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Compliance - Admin Setup

This article runs you through the general Admin Setup as preparation for using the Compliance module in Delogue

Introduction & Best Practice

The Compliance module serves as your centralised hub for managing all certificate-related data and test results. This cloud-based system ensures that you are always up to date with the latest regulatory changes, providing you with the peace of mind that your compliance efforts are on the right track. This article will guide you step by step through the necessary setup in Admin before you can start working under the Compliance tab with Certificates and Quality Topics.

Table of Contents

 

Before You Start

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

 

Step-by-step Guide 

Activate Certificate Types

In Delogue, certificates are used to ensure that styles and items meet specific compliance standards, such as 'GOTS' or 'OEKO-TEX'. Before you can assign standards and connect certificates to items and styles you have to activate the relevant certificate types in Admin.

The types of certificates available in Delogue are:

  • Product certificate
  • Scope certificate
  • Test Report
  • Transaction Certificate

Navigate to: Admin > Compliance > Certificate Types

  • Make sure that the certificate you want to work with is active
  • Choose a default certificate type by clicking the checkbox - this can be useful if you primarily work with a single certificate type. When creating a new certificate, the default type will be selected automatically, but you can change it manually at any time.

     

Screenshot 2025-06-12 at 13.59.57

 

Categories & Groups for Certificates

When you are working with certificates under the Compliance tab the certificate you create will carry a certificate header, similar to the header you know from styles and items. In the certificate header you have the option to assign each certificate to a category and a group. To enable this functionality, you must first set up the available categories and groups in the Admin section. These options will then appear in the dropdown menu both when creating a new certificate and compliance standard.

For example, you might want to create categories based on product types such as fibers, textiles, and footwear. Groups can for example help to organize certificates by their purpose or focus, such as sustainability, chain of custody, social responsibility and product safety.

Read more about how to create Compliance Categories in Admin here.

Read more about how to create Compliance Groups in Admin here.

 

Custom Fields For Certificates

In addition to categories and groups, you can filter certificates by setting up custom fields for more specific attributes or classifications. Here you can set up, for example, seasons as a custom field to improve searchability and filtering or any other additional information depending on your individual needs. Read more about how to set up custom fields here.

After activating certificate types, creating groups, categories and optionally custom fields, the next step is to set up the library of institutes that your company works with.

Institutes

First, you set up 3rd party institutes and laboratories that will be responsible for testing your products, trims or auditing your suppliers to issue scope certificates. Sometimes they are also referred to as test labs or certification bodies. Institutes are external partners, and their users do not have access to Delogue. You need to set up all the institutes in Admin before starting to work under the Compliance tab. This will give you a library of institutes you are working with, and it is a prerequisite, as the institutes are the ones that issue your compliance certificates. 

All Admin setup information about Institutes you find here.

 

 

Standards

Once you have set up institutes in the Admin section, you can begin adding the various standards you are working with. The standards can be regulatory or performance standards. They can consist of sub-tests and test result options performed by a laboratory, various chemical tests, voluntary standards like GRS or GOTS, or even other company goals that your business strives to live up to.

All Admin setup information about Standards can be found here.

 

Create Quality Topic Types

Tracking claims and managing data is a complex task that requires an organised and transparent structure. Instead of relying on numerous spreadsheets and folders, the Compliance Module's Quality Topics can streamline this process:

  • List all Claims: Define each claim's status as open or closed
  • Connect Claims to Styles or Items: Link each claim with the relevant style and/or item
  • Supplier Communication: Use the system to communicate with suppliers about claims
  • Custom Fields: Create unique fields to support your specific processes and add extra information
  • Documentation Storage: Store all related photos and files within the system

Create Quality Topic Types

Navigate to: Admin > Compliance > Quality Topic Types

  • Click on the green 'Add Topic Type' button to add a new quality topic type
  • Add topic type ID - used as unique identifier, especially useful during data imports and exports, ensuring that information aligns correctly across systems
  • Enter a topic type name - Examples could be: 'Claims wholesale customer', 'Claim end-user' or 'Quality control'
  • The column 'Used In' displays the number of styles and items associated with the quality topic type
  • New topic types are set to active by default and can be set to inactive after being saved. Inactive topic types can not be selected on any style or item.




