User guide Scheme Owner

I. Access to the ViaSyst platform- How to start with the database (from scratch) for Scheme Owners

Instructions :

1- Browse www.viasyst.net

2- Enter the login codes you received (Username and password)

3- Click on “Log in”

Notes :
  • To request a new password, contact helpline@viasyst.com
Tips and recommendations:
  • Best browsers to use : Mozilla, Chrome, Opera: be sure to use the latest version
Mistakes to avoid :
  • After 5 wrong login attempts, your account is blocked. In this case, you have to contact ViaSyst Helpline to unblock your account and reset a new password.
  • For confidentiality and security reasons, never share your login and password with other users
  • For security reasons also, never submit the login and password on the same email and via the same channel, and send this data only to the concerned person.

Instructions :

Proceed as follow to change your password, starting from the Homepage:

1- Click on “Edit profile” on the top right of the Homepage

2- In the field “Password”, enter a new one

3- Re-enter your password in the field “Confirm password”

4- Click on “Save”

You have now to use your new password to login.

Proceed as follow to change your profile language, starting from the Homepage:

1- Click on “Edit profile” on the top right of the Homepage

2- In the field “language”, scroll down the droplist

3- Select your preferred language

4- Click on “Save”

Notes :
  • Only the translated field labelling material (usually provided by the scheme owner if not part of the basic ISO vocabulary) is available in the selected language, i.e. some labelling might still be in English – but any translation proposal is welcome!
Tips and recommendations:
  • If you lose your password, you can request a new password online
Mistakes to avoid :
  • After 5 wrong login attempts, your account is blocked. In this case, you have to contact ViaSyst Helpline to unblock your account and reset a new password.

Instructions :

Proceed as follows to reset your password, starting from the login page:

1- Click on “Forgot password?” under the button “Log in”

2- Enter the Username or email address of the account for which you need to reset the password

3- Click on “Submit”. Password reset instructions are sent to the registered email address for this account.

4- Open the email and click on the available link or copy/paste it in your browser

5- Read the instructions and click on “Login”

6- Enter a new password in the fields “Password” and “Confirm password

7- “Save”

You have now access to your account and you have to use your new password for future connexions.

Notes :
  • The link sent in the email to reset password is a one-time login, so it can be used only once. It expires after one day and nothing will happen if it’s not used.
  • Password rules:
    • Password length must be at least 8 characters.
    • Password must contain at least 3 types of characters from the following character types: lowercase letters, uppercase letters, digits, special characters.
    • Password must not contain the user’s username.
    • The same password must not be used 2 consecutive times
    • Password must contain at least 2 numeric characters.
    • Password must contain at least 1 uppercase character.
    • Password must contain at least 1 special character.
Tips and recommendations:
Mistakes to avoid :
  • After 5 wrong login attempts, your account is blocked. In this case, you have to contact ViaSyst Helpline to unblock your account and reset a new password.
  • Reset your password is not possible if your account is blocked by your site administrator

II. Affiliated Certification Bodies: Consult CB’s excel extractions and Dashboards (CB per CB)

Instructions :

Proceed as follows to consult the dashboard of a CB, starting from the left menu:

1- Click on “Certification Bodies

2- Enter the Certification body name in the filter field and click on “Apply”

3- Open the Certification body profile

4- Click on “CB Dashboard” in the left-hand side menu

5- Consult the CB’s clusters and charts

Notes :
  • “CB identity” page presents the CB name, address, and super user contact details. This page is managed by ViaSyst
  • The view visible from this page is exactly the same view for CBs

Instructions :

Proceed as follows to extract the data of a CB, starting from the left menu:

1- Click on “Certification Bodies”

2- Enter the Certification body name in the filter field and click on “Apply”

3- Open the Certification body profile

4- Select the wished data in the left-hand side menu (audits, findings, certificates, qualification)

5- Click on the corresponding year

6- The extract will automatically be downloaded after few minutes (time depends on the volume of data)

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

Notes :
  • The data extractions are a simple way to browse in a unique file the list of all the audits, findings, certificates, auditor qualification, etc. 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 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, providing useful information such as requirements, interpretations, descriptions, time schedule for action. This file is useful to obtain a global view on the finding, to make statistic and to compare the finding with the time schedule (if applicable)
    3. Certificates extraction: displays one line per certificate which contain all the details of the certificate of the CB such certificate status, certificate issue date, certificate expiry date. This file is useful to obtain a global view on the entered certificates, to find errors and to do statistics. The Certificate extraction contain all certificates expired and not expired with all status and certification steps. This is an extraction with all existing certificates in the Database per CB
    4. Qualification extraction: displays one line per qualification and per auditor. This file is useful to monitor auditor’s qualifications.

