Manage Data In Excel

We have added useful guides to help you manage your data in an Excel file.

What's New?

• Certificate template version 2.0 now has a separate sheet tab to manage the Certified Entity data.

  • Download template here

• Certification can have multiple sites

• Sites can be added at an Entity level.

Import Certified Entity and its Certification data via Excel

Prerequisites:

• Clean and format data according to the IAF CertSearch data structure. Learn more.

Below are the fields in the certification version 2.0 Excel template.

Certified Entity

Here you can manage all Certified Entity-related data:

Field Name	Optional / Required	Description
Certified Entity Unique ID	Required	Unique identifier for a specific Certified Entity. Used as a reference or a tracking number to look up Certified Entity records in the IAF CertSearch database.
Certified Entity Name	Required	Name of the Certified Entity, individual, product, or service that has been granted certification.
Certified Entity Trading Name	Optional	A trade name, trading name, or business name is a pseudonym frequently used by companies to operate under a name different from their registered, legal name. In a number of countries, the phrase "trading as" (abbreviated to t/a) is used to designate a trade name.
Certified Entity English Name	Optional	English name of the Certified Entity, individual, product, or service that has been granted certification.
Confidential Certified Entity	Optional	Indicator of whether the certified entity's information is confidential.
Business Registered Street	Optional	Business registered address of the certified entity.
Business Registered City	Required *if preferred to input Multi-Line Address field	City of the business registered address of the certified entity.
Business Registered State	Optional	State of the business registered address of the certified entity.
Business Registered Zipcode/Postcode	Optional	Zipcode/Postcode of the business registered address of the certified entity.
Business Registered Country/Economy	Required	Country/Economy of the main address of the certified entity.
Business Registered Full Address	Required *if preferred to input Single-Line Address field	Complete business registered address of the certified entity in a single field.
Certified Entity Website	Optional	Website of the certified entity. Must be http:// or https://
TAX ID	Optional	Tax ID of the Entity
VAT	Optional	VAT number of the Entity
Company ID Number	Optional	Company ID Number of the Entity
Business Registration Number	Optional	Business Registration Number of the Entity
DUNS Number	Optional	DUNS Number of the Entity

Certification

Here you can manage all Certification data:

Field Names	Optional / Required	Description
Certification Identity Number	Required	Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.
Certificate Number	Required	Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.
Certification Status	Required	Current standing of the Certified Entity's certification. Certificate status dataset: active, inactive, hidden, cancelled, withdrawn, cbwithdrawn, suspended, pending, deleted, or expired
Certification Type	Required	Refers to the main scope of the certificate
Certification Scope	Required	Specific description of the products, services, processes, or activities for which the Certified Entity has been granted certification.
Flexible Scope	Optional	Additional scope to a specific standard beyond the main scope.
Certification Original Issue Date	Optional	Date on which the certificate was first issued or granted to the Certified Entities.
Certification Issue Date	Required	Date on which the certificate was officially issued or granted
Certification Expiry Date	Required	Date on which the validity of the certificate will come to an end.
Certified Entity Unique ID	Required	Unique identifier for a specific Certified Entity. Used as a reference or a tracking number to look up Certified Entity records in the IAF CertSearch database
Main Site Street	Required *if preferred to input Mutli-Line Address field	Main address of the certified entity.
Main Site City	Optional	City of the main address of the certified entity.
Main Site State	Optional	State of the main address of the certified entity.
Main Site Zipcode/Postcode	Optional	Zipcode/Postcode of the main address of the certified entity.
Main Site Country/Economy	Required	Country/Economy of the main address of the certified entity.
Main Site Full Address	Required *if preferred to input Single-Line Address field	Complete main address of the certified entity in a single field, used as an alternative to entering separate Main Site Street, City, State, and Zipcode/Postcode fields.
Certification Body Name	Required	Name of the Certification Body
Certification Body Acronym	Required	Acronym of the Certification Body

Certification Standard & Scheme

Here you can manage the Certification Standard and Scheme data:

Field Name	Optional / Required	Description
Certification Identity Number	Required	Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.
Scheme Name	Required	Specific certification program or framework to which the certificate relates.
Standard Name	Required	Specific set of criteria, requirements, or guidelines that the certified entity has been assessed against and found to be in compliance with.

Certification Sites

Here you can manage the Certification sites:

Field Names	Optional / Required	Description
Certification Identity Number	Required	Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.
Certified Entity Unique ID	Required	Unique identifier for a specific Certified Entity. Used as a reference or a tracking number to look up Certified Entity records in the IAF CertSearch database.
Site Street	Required *if preferred to input Multi-Line Address field	Main address of the certified entity.
City	Optional	City of the main address of the certified entity.
State	Optional	State of the main address of the certified entity.
Site Zipcode/Postcode	Optional	Zipcode/Postcode of the main address of the certified entity.
Site Country/Economy	Required	Country/Economy of the main address of the certified entity.
Site Full Address	Required *if preferred to input Single-Line Address field	Complete main address of the certified entity in a single field, used as an alternative to entering separate Main Site Street, City, State, and Zipcode/Postcode fields.
Site Type	Required	Identifier for the site, indicating whether it is the "Main Site" or an "Additional Site."

Tips: Ensure that the identifiers such as the Certified Entity Unique ID and Certification Identity Number match across the sheets.

1. Once completed, go to the IAF CertSearch Data Import page

2. Choose how you would like to import your data

   • File Upload - Learn how to import data through File Upload
   • FTP - Learn how to import data through FTP
3. Once selected, click the Continue button (the system will initiate file and data processing)

4. The certificate will be successfully added to the existing Certified Entity record if all the files and data are valid.

Note: If errors are encountered during the import process, go to Error Handling.

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Updating Certified Entity and its Certification data

TIPS:

• We recommend updating the same file you used to upload your data, that way you minimize import interruptions or errors.

• Ensure that the Certified Entity Unique ID and the Certified Entity name match the existing Certified Entity record.

To update the Certified Entity and its Certification data

1. In the Certificate Excel spreadsheet, look for the data that you want to update.

2. Make sure that the records you are trying to update match the record identifiers uploaded in the IAF CertSearch database.

   • Certification Identity Number

   • Certified Entity Unique ID

3. Once completed, go to the IAF CertSearch Data Import page

4. Choose how you would like to import your data

   • File Upload - Learn how to import data through File Upload
   • FTP - Learn how to import data through FTP
5. Once selected, click the Continue button (which initiates the data validation process)

6. If all the fields and data are valid, the certificate will be successfully added to the existing Certified Entity record.

Note: If errors are encountered during the import process, go to Error Handling.