Template and working log
Batch release log template, filled from each CoA
Download the CSV template, or let CertiClean add one line per certificate to a log in your browser: lot, dates, supplier, pass and fail counts and the failed parameters. The reviewer and release decision columns stay empty for the people who own them.
A working log, not a validated system: no electronic signatures, no audit trail, no access control. Keep your controlled batch record in your own quality system.
Batch release log template
CSV with the 24 log columns and one example line marked for deletion. UTF-8, opens in Excel.
Your batch log
One line per CoA you add, kept in this browser only. Nothing in the log is uploaded. The reviewer, release decision and notes columns are yours to fill in; the tool never fills them.
This browser is blocking local storage, so the log can only live on this page. Download the CSV before you leave.
No lines yet. Check a certificate, then choose Add to batch log. Sample certificates are never added.
| Logged | Product | Lot | Supplier | Expiry / retest | Overall | Reviewed by | Release decision | Notes | Remove |
|---|
A working log, not a validated record: it has no electronic signatures, no audit trail and no access control, and it disappears if you clear this site's data or switch browser or device. Download it often, and keep your controlled batch record in your own quality system.
What is a batch release log?
- Batch release log
- A batch release log is a running record with one line per received lot: what arrived, from whom, what the supplier's certificate showed against its specification, and who decided what about releasing the material. The columns taken from the certificate can be filled mechanically. The decision columns belong to a person.
In this template the first twenty-one columns come from the certificate (header fields, counts and the failed parameters). Reviewed by, release decision and notes are left empty by the tool, and you fill them in.
A line that says ALL EVALUATED WITHIN SPEC is not a release. It says that every parameter the tool could judge was inside the printed limits, and the line also counts the parameters it could not judge.
Using the template and the browser log
Either path produces the same columns.
Download the template
The CSV has the 24 log columns and one example line marked for deletion. Open it in Excel or any spreadsheet and keep it where your records procedure says.
Or build the log in the browser
Check a certificate on the home page and choose Add to batch log. The line is added to the table on this page and is stored in your browser only.
Fill in the people's columns
Type the reviewer, the release decision and any notes straight into the table. They are saved in the browser with the line.
Download the log CSV regularly
The log lives in one browser on one device. Download it after each session. The same file can be loaded back with Load saved log CSV.
Transfer it into your controlled system
Move the decision into the batch record or quality system your procedures designate. The log is a working copy, not the record.
The 24 log columns
Batch log CSV, one line per certificate
| Column | Contents |
|---|---|
| logged_at_utc | When the line was added, in UTC. |
| source_file | File name that was uploaded. When only the first pages of a longer file were converted, the name is followed by (first 10 of 14 pages), with the real numbers. |
| supplier | Supplier or manufacturer. |
| product | Product or material name. |
| product_code | Product code or item number. |
| batch_lot | Batch or lot number. |
| coa_number | Certificate or report number. |
| manufacture_date | Manufacture date, ISO 8601 where the printed date is unambiguous, otherwise as printed. |
| expiry_or_retest_date | Expiry, retest or best-before date, same rule. |
| expiry_label | Which of those the certificate called it. |
| sampling_date | Sampling date. |
| issued_by | Name or role printed as issuer or approver. |
| parameters | Number of parameter rows read. |
| evaluated | Rows with a pass or fail. |
| passed | Rows that passed. |
| failed | Rows that failed. |
| could_not_evaluate | Rows that could not be judged and need a look. |
| report_only | Rows with no limit to check. |
| overall_result | ALL EVALUATED WITHIN SPEC, OUT OF SPEC or NOTHING EVALUATED. |
| failed_parameters | Each failed parameter with its result and printed limit. |
| could_not_evaluate_parameters | Names of the parameters that could not be judged. |
| reviewed_by | Left empty for you. |
| release_decision | Left empty for the qualified person. |
| notes | Left empty for you. |
What this log is, and what it is not
Regulated sites normally keep batch and release records in a controlled system, with named users, access control, an audit trail and electronic signatures where they apply. This log has none of those, and CertiClean makes no claim of validation or of 21 CFR Part 11 compliance.
Its job is narrower: to hold, in one place and in a fixed layout, the facts that can be read off each supplier certificate, so that a reviewer has them in front of them when deciding.
Keeping the log: by hand, from a PDF copy, or from the CoA
Where the lot, dates and counts come from.
| What you need | Manual spec check | Generic PDF-to-Excel | CertiClean |
|---|---|---|---|
| Lot, dates, supplier | Retyped from the certificate. Typos creep in. | Copied into the sheet where the PDF layout put them. | Read from labelled header fields and placed in fixed columns. |
| Pass and fail counts | Counted by hand after the check. | Not available. | Counted from the per-row verdicts. |
| Failed parameters | Written up as notes. | Not available. | Listed with result and printed limit in one cell. |
| Parameters not judged | Often missing from the log. | Not available. | Counted and named, so a clean line is never read as complete. |
| Reviewer and decision | A person fills them in. | A person fills them in. | The same: left empty for a person. |
| Controls | Whatever your spreadsheet procedure provides. | None. | None: it is a working log, not a validated system. |
The people's columns are empty in every row, by design.
Questions people ask
Is this log compliant with GMP or 21 CFR Part 11?
No. It is a working log with no electronic signatures, no audit trail and no access control, and it makes no claim of validation or Part 11 compliance. Use it to prepare a review and transfer the outcome into your controlled batch record.
Where is the log stored, and who can see it?
In your browser's local storage, on the device where you added the lines. It is never uploaded and we cannot see it. Anyone who can use that browser profile can read it.
What happens if I clear my browser data?
The log is lost, as it is in a private window or another browser or device. Download the CSV after each session, and load it back with Load saved log CSV if you need to continue.
Can my team share one log?
No. Each browser has its own log. To combine logs, download each CSV and merge them in a shared sheet; the fixed columns make that a paste.
Which columns does the template have?
Twenty-four: logged_at_utc, source_file, supplier, product, product_code, batch_lot, coa_number, manufacture_date, expiry_or_retest_date, expiry_label, sampling_date, issued_by, parameters, evaluated, passed, failed, could_not_evaluate, report_only, overall_result, failed_parameters, could_not_evaluate_parameters, reviewed_by, release_decision and notes.
Why are the reviewer and release decision columns empty?
Because they are decisions. The tool reads the certificate and checks the numbers. Who reviewed it and whether the material is released are for the qualified person to enter.
What does the overall result column mean?
ALL EVALUATED WITHIN SPEC means no evaluated parameter failed. OUT OF SPEC means at least one did. NOTHING EVALUATED means no row could be judged. The could_not_evaluate count beside it shows what the first value does not cover.
Does the log hold the individual parameter rows?
No. A log line carries counts and names the failed and unjudged parameters. For the full row set, download the parameter CSV of that certificate and keep it with the log.
Can I add my own columns?
Not in the browser table. After downloading, add columns in your spreadsheet. If you load the file back later, columns the log does not know are ignored.
How many lines can the browser log hold?
Browsers limit local storage, commonly to a few megabytes. A line is small, so that is far more than most logs need, but download and archive the log regularly rather than relying on the limit.
Are sample certificates added to my log?
Never. The sample results on the site have no Add to batch log button, so demonstration data cannot get mixed into your records.