Instructions :

Notes :

• For each user within the CB the Dashboard is constructed only with the organisations assigned to him, i.e. a CB Admin with overall rights will have a Dashboard reflecting all organisations, and an auditor with 17 assigned organisations will have a Dashboard reflecting these 17 organisations

Tips and recommendations :

• Click on the top right of each graph, to download, save, annotate or print the graph

Instructions :

Proceed as follows to extract CSV/Excel extracts, starting from the left-hand side menu:

1- Click on “Admin”

2- Select the type of CSV/Excel to extract in the left-hand side menu (audits, findings, certificates, qualification)

3- Click on the corresponding year

4- The CSV/Excel Extract will automatically be downloaded after a few minutes (time depends on the number of audits)

5- Save the file as “Excel File” (drop list in Excel)

Notes:

• CSV (comma-separated values) is a text file that uses a comma to separate values. A CSV file stores tabular data (numbers and text) in plain text. Each line of the file is a data record. Each record consists of one or more fields, separated by commas. The use of the comma as a field separator is the source of the name for this file format
• Only CB Admin users have access to the “Admin” tab. For more information about the access rights, see: Roles and access rights)
• The CSV/Excel extracts are a simple way to browse in a unique file the list of all the audits, findings, and certificates generated by the Certification Body on the Database:
  1. Audits extraction: displays one line per audit, which contains all the details of the audit folder. This CSV/Excel file is useful to find errors entered and to perform statistics, it also contains many useful information such as validation date, reviewer…
  2. Findings extraction: displays one line per finding, containing useful information such as requirements, interpretations, descriptions, time schedule for action. This CSV/Excel file is useful to obtain a global view of the findings, to make statistics and to compare the findings with the time schedule (if applicable)
  3. Certificates extraction: displays one line per certificate which contains all the details of the certificate of the CB, such certificate status, certificate issue date, and certificate expiry date. This CSV/Excel file is useful to obtain a global view on the entered certificates, to find errors and to do statistics.
  4. A menu to extract an Excel file according to template version 1 provided by IAF has been added in the “Admin” tab of the CBs, allowing to extract all the IAF certificates entered in the platform and to inject them in one batch in the IAF CertSearch platform. Once extracted, you can adapt if needed the data and directly inject it into your IAF account.
  5. Qualification extraction: displays one line per qualification and per auditor. This CSV/Excel is useful to monitor the auditor’s qualifications.

Tips and recommendations :

• Normally, the fields are separated in columns. But it happens that some users obtain CSV extracts that display all data in a single column – which is not usable.
• This is due to the separator defined in the settings due to Excel regional settings. The correct separator is “;” (semicolon).
• To change the settings, proceed as follows: Start -> Control panel -> Region and language -> Additional Settings -> List separator field -> semicolon

Instructions :

Proceed as follows to extract IAF certificate Excel extract, starting from the left-hand side menu:

1- Click on “Admin”

2- Select “Certificates extraction”

3- Scroll down, click on the icon download

4- Select the version needed (V1 or V.2.1)

5- The Excel Extract will automatically be downloaded after a few minutes (time depends on the number of certificates)

6- Save the file as “Excel File”

Notes:

• Only CB Admin users have access to the “Admin” tab. For more information about the access rights, see:Roles and access rights)
• The IAF Excel downloaded is ready to be injected in one batch in the IAF CertSearch platform (template v1). Once extracted, you can adapt if needed the data and directly inject it into your IAF account.
• The data related to the organisation (name, address, country, etc.) is automatically extracted from the “Organisations” page of the platform.

Tips and recommendations :

• Normally, the fields are separated in columns. But it happens that some users obtain CSV extracts that display all data in a single column, which is not usable.
• This is due to the separator defined in the settings due to Excel’s regional settings. The correct separator is “;” (semicolon).
• To change the settings, proceed as follows: Start -> Control panel -> Region and language -> Additional Settings -> List separator field -> semicolon

In certain packages, it is possible to edit the content of KB items (standard requirements) directly from the platform. This feature is restricted to authorized users and depends on the package of your Certification Body.

Only users with the appropriate role and access rights can see and use the “Edit” button.
If you believe you should have access to edit KB items but don’t see the button, please contact your CB Admin or ViaSyst support.

Authorized users can:

• Edit or update the requirement text & the recommendations,

• Modify the mandatory/optional status of each item,

• Update the translations for any available language on the platform.

Instructions :

1. Go to the Knowledge Base (KB) module.

2. Open the relevant standard and locate the item you want to edit.

3.  Select the item to be updated

4. If you have editing rights, an Edit” button will be visible next to each item.

5. Click on “Edit” to open the editing interface.

6. Make the necessary changes and click “Save”.

⚠️ Important Note

Any modification made to a KB item will be immediately visible to all users across the platform.
These changes will also apply to all existing and future records (audits, checklists, findings) using that standard.
Therefore, be extremely careful not to change the original meaning of the requirement, as it may cause inconsistencies or misalignment with existing audit records.

The super user has the possibility to request the archiving of specific KBs.

Summary:
Existing folders (Offers & Contracts, Planning, Audits, Findings, Certificates) remain unchanged and fully functional. All links to the archived standard continue to work.
The archived standard is no longer offered when creating new Organizations, Offers, Plannings, or Audits.
However, it can still be used to generate certificates, as long as the associated audit folder has not been modified.
It also remains accessible in the auditors’ qualifications list.
Archived standards are no longer displayed in the list of visible KBs.

A. Organisations
Archived standards are no longer available in the list of standards when editing an organisation.
As soon as a standard is archived, it is automatically unchecked from all organisations it was previously assigned to — even without manual modification.

B. Offers & Contracts
Archived standards are not available in new offers created from scratch.
In existing offers created with the archived standard:
If the offer is not edited, the archived standard remains visible and functional.
If the offer is edited without unchecking the standard, it remains visible and can still be manually unselected.
Once unchecked, the standard will no longer appear in the offer during future edits.
In offers created using the Retaken function, the archived standard is not carried over. However, if there are common fields with the newly selected standard, their content will be automatically pre-filled.

C. Planning
Archived standards are not available in newly created planning.
In existing planning:
The standard remains visible as long as it is not unselected.
If unselected during editing, it disappears and another standard must be selected to save the planning.

D. Audits
Archived standards are not available when creating a new audit from scratch.
In existing audits created with the archived standard and not yet modified:
The archived standard remains visible and selected, as long as it is not manually removed.
All associated fields and content remain accessible.
Once unselected, it disappears permanently from future edits.
In audits created using the Retaken function, the archived standard is not reused. However, if there are shared fields with the new standard, their values are automatically pre-filled.

E. Findings
Findings linked to archived standards remain visible and functional in existing audits.
Links to the archived standard within findings remain active.

F. Certificates
It is still possible to generate certificates based on archived standards, as long as the original audit folder has not been modified.

G. Qualifications
Auditor qualifications remain accessible and functional in order to preserve qualification records for the archived standard.

H. Exports & Statistics
CSV exports (audits, findings, certificates, offers, contracts) continue to include all data linked to archived standards.
The dashboard retains statistical data on audits, certificates, and contracts involving archived standards.