Managing your account – FAQ

Certifeye Wallet

I want to register for a Certifeye Wallet account

You can register through our website or directly in our web application https://app.certifeye.com/register. We will send you an activation email to complete the process.

If you received an invitation to Certifeye Wallet from a Certifeye user you do not need to register. Simply click on the activation link in the email and follow the steps.

I didn’t get the activation link to my account

Please check the spam folder in your inbox. If you do find the message in the spam folder, please whitelist our emails to ensure delivery in the future. All important notifications from Certifeye are sent via email.

Is the message not in the spam folder? There might be a different technical reason for the delivery failure. You can ask the Certifeye user to resend the email invitation or contact us directly at support@certifeye.com.

I want to change the email address

According to our policy, the owner of the email address is also the owner of Certifeye Wallet account. You can request a change of email address by contacting our help desk at support@certifeye.com.

I forgot my password

To reset your password, please go to the login page https://wallet.certifeye.com/login-form and click on I forgot my password.

I want to change password

To change the password, log in to your Certifeye Wallet account and go to the Settings tab https://wallet.certifeye.com/settings.

I don’t want the administrator to access my account

If you were invited to Certifeye Wallet by one of our users, the inviter might be the administrator of your account. To block their access and remove the administrator, please go to the Settings tab https://wallet.certifeye.com/settings and remove the admin.

I want to add more users to my Certifeye Wallet

A Certifeye Wallet account is free of charge and designed to be used only by one owner. Every owner can invite one administrator to take over the managing responsibilities and help in keeping the certificates up to date.

If you are interested in running the complete certificate administration and sharing the access with a team of users, please contact us at info@certifeye.com and we will advise you on a solution that is best suited to your business needs.

I want to manage documents for more than one company

If you are taking care of document for more than one business, Certifeye has a special offer for you. The Wallet Manager license is our pilot program allowing to administrate multiple Certifeye Wallet accounts. If you are interested, please reach out to us at info@certifeye.com or read more on the prices page.

I want to add a new certificate to my Certifeye Wallet (video)

You can simply upload any file in the Certificates tab https://wallet.certifeye.com/certificates by clicking on the Add document button.

You can watch a step-by-step tutorial here:

I want to update an expired or already added certificate (video)

Certifeye will inform you when the documents in your Wallet are about to expire. When you log in to your account you will always see the list of expired certificates on the Home page https://wallet.certifeye.com/home.

If you receive a new version of a certificate, you can quickly renew the old one in your Wallet. Simply click on the Add new version icon.

You can watch a step-by-step tutorial here:

I want to answer a document request from a Certifeye user

Certifeye Wallet allows you to stay connected to other Certifeye users and simply answer all requests from one screen.

To answer a request:

Open the request email.
Click on the link sent in the email. Please note that if this action is necessary to connect your Certifeye Wallet to the requester’s account.
Log in to your account.
In the Home page, you will see the Requested Documents widget listing all open requests waiting for your action.
Click on a selected request to highlight the row.
Click on the round menu button in the right, bottom corner.
Choose action:
– Refuse, if you do not have a requested document and you are not planning to obtain such.
– Select Document, if you want to browse the files in your account or upload a new one.
– Reschedule, if you do not have the requested document now, but want to provide it later.

Once you fulfil a request the task will be removed from the widget. By providing a file there is a subscription created between the requester and your document. Every time you renew this certificate the subscriber will automatically receive the latest version, without sending a new request.

I want to reschedule the delivery of my document

If you expect that the delivery or renewal of your document will be delayed, you can reschedule it even prior to its expiration.
To reschedule an expiring or requested document:

Go to the Home page of your Certifeye Wallet account https://wallet.certifeye.com/home
Click on the task you would like to reschedule.
Click on the round orange menu button in the right corner.
Click on the menu option Reschedule.
Click on the arrow to open the date picker and select a date for your pending task.
Confirm the action.
The task will be moved to the Pending documents widget. From there you can provide a document once you receive it or reschedule it again to change the pending date.

You can also Reschedule from your Certificates screen https://wallet.certifeye.com/certificates. Your subscribers will immediately see the pending date in their administration. Your Certifeye Wallet account will also pause the notifications for any expiring certificate placed in the Pending documents widget.