III. Certificates

Instructions :

Proceed as follows to consult existing certificates, starting from the left menu:

1- Click on “Certificates”

2- Use the search fields to find the corresponding certificate to consult (e.g. Certification Body, Organisation name, Client number, Certificate status, Certification step)

3- Click on the “Certificate title” to open it

Notes :
  • This view displays all expired and not expired certificates with all status and certification steps.
Tips and recommendations:
  • Use the comment section on the certificate to communicate with CB and ask for any adaptation or correction
  • The comment section of the certificate page within the database is only visible for CB and the Scheme Owner

Instructions :

Proceed as follows, if applicable in relation to your scheme(s), to validate submitted certificates by CBs:

1- The notification email you received for informing you of the certificate submission contains a link. Click on this link to open the certificate

2- Check the submitted certificate and, if ok

3- Click on “Validation by scheme owner”

Proceed as follows to unlock a certificate, starting from the left menu:

1- Click on “Certificates”

2- Use the search fields to find the corresponding certificate to consult (e.g. Organisation name, Client number, Certificate status, Certification step)

3- Click on the “Certificate title” to open it

4- Click on “Unlock”

Notes :

Applicable only for Scheme owners with the certificate module with Scheme Owners validation option.

  • The Scheme Owner user will receive an email notification in case the certificate is submitted to Scheme owners or unlocked with a direct link to the certificate
  • The CB receives an email notification in case the certificate in validated or unlocked by Scheme owners with a direct link to the certificate (Roles: All CB admin and reviewers having rights on the organization)
  • Use the comment section on the certificate to communicate with CB and ask for any adaptation.
  • FAMI-QS: A certificate is published on the FAMI-QS public list, only when it’s validated by Scheme Owner
  • The comment section of the certificate page within the database is only visible for CB and FAMI-QS
Mistakes to avoid :
  • Adding a comment in the comment section of a certificate will not send a notification to the CB. Notifications are sent only when the certificate is Validated or unlocked by Scheme owners

IV. Audits

Instructions :

Proceed as follows to consult CB’s audit reports, starting from the left menu:

1- Click on “Audits”

2- Use the search fields to find the corresponding audit to consult (e.g. Audit, Organisation, Certification body)

3- Click on the “Audit title” to open it

Notes :
  • This view displays only the validated audit reports (CB Reviewer validation)
  • From this view, it’s possible to consult the Organisation profile, the certification body profile and the standard assigned to each audit.
Tips and recommendations:
  • If an audit report you’re looking for is not visible in this page, this means it is not yet validated by the CB
Mistakes to avoid :
  • If an auditor profile is not accessible (access denied) it means that his qualifications are not validated by the CB

V. Auditors

Instructions :

Proceed as follows to consult auditors’ qualification, starting from the left menu:

1- Click on “Auditors”

2- Use the search fields to find the corresponding auditor’s qualification to consult (e.g. User Number, First Name, Last Name)

3- Click on the “User Number” to open the qualification of an auditor

Notes :
  • This view displays only the list of auditors for which the CB admin entered a qualification and validated it.
Tips and recommendations:
  • If an auditor is not visible in this list, this means that the qualifications are not yet entered by the CB, or that the qualifications are entered by not yet validated by the CB admin

VI. Admin: Data extractions

Instructions :

Proceed as follows to extract data, starting from the left-hand side menu:

1- Click on “Admin”

2- Select the type of data to extract in the left-hand side menu (Certificates, Products, Public subscription)

3- The extraction will automatically be downloaded after few minutes

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

Notes :
  • These extractions give a global overview about data of all CBs.
  • The certificates extraction contains all NOT EXPIRED certificates (draft + finals). Even if a CB added 5 certificates in the same organisation (one in progress, one submitted, one validated…) you will find them all in this list on condition the expiry date of the certificate is not expired
  • The products extraction (if applicable, according to the scheme):
    1. Ingredients: Contains all Ingredients covered by certification
    2. Mixture: Contains all Mixture covered by certification
    3. Formulations: Contains all Formulation covered by certification
    4. Mixture category: Contains all Mixture categories covered by certification
  • Public list subscription: Contain the list of persons who subscribed to the FAMI-QS public list to receive a notification in case of status changes from “valid” to “suspended”, “withdrawn” or “cancelled”. (Only for validated certificates by Scheme Owner)