Business Licence – FAQ

With Regular and Enterprise account you can share the access with an unlimited number of colleagues. You can also assign a role to each user so that different permission levels can be assigned to different users. You don’t need to buy a license for each user.

To add a new user: 

1. Go to Company users page.
2. Click on Create new user. 
3. Provide the full name and email address. Please note that you can only use the address that has the same email domain as the one used the original sing up. If the account is registered for certificates@xyz.com, you can add a new user with email address example@xyz.com, but not example@abc.nl. 
4. Mark the corresponding checkboxes to assign the user rights. 
5. Confirm the action by clicking on Update. 

The administrator of the account can Delete a company user at any time.

Please note this action can be taken only if there are no active tasks assigned to this user.

To make sure the user can be removed first use Delegate feature.

To Delete a user: 

1. Go to the Company users page. 
2. Right-click on the user you want to delete.  
3. Select the Delete user option from the context menu. Please note that this action cannot be undone. 
4. Confirm the action by clicking OK. 

The administrator of the account can use the Delegate feature to relay all active requests to someone else in your company. This feature can be helpful if there is a personnel change or in case of a colleague’s absence. 

To Delegate the tasks: 

1. Go to Company users page.
2. In the top left corner of the Company users grid, hover your mouse cursor on Delegate and click. 
3. Open the dropdown list in the field Delegate from user to select which user will give up all current tasks and requests. 
4. Next, you can decide if any emails should be resent once the user is replaced, so that the recipient is informed that a different person took over the task and should be contacted. 
5. You can select the scope of tasks to be delegated: 
   All requests / Only the questionnaire requests/ Only the certificate requests. 
6. Lastly, decide on who will take over the delegated tasks. Select a user from the dropdown list.
   The system will calculate and show the numer of tasks that will be transferred in the message below the field. 
7. Confirm your action by clicking OK button.
    

The administrator of the account can edit rights for all company users.

As a good common practice we recommend to have at least 2 active administrators that can access your Certifeye account.  

To appoint an administrator: 

1. Go to the Company users page. 
2. Right-click on the user you want to choose for the administrator.  
3. Select Edit user option form the context menu. 
4. Mark the checkbox Is administrator. 
5. Confirm changes by clicking on Update.
    

Please note that users cannot edit their own rights. 

Certifeye users and your suppliers can contact your company using the Primary contact person. 

Please note that if you are the only user of your account, your contact details must be visible For all Certifeye users. 

To change the Primary contact: 

1. Go to My Company page.
2. Open the dropdown list in the field Primary contact. 
3. Select the user that will be a default contact for other Certiefye users. Remember to Save the changes at the bottom of the page.

Certifeye application allows you to collect all information about the certificates, suppliers, and customers in one place.
You can organize all that data the way you like by using custom field definitions. This way you will quickly filter, sort, and find the records you are looking for. You can also export the results to the MS Excel sheet.

To create your unique columns in the data grid

1. Go to Custom Fields Definitions screen.
2. In the grid Filter select the screen you would like to use for adding a new column e.g. Companies 
3. Click on Add new field. Here you can name your own label, which you will later see in the overview. 
4. Choose the field type:  text, number, choice list, multiple choice list or date. 
5. Check the rest of field properties and press Update. 
6. Go to the screen you selected for adding a new field. Use grid Settings to show the new column in the grid and drag it in the right place.
    

Please note that every new custom field can be visible to all company users. Every user can adjust the grid layout individually by selecting and reordering columns in the overview. 

In Certifeye, when a certificate or document is uploaded by your supplier or other business party, it needs to be reviewed and approved. All documents pending review are shown with a Provided status. Once the certificate is accepted, your business contact will receive a confirmation of approval, and the certificate will be stored in your administration.

Upon approval, you can also verify the expiration date of the certificate or document. Additionally, you have the option to set up a date for an automatic request that will be emailed to the company, asking for renewal of the expiring certificate or document.

If you need to reject a provided file, you can add a comment explaining the reason for rejection. Your supplier will then receive an email notifying them of the rejection and indicating a link to re-upload the correct file.

