MyKosher.

org Client User Guide

 Table of Contents

Customer User Guide ......................................................................... 4

Logging In..................................................................................................................................................................................... 4
Home Page .................................................................................................................................................................................. 4
My Account Page ......................................................................................................................................................................... 5
Highlights Panel ...................................................................................................................................................................... 5
Left Side Column ..................................................................................................................................................................... 6
Right Side Column .................................................................................................................................................................. 6
My Account Page: My Facilities................................................................................................................................................... 8
Highlights Panel ...................................................................................................................................................................... 8
Left Side Column ..................................................................................................................................................................... 8
Right Side Column .................................................................................................................................................................. 8
My Account Page: Inspections .................................................................................................................................................... 9
Inspection Details ................................................................................................................................................................... 9
Right Side Column .................................................................................................................................................................. 9

Kosher Products ................................................................................................................................................. 10

Kosher Product Processes ......................................................................................................................................................... 10
Creating A Kosher Product ................................................................................................................................................... 10
Adding Ingredients To A Kosher Product’s Formula ............................................................................................................ 10
Removing Ingredients from a Kosher Product’s Formula .................................................................................................... 11
Swapping An Individual Formula Ingredient ........................................................................................................................ 11
Submitting A Kosher Product for Approval .......................................................................................................................... 11
Requesting Termination of a Kosher Product ...................................................................................................................... 11
Making Updates to Approved Kosher Products ................................................................................................................... 11
Fields that are tracked for edits that require approval by a KC Power User ....................................................................... 11
Kosher Product Page ................................................................................................................................................................. 12
1. Highlights Panel ................................................................................................................................................................ 12
2. Kosher Product Actions .................................................................................................................................................... 12
3. Details ............................................................................................................................................................................... 12
4. Pending Changes .............................................................................................................................................................. 12
5. Formula Ingredients Used in This Kosher Product ........................................................................................................... 12
6. Files ................................................................................................................................................................................... 13

Company Ingredients ......................................................................................................................................... 14

Preface: ................................................................................................................................................................................. 14
Key Data Points ..................................................................................................................................................................... 14
Creating Company Ingredient .............................................................................................................................................. 15
[Link] Ingredient Creation: During Kosher Product Creation Process ................................................................... 15
[Link] Ingredient Creation: Using the Company Ingredient related list ................................................................ 15
[Link] Ingredient Creation: Manually Creating a Company Ingredient When It Does Not Exist ........................... 16

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 Mass Swapping a Company Ingredient ................................................................................................................................ 16
Overview .......................................................................................................................................................................... 16
Process ............................................................................................................................................................................. 17
Removing a Company Ingredient ......................................................................................................................................... 17
Overview .......................................................................................................................................................................... 17
1. Marking a Company Ingredient as Removed .............................................................................................................. 17
2. Marking Each Formula Ingredient as ‘Removed’ ........................................................................................................ 17
Expired Company Ingredients .............................................................................................................................................. 18
Overview .......................................................................................................................................................................... 18
Expired Company Ingredient Notifications Information ................................................................................................. 18
Updating Expired Company Ingredients ......................................................................................................................... 18
Adding/Removing Company Ingredients Used at Facilities ................................................................................................. 18
Key Terminology .............................................................................................................................................................. 18
Adding a Company Ingredient to a Facility ..................................................................................................................... 19
Removing a Company Ingredient From a Facility............................................................................................................ 19
My Account Page: Company Ingredients .................................................................................................................................. 20
1. Details ............................................................................................................................................................................... 20
2. Remove Company Ingredient ........................................................................................................................................... 20
3. Formulas Company Ingredient Referenced In ................................................................................................................. 20
4. Select specific facilities that use this company ingredient .............................................................................................. 20
5. Files ................................................................................................................................................................................... 20

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 Customer User Guide
LOGGING IN
Navigate to [Link] to log into the portal.

HOME PAGE
1. My Account
a. Brings you to your Account page where you can access all of your
Company and Kosher information
2. My Kosher Products
a. Brings you to the list of Kosher Products you manufacture and
produce
3. My Company Ingredients
a. Brings you to the list of Company Ingredients you use in your Kosher
operations
4. Central Ingredients List
a. A list of all the Kosher Certified Products available to add as Company
Ingredients
5. Navigation Bar
a. Regardless of the page you are on, the Navigation Bar stays as is and
allows you to quickly navigate between frequently accessed items
6. My User/Profile Settings
a. You can view your User settings here and update key information such
as email
7. Additional Links
a. Links to the Kosher Check website and training resources to use this
system

