Creating Certificates
Certificates make it possible to add, manage, and share relevant certifications directly in your data model. You create and manage certificates from the Data Models page. Scroll all the way to the bottom of the page, where you will find the Certification Settings section.
Here you can see a number of predefined certificates and create your own using the Add Custom Certification button.
When creating a custom certificate, you fill in the following fields:
Name (mandatory): The name of the certificate, displayed across the platform.
Key (optional): An internal key field for search and structure.
Description: A short explanation of the certificate.
Logo (optional): An image so the certificate can be quickly recognized—similar to the predefined ones.
Public sharing: If enabled, profiles you are connected with (suppliers/customers) can see and use the certificate in supply chain collaboration.
Once the certificate is created, it can be found in the Certifications attribute and selected from there. The specific certificate in the attribute can be mass-selected via the Actions button when documents are selected. See the section “Attaching a certificate.”
Custom Default Reminders on Certificate Types
For certificates that require a longer lead time to renew, you can configure a custom default reminder directly on the certificate type itself — both custom certificates and predefined ones.
This saves you from having to manually set a reminder on every individual product or component. For example, if a GPSR fire report certificate takes 1.5 months to renew, you can set the default reminder to 3 months before expiry on the certificate type, and it will automatically apply whenever that certificate is assigned.
How to set a default reminder on a certificate type:
Go to Data Models and scroll down to Certification Settings.
Click the edit icon on the certificate you want to configure.
Locate the Default Reminder field then select the number of days, weeks or months before expiration date you want to recieve a reminder.
Save your changes.
Using the Assets page (structure and functions)
The Asset page is a strong tool for mass managing your files. We suggest you look into the functions from the asset page before you dive too deep into working with certifications or other files. See a guide on the Asset page here.
Attaching/assigning certificates
Mass attachment of certificates
There are two ways to mass-attach/assign certificates in Prduct. You can do it directly from your document overviews (e.g., Products or Components), or from the Assets page. Both methods allow you to assign one or more certificates to many documents at once.
1. Mass-attach/assign from the document overview
First, select the documents that should have certificates added directly from the overview.
How to select documents (expand section):
How to select documents (expand section):
Use the empty checkbox at the top left of the header column to select all documents on the displayed page (10, 15, 20, or 25 per page depending on your view in the bottom-right corner).
Use the gear icon to select all documents that are filtered—across all pages. At the top you can see “Showing X documents of Y,” which shows how many filtered documents are selected.
Note: When selecting products/components from the overview, the gear icon selects all filtered products across all pages. Using the checkbox next to the gear icon selects only the products visible on the current page.
When documents are selected, a green Actions button appears.
How to assign certificates:
Click Actions → Assign Media.
Select Certifications and click Continue.
Select the certificate(s) you want to assign.
Click Add Document to select or upload the file linked to the certificate.
Upload a new file or choose an existing one from Assets (right-click → Choose).
Enter certificate numbers, issue date, expiry date, and any notes.
Click Confirm Assignment.
The certificate is now placed in the Certifications attribute on all selected documents. Existing certificates are not replaced—an additional one is simply added. You can repeat the process for multiple certificates in one or more rounds.
2. Mass-attach/assign from Assets
You can also mass-attach certificates directly from the Assets page. This is useful when working across document types.
How to do it:
Right-click the file (PDF, image, certificate, etc.).
Select Assign to Document.
Use search or filters to select relevant documents—products, components, locations, or other types.
Select the certificate and confirm the assignment.
The advantage of this method is that you can mass-assign the same file to many different document types at once without first opening their respective overviews.
Replacement/renewal of certificates
When a certificate expires or needs to be updated, you can replace it across all documents where it was previously used. This is done directly from the Assets page using Replace Usages.
How to mass-replace a certificate
Go to Assets and upload a new file, or use an existing file.
Right-click the old file to be replaced and select Replace Usages.
A pop-up shows all documents (products, components, locations, etc.) where the file is used.
Select All or choose specific documents where the file should be replaced.
Click Continue.
On the next page, select the new file to replace the old one:
Right-click the new file (from Assets or a new upload) and select Choose.
Finish by clicking Confirm Replacement.
The file is then automatically replaced (where used) across all selected documents.
Collect certificates via enrichment link
Via data enrichment link
On your data models that include the certificate attribute, you can pre-select the specific certificates that should always be shown on the documents using that data model.
When this has been done, the certificates will stay pre-selected when the 'Certificate' attribute is being used for enrichment links. This way the supplier receiving the enrichment link wont have to choose the certificate shell from the list of possible certificates.
Certificates can also be hidden from the list of possible certificates to choose from. This way you can exclude all the certificates that are not relevant for your business to get a cleaner view in the certificate list on the attribute.