Tracking certifications

Use a table document for certifications such as a forklift licence or completed training. Each record belongs to a person and can carry completion and expiry dates, so you can find what needs renewing.

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Add a person’s record

You need edit access to the table document to change its records, and Full access to change columns or options. Permission to edit people alone is not enough. Ask someone with Full access to share the table with the access you need. By default a person sees only their own records, not a colleague’s. Seeing other people’s records needs permission to view others’ documents or an explicit share of the table.

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Find what needs renewing

Open the table document from workspace Documents to review its records across people. Use the status filter to find Expired records or the expiry filter to find records expiring within the selected period. The certification setup can show Valid, Expiring soon and Expired. The status follows the dates rather than a label you manually keep in sync. A record without the dates needed to calculate expiry does not prove that a qualification is current. In the certification setup, Expiring soon covers the 30 days before expiry. Other table definitions can use different fields and status rules. To be warned automatically, add a workflow that triggers before a record date (Workflows). The default notice is 30 days before the expiry date.

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Add a missing type

If the certification type is missing, open the table from workspace Documents. With Full access to the table, open the Type column menu and choose Edit options. Add the option, then return to the person’s table to file the record under it. Changing a column’s options changes the shared table definition. It does not create the person’s certification record on its own.

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Next

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