creating a Learner File WebForm

Creating a learner file webform works the same way as outlined in Creating a New WebForm, except the Type field must be set to Learner File.

A field for Attach as File Type is available in the form builder. This controls which Document Type is applied to the form document when it is eventually attached to the learner record. Bear in mind that this file type only applies to the copy of the form attached to the learner, and not any additional files uploaded to the form.


As with any other webform, you will need to set the status to Live add at least one Signature field to the form in the WebForm Builder before any instances can be created.

Import Fields

As every learner file webform instance is created from an existing Learner Summary, any import fields attached to the form will instead display the corresponding data from the learner record. Therefore, the import field list only shows fields relating to learner details.

The only exception is the File Description field, which will be used to populate the File record for the form document attached to the learner record.

Attachment Fields

As well as the form document, any additional File Attachments uploaded to the form will also be attached to the Files tab in the learner record if the On Approve Action is set to Link to Entity. You can similarly default the File Type for these attachments when editing the field. The Description shown for the file in the learner record will indicate which recipient attached the file.

Using Learner File WebForms

To create a WebForm Instance of your learner file webform, go to a Learner Summary and open the Files tab.

Using the grey Actions button above the file list, select Actions > Create File WebForm. This will open a window where you can specify the following details for the new webform instance:

  • Form – Here you can choose which learner file webform you want to use.

  • Form Owner – Here you can assign responsibility for the form to a specific PICSWeb User. If you set this to your own user account, you will be immediately taken to the Fill and Sign page for the form after saving the new instance.

  • Message to Owner

Once you have entered the necessary details, select Save to generate the form.


Viewing Learner File Forms

Once the form has been Filled and Signed and submitted, you will need to Approve the form in the WebForm Summary for the files to be attached to the learner.

The files will then be available to view and download in the Files tab in the Learner Summary. A copy of the form will be available here as well as any further files attached to the form. The Description for any additional attachments will display which recipient attached the file.