Frequently Asked Questions

This FAQ section contains common questions about CertHub and their answers. It will be continuously updated based on user feedback and questions.

General Questions

Where can I find Knowledge Units and Knowledge Topics?

Knowledge Units and Knowledge Topcis are the Level in our Database Model. A Knowledge Unit would be the "Device Description" which would contain many Knowledge Topics. A Knowledge Topic can be a list (like Previous Generations), or a single Field like "Intended Use Statement".

What's the difference between a Knowledge Unit and a Knowledge Topic?

A Knowledge Unit (KU) is a container that organizes related data, while Knowledge Topics (KTs) are the actual data entries within that unit. Think of a KU like a folder and KTs like the files inside it:

• Knowledge Unit: For example, "Risk Management File"

  • Contains multiple related topics
  • Organizes data logically
  • Can be shared across products
  • Enables inheritance in product families

• Knowledge Topic: For example, "Hazard List" within the Risk Management File

  • Stores actual data
  • Can be single or multi-entry
  • Supports data validation
  • Can be imported/exported

How do I decide between using a Form or a Document Template?

The choice depends on your data needs:

Use Forms when you need:

• Structured data collection
• Automatic list generation
• Standardized inputs
• Quick filtering and searching
• Data analysis capabilities

Use Document Templates when you need:

• Complex formatting
• Rich text content
• Custom layouts
• Presentation-quality output
• Narrative content

Can I import my existing documentation into CertHub?

Yes, CertHub supports various import options:

• Structured Data: Import via CSV/Excel files
• Documents: Import existing documents as templates
• Schemas: Import predefined schema structures
• Knowledge Units: Import complete units with their structure

See our Import Guide for detailed instructions.

What happens if I change a schema that's already in use by products?

Currently, when you modify a schema:

• Existing products using the schema are not automatically updated
• You can use the Tracer to see which products are affected
• Changes only apply to new products or units created from the schema
• You'll need to manually update existing products if needed

We recommend:

1. Reviewing impact before making changes
2. Documenting modification reasons
3. Planning for data migration if needed

Can I download a SOP?

Yes, you can download an SOP or Work Instruction by clicking into the repsective Process, open the "Actions" Menu and Click on "Download SOP" or "Download Work Instruction".

How do I manage a Submission?

You create Submission by using a folder under "Document Management", by creating a new Submission with or without a Submission Template or Directly from a Submission Template.

Can I do a simple Gap Analysis with CertHub?

Yes, you can just look at the Global Elements where al Requirements are stored. In here you will also see an overview of whihc requirements have not yet been traced. For a more sophisticated, complete and semantic check of your Requirements and TD, we recommend ourAI Conformity Checker, reach out to us!

What is the difference between Global Elements and Data Collections?

Global Elements will never hold data, that are in any way Product specific. Data Collections will hold Product Data, that might be specific to multiple Products

When to Use a Produvt Family and when a Data Collection?

A Product Family will hold all variants of that Family, they share a Basi UDI-DI. A Data Collection holds product data, that might be applicable to multiple Products in multiple Product Families.

Can I edit the Database schema for Products?

Yes, you can edit most things in CertHub. You can always change, remove, adapt, add fields or lists in CertHub!

What is the difference between a Schema Library and the Product Database?

The Schema Libraries hold only the structure of the Product Database. They should never contain actual Procut data. The Product Database ist the "applied" Schema Libraries to a Product.

Can I create my own roles?

Yes, cou can create custom roles and change assign Persons to it.

What is the difference between an SOP and a Work Instruction?

We refer to SOPs as the general overarching Process, and Work Instructions as more detailed instructions regarding on step. Work Instruciton should be executable by one person only. Generally, we do not maintain too many Work Instructions as we trx to keep our processes lean, however, it is open to you to create further detailed Work Instructions as you like.

Does CertHub offer a Trainings Module?

Our Trainings Module is coming soon! We will offer to specify different level of trainings for roles and users per SOP. This will be connected to a Trainings Matrix/Schedule.

Technical & Security Questions

Where is my data stored and how is it protected?

Your data is stored securely in European AWS data centers (Frankfurt) with multiple layers of protection:

• EU Data Residency: 100% of data remains in EU data centers with no transfer to the US or third countries
• Multi-AZ Infrastructure: Data is distributed across multiple Availability Zones (hundreds of kilometers apart) for automatic failover
• Encryption: All communication uses HTTPS with TLS 1.2+ encryption
• Backup Strategy: Hourly backups and daily AWS backups with long-term retention (weekly, monthly, yearly)
• Isolated Networks: Systems run in isolated Virtual Private Clouds (VPC) without direct internet access to sensitive data

How secure is the access to my data?

Access to your data is protected through multiple security layers:

• JWT-Based Authentication: Uses AWS Cognito with tenant-specific claims and Authorization Code Flow with PKCE
• Role-Based Access Control (RBAC): Strict access control with mandatory 2FA and principle of least privilege
• Cross-Tenant Isolation: JWT tokens are validated at multiple points to prevent unauthorized cross-tenant access
• 24/7 Monitoring: Real-time monitoring with Grafana analyzing hundreds of critical metrics with automated alerts
• Audit Trail: All access is authenticated, traceable, and revocable

What happens if there's a data center failure or disaster?

Our infrastructure is designed for maximum resilience:

• Automatic Failover: If one data center is affected, another automatically takes over without interruption
• Geographic Distribution: Data centers are physically separated by hundreds of kilometers
• Redundant Backups: Hourly and daily backups are stored redundantly across different zones
• Disaster Recovery: Backup strategies minimize recovery time and ensure data integrity
• Business Continuity: Even during critical incidents, system availability is maintained

How do you handle data ownership and access in case of business changes?

Your data ownership and access are clearly defined:

• Data Ownership: All data belongs to you as clearly stated in our framework agreement
• Export Rights: In case of contract termination, all data will be exported within one month
• Data Deletion: Data will be completely deleted within six months after contract end
• No Vendor Lock-in: You maintain full control over your data and can transfer them to other providers if needed
• Transparent Processes: All data handling procedures are documented and auditable as written in our Licence Agreements

What security standards and certifications do you maintain?

We maintain enterprise-grade security standards:

• GDPR & ISO Certified: Our hosting infrastructure meets GDPR and ISO certification requirements
• AWS Best Practices: Leverages AWS security best practices with Control Tower for centralized governance
• Same Infrastructure as BMW & Allianz: Uses the same robust infrastructure trusted by major enterprises
• Version Control: All infrastructure and services are managed through version-controlled pipelines
• CI/CD Security: Multi-stage environments (Dev → Staging → Production) with automated testing and mandatory code reviews 4 eye

Don't see your question? Contact our support team or check the Troubleshooting Guide for more help.