To accept a document, follow these steps:

1. To download and view the document, click on the file name in the Uploaded certificate column.
2. Right-click on the provided document to open the context menu.
3. Choose the option Accept certificate.
4. Now, verify the Valid to date and set a Valid from date if needed.
5. Additionally, you can mark the Auto-request checkbox and select the date of sending a new request asking for renewal of this document.
6. Click on “Accept” button.

To reject a document, follow these steps:

1. To download and view the document, click on the file name in the Uploaded certificate column.
2. Right-click on the provided document to open the context menu.
3. Select the option Reject certificate.
4. Choose the rejection reason and add an extra comment explaining what you require instead.
5. Click on “Reject” button.

If a certificate you required from the supplier will be no longer needed in your current administration you can remove it from the current overview and still keep it in the archive.

To Discontinue a document:

1. Go to the Companies & Certificates screen.
2. Search for the certificate you would like to stop requesting.
3. Right-click on the row to open the context menu and click on Required Certificates.
4. Right-click again on the selected document and select the Discontinue option.
5. Fill in the reason for stopping this thread of documentation.
6. Confirm the action.

The status of this document will be changed to Discontinued.

The discontinued document will not be visible in the overview of active documents anymore. You will not see it on the Companies screen, but you can still view every revision of this document in the Required Certificates screen dedicated to this supplier. Use the Filter placed on the top of the grid table. Change the selection from Latest to All.

To see the reason for discontinuation, check the Audit trail accessible from the right-click context menu.

You can revert the action by renewing a request. Right-click to open the context menu, select Renew and choose to either send a new request or upload a document yourself. If the company is also a Certifeye user, you can see if they already provided a required certificate and Subscribe to it.

The option to Prolongate is only available if you already accepted a document provided by your supplier or if you uploaded the file on your own.

To Prolongate the acceptance for a document: 

1. Go to the Required certificates screen of your supplier. 
2. Right-click on a selected document to open the context menu. 
3. Click on the menu option Prolongate. Click on the arrow to open the date picker and select a new acceptance date. Please note that date must be in the future. 
4. Fill in the reason for prolongating the acceptance. This comment will be visible in the Audit trail of this document. 

The Accept until date will be updated. The Valid until date remains the same as before. 

Prolongated certificate will be displayed in green color and displayed in the Accepted status again. 

The only way to retract the prolongation is to undo the original acceptance of the document by reverting the document back to the Provided status. You will find the option to Undo accept/reject also in the context menu of a selected document. 

Every Certifeye user can overview their pending tasks through My Dashboard.
Follow these steps to navigate to the Dashboard and access various widgets that categorize tasks into specific groups:

• Requested from You: Lists requests addressed to your company, including any documents provided to a request but rejected by the requester.
• Required by You: Displays provided documents pending your review or expiring documents awaiting your requesting action.
• Questionnaires: Presents tasks related to the questionnaires you have required or those you have submitted upon a request from another Certifeye user.

You can instantly see which certificates need to be renewed, which await your approval, and which tasks are still open at your partner’s end.

You can set up automatic email notifications which will inform you about any required actions ahead of time.
However, if you are using Certifeye daily, you can limit the number of emails reminding about new notifications.

To adjust the frequency of emails about unseen notifications:

1. Go to My Settings page.
2. See the field Email me about unseen notifications.
3. Here, you can set the frequency of the e-mail notifications by selecting any weekdays.
4. To turn off the emails completely simply untick all checkboxes. Once empty you will not receive emails about the notifications, but you can still see them in My Dashboard after you log in to the account. 

Please note that if you have had any unread notifications in the past the system will keep notifying you about them. To solve it, go to My Notifications page and mark all notifications as Seen.
 

To remove a company that is no longer an active supplier, follow these steps:

1. Navigate to the Companies screen.
2. Select the company you wish to archive and click on “Remove company.” Then, choose one of the following options:

• Archive: This will stop all actions (requests, reminders, notifications, etc.) associated with the company, and its data will be archived.
• Delete: All actions associated with the company will stop, and its data will be permanently deleted after 60 days. Once deleted, the data cannot be retrieved.

You can review all removed companies by using the grid filter preset “Removed companies.” In this list, you have the option to restore the removed company from both Archived and Deleted status. Right-click to open the context menu and select the “Restore” action to reactivate the company and return it to the “All companies” view.

Certifeye provides an overview of Required Certificates for each company (supplier) managed in your administration. You can add a document in three ways:

• Request: Create a request for a specific standard required to verify your supplier’s compliance. The request is sent to your supplier via email, including a link to upload the necessary file. Once the document is provided, you’ll be notified in Certifeye, where you can approve it. You can also configure automatic requests for future renewals of expiring certificates.
• Upload: If you’ve already received the required document from your supplier through another channel, you can directly add it to your Certifeye administration. Uploaded documents are immediately approved. You can also schedule an automatic request for a new certificate revision.
• Subscribe: If your supplier is registered on the Certifeye platform, you can view the certificates they share from their Wallet. Choose which certificates to add to your administration by subscribing. Subscribing links the source document to your administration, ensuring automatic updates whenever the supplier uploads a new revision to their Wallet, so that you don’t need to request a renewal.

Note: “Subscribe” option is visible only for suppliers in your administration that have Connected status.

To add a new document to your administration follow these steps:

1. Go to Companies page
2. Right-click on selected supplier to open the context menu
3. Choose the option Required Certificates
4. Navigate to the grid toolbar and click on +Add required certificate
5. Select preferred option: Request/Upload/Subscribe
   

To renew a document that was already added to your administration follow these steps:

1. Go to Companies page https://app.certifeye.com/app/companies/All
2. Right-click on selected supplier to open the context menu
3. Choose the option Required Certificates
4. Right-click on the document you want to update
5. Hover over the “Renew” option and choose your preferred action from the following: 
   Request: If you need to request a renewal.
   Upload: If you have the updated document ready for upload.
   Subscribe: If you want to subscribe for automatic updates. 

Note: “Renew” option is only available for documents in Expired or Accepted status. 

If the certificate is already in Requested status, you must first cancel the request by selecting “Revert to previous revision” from the context menu. 

Similarly, if the certificate is in Rejected or Provided status and you wish to upload your own document, you must first cancel the previous action by selecting “Revert to previous revision” before uploading a new file. 

As a Business License user, you may request questionnaires from your suppliers. There are several features that allow you to change the workflow around every requested questionnaire:

Change Routing

When you create a questionnaire request, you can change its routing. This means that you can add or remove additional steps in the questionnaire workflow. By adding an action to the routing, you can ask your colleague to comment on submitted answers or to complete them by filling in any missing information.

Please follow these steps:

1. Click on + New in the grid toolbar to create a new questionnaire request.
2. Select a questionnaire and recipient, then click on Change Routing.
3. Right-click on the existing step in the routing to see available options. Choose from actions like Comment, Fill in, or Review.
4. Edit actions by right-clicking on the step and changing the assigned user if needed.
5. After making changes, click on Start/Implement route to send the questionnaire request.

Delegate

When a questionnaire is provided, the requester or the administrator can redirect the review action to a colleague. This means that submitted answers can be accepted or rejected by a different user than the one who initially requested the questionnaire. The administrator can also claim the review action and delegate this task to themselves. These changes can be traced in the questionnaire routing and in the audit trail.

Please follow these steps:

1. Right-click on a questionnaire with the status Provided.
2. Click on View questionnaire.
3. In the toolbar menu, click on the Collaborate
4. Select the user and action needed, then provide a message explaining any details required.
5. Confirm by clicking on Send.

Collaborate

When you receive a questionnaire to review you can collaborate with your colleagues on this task. You can ask another company user to comment or to complete information in the questionnaire, explaining any details in the private message. Your colleague will be informed about your request on the Dashboard.

Please follow these steps:

1. Right-click on a questionnaire with the status Provided.
2. Click on View questionnaire.
3. In the toolbar menu, click on the Collaborate
4. Select the user and action needed, then provide a message explaining any details required.
5. Confirm by clicking on Send.