Certificate Management - Managing Facility and Product Certificates

Introduction & Best Practice

Certificate management is part of the broader supplier management workflow in Delogue. In Delogue 2.0, under Suppliers, you will find two sections:

• Direct Suppliers — your suppliers that you are in direct contact with. They are responsible for mapping their own subsuppliers and adding all relevant certificates.
• Subsuppliers — here you can create and manage your nominated suppliers. This is where you, as the brand, are in charge of adding certificates.

Suppliers can upload all relevant certifications to their profile and subsuppliers — both those they want to share proactively and those brands have requested. This includes certification type and 'valid from and to' dates.

To keep your certificate overview accurate and up to date, we recommend:

• Add certificates as soon as they are issued to ensure that the validity dates are always reflected correctly.
• Use the Expiry notification date field to give yourself enough lead time for renewals.
• Inactivate certificates that are no longer valid rather than deleting them, to retain a historical record

Table of contents

• Before you start
• Adding a certificate to a facility
• Certificate statuses
• Editing and managing certificates
• Expiry notifications
• Viewing a direct supplier's certificates

Before you start

1) Certificates can be added at product and facility level. If they are added at the facility level — make sure the relevant facility has already been added to the subsupplier before you begin. Learn more about adding subsuppliers and facilities.

2) Note that both brand and supplier users can add and manage certificates using the same steps.

Adding a certificate to a facility

1. Go to My subsuppliers in Delogue 2.0.
2. Click the name of the subsupplier whose facility you want to add a certificate to.
3. Click the Facilities & Processes tab.
4. Click the expand arrow (›) next to the facility — this reveals the Certificates section beneath it.
5. Click Add certificate.
   
   
6. Fill in the certificate details:

    7.   Upload the certificate and click Save certificate.

The certificate now appears in the table beneath the facility, and the certificate count on the facility row updates.

Certificate statuses

Each certificate is assigned a status automatically based on its validity dates.

Editing and managing certificates

To edit a certificate, click the pencil icon on the certificate row. Update the fields you need and click Save changes.

To inactivate or delete a certificate, click the three-dot menu (⋮) on the certificate row and choose an option:

• Inactivate — marks the certificate as inactive without deleting it. Use this if a certificate is no longer current but you want to keep the record.
• Delete — permanently removes the certificate. This cannot be undone.

Expiry notifications

Delogue sends automatic email notifications to Company Admins when a certificate is approaching or has passed its expiry date.

Expiring soon — an email is sent when the certificate reaches its expiry notification date (90 days before expiry by default). You can adjust this date per certificate when adding or editing it.

Expired — a separate email is sent when a certificate passes its 'Valid to' date.

Both emails include the certificate name, facility name, certificate number, and expiry date, with a direct link to update or replace the certificate.

Viewing a direct supplier's certificates (brands only)

Brands can view a summary of all certificates held across a direct supplier's facilities from the Direct Suppliers page.

1. Go to Suppliers > Direct Suppliers.
2. Click the name of the supplier.
3. Click the expand icon to open the full supplier view.
4. Click the Certificates tab.

This view lists all certificates across all the supplier's facilities, including certificate type, status, validity dates, and the related facility.

Related articles

• Adding subsuppliers and facilities
• Creating a supply chain mapping request