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Certificate Details, Files and Editing

Viewing a certificate's details and history, attaching or replacing files, and editing, endorsing or renewing it.

  • Management
  • Captain & crew

Clicking a row in the register — or View Details on it — opens the certificate page. It shows the certificate's details alongside its file gallery:

Category, Files, Description, Note, Tags, Document Number, Issuer, Expiration date, Issue date, Remind days before, Last endorsement and Next survey due.

Underneath is the certificate's history: when it was created, edited, archived and unarchived, when files were added, replaced or removed, and by whom, with each edit listing the fields that changed and their old and new values. The latest entries are shown on the page; View the full history log opens the rest.

The buttons at the top of the page are:

  • Download (or Download all when the certificate holds more than one file, which downloads them together as a .zip archive).
  • Archive and Edit — shown when you may edit certificates in that category and the certificate is not archived. Archive here takes effect straight away, without a confirmation.
  • Back — returns to the page you came from.

Restore and Delete for the certificate itself are row actions in the archived view of the register.

Working with attached files

A certificate can hold several files — for example, the certificate itself together with its endorsement pages or survey reports. The gallery on the right previews one file at a time:

  • Use Previous file and Next file (the left and right arrow buttons, or the keyboard arrow keys) or click a thumbnail underneath to switch between files; the counter shows File 1 of N and the toolbar shows the selected file's name.
  • Open in new window opens the selected file full-size in a new browser tab (shown on desktop and tablet for file types that can be previewed).
  • Download this file saves only the selected file.
  • When you have edit rights on the category and the certificate is not archived:
    • Add files at the end of the thumbnail strip lets you click to select or drag and drop one or more extra files (up to 10 MB each).
    • Replace this file swaps the selected file for a new upload in place.
    • Delete this file removes the selected file after confirmation. A certificate always keeps at least one file, so when only one file remains the button is disabled — use Replace this file instead.

Editing details

Edit opens the Edit document form with all of the fields above, including Note, which can only be set here. Name is required (and suggests required certificate names for the category when available), Remind days before must be a positive number no greater than 365, and Next survey due must be after Last endorsement and no later than Expiration date. Save stores the change; Cancel discards it, and if you try to leave with unsaved changes the app asks first.

Two things are worth knowing:

  • Category only offers certificate categories that you may edit — a certificate cannot be moved out of the certificate register.
  • Required certificates match by category and name. Moving a certificate to a different category — or changing its Name so it no longer matches the requirement — breaks that match, and the requirement shows up on the Missing tab again unless another certificate in the category satisfies it.

An archived certificate cannot be edited. Restore it first.

Recording a survey endorsement or renewal

  • After a periodic survey — attach the signed endorsement page or survey report with Add files (or update the scanned certificate with Replace this file), then click Edit to update Last endorsement and set the next Next survey due date (or clear Next survey due if no further survey falls before the certificate expires).
  • When a certificate is renewed — if you want to keep the superseded certificate in the archive, upload the new certificate with Add New (using the required certificate's name in the same category if it is a required certificate) and Archive the old entry. If you prefer to update the existing entry in place, use Replace this file (or Add files) and Edit the issue, expiration and survey dates.

Sharing a certificate

To point someone at a certificate in a conversation, use Link a document in Messaging. The link card is labelled Certificate and shows the expiry date, or the document number when the certificate has no expiry date.