Day to Day

All Certificates Page

When you create certificate types and apply them to properties, we create an entry for each of the corresponding certificates. You can read our article about setting up Certificates Types here.

Initially each entry will be ‘empty’ meaning it has zero uploads and has an ‘unknown’ status.

The ‘All Certificates’ page is a table containing each of the empty entries which can have content added to them either directly from this page or via a chosen properties > compliance > certificates page. They can also be uploaded from the Owner/Upload portal.

The ‘All Certificates’ table functions like the other tables in the dashboard, this means you can use:

• the search box to filter the results displayed
• the download button to generate and download a .csv file of the visible data
• the column adjuster to show/hide any columns and reorder them.

This table also includes quick filters where you can quickly toggle to display only certificates that meet the following status criteria:

• Valid Certificates
• Expired Certificates
• Expiring Soon Certificates (ie certificates expiring in next 21 days)
• Certificates Pending Approval
• Certificates that have been Rejected
• Certificates of ‘unknown’ status

Note that certificates can meet multiple of the above criteria (ie a certificate can be both ‘valid’ and ‘expiring soon’) so items can be doubled up across filters.

The ‘All Certificates’ table can also (optionally) display any of your Compliance Fixed Custom Fields – read more about what these are and why they can be helpful here.

To upload a certificate, look for the ‘Upload’ column (note: this can optionally be turned off in the Column Adjuster menu or moved to be further right on the table and thus not in the default View of your browser – so if not visible ensure you have scrolled fully left and right and that the item is ticked to be displayed in the column adjuster).

Clicking the ‘+’ option in the Upload column will bring up a modal with options to upload a new file and add the expiration date. There is an optional ‘comments’ field and there may be any Compliance Certificate Custom Fields to be answered as well (depending on your settings).

To edit an already uploaded file you can click the pencil icon in the Upload section of the certificate row. This will allow you to update the expiry date of the last updated file, add or amend any comments about the upload and/or set a date to pause any notification reminders until.

CHOSEN CERTIFICATE PAGE

Clicking on a row of an uploaded certificate entry will take you to a page showing a preview of the file. This page is broken in to 3 sections.

Upload history

The top left section is the upload history table. One item (row) from this table should be selected to define what is shown in the other 2 sections of the page. Each row can be identified by the date it was uploaded (along with the initials of the uploader and that certificates expiry date.

If this is the first upload for this certificate type there will only be one row, however as you add updated certificates, you can tap on other rows here to see previously uploaded files.

There is a more menu (3 dots) on each row and clicking this shows a menu with options to edit or delete the uploaded file.

Main Preview Area

The selected row from the left will have a preview on the right (We have catered for all the known file types that certificates are uploaded in however if a preview is not displaying, please let our support team know and we can look to add functionality to preview that file format).

If the user who uploaded the certificates is set to require approvals of their uploads (read this article about adding users for more info on this). There will also be an ‘Approve’ and ‘Decline option in the top right.

There is also an option to download the file incase you need to share it with anyone.

Details section

Finally, the section in the bottom left will display more info about the chosen file. This section will also include any of the ‘Compliance Certificate Custom Fields’ results if these are added to the certificate type (read more about that here).