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Document Upload Methods

Once your organisations are set up, the next step is to enrich your account with the required documents.

There are four ways to add documents to your account:

  1. Single upload
  2. Bulk upload
  3. Database extracts
  4. Requests based on requirement rules

1. Single Upload

Single upload allows you to add one document at a time.

This method is best when:

  • You only need to upload a few documents
  • You receive documents individually by email
  • You want to manually review and upload specific files

You can upload documents from the Own documents or Supplier documents page.

2. Bulk Upload

Bulk upload allows you to add multiple documents at once.

This is recommended when:

  • You are starting with a large number of existing certificates
  • You want to migrate documents from another system
  • You want to save time during onboarding

You can upload multiple files and assign document types, expiry dates, and other details in one process.

3. Database Extract

Database extracts automatically retrieve certificates from connected certification databases.

Examples include:

  • GLOBALG.A.P.
  • BRCGS
  • FSSC
  • QS
  • PlanetProof
  • TRACES
  • BioC

If the correct identifier (such as GGN or COID) is added to an organisation and the connection is activated, the system can automatically fetch certification data and store it as a database extract.

This reduces manual uploads and improves data accuracy.

4. Requests Based on Requirement Rules

The fourth method of collecting documents is through automatic requests generated by requirement rules.

Once requirement rules are configured, the system:

  • Checks document availability daily
  • Identifies missing or expired documents
  • Sends document requests automatically

This method ensures ongoing compliance without manual follow-up.

Best Practice

During onboarding:

  • Start by uploading existing documents (single or bulk upload).
  • Activate relevant database connections.
  • Then configure requirement rules to automate future document collection.

Using these methods together ensures a complete and up-to-date document library.