# Certificate management

> Certificate Management serves as the central hub for handling all certificate records in the workspace.

Source: https://docs.vestislabs.com/certificate/certificate-management/

Certificate Management serves as the central hub for handling all certificate records in the workspace. From this page, users can add new certificates, link them to materials, suppliers, or products, track their validity, and stay ahead of renewals in one page. This page is designed to give full control over certificate data while making it easy to search, filter, and review existing records.

**Where to find it:** Certificate → Manage Certificate
**Requires:** permission `VIEW_CERTIFICATE_MANAGEMENT`

![Navigate to Certificate Manage Certificate in the left bar menu.](https://docs.vestislabs.com/assets/certificate/assets/certificate-management/01-navigate-to-certificate-manage-certificate-in.webp)

## Key features on the certificate management page

**Add Certificate

** Click the + Add Certificate button to manually create a new certificate record. This opens a form where you can enter the certificate name, number, type, group, category, licence number, institute, supplier, linked materials/products, validity dates, and upload a supporting file. The **Add Certificate** and **Create with AI** buttons only appear if you can update suppliers or products.

![Click the + Add Certificate button to manually create a new certificate record.](https://docs.vestislabs.com/assets/certificate/assets/certificate-management/02-click-the-add-certificate-button-to.webp)

**Create with AI

** Click the Create with AI button to generate a certificate entry automatically, such as by extracting details from an uploaded document, instead of filling out the form manually.

![Click the Create with AI button to generate a certificate entry automatically, such as by extracting details from an…](https://docs.vestislabs.com/assets/certificate/assets/certificate-management/03-click-the-create-with-ai-button.webp)

**Search and Filters**

Above the certificate list, you can refine what you see:

- Search bar — Search by name, certificate number, licence number, or entity.
- All Statuses — Filter certificates by status (Valid, Expiring Soon, Expired, No Expiry or Missing Expiry).
- All Entities — Filter by the type of entity the certificate is linked to (Supplier or Material).
- Columns — Choose which columns are visible in the table.
- Reset — Clear all applied filters and search terms.
- Sort By — Sort the list by Name, Type, Status, Valid From, Valid To or Modified At. Once a sort is chosen, a second dropdown lets you pick Ascending or Descending.

![Above the certificate list, you can refine what you see:](https://docs.vestislabs.com/assets/certificate/assets/certificate-management/04-above-the-certificate-list-you-can.webp)

**Certificate List**

The main table displays all certificates with the following details:

- Name — The certificate's title.
- Type — The certificate category, such as Product.
- Linked To — The kind of entity the certificate is connected to, such as Supplier.
- Entity Name — The specific supplier or entity name.
- Certificate No — The certificate's identification number, if available.
- Licence No — The associated licence number.
- Institute — The certifying body or institute.
- Valid From / Valid To — The certificate's validity date range.
- Expiry Notification — An On/Off badge showing whether alerts are enabled for that certificate as it approaches expiry.
- File — The uploaded certificate document, if there is one.
- Status — A badge showing Valid, Expiring Soon, Expired, No Expiry or Missing Expiry. Hover over the information icon in the column header to see what each status means.

When a certificate has a file but is not linked to a supplier or material, the **Linked To** column shows a **Suggest with AI** button. Click it to let AI suggest the supplier, institute and materials from the stored file. If AI finds nothing, a "No matches found" message appears.

Use the three-dot menu at the end of each row to **View**, **Edit**, view or download the file, or **Delete** the certificate. See [Create a certificate on certificate management](https://docs.vestislabs.com/certificate/create-a-certificate-on-certificate-management/).

If there are no certificates yet, the page shows "No certificates found" with an **Add Certificate** button.

![The main table displays all certificates with the following details:](https://docs.vestislabs.com/assets/certificate/assets/certificate-management/05-the-main-table-displays-all-certificates.webp)