Finding records missing an evidence attachment

A roster of employee certificates can grow quickly, and the field that records the supporting document is often skipped. Begin by filtering the list to show only entries where the attachment column is empty. In most spreadsheets this is a simple blank‑cell check; in a database query it is WHERE attachment IS NULL.

Next, scan the names and certification types on the resulting rows. If a name appears without a PDF or photo, flag it for follow‑up. The person who uploaded the record may have forgotten to attach the file, or the file may have been lost during a transfer.

Confirm the missing file

Open the employee’s file folder—physical or cloud‑based—and locate the original certificate. If a paper copy exists, scan it at 300 dpi and save it with the naming convention LastName_FirstName_CertType_Date. If only a digital photo is available, verify that the image is legible before attaching.

Attach the record

Return to the roster, use the “Add attachment” function, and browse to the saved file. Confirm the file name appears in the attachment field. Save the row.

Verify the fix

Refresh the view and confirm the row now displays a thumbnail or filename. Run a quick count of total records versus attached records to ensure the gap has closed.

Worked example Sam Okafor’s CPR/AED card showed no attachment. A search of the personnel folder revealed an expired paper certificate from 2022. After scanning and naming it Okafor_Sam_CPR_AED_2022-05-15.pdf, the attachment was added to the roster. The row now displays the thumbnail, and a follow‑up email confirmed Sam’s current certification is active.

Artifact A labeled sample entry: Okafor_Sam_CPR_AED_2022-05-15.pdf attached to the EmployeeCertificationStatus record with the note “Scanned from original paper certificate; verify current status with issuer.”

Exception If the certificate was issued by a regulator that does not allow digital copies (e.g., certain state‑issued food handler permits), note the restriction in the record and request a physical copy be stored in the personnel file instead.

Related: Cert Expiry Tracker features.