> For the complete documentation index, see [llms.txt](https://support.iafcertsearch.org/certification-bodies/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.iafcertsearch.org/certification-bodies/data-management/import-certification/certification-templates/excel-general-rules.md).

# Excel General Rules

## General Rules

<table data-header-hidden><thead><tr><th width="258"></th><th></th></tr></thead><tbody><tr><td><strong>File Format</strong></td><td>File format should be <mark style="color:green;"><strong>.xlsx</strong></mark><strong> only</strong></td></tr><tr><td><strong>Column Header Names</strong></td><td><p><strong>Keep the column names the same as the template.</strong>  </p><p></p><p>If changed, the system requires field mapping to recognise the data.</p></td></tr><tr><td><strong>Column Sequence</strong></td><td><p><strong>Keep the order of the columns the same as in the template.</strong></p><p></p><p>If changed, the data processing may be disrupted and cause data errors.</p></td></tr><tr><td><strong>Sheet Tab Sequence</strong></td><td><p><strong>Keep the order of the sheet tabs the same as in the template.</strong><br></p><p>If changed, the data processing may be disrupted and cause data errors.</p></td></tr><tr><td><h4>Record limit</h4></td><td>The maximum record limit for the certification sheet of the Excel file is 10,000. If the certification sheet in your Excel file has more than 10,000 records, then you need to upload multiple files that are only limited to up to 10,000 records per file.</td></tr><tr><td><h4>File size</h4></td><td>The maximum file size for Excel files is 50MB. If your Excel file is greater than 50MB then you need to upload multiple files that are all less than 50MB.</td></tr><tr><td><h4>File name(s)</h4></td><td><p>IAF CertSearch recommends you name your files as per below:</p><p><br>Single: <code>cb_certs.xlsx</code> </p><p>Multiple files: <code>cb_certs_1.xlsx</code>, <code>cb_certs_2.xlsx</code>, <code>cb_certs_3.xlsx</code></p></td></tr></tbody></table>

### <mark style="color:green;">**DOs**</mark>

1. **Keep data format consistent**
2. **Format data into the provided IAF CertSearch template**
3. **Enter single data value entry per cell**

### <mark style="color:red;">**DONTs**</mark>

1. **Do not upload other formats** supported in Excel, such as .xls, .xlsm, .xlsb, .xlr
2. **Do not delete any columns** from the template. If deleted, the system will throw a missing field error.&#x20;
3. **Do not skip field mapping**. If skipped, data is not processed and imported.
4. **Do not merge columns**. If merged, the system throws a data field error.
5. **Do not leave the required fields empty**
6. **Do not format data values as formulas.**

## **Tips**

* To minimize import interruptions, it is recommended not to update/delete/change any of the field names and structure.
* Remove any unnecessary or redundant columns that won't be used in the analysis.
* Check for missing or incomplete data and decide how to handle it (e.g., filling in missing values, removing rows, etc.).
* Validate data entries to ensure they meet required standards (e.g., valid dates, numeric values, etc.).\\
* **Remove Duplicates.** Eliminate duplicate rows or entries to prevent redundancy and inaccuracies in analysis.
* Make sure data types for each column match the requirements of IAF CertSearch. For example, data values should be in the text format.
* Thoroughly understanding the IAF CertSearch requirements and the characteristics of your data will help ensure a successful data import process.


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