# Manage Data in XML

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

{% hint style="info" %}
**What's New?**

* Certificate template version 2.0 now a new data format for Certified Entities and Certifications
  * Download template [here](https://support.iafcertsearch.org/accreditation-bodies/data-management/import-certification/certification-file-templates)
* Certification can have multiple sites
* Sites can be added at an Entity level.
  {% endhint %}

### Import Certified Entity and Certification Data via XML file <a href="#import-certified-entity-and-certification-data-from-xml-file" id="import-certified-entity-and-certification-data-from-xml-file"></a>

{% hint style="warning" %}
**Prerequisites:**&#x20;

* Clean and format data according to the IAF CertSearch data structure. [Learn more](https://support.iafcertsearch.org/accreditation-bodies/iaf-certsearch-data-structure).
* [View sample data](https://f1.iafcertsearch.org/assets/t/cb/2.0/sample_cb_certs.xlsx)
  {% endhint %}

1. In your text editor, please enter the data into their corresponding tags.

<details>

<summary>XML Fields</summary>

```
<?xml version="1.0" encoding="UTF-8"?>
<ab_certs>
	<certified_entities>
		<certified_entity>
			<certified_entity_unique_id></certified_entity_unique_id>
			<certified_entity_name></certified_entity_name>
			<certified_entity_trading_name></certified_entity_trading_name>
			<certified_entity_english_name></certified_entity_english_name>
			<confidential_certified_entity></confidential_certified_entity>
			<business_registered_street></business_registered_street>
			<business_registered_city></business_registered_city>
			<business_registered_state></business_registered_state>
			<business_registered_zip_code></business_registered_zip_code>
			<business_registered_country></business_registered_country>
			<business_registered_full_address></business_registered_full_address>
			<certified_entity_website></certified_entity_website>
			<tax_id></tax_id>
			<vat></vat>
			<company_id_number></company_id_number>
			<business_registration_number></business_registration_number>
			<duns_number></duns_number>
		</certified_entity>
	</certified_entities>
	<certifications>
		<certificate_identity_number></certificate_identity_number>
		<certificate_number></certificate_number>
		<certification_status></certification_status>
		<certification_type></certification_type>
		<certification_scope></certification_scope>
		<flexible_scope></flexible_scope>
		<certification_original_issue_date></certification_original_issue_date>
		<certification_issue_date></certification_issue_date>
		<certification_expiry_date></certification_expiry_date>
		<certified_entity_unique_id></certified_entity_unique_id>
		<main_site_street></main_site_street>
		<main_site_city></main_site_city>
		<main_site_state></main_site_state>
		<main_site_zip_code></main_site_zip_code>
		<main_site_country></main_site_country>
		<main_site_full_address></main_site_full_address>
		<certification_body_identity_number></certification_body_identity_number>
		<certification_body_name></certification_body_name>
        	<certification_body_acronym></certification_body_acronym>
		<certification_standard_and_scheme>
			<standard_and_scheme>
				<scheme_name></scheme_name>
				<standard_name></standard_name>
			</standard_and_scheme>
			<standard_and_scheme>
				<scheme_name></scheme_name>
				<standard_name></standard_name>
			</standard_and_scheme>
		</certification_standard_and_scheme>
		<certification_sites>
			<certification_site>
				<certified_entity_unique_id></certified_entity_unique_id>
				<street></street>
				<city></city>
				<state></state>
				<zip_code></zip_code>
				<country></country>
				<full_address></full_address>
                <scope></scope>
				<site_type></site_type>
			</certification_site>
			<certification_site>
				<certified_entity_unique_id></certified_entity_unique_id>
				<street></street>
				<city></city>
				<state></state>
				<zip_code></zip_code>
				<country></country>
				<full_address></full_address>
                <scope></scope>
				<site_type></site_type>
			</certification_site>
		</certification_sites>	
	</certifications>
</ab_certs>

```

</details>

\
To learn more about Certified Entity and Certification fields, click [here](https://support.iafcertsearch.org/accreditation-bodies/iaf-certsearch-data-structure/certification-fields-glossary)

2. Once completed, go to the IAF CertSearch Data Import page
3. Choose how you would like to import your data
   * **File Upload** - [Learn how to import data through File Upload](https://support.iafcertsearch.org/accreditation-bodies/data-management/import-certification/data-import-methods/file-upload)
   * **FTP -** [Learn how to import data through FTP](https://support.iafcertsearch.org/accreditation-bodies/data-management/import-certification/data-import-methods/ftp)
4. Once selected, click the **Continue** button (the system will initiate file and data processing)
5. The certificate will be successfully added to the existing Certified Entity record if all the files and data are valid.

***

### Updating Certified Entity and Certification Data via XML

{% hint style="info" %}
**TIPS:** We recommend updating the same file you used to upload your data, that way you minimize import interruptions or errors.
{% endhint %}

**To update the Certified Entity and its Certification data**

1. To update an existing record please make sure that the following record identifiers match from the file to the existing record uploaded in IAF CertSearch:

* **Certification Identity Number**
* **Certified Entity Unique ID**

2. Apply the changes to the records you want to update.
3. Once updated, 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](https://support.iafcertsearch.org/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/file-upload)
   * **FTP -**[ Learn how to import data through FTP](https://support.iafcertsearch.org/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/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.

{% hint style="info" %}
**Note:** If errors are encountered during the import process, go to [Error Handling](https://support.iafcertsearch.org/accreditation-bodies/error-handling/error-handling).
{% endhint %}


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://support.iafcertsearch.org/accreditation-bodies/data-management/import-certification/certification-file-templates/manage-data-in-xml.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.