Systems availability
Generic selectors
Exact matches only
Search in title
Search in content
Post Type Selectors

Guide for bulk audit upload in VS

Go back to:  |

This is the guide on how to use the bulk upload excel template for IFAv6 SMART, IFAv6 GFS and GRASPv2. 
This Bulk upload excel serves to create and fill out the certificate template with information in VS (see step 1-3). The final step of certification needs to be done via the web interface and cannot be executed with this bulk upload (see step 4.)  

1. Downloading the informational excel sheet with GGNs information 

As a user, I want to be able to download all needed information in order to fill out the excel upload template. Certificate data – click “Download GGNs information” button: 

Upon clicking on the button “Download GGNs information” the dialog window appear, where user can select GGNs: 

When user clicks on the “Download” button, the System generates excel document with the following sheets: Country ISO codes, Sites&PHUs, Products, Certificates, Standards. If PG GGN was selected, then information about members will be uploaded as well (meaning: only the certificate holders need to be selected. E.g. when entering the GGN of the PG, all respective member GGNs information will be reflected automatically in the sheet).

Example:

The GGN information sheet contains the following five different tabs: 

  • Site&PHUs: Detailed information such as name and address of each Site and PHU of the respective GGN can be found here. The ID of the Site/PHU in column E is needed for the next step to fill out the bulk upload. 

Note: When there is information listed in column C and D, then the data listed in columns E-O are about these members. 

  • Standards: Standards/FAP IDs that are needed for the next step to fill out the bulk upload certificate excel file can be found here. Please note that for now only IFA v6 and GRASP can be used.
  • Country_ISO-codes: Country ISO codes that are needed for the next step to fill out the bulk upload certificate excel file can be found here. 
  • Products: Product IDs that are needed for the next step to fill out the bulk upload certificate excel file can be found here. 
  • Certificates: This sheet reflects all existing certificates for the respective GGN. Members that are linked to a certificate would not be reflected here.

2. Downloading and filling out the excel upload template 

As a user, I want to download excel upload template under Certificate data > “Download excel template” button. 

There are two audit-related templates:  

  • IFAv6-plants_grasp_new_.xlsx 
  • IFAv6-aqua_grasp_new.xlsx 

IFAv6-plants_grasp_new template contains two sheets: for creating IFA v.6 Plants audit and GRASP v.2 audit 

IFAv6-aqua_grasp_new contains two sheets: for creating IFA v.6 Aquaculture audit and GRASP v.2 audit. 

Please note that first the IFA sheet needs to be filled out and uploaded. Only once successfully certified then it is possible to proceed with filling out the GRASP sheet and upload it (reason is that the GRASP sheet requires the IFA certificate ID). 

The sheet consist of 4 different information section:  

  • Certificate attributes IFA v6,  
  • Site Attribute,  
  • Internal PHU Attributes and  
  • External PHU attributes.  

Under “Certificate attributes” only the information of the certificate holder is entered. In the rest both information about certificate holder and member can be entered. Example can be found in the downloaded sheets.  

Please note that if you wish to enter for one product information under Site Attribute and Internal PHU Attribute section you have to use two lines.

Meaning when you fill out data in the Site Attribute Section, you have to use a new line to enter for the same product the Internal PHU Attributes information. Certificate attributes section needs always to be filled out in every line and can be combined with one further section only in one line. 

3. Uploading excel document  

As a user, I want to upload filled out excel document to create audits. Certificate data – click “Bulk-upload” button. 

Upload document (name of the file must be unique). 

After uploading click “Process info” button in order to see the status of uploaded document: 

If status of uploaded file is “FINISHED_WITH_ERRORS” then downloaded file will contain highlighted incorrect fields and errors. 

If status of uploaded file is “FINISHED” then downloaded file will be same as original uploaded file. 

4. Final step to certify 

Go to "Certificate Data” enter the GGN of the certificate holder and change the status to “Certify”.