For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide is part of the User Guides collection. It covers Certificates in the left navigation, a vendor’s Certificates tab, and the licensed connector panels under Configuration → External Integrations. It sits beside The vendor record and Document expiry reminders. For what the module is, see Certificate Vault and prequalification.
Your Coverbase representative turns on the third-party lifecycle features, including the Certificate Vault, for your organization.
Step 1: Read the vault
Open Certificates in the left navigation. The top row counts Certificates across vendors, those Expiring in 60 Days, those Expired (and how many are blocking), and the share From Networks. All Certificates lists each one with its Vendor, Certificate, Source, Result, Status, Expires and Verification. Search by certificate or vendor.
Status is Valid, Expiring (within 60 days) or Expired, worked out when you look. A SOC report counts for a year past the end of its period, and a certificate of insurance only until its first policy lapses.
Certificates in the left navigation, with the vault counts, the All Certificates table, the prequalification rule sets and the Networks card.
A vendor's Certificates tab: its prequalification standing and the certificates on file for it.
Step 2: Add or request a certificate
- Add certificate records one that no document or network supplies. Choose the Vendor, Type, Name, Issuer, Result or grade and Valid To.
- Request certificate asks the vendor to upload it. Choose the Vendor and the Certificate, add a Message, and click Create request. Send it to the vendor from the request drawer. The document they return is read into the vault like any other upload. Network grades cannot be requested.
Request renewals in bulk
Filter All Certificates (for example, to those expiring within 60 days), select up to 500, and click Request renewal. Add an optional Message and Due Date, both shown to the vendor, and click Request renewals. Each vendor gets one supplier portal request covering all of its selected certificates, sent to its contacts. The requests go out in the background, and the page shows progress, then a summary such as “14 sent, 2 skipped, 0 failed”. Each skipped certificate gives its reason. Network grades come from their network, not the vendor, and a vendor with no contact on file cannot be asked. The returned documents fill the vault like any other upload.Step 3: Connect networks
Open Configuration → External Integrations and find ISNetworld and Avetta under Contractor Prequalification, and EcoVadis under sustainability. Each opens a panel:
Click Save, then Test connection. The Networks card on the Certificates page shows each network’s status, certificate count and last sync, with Sync now. If a sync fails, the panel and the card show The last sync failed with the reason.
Step 4: Write a prequalification rule set
On the Certificates page, under Prequalification Rules, click Add rule set.1
Name it and pick vendors
Give a Name, such as “On-site contractors”, and a Description. Under Applies to vendors, add filters. With no filter, the rule set governs every vendor.
2
Add rules
Every rule must pass for a vendor to qualify. Click Add rule, give it a label, and add a condition. Click Add alternative for another condition that would also pass it: Passes when any of these holds.
3
Pick conditions
Choose a Condition:
- Network grade: a Network and a Minimum grade.
- Network status: a Network and an Accepted status.
- Certificate held: a Certificate type.
- Insurance coverage: a Coverage type, a Minimum limit (USD) and whether Additional insured is required.
- Safety or ESG figure: a Figure (TRIR, EMR, DART rate or ESG score), a Comparison, a Threshold and optionally a number of Years. Every one of the latest years must be reported, or the condition fails.
4
Reminders and blocking
Under Expiry Reminders, list the days before a certificate lapses that relationship owners are reminded, comma separated. Turn on Block new purchase orders until the vendor qualifies or someone overrides to make the rule set blocking.
5
Save
Click Save rule set. Results update shortly. Each rule set shows Qualified and Blocked counts.
Step 5: Override a result
A vendor’s Prequalification card shows each rule set as Qualified, Blocked or Overridden. A failing rule set that does not block reads as Advisory. To let a blocked vendor proceed, click Override with rationale, write the Rationale, and click Override. The override lapses as soon as the result changes: a vendor that later qualifies no longer needs it, and one that fails a different rule needs a fresh decision. Clear override removes it. Re-evaluate runs the rule sets again now. The same card appears on the Front Door review of an intake request. Issuing a purchase order in Coverbase for a blocked vendor is refused, and workflows can branch on a vendor’s prequalification standing.Step 6: Connect licensed ratings
Under Configuration → External Integrations, the Bitsight, SecurityScorecard, RapidRatings and Moody’s panels each take credentials. Saving them the first time adds a Radar source for the provider and a rating drop detector on it. Each pull matches the provider’s portfolio to your vendors, records the rating, and raises a Radar signal only when a stored rating moved. The first pull is a baseline. A rating the provider reports as zero is recorded as zero. On the detector, Rating fell by at least, New rating below and Grade worsened are requirements in the provider’s own units. A rating change alerts only when it clears every requirement that is switched on, and at least one must be on. Rating fell by at least and New rating below take zero or more. See each provider’s guide for the fields and the default drop that alerts.Troubleshooting
Related
Front Door triage
Prequalification on the intake review.
Working Radar signals
Where rating changes appear.
Document expiry reminders
Reminders for documents outside the vault.
Building a workflow
Branch on prequalification standing.