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MY ACCOUNT PAGE
My Account page is where you can access all of the information for your Account.
They key items you can access from here are:

H IGHLIGHTS P ANEL
1. Edit your Account details
2. Request a Custom Certificate
a. This allows you to request a custom certificate that can contain a mix
of Kosher Products & Facility information (*Note: individual Kosher
Certificates for a single product are retrieved by navigating to a Kosher
Product record and downloading the Certificate file that is attached to
the Kosher Product record)
3. Send a Renewal Notification
a. When you have completed all the required renewal activities, use the
Send Renewal Notification button to send an email notification to
Kosher Check staff

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 b. *Note: ensure that on the screen that appears when you click ‘Send
Renewal Notification’ you set the ‘Send Renewal Submission Email’
checkbox to ‘checked’ (as displayed by the image below). Then
proceed to click ‘Save’

L EFT S IDE C OLUMN

1. Account Details
a. The details about your account in our system
2. Related Contacts
a. The key Contacts related to your organization who manage the Kosher
Operations and/or Certification
3. My Facilities
a. The Facility records that you use to manufacture Kosher Products.
4. Completed Inspections
a. The list of completed Inspections performed at your Facilities. You can
drill into these Inspection records to review inspection information
collected as well as documentation related to the inspection.
5. Files related to your Account
a. You can upload any documents related to your Account here. Similarly,
you can download any files that we may upload in this Files list.
R IGHT S IDE C OLUMN
1. Kosher Products
a. The list of Kosher Products in our system that you
manufacture/produce.
2. Company Ingredients
a. The list of Company Ingredients you use in your manufacturing
processes
3. Certificates
a. The list of Custom Certificates that you request using the ‘Request
Custom Certificate’ button. Once a Certificate Request has been
approved, its Status will change from ‘Pending Review’ to ‘Approved’
and there will be a PDF document that you can download

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MY ACCOUNT PAGE: MY FACILITIES
Clicking a Facility brings you to a page where you can access all of the information for
a specific Facility. The key items you can access from here are contained below.

H IGHLIGHTS P ANEL
1. The Account Record Type indicates whether you are viewing your ‘Parent
Account’ or ‘Facility’ account records. The Parent Account is where you will
access all of your main Account information including creating and managing
Kosher Products as well as creating and managing Company Ingredients.
2. Edit your Facility details

L EFT S IDE C OLUMN

1. Facility Details
a. The details about your Facility in our system.
2. Related Contacts
a. The key Contacts related to your organization who manage the Kosher
Operations and/or Certification. You can link existing Contacts
captured on the Parent Account to the Facility to indicate the
Individual is also a key contact for that specific Facility
3. My Facilities
a. A list of all the other Facility records that you use to manufacture
Kosher Products
4. Completed Inspections
a. The list of completed Inspections performed across all your Facilities
(not just the Facility you are on). You can drill into these Inspection
records to review inspection information collected as well as
documentation related to the inspection
5. Files related to your Account
a. You can upload any documents related to your Facility here. Similarly,
you can download any files that we may upload in this Files list

R IGHT S IDE C OLUMN

1. Company Ingredients Used At This Facility
a. A list of Company Ingredient records that are used at this Facility in its
manufacturing processes
2. Kosher Products Manufactured by Facility
a. A list of Kosher Product records that are manufactured at this Facility

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MY ACCOUNT PAGE: INSPECTIONS
Clicking an Inspection record brings you to the Inspection Page where you can access
details about a specific inspection that was performed at one of your facilities. You
can see the details captured as well as any files and documentations uploaded to the
inspection record.

I NSPECTION D ETAILS
Details captured about the inspection that you can view.

R IGHT S IDE C OLUMN

1. Inspection Checklist Items
a. Specific items checked on by an Inspector during the inspection.
These each have a status that will be updated when the Inspection is
completed
2. Files
a. Any files captured and uploaded during the inspection process will be
uploaded to this list where you can access them after the inspection is
complete

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KOSHER PRODUCTS

KOSHER PRODUCT PROCESSES

C REATING A K OSHER P RODUCT

1. Navigate to a Parent Account and click ‘New’ on the Kosher Products related
list
2. Input the necessary information and select any facilities that manufacture the
Kosher Product and click ‘Next’
3. Select any ingredients that make up formula for the Kosher Product from the
‘Currently Used Ingredients’ or from the CIL
4. Click ‘Done’