I want to share a document with my business partner (video)

You can select one or more documents from your Certifeye Wallet and share them by creating a unique, secure link. The link can be sent to anyone and is valid for 7 days. The recipient can download the file(s) you sent.

To Share your documents:

Go to Certificates page.
Select one or more documents for the list by ticking the checkboxes on the left side.
Click on the Select Action menu icon placed at right end of the row.
Click on Share option.
Enter the email address and Send link via automatic email or Copy link and share it with anyone.

If your business partners are using Certifeye, they can easily subscribe to the documents you sent as well.
All created links are listed in the Shared links tab. There, you can also revoke any links you created, even during their 7-day expiration period.

I want to see who is subscribed to my documents

A Subscription is an automated update of your documents provided directly to a user of the Certifeye platform. By connecting to your Wallet, a Certifeye user can see your public certificates and get a document without sending you a request. Subscribing means also that every new version of this document uploaded to your Wallet will be automatically sent to all its subscribers.

Private documents can be also subscribed to by a Certifeye user, but only upon your action: if you answer a request from your Wallet or if you share a direct link to your documents in the Wallet. You can control which private documents will be subscribed upon.

You will receive an email notification if a Certifeye user subscribes to your document. Additionally, you can always check the number of subscribers in the Subscription column of the Certificates page. You will find more details in the Subscribers tab when you unfold the row with a selected document.

I don’t plan to get the document that someone requested from me

Refuse:

You can refuse any request that was sent to you. This could be a new one or a request to correct a document that was rejected.

You can use this option if you know that your company does not have this certificate and is not planning to get one in the near future

Go to the Home page of your Certifeye Wallet account.
Click on the request you want to refuse.
Click on the round orange menu button in the right corner.
Click on the menu option Refuse.
Confirm the action.
The request will be removed from your Home page and the requester will see that the status changed to Unavailable. Sender of the request receive a notification that this required document will not be provided.

You can use the Refuse option from Requested documents widget or from Rejected documents widget.

I do not want the document to be visible to everyone

To hide the document, set its visibility status to Private. You can make this choice upon or after uploading the file. Go to the Certificates tab https://wallet.certifeye.com/certificates, find the document and click on the Edit icon. The visibility status can be changed at any time.

If you want to show the document to a specific business partner, simply send it via Certifeye link. Only subscribers can see a private document and will be informed about its renewals in the future.

I want to be easily found on Certifeye

Certifeye network identifies your account by your unique email address. You can make it even easier to find yourself by adding Search tags.

You can use your identification number like Global Location Number (GLN) or any phrases and words describing your company can help Certifeye users search for your Certifeye Wallet account.

Search tags can be added, edited or deleted at any time in Tags page. You can also translate the search phrase so that it is searchable for both Dutch and English Certifeye users.

All your current Search tags are also listed in the Profile tab.

To add a Search tag:

Go to Tags tab
Click on +Add tags
Type in the number or phrase that you want to use as a search tag
Select the Type: Search tag
Click on Save button.

To translate a Search tag:

Go to Tags tab
Select the tag you want to translate
Click on the menu icon in the Action column
Select Edit action
Click on the globe icon

Type in the translation in Dutch and English

Click on Save button.

I want to use tags for documents in my Certifeye Wallet

A Tag is a virtual label attached to your Wallet and/or the documents that you gathered in your account. Tags can be used for identification or to give other information.

On the Tags page you can Add/Edit/Delete/Refresh tags of 2 types:

Search tag – this tag is public and can be used to search for your company on Certifeye platform. Search tags can be also seen in the Profile and can be used for filtering on the Public Profile page (if active). It can also be used to mark and filter your documents.
Custom tag – this tag is private and only visible to the users of your Wallet. It can only be used to mark and filter your documents.

Every tag can be translated to Dutch and English so that the tag is displayed accordingly to the user’s language.

To add Tags:

Go to the Tags tab
Click on +Add tag
Type in the number or phrase that you want to use as a tag
Select the Type
Click on the Save button.

To translate Tags:

Go to the Tags tab
Select the tag you want to translate
Click on the menu icon in the Action column
Select Edit action
Click on the globe icon
Type in the translation in Dutch and English
Click on the Save button.

To use Tags:

Go to Certificates.
Click on the menu icon in the Action column
Select option Manage Tags
Select tags from the list
Click on the Save button.

