Certificate Management System User Manual

Welcome to the Certificate Management System! This comprehensive guide will help you navigate and utilize all features of the system effectively.

Table of Contents

1. System Overview
2. User Authentication
3. Managing Testers
4. Managing Trainers
5. Document Upload
6. Data Management
7. Troubleshooting
8. Support and Contact

System Overview

The Certificate Management System is a web-based application designed to manage RTCQI (Rapid Testing for Quality Improvement) tester and trainer certifications. The system allows users to:

• Add new tester and trainer records
• Upload and process certificate documents (PDF, DOC, DOCX)
• Automatically extract information from uploaded documents
• View, edit, and manage existing records
• Export data for reporting purposes

Key Features

• Document Processing: Automatically extract names and dates from certificate documents
• Dual Entry Methods: Manual entry or document upload for maximum flexibility
• Record Management: View, edit, and delete existing records
• User Authentication: Secure login system with role-based access
• Responsive Design: Works on desktop, tablet, and mobile devices

Supported File Types

• PDF files (.pdf) - Full text extraction
• DOCX files (.docx) - Full text extraction
• DOC files (.doc) - Basic text extraction

User Authentication

Logging In

1. Click the "Login" button in the top navigation
2. Enter your username and password
3. Click "Sign In"
4. You will be redirected to the dashboard

Logging Out

1. Click the "Logout" button in the top navigation
2. You will be redirected to the home page

Access Levels

• Regular Users: Can view records and add new entries
• Staff Users: Can manage records and access admin features
• Superusers: Full system access including user management

Managing Testers

Adding New Testers

Method 1: Manual Entry

1. Navigate to the "Add New Tester" page
2. Fill in the required fields:
3. First Name: Enter the tester's first name
4. Last Name: Enter the tester's last name
5. Issued Date: Select the certification issue date
6. Expiration Date: Select the certification expiration date
7. Click "Create Tester" to save the record

Method 2: Document Upload (Recommended)

1. Navigate to the "Add New Tester" page
2. In the "Upload Document" section:
3. Drag and drop a PDF, DOC, or DOCX file onto the upload area
4. OR click "Browse Files" to select a file
5. Wait for the document to be processed
6. Review the extracted information displayed in the green success box
7. The form fields will be automatically populated with extracted data
8. Verify and edit the information if needed
9. Click "Create Tester" to save the record

Viewing and Managing Tester Records

1. Click on "Testers" from the sidebar
2. Browse all tester records in the table
3. Use the search box to find specific records
4. Click action buttons to:
5. View (eye icon): See detailed record information
6. Edit (pencil icon): Modify record details
7. Delete (trash icon): Remove record (with confirmation)

Managing Trainers

Adding New Trainers

Method 1: Manual Entry

1. Navigate to the "Add New Trainer" page
2. Fill in the required fields:
3. First Name: Enter the trainer's first name
4. Last Name: Enter the trainer's last name
5. Issued Date: Select the certification issue date
6. Expiration Date: Select the certification expiration date
7. Click "Create Trainer" to save the record

Method 2: Document Upload (Recommended)

1. Navigate to the "Add New Trainer" page
2. In the "Upload Document" section:
3. Drag and drop a PDF, DOC, or DOCX file onto the upload area
4. OR click "Browse Files" to select a file
5. Wait for the document to be processed
6. Review the extracted information displayed in the green success box
7. The form fields will be automatically populated with extracted data
8. Verify and edit the information if needed
9. Click "Create Trainer" to save the record

Viewing and Managing Trainer Records

1. Click on "Trainers" from the sidebar
2. Browse all trainer records in the table
3. Use the search box to find specific records
4. Click action buttons to:
5. View (eye icon): See detailed record information
6. Edit (pencil icon): Modify record details
7. Delete (trash icon): Remove record (with confirmation)

Document Upload

How Document Processing Works

The system uses advanced text extraction technology to automatically read and extract information from certificate documents.

Information Automatically Extracted

• Full Name: Detected from patterns like "awarded to [Name]"
• Issue Date: Found from phrases like "Date Issued: August 22, 2024"
• Expiration Date: Found from phrases like "Valid until: August 21, 2026"

Upload Process

1. File Selection: Choose a supported file type (PDF, DOC, DOCX)
2. Processing: The system analyzes the document content
3. Extraction: Information is automatically extracted using pattern recognition
4. Display: Extracted information is shown in a green success message
5. Auto-fill: Form fields are populated with extracted data
6. Review: Check and edit the information if needed
7. Save: Submit the form to create the record

Best Practices for Document Upload

• Use clear, high-quality documents with readable text
• Ensure names and dates are clearly visible
• Use documents with standard certificate layouts
• Supported date formats include "August 22, 2024" and "08/22/2024"
• File size should be under 10MB

Common Document Formats That Work Well

• Official certificate PDFs
• Word documents (.docx) with clear text
• Scanned documents with good OCR quality

Data Management

Viewing Records

• Use the sidebar to select "Testers" or "Trainers"
• Records are displayed in a sortable table format
• Search functionality allows quick filtering
• Export options are available for data backup

Record Actions

• View: See complete record details
• Edit: Modify existing information
• Delete: Remove records with confirmation prompt
• Add New: Create additional records

Table Features

• Search: Filter records by name or other criteria
• Sort: Click column headers to sort data
• Pagination: Navigate through large datasets
• Record Count: See total number of records

Troubleshooting

Common Issues and Solutions

Document Upload Issues

Problem: Document upload fails or shows an error Solutions: - Verify file format is PDF, DOC, or DOCX - Check that file size is under 10MB - Ensure the file is not corrupted - Try a different browser if problems persist

Information Extraction Issues

Problem: Incorrect or incomplete information extracted Solutions: - Verify document contains clear, readable text - Check that names and dates are properly formatted in the document - Manually edit extracted information in the form fields - Use documents with standard certificate layouts

Login Issues

Problem: Cannot access the system Solutions: - Verify username and password are correct - Check with system administrator if account is active - Clear browser cache and cookies - Try a different browser

Form Submission Problems

Problem: "Create Tester" or "Create Trainer" button not working Solutions: - Ensure all required fields are filled - Check that dates are in valid format - Refresh the page and try again - Contact support if problem persists

Error Messages

"File type not supported"

• Only PDF, DOC, and DOCX files are accepted
• Convert other file types to supported formats

"Information extracted successfully!"

• This is a success message indicating the document was processed
• Form fields should now be populated with extracted data

"No information could be extracted"

• Document may not contain readable text
• Try manual entry or a different document
• Check document quality and format

Support and Contact

Technical Support

For technical assistance, please contact our support team:

Email: s.ricketts@glessn.org

Documentation Updates

This user manual is regularly updated to reflect new features and improvements. Please check for the latest version when encountering issues.

Feedback

We value your feedback! Please send suggestions for improvements to: Email: s.ricketts@glessn.org

Appendix

Keyboard Shortcuts

• Ctrl + N: Create new record
• Ctrl + S: Save current form
• Ctrl + F: Search records
• Esc: Close modal dialogs

Data Export Formats

The system supports exporting data in the following formats: - CSV (Comma Separated Values) - Excel (.xlsx) - PDF reports - JSON format for API integration

System Limitations

• Maximum file upload size: 10MB
• Supported document formats: PDF, DOC, DOCX
• Maximum records per page: 100
• Session timeout: 30 minutes of inactivity

Last updated: [Current Date]
Version: 1.0