With this import, you can bulk add obtained certificates including attachment(s) (such as PDF certificates or scans) to users.
Required Permission
You need the permission Beheer_imports_behaalde_bewijsstukken_PDF to perform this import.
Steps
Step 1: Navigate to the import page
Go to Management > Management > Imports. Click in the left menu under Users on Obtained Certificates (with attachment).
Step 2: Download the template
Click the button Download Template. You will receive the file certificatesWithFiles_template.xlsx.
Step 3: Fill in the template
Open the Excel file and fill in the columns. The pink coloured columns are mandatory. The file contains the following columns:
| Column | Name | Mandatory | Description | Format |
|---|---|---|---|---|
| 1 | File Name | Yes | The file name of the attachment you want to link to the certificate. This must exactly match the file name in the ZIP file, including the extension. Example: Certificate_Jan.pdf | Text |
| 2 | User Code | Yes | The linking code of the user. You can find this on the user profile under "Other Data". | Text |
| 3 | Certificate Definition Code | Yes | The code of the certificate definition. You can find this under Management > Certificates > Categories by opening the certificate definition. | Text |
| 4 | Date Obtained | No | The date on which the certificate was obtained. If you leave this empty, today's date will be used automatically. | dd-mm-yyyy |
| 5 | Date Expires | No | The expiry date of the certificate. Only fill in if this differs from the standard validity period set on the certificate definition. | dd-mm-yyyy |
| 6 | Number | No | The certificate number of the obtained certificate. | Text |
| 7 | Auto Number | No | Enter TRUE if the system should automatically generate a certificate number, or FALSE if you fill in a number yourself in the Number column. | TRUE/FALSE |
Note: Do not change the cell properties of the "Date Obtained" column (do not convert to another date format). If you do, the value will not be recognised and the system will automatically use today's date.
Step 4: Create a ZIP file
This is the crucial step that makes this import different from the regular obtained certificates import:
- Save the completed Excel file
- Collect all attachments (PDFs, images, etc.) that you specified in the "File Name" column
- Create a ZIP file that contains the following:
- The completed Excel file (
certificatesWithFiles_template.xlsx) - All attachment files
- The completed Excel file (
Important:
- The file names in the "File Name" column must exactly match the file names in the ZIP file (including extension and case sensitivity)
- The ZIP file may be a maximum of 500 MB in size
- Make sure the files are in the root of the ZIP file (not in a subfolder)
Step 5: Upload the ZIP file
- Click the button Import
- Click Browse and select the ZIP file
- Click Save
The system will now process the import. This may take some time depending on the number of files and the size of the ZIP file.
Step 6: Check the result
After processing, the import will appear in the overview.
Error Handling
If errors occurred, an error log will be generated:
- Click on the three dots (â‹®) next to the relevant import
- Click on Failed
- Download the error file
In the last column (Errors) of the downloaded file, the reason why the import failed is listed per row.
Common error messages:
| Error Message | Cause | Solution |
|---|---|---|
| Certificate definition code or user code not found or unauthorised | The entered code does not exist or you do not have rights to it | Check if the user code and certificate definition code are correctly entered and exist in the system |
| Certificate definition code does not exist | The certificate definition code does not exist in the system | Check the code under Management > Certificates > Categories |
| User code does not exist | The linking code of the user does not exist | Check the linking code on the user profile |
| File not found | The file name in the "File Name" column does not match a file in the ZIP | Check for typos, extensions and case sensitivity |
Tips
- Look up user code: Go to Actions > Search User, open the profile and look under "Other Data" for the linking code field.
- Look up certificate definition code: Go to Management > Certificates > Categories, open the certificate definition and look at the Code field.
- Test first: Try an import with 1 or 2 rows first to check if everything is correct before importing a large batch.
- No PDF generation: No automatic PDF certificates are generated via this import. The attachment you provide in the ZIP is the certificate.