Custom Fields For Quality Topics

You can filter quality topics you are creating by setting up custom fields for more specific attributes or classifications. Here you can set up, for example, season, claim type and product group as a custom field to improve searchability and filtering. Read more about how to set up custom fields for quality topics here.

 

Work with Quality Topics

After setting up your quality topic types, and optionally the setup up of quality topic custom fields, you are ready to create your first claim or quality topic. For that navigate to: Compliance > Quality Topics. More information on how to work with quality topics you can be found here.

 

Doc Templates

When working with product certificates, you will need to provide official documentation that certifies each style meets relevant market regulations. This document is called a Declaration of Conformity (DoC). For example, it could be that you need to provide a DoC to retailers, customs officials or regulatory bodies when launching products on regulated markets like the EU.

Before you can export the DoC for your certified styles, you will have to set up a template in Admin.

Navigate to: Admin > Compliance > DoC Templates

  • Click on the green button 'Create template'
  • Fill out a name - e.g., 'EU Declaration of Conformity'
  • Add your company’s logo and contact details in the text field
  • Drag and drop the required template variables like style name, certificate number and standard name into the text field.

  • Click 'Save template' - to save your changes
  • Click 'Preview template' - to download a pdf preview of the template you are working on
  • Click 'Delete template' - to delete the chosen template
Once you have saved your template, you can work with the template on style level under the Compliance tab. Learn more about working with product certificates and the DoC Generator here.



 

Video Guide - Scope Certificate Setup

 

Description

This video explains how to set up scope certificates in Delogue, including the required Admin setup and the process for creating a new Scope certificate. The following steps are covered:

  • Activating scope certificates in Admin
  • Admin setup of institutes, standards
  • Additional Admin setup of certificate custom fields and Compliance categories and groups
  • Creating a new scope certificate
  • Explanation of scope certificate subtabs:
    • Internal Communication, Files, Custom Fields, Used In
  • Adding styles and items to the certificate
  • Searching and filtering certificates



Video Guide - transaction Certificate Setup

 

Description

This video explains how to set up transaction certificates in Delogue, including the required Admin setup and the process for creating a new Transaction certificate. The following steps are covered:

  • Activating transaction certificates in Admin

  • Admin setup of institutes, standards

  • Additional Admin setup of certificate custom fields and Compliance categories and groups

  • Creating a new transaction certificate, including linking it to a scope certificate and adding a purchase order number

  • Explanation of transaction certificate subtabs:

    • Internal Communication, Files, Custom Fields, Used In

  • Adding styles and items to the certificate

  • Searching and filtering certificates

 

 

Video Guide - Test Report Setup

 

 

Description

This video explains how to set up test reports in Delogue, including the required Admin setup and the process for creating a new test report. The following steps are covered:

  • Activating test reports in Admin

  • Admin setup of institutes, standards

  • Additional Admin setup of certificate custom fields and Compliance categories and groups

  • Creating a new test report

  • Explanation of test report subtabs:

    • Internal Communication, Files, Custom Fields, Used In, Standards

  • Adding styles and items to the test report

  • Connecting standards and assigning ratings

  • Copying existing test reports

  • Searching and filtering test reports

 

 

Video Guide - Product Certificate Setup

 

 

Description

This video explains how to set up product certificates in Delogue, including the required Admin setup and the process for creating a new certificate. The following steps are covered:

  • Activating product certificates in Admin

  • Admin setup of institutes and standards

  • Additional Admin setup of certificate custom fields, and compliance categories and groups

  • Creating a new product certificate

  • Copying existing certificates for reuse

  • Explanation of product certificate subtabs:

    • Internal Communication, Files, Custom Fields, Used In, Standards, Monitoring, DoC (Declaration of Conformity) Generator

  • Adding styles and items to the certificate

  • Connecting standards and assigning ratings

  • Setting up internal and external monitoring on purchase order level

  • Generating and downloading Declaration of Conformity PDFs using templates

  • Searching and filtering product certificates

 

 

Next Steps

Institutes - Admin Setup

Standards - Admin Setup

Working With Quality Topics

Working With Certificates

Custom Fields For Compliance - Admin Setup

Compliance Groups - Admin Setup

Compliance Categories - Admin Setup