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📘 Instructions – Certificate Tool

This tool is designed to handle administration of ship trading certificates stored in your OneDrive.

Initial Setup:

The first time the tool runs, it scans all your certificates and tries to extract as much information as possible. This takes time, but only needs to happen once. Keep the window open and focused – background tabs may pause scanning.

After Scanning:

1. Mark your main trading certificates:
   Use the “Main” checkbox for key documents. This helps search and match features, and filters out supporting certificates.
2. Edit titles to be search-friendly:
   Titles are extracted from filenames and may be unclear. Use this format for consistent naming:
   

   <Cxxx> <Cxxx.xx> <Full Certificate Name> <Aliases / Abbreviations>
   
   Examples:
   C001 C001.00 International Tonnage Certificate ITC69, ITC
   C002 C002.00 Ships Register, Ships Registry, Certificate of Registry
   C007 C007.00 IOPP, International Oil Pollution Prevention Certificate
       

3. Check and complete all fields:
   Not all fields can be auto-filled due to technical limits. Review and fill in missing data.

Data Storage:

All data is saved in certificates.json inside your Certificates folder on OneDrive. Consider backing it up regularly to avoid losing your edits.

Performance:

On future loads, the tool runs fast by reading from the saved file and only rescanning for changes.

Tool Capabilities:

• 🔍 Search and filter certificates
• 📋 Paste agent requests and match them to your library
• 📄 Open certificate PDFs directly
• ⏰ Track expired or expiring documents
• 📁 Export a ZIP of selected certificates
• 🧾 Export a human-readable index for hardcopy files

Have fun,
Dennis Terpstra

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