How to set up

IAF CertSearch provides the function to upload data in bulk via file upload.

Prerequisites

• Create an account in IAF CertSearch

• Login to IAF CertSearch

• Go to Data Management

• Select File upload

Requirements

• Correct File Format

• Correct Field Fames

• Correct Column Sequence

• Correct Tab Sequence

• File Size

• File Name

• Data Value Format

• Single Data Value Entry per Cell

• Successful Data Mapping

File format

File format must be .xls or .xlsx

Field names

Field names must be exactly the same as the template. If changed IAF CertSearch will not recognise the field data and it will not be uploaded.

Column sequence

Column sequence must be exactly the same as the template. If changed IAF CertSearch will not recognise the column/field data and it will not be uploaded. Do not merge columns.

Tab sequence

Tab sequence must be exactly the same as the template. If changed IAF CertSearch will not recognise the tabs and the data in those tabs will not be uploaded.

File size

The maximum file size is 20 mb. If your file is greater than 20 mb then you need to upload multiple files that are all less than 20 mb.

File name(s)

When you upload a file, the IAF CertSearch system knows what file you are uploading based on the button you select.

An Accreditation Body has two options. (Upload Certification Bodies and Upload Certifications)

A Certification Body has one option. (Upload Certifications)

However IAF CertSearch recommends you name your files as per below

Accreditation Body file name suggestions

Certification Bodies Data File Name

Single file: ab_cbs.xlsx

Multiple files: ab_cbs_1.xlsx, ab_cbs_2.xlsx, ab_cbs_3.xlsx

Certifications Data File Name (If applicable):

Single file: ab_certs.xlsx

Multiple files: ab_certs_1.xlsx, ab_certs_2.xlsx, ab_certs_3.xlsx

For multiple files where individual files are greater than 20 mb

Certification Body file name suggestions

Certifications File Name:

Single: cb_certs.xlsx

Multiple files: cb_certs_1.xlsx, cb_certs_2.xlsx, cb_certs_3.xlsx

For multiple files where individual files are greater than 20 mb

Data Values

Data values in the template must be in “text” format, even numeric values for dates and identification numbers, the format of the values must be in “text” format to be include.

Single data value entry per cell

Ensure only single data values are entered into one cell. When uploading multiple data values don’t include multiple data values in one cell. Use a separate single row to uploaded multiple values for the one field.

Successful Data Mapping

Whether uploading data via the File Upload process, FTP or API process it is likely that Data Mapping will be required. Data mapping is required when the data values in the Accreditation Body or Certification Body system do not match that of the IAF CertSearch.

Once the data mapping has been established the files will be accepted and the data values included.