Self-service certificate lookup

Self-service certificate lookup from an approved data source

Let a recipient retrieve an approved certificate record through a locked lookup form without exposing the full source dataset.

Reviewed 2026-08-21.Reviewed by

FotoFit CSV Lookup Smart Forms match user-supplied lookup values against an organisation-controlled source and populate only the configured result. The template stays locked, the source remains owned by the workspace, and a successful generation consumes the workspace's normal output allowance.

Choose a lookup key that is useful but restrained

A lookup key should distinguish the intended row without turning the form into a public directory. A certificate identifier is often safer than asking only for a common name. Where the workflow requires more assurance, configure an additional matching value or supported email verification instead of exposing more result data.

  • Use a stable identifier controlled by the issuing organisation.
  • Avoid government identifiers or unrelated student and employee data.
  • Do not reveal whether nearby or guessed records exist.
  • Show only fields that belong on the resulting certificate or approved response.

Build the lookup workflow

  1. 1Approve the templateLock the certificate layout and expose only the fields the result needs.
  2. 2Configure the sourceUse the supported lookup source configured for the form, such as an uploaded CSV dataset or selected Google Sheets data.
  3. 3Select lookup fieldsChoose the minimum values a recipient must provide to match an allowed row.
  4. 4Test non-matchesConfirm that incorrect, incomplete and duplicate values fail without leaking source rows.
  5. 5Publish and monitorShare the form, review submissions and keep the source and workspace access current.

What happens after a match

The matched source values populate the approved template; the recipient does not receive spreadsheet access or an editor. A generated result and its submission belong to the active workspace. Repeated retrieval follows the saved record and source-freshness rules configured by the product rather than treating every visit as an unrelated new issuance.

Plan for corrections and deletion

Correct the organisation's source of truth first. A managed result can then follow the authorised correction and regeneration workflow. Deleting a form, source connection, submission and generated record are separate operations, so use the available dashboard controls or a verified deletion request when the whole workflow must be removed.

Common questions

Does a lookup form expose the CSV or Google Sheet?

No. A respondent supplies configured lookup values and receives only the allowed matched workflow; the source itself is not presented as a public table.

Is CSV Lookup a separate free generation pool?

No. Successful Smart Form generations use the active workspace's shared output allowance.

Can a recipient change matched certificate data?

Matched source values are controlled by the form owner. Corrections should be made through the authorised source and managed-record workflow.

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