Custom Fields for Vendor Certifications – Advanced Tracking

🧾 Custom Fields for Vendor Certifications – Advanced Tracking
 

Ontraccr’s vendor certification tracking system includes core fields like type, acquired date, expiry date, issuer, and uploaded files. However, if you need to track additional information—such as audit notes, insurance coverage, or compliance levels—you can expand the form using custom fields.

This article explains how to add and manage custom fields specifically for vendor certifications.

🎯 When to Use This

Use custom certification fields when your organization needs to:

• Track internal review notes or verification status
• Record expiration alert contacts
• Add secondary metadata (e.g., location, coverage limits)
• Extend safety compliance logs

🧭 How to Add Custom Fields to Vendor Certifications

Step-by-Step

1. Go to Settings > Customization > Custom Fields
2. From the dropdown, select Vendor Certifications
   • Other options include Customers, Users, Projects, etc.

🧱 Create a Custom Section

1. Click Add Section
2. Name the section (e.g., “Compliance Notes”, “Audit Metadata”)
3. Click Save

This creates a container for your custom fields.

➕ Add a Custom Field

1. Click Add Field within the section
2. Choose the appropriate field type, such as:

1. Configure the field:
   • Field Name (e.g., “Reviewed By”)
   • Set as optional or required
2. Click Save, then save the entire configuration

📥 Where These Fields Show Up

When adding or editing a certification for any vendor:

• The custom fields appear alongside standard fields:
  • Type
  • Acquired Date
  • Expiry Date
  • Issuer
  • Files
• These fields are editable and will be saved into the vendor’s Certifications tab

📌 Behavior in Reports

All custom field data is accessible via the Vendor Certifications Report, which shows:

• Expired Certifications
• Expiring Soon (next 90 days)
• Active Certifications

If your custom field is marked required, entries cannot be saved until it's completed.