A DDING I NGREDIENTS T O A K OSHER P RODUCT ’ S F ORMULA

Ingredients can be added to a formula in two ways; during the Kosher Product
creation process as described above, or after a Kosher Product has already been
created. Steps below outline the process after a Kosher Product has already been
created.
1. Navigate to an existing Kosher Product record

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 2. In the ‘Formula Ingredients Used in This Kosher Product’ related list click
‘New’
3. Select any ingredients that make up formula for the Kosher Product from the
‘Currently Used Ingredients’ or from the CIL
4. Click ‘Done’

R EMOVING I NGREDIENTS FROM A K OSHER P RODUCT ’ S F ORMULA

1. Navigate to an existing Kosher Product record
2. In the ‘Formula Ingredients Used in This Kosher Product’ related list click the
link that says ‘View All Ingredients’
3. For the ingredient in the list you want to remove from the formula, click
‘Remove Ingredient’ and select a removed reason

S WAPPING A N I NDIVIDUAL F ORMULA I NGREDIENT

1. Navigate to an existing Kosher Product record
2. In the ‘Formula Ingredients Used in This Kosher Product’ related list click the
link that says ‘View All Ingredients’
3. For the ingredient in the list you want to remove from the formula, click Swap
Ingredient’ select any ingredients from the ‘Currently Used Ingredients’ or
from the CIL
4. Click ‘Swap’

S UBMITTING A K OSHER P RODUCT FOR A PPROVAL

1. View an existing Kosher Product in the Certification Status of ‘New’
2. Click ‘Submit for Approval’ and click ‘Ok’

R EQUESTING T ERMINATION OF A K OSHER P RODUCT

1. View an existing Kosher Product
2. Click ‘Request Termination’, fill in a Termination Reason and click ‘Next’, then
click ‘Ok’

M AKING U PDATES TO A PPROVED K OSHER P RODUCTS

1. View an existing Kosher Product in an ‘Approved’ status
2. Click ‘Edit’

F IELDS THAT ARE TRACKED FOR EDITS THAT REQUIRE APPROVAL BY A KC P OWER U SER
● Brand Name
● Certification End Date

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 ● Certification Status
● Kosher Product Name
● Kosher Status
● Kosher Product Owner

KOSHER PRODUCT PAGE

Clicking an individual Kosher Product record, either from the My Kosher Products
page or from the My Account Page, brings you to the Kosher Product record page.
This page contains the below elements.

1. H IGHLIGHTS P ANEL
The Highlights Panel displays key data about your Kosher Product you might want to
view at a glance.

2. K OSHER P RODUCT A CTIONS

The Kosher Product Actions are where you can initiate some of the key processes
relating to Kosher Products. This includes:
1. Submitting a new Kosher Product for Approval
2. Requesting a Termination of a Kosher Product
3. Editing a Kosher Product

3. D ETAILS
This section of the page displays in greater detail the information about the specific
Kosher Product.

4. P ENDING C HANGES
If you make changes to a key field on the Kosher Product while it is in an Approved
state, these changes are captured automatically and are required for review by an
internal Kosher Check employee. The key fields you have access to that are tracked
and require review are:
● Brand Name
● Kosher Product Name

5. F ORMULA I NGREDIENTS U SED IN T HIS K OSHER P RODUCT

This is the list of formula ingredients that make up your Kosher Product’s formula.
You can add/remove formula ingredients as necessary, but generally this should take
place before a Kosher Product is submitted for approval. Adding or Removing a

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 formula ingredient when a Kosher Product is in an Approved state will require a
Kosher Check employee to review the changes and verify they are ok.

6. F ILES
This is where you can download the Certificate for the specific Kosher Product.

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 COMPANY INGREDIENTS

P REFACE :
Company Ingredients represent your use of a specific Kosher Product as an
ingredient in one or more of your Kosher Products. Company Ingredients can be
created from any Kosher Product that is available in the CIL. Some of the terminology
in the system is similar, so it is worth pointing out some key differences between
Company Ingredients and Formula Ingredients.

Differences Between Company Ingredients and Formula Ingredients

Term Description

Company Ingredient A Company Ingredient represents a single instance of a

company using a Kosher Product in its manufacturing processes.
A Company should only have one active Company Ingredient for
a single Kosher Product at any given time.

This single Company Ingredient can be used/referenced in

multiple formulas. For example, if a company makes two
separate Kosher Products that both use the company ingredient
‘butter’, both of these Kosher Products use and reference the
same company ingredient. That said, while they use the same
company ingredient, there are two separate, independent
formulas that the company ingredient is being referenced in.

Formula Ingredient A Formula Ingredient represents a single instance of a Company

Ingredient being used in one formula. This means that for any
formula, there should only exist one active formula ingredient for
one company ingredient. That said, one company ingredient
could be used and referenced multiple times across multiple
formulas for multiple Kosher Products.

K EY D ATA P OINTS
*Note: many of the fields on the Company Ingredient record are linked directly to the
underlying Kosher Product that it was created from and they are not listed.

Field Name Description/Purpose

Company The company that uses the company ingredient

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 Company Ingredient A status value that reflects if a Company Ingredient is approved for
Approval Status use or not. New = has not been approved yet, Approved for Use =
KC Power User has approved it, Not approved = KC Power User
has not approved it for use, Removed = Any user (internal or
external) have set the Company Ingredient Approval Status =
Removed.

*note: Marking a Company Ingredient as ‘Removed’ does not

automatically update all the Formulas the Company Ingredient is
referenced in. The user will need to do this for each formula
manually.

Company Ingredient The Company Ingredient inherits its expiration from the underlying
Expiration Status source Kosher Product. As long as the source Kosher Product is in
good standing, meaning the Certification Expiration Date is still in
the future, then the Company Ingredient Expiration Status will
reflect ‘In good standing’

Company Ingredient Raw A text box a user can use to manually input an RMC for the
Material Code company ingredient record.

Source Kosher Product This information/section on the Company Ingredient is inherited

Information from the underlying source Kosher Product.

C REATING C OMPANY I NGREDIENT

There are three ways Company Ingredients get added to a company’s list of Company
Ingredients.
1. During the Kosher Product creation process when ingredients are added to a
Kosher Product’s formula
2. When a user uses the ‘Company Ingredient’ related list to add company
ingredients from the CIL
3. Creating a Company Ingredient manually because it does not exist in the CIL

1.C OMPANY I NGREDIENT C REATION : D URING K OSHER P RODUCT C REATION P ROCESS

Create a new Kosher Product and input the necessary details and click ‘Next’. From
the CIL, add Kosher Products you use as ingredients to this Kosher Product’s formula.
‘Adding’ these company ingredients to your formula will automatically create
Company Ingredient records.

2.C OMPANY I NGREDIENT C REATION : U SING THE C OMPANY I NGREDIENT RELATED LIST
1. Create a new Company Ingredient by clicking ‘New’ on the Company
Ingredient related list

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 2. Select from the CIL any Kosher Products you want to ‘add’ as company
ingredients. Click ‘Done’. These will now be created as Company Ingredients
under that company

3.C OMPANY I NGREDIENT C REATION : M ANUALLY C REATING A C OMPANY I NGREDIENT W HEN I T D OES
N OT E XIST
If a certain Kosher Product that you use in manufacturing processes does not exist in
the CIL, then users have the options to manually create a Company Ingredient. This
process allows them to create a Kosher Product and simultaneously add it as a
Company Ingredient.
1. Create a new Company Ingredient by clicking ‘New’ on the Company
Ingredient related list
2. Instead of clicking ‘Add’ next to the existing Kosher Products contained in the
CIL, click the ‘Create New Company Ingredient’ button
3. Input all the required information for the Kosher Product you use as the
Ingredient, ensuring you populate the Owner, Kosher Product name, Kosher
Certification Agency, UKD, and Certification End Date
4. Upload the kosher certificate, product label, or any other necessary
documentation using the ‘Product Label Image’ function
5. Click ‘Done’
6. This Kosher Product should now appear in the list of selected ‘Ingredient List’
7. Click ‘Done’

M ASS S WAPPING A C OMPANY I NGREDIENT

O VERVIEW
Users can mass swap a company ingredient to replace an ingredient that is
referenced in multiple formulas with another ingredient. Performing this process will
do the following:
● Mark each formula ingredient where the Company Ingredient is used as
‘Removed’
● Create a new formula ingredient for each Kosher Product that used the
‘swapped out’ ingredient
● This will update the Formula Ingredient Status field on the Kosher Product
that used the ‘swapped out’ company ingredient as ‘Formula Ingredient
Added’

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P ROCESS
*Note: the ‘swap’ button only appears for company ingredients that have at least one
active formula ingredient
1. In the Company Ingredient related list on the Parent Account page, click ‘View
All Company Ingredients’
2. Find the Company Ingredient you want to perform the mass swap for. Click
‘Swap’
3. Read the instructions and click ‘Continue’
4. Select from either your list of current company ingredients or, alternatively,
add a new Company Ingredient from the CIL
5. Click ‘Swap’

R EMOVING A C OMPANY I NGREDIENT

O VERVIEW
Users can remove