To filter your documents on Tags:

Go to Certificates.
Click on the filter box in the top of the page
Type in or select the tags you want to use for filtering documents
Adjust the filter setting

You can choose the following filter options:

And – filtering all documents with all selected tags
Or – filtering all documents with at least one of selected tags
Not – filtering all documents without the selected tags

I want to show my certificates on a website

You can easily present a list of all your public certificates via the Public Profile. Only valid documents with a public status will be displayed on your webpage.

To activate your Public Profile:

Go to the Profile tab.
Scroll down to the Public Profile section.
Tick the checkbox Activate the Public Profile of your Certifeye Wallet.
You will immediately see the unique link displayed under the checkbox.
Fill in any extra information about your company and contact details.
Save your changes by clicking the Update button at the bottom of the page.

Share the Public Profile URL on your website or social media. Visitors will be able to download the files or even subscribe to the documents and receive automatic updates if they have a Certifeye account.

I want to close the account

As the owner of the account, you are the only person authorised to close your Certifeye Wallet account. If you wish to terminate the agreement, please contact us at support@certifeye.com.

Certifeye Business Licence

I want to add more users to my Certifeye account

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:

Go to Company users page.
Click on Create new user.
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.
Mark the corresponding checkboxes to assign the user rights.
Confirm the action by clicking on Update.

I want to remove a company user

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:

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

I want to delegate my Certifeye tasks to another company user

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:

Go to Company users page.
In the top left corner of the Company users grid, hover your mouse cursor on Delegate and click.
Open the dropdown list in the field Delegate from user to select which user will give up all current tasks and requests.
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.
You can select the scope of tasks to be delegated:
All requests / Only the questionnaire requests/ Only the certificate requests.
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.
Confirm your action by clicking OK button.

I want to change or add the administrator of my Certifeye account

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:

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

Please note that users cannot edit their own rights.

I want to change the contact person for my Certifeye account

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:

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

I want to add extra columns to my administration

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

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

I want to first review and accept a document before it is stored in my administration

In Certifeye, a certificate has to be approved digitally after it has been uploaded. Once the certificate has been accepted, then your business contact will be sent a confirmation of approval and the certificate will be stored in your administration.

I don’t need a certain document anymore, but I want to archive it

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:

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

I want to extend the expiration date of the document

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:

Go to the Required certificates screen of your supplier.
Right-click on a selected document to open the context menu.
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.
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.

I want to see all current tasks in Certifeye

Through My Dashboard you have an immediate overview of the required and expired certificates, as well as new notifications.

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.

I don’t want to receive notification emails

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:

Go to My Settings page.
See the field Email me about unseen notifications.
Here, you can set the frequency of the e-mail notifications by selecting any weekdays.
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.

I want to request more information than just a certificate from my supplier

Certifeye application is for more than exchanging certificates. You can also create customized questionnaires for your suppliers. Link to a questionnaire will be sent out in the request email and can be filled out online.

Design your own questionnaire e.g. aimed at getting a supplier rating. Your suppliers will be able to instantly complete the required information. This will improve your customer- supplier relationship, make the process efficient, and save you a lot of time.

You can add certain field types to your questionnaire, such as:

drop down lists,
multiple choice questions,
date field with a signature,
file upload.

Requesting questionnaires works the same way as for the certificates and other documents. Your partner automatically receives a link via email asking to fill out the webform. As soon as the answers are submitted you will see a new task in My Dashboard and a notification in your account. You can then approve or reject the questionnaire provided.

To create a questionnaire:

Go to Questionnaires.
Click on Add new questionnaire.
Type in the questionnaire name and language version that will be used.
Confirm the action.
Right-click on the newly created questionnaire and select option Field definitions.
Build your questionnaire from the components available in the left side menu. Drag and drop a selected element to adjust its settings. You can also test each change to instantly check the outcome.
Once the design is finished and you are ready to send a request you need to Activate the questionnaire. Save your work and go back to the questionnaire overview page. Then, right-click on your questionnaire to select Activate option from the context menu.

Please note that Questionnaires feature is only available for Enterprise customers. For more information about using questionnaires feel free to contact us at support@certifeye.com.

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Managing your account – FAQ

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Some interesting facts

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