Working With Certificates

Introduction & Best Practice

In Delogue, certificates are used to ensure that styles and items meet specific compliance standards, such as 'GOTS' or 'OEKO-TEX'. You can create and manage certificates and test reports linked to standards, styles, and items. The steps below will guide you through creating the different certification types in Delogue. If you want to learn more about the purpose of different certificates, find our blog article about Scope and Transaction certificates here.

The types of certificates available in Delogue are:

Scope Certificate
Test Report
Transaction Certificate
Product Certificate

NOTE: To be able to use the Compliance Module, your company must have the Professional license subscription.

Before You Start
Step-by-step guide
Copy A Certificate Or Test Report
Follow A Certificate Or Test Report
Filtering And Search Certificates Or Test Reports
Cancel/Delete Certificates Or Test Reports
Filter And Search Certificates And Test Reports
The DoC Generator
Add Rating To Certified Style or Item
View Certificates On Specific Styles

Before You Start

1) Make sure the 'Compliance User' role is assigned to you as a user. To learn more about assigning different roles to a user, click here.

2) In case you are working with the DoC generator, the 'Compliance Admin' role has to be assigned to you as well.

3) Make sure you have activated the available certificate types in Admin. To learn more about the activation of certification types, click here.

Step-by-step guide

Scope Certificates

Navigate to: Compliance > Certificates

Click on 'Add Certificate'
Select Type: 'Scope'
Choose the associated standard Find out how to add standards here
Add license number and brand contact
Set validity and expiration date - the expiry notification date will send an email reminder to the associated brand contact
Choose a group and category Find out how to create Compliance categories and groups here
Choose an institute and an institute contact
Find out how to add institutes here
Choose a supplier and a supplier contact

Screenshot 2025-07-16 at 16.31.39

Scope Certificate Subtabs

Workflow

Here, you can add tasks from workflows and also create individual tasks related to the scope certificate. Click on 'New task' and fill out the required information or click on 'Workflow from template' to add a task workflow. To learn more about creating workflows for certificates, click here.

Internal Communication

Here, you can communicate internally regarding any questions or information related to the scope certificate with any colleague who has the 'Compliance User' or 'Compliance Admin' role assigned.

Files

Upload and organise documents related to your scope certificate. For example, this could be the PDF file of the certificate you have received from the issuing institute or test lab. You can organise your files into folders and view them in either list or thumbnail view.

Custom Fields

Add any additional information you need to report on using a custom field. For example, the facility name, type and country. You can learn how to create custom fields for certificates here.

Used In

Link styles and items covered by the certificate. As long as the scope certificate is in the state: 'Draft', 'In Progress', 'Valid' or 'Expired' - you will be able to add items and styles to the scope certificate. If the certificate is in the state 'Cancelled', you will not be able to add any items or styles to the scope certificate anymore.

Click on 'Add Items' or 'Add Styles'
Filter and choose the correct style or item
Click 'Add Selected'
The selected items and styles will appear listed under the subtab 'Used In'

You can view and edit the rating for each listed item and style. By clicking 'Show More' on the far right of each listed item or style, you can see which standard the scope certificate has been issued against. To learn more about how to add a rating to your style or item, read here.

Transaction Certificates

When creating a transaction certificate in Delogue, you link it to the corresponding scope certificate and specify a purchase order number.

Navigate to: Compliance > Certificates

Click on 'Add Certificate'
Select Type: 'Transaction'
Choose the associated scope certificate Find out how to add scope certificates here
Add certificate number and brand contact
Set validity date
Choose a group and category Find out how to create Compliance categories here and groups here
Choose an institute and an institute contact
Find out how to add institutes here
Choose a supplier and a supplier contact
Insert the PO number

Transaction Certificate Subtabs

Workflow

Here, you can add tasks from workflows and also create individual tasks related to the transaction certificate. Click on 'New task' and fill out the required information or click on 'Workflow from template' to add a task workflow. To learn more about creating workflows for certificates, click here.

Internal Communication

Here, you can communicate internally regarding any questions or information related to the transaction certificate with any colleague who has the 'Compliance User' or 'Compliance Admin' role assigned.

Files

Upload and organise documents related to your transaction certificate. For example, this could be the PDF file of the certificate you have received from the issuing institute or test lab. You can organise your files into folders and view them in either list or thumbnail view.

Custom Fields

Add any additional information you need to report on using a custom field. For example, the facility name, type and country. You can learn how to create custom fields for certificates here.

Used In

Link styles and items covered by the certificate. As long as the transaction certificate is in the state 'Draft' , you will be able to add items and styles to the certificate. If the transaction certificate is in the state 'In Progress', 'Valid' or 'Cancelled', you will not be able to add any items or styles to the transaction certificate anymore.

Click on 'Add Items' or 'Add Styles'
Filter and choose the correct style or item
Click 'Add Selected'
The selected items and styles will appear listed under the subtab 'Used In'

Test Reports

For test reports, input test description, report number, purchase order number, and state. You can also track the request date, expected arrival date, and completion date. Add standards and log in ratings once you receive the results.

Navigate to: Compliance > Certificates

Click on 'Add Certificate'
Select Type: 'Test Report'
Define a test description
Add test report number and brand contact
Set requested, completed and ETA date
Choose a group and category Find out how to create Compliance categories here and groups here
Choose an institute and an institute contact
Find out how to add institutes here
Choose a supplier and a supplier contact
Insert the PO number

Test Report Subtabs

Workflow

Here, you can add tasks from workflows and also create individual tasks related to the test report. Click on 'New task' and fill out the required information or click on 'Workflow from template' to add a task workflow. To learn more about creating workflows for certificates, click here.

Internal Communication

Here, you can communicate internally regarding any questions or information related to the test report with any colleague who has the 'Compliance User' or 'Compliance Admin' role assigned.

Files

Upload and organise documents related to your test report. For example, this could be the PDF file of the report you have received from the issuing institute or test lab. You can organise your files into folders and view them in either list or thumbnail view.

Custom Fields

Add any additional information you need to report on using a custom field. For example, the facility name, type and country. You can learn how to create custom fields for certificates here.

Used In

Link styles and items covered by the test report. As long as the test report is in the state 'Draft', you will be able to add items and styles to the test report. If the test report is in the state 'In Progress', 'Passed' or 'Failed', you will not be able to add any items or styles to the test report anymore.

Click on 'Add Items' or 'Add Styles'
Filter and choose the correct style or item
Click 'Add Selected'
The selected items and styles will appear listed under the subtab 'Used In'

You can view and edit the rating for each listed item and style. By clicking 'Show More' on the far right of each listed item or style, you can see which standard the test report has been issued against. To learn more about how to add a rating to your style or item, read here.

Standards

Under the subtab 'Standards', you can add the standard to which the test report is connected. You can add the relevant standard when the test report state is set to 'Draft'.

Click on 'Add Standard'
Search and choose a standard
Find out how to add more standards to choose from here

Product Certificates

In Delogue, you can document a product certificate to verify that the specific products listed in a transaction comply with the requirements of a recognised sustainability standard and are covered under a valid scope certificate. To create a new product certificate, follow the steps below:

Navigate to: Compliance > Certificates

Click on 'Add Certificate'
Select Type: 'Product'
Define a certificate name
Add certificate number and brand contact
Set validity and expiration date - the expiry notification date will send an email reminder to the associated brand contact
Choose a group and category Find out how to create Compliance categories here and groups here
Choose an institute and an institute contact
Find out how to add institutes here
Choose a supplier and a supplier contact

Product Certificate Subtabs

Workflow

Here, you can add tasks from workflows and also create individual tasks related to the product certificate. Click on 'New task' and fill out the required information or click on 'Workflow from template' to add a task workflow. To learn more about creating workflows for certificates, click here.

Internal Communication

Here, you can communicate internally regarding any questions or information related to the product certificate with any colleague who has the 'Compliance User' or 'Compliance Admin' role assigned.

Files

Upload and organise documents related to your product certificate. For example, product labels, declarations and certificate files that you have received from the issuing institute or test lab. You can organise your files into folders and view them in either list or thumbnail view.

Custom Fields

Add any additional information you need to report on using a custom field. For example, the facility name, type and country. You can learn how to create custom fields for certificates here.

Used In

Link styles and items covered by the product certificate. As long as the transaction certificate is in the state 'Draft', you will be able to add items and styles to the product certificate. If the product certificate is in the state 'In Progress', 'Valid', 'Expired ' or 'Cancelled', you will not be able to add any items or styles to the product certificate anymore.

Click on 'Add Items' or 'Add Styles'
Filter and choose the correct style or item
Click 'Add Selected'
The selected items and styles will appear listed under the subtab 'Used In'

You can view and edit the rating for each listed item and style. By clicking 'Show More' on the far right of each listed item or style, you can see which standard the product certificate has been issued against. To learn more about how to add a rating to your style or item, read here.

Standards

Under the subtab 'Standards', you can add the standard to which the product certificate is connected. You can add the relevant standard when the product certificate state is set to 'Draft'.

Click on 'Add Standard'
Search and choose a standard
Find out how to add more standards to choose from here

After you have added the related standard, you can also work with the monitoring and DoC generator subtab.

Monitoring

Through Monitoring, you will be able to capture inspections both externally and internally conducted on purchase orders relating to the scope certificate. This allows you to keep monitoring data associated with personal protective equipment category three, connected as closely to the certificate they relate to as possible.

DoC Generator

The DoC Generator allows you to create a Document of Conformity (DoC) from a template and download it. To read more about how to work with the DoC Generator, read below.

Copy A Certificate Or Test Report

Navigate to: Compliance > Certificates

Choose the certificate or test report that you would like to copy
Click on the 'Copy' icon - on the right side, next to the header information

Choose which information you would like to copy
The copied certificate or test report will show up in the list to the left
Choose the copied certificate or test report and update specific header information if necessary

Follow A Certificate Or Test Report

Navigate to: Compliance > Certificates

Choose the certificate or test report that you would like to follow
Click on the 'Heart' icon - on the right side, next to the header information

The certificate or test report you choose will appear with a heart symbol to mark it in the list of certificates and test reports to the left
When you follow a certificate or test report, you will receive an expiry notification sent to your personal email address.
You will receive an email notification whenever a message is sent to you or any of your colleagues through the 'Internal Communication' subtab.

Cancel/Delete Certificates Or Test Reports

In general, it is not possible to delete a certificate or test report; instead, you can change the state of the chosen certificate or test report. When you change the state of a transaction, scope or product certificate to 'Cancelled', it will disappear from the list to the left. For test reports, you can set them to 'Failed'. In case you do not want to view the failed test reports any longer in the list of certificates and test reports to the left, you will have to create a filter that excludes failed test reports from being shown.

If you want to find any cancelled certificate later, you can always filter for it. Read more about how to filter and search certificates and test reports below.

Filter And Search Certificates Or Test Reports

Navigate to: Compliance > Certificates

Click on the 'Filter' button at the top of your screen

A pop-up window appears where you can define different parameters
On the left, you see the parameters to define
On the right side, it gives you a preview of all certificates and test reports that apply to the defined parameters
On top of the preview, you can see the states in which the certificates and test reports are in
To apply the filter, click on the green 'Filter' button in the lower right corner

To save a filter as a favourite to be able to return to the filter later, define a filter name in the top left corner of the filter pop-up window
Click on the green 'Filter' button
The saved filter will appear as an extra header on the top of your screen

Use the 'Search' field of the filter pop-up window to quickly find any certificate or test report name or number

When a filter is applied to your certificates and test reports, the filter button on the top of your screen will show in yellow
Remember to click the 'Remove Filter' button to remove any filtration from your original view of certificates and test reports

The DoC Generator

Before you can download the DoC for your certified styles, you will have to set up a template in Admin. Find a detailed guide for the setup here.

NOTE: To be able to work with the Compliance DoC Generator, make sure the 'Compliance Admin' role is assigned to you. Otherwise, you will not be able to view the templates that have been created in Admin.

Navigate to: Compliance > Certificates

Use the Template for a Specific Product:

Choose your product certificate

In the DoC subtab, you select:

- The style that has been added under the subtab 'Used In' before
- The appropriate DoC template
A preview shows the completed DoC filled with the correct style and certification details
To export and send click 'Download' to get the PDF

Add Rating To Certified Style or Item

After you have added a style or item to a certificate or test report, you can fill out the rating for the specific style or item.

Click on the test name in column 'Rating' - e.g., 'Social Audit'
Choose a rating from the drop-down
Click 'Apply'

The rating will display behind the test name in the column 'Rating'. When clicking on 'Show more' you can see which standard the rating is related to.

View Certificates on Specific Styles

Navigate to: Styles > Compliance

When you are on a specific style, under the 'Compliance' subtab, you can view any Product Certificates, Scope Certificates, Transaction Certificates, or Test Reports that have been associated with that style.

Additionally, you can view certifications and test report results related to the items listed in the style’s item list.

For each type of certificate or test report, the following information is available:

Product Certificates: Certificate number, certification name, issuing institute, status, validity, expiry date, and ratings
Test Reports: Test report number, test description, PO number, status, requested date, ETA date, completed date, and ratings
Scope Certificates: License number, connected standard, status, validity, and expiry date
Transaction Certificates: Certification number, associated scope standard, PO number, status, and validity

For the items listed under the headline 'Item list compliance', you will be able to view the following information: Item number, item name, associated certificate number, certificate/test report name, issuing institute, status, validity, expiry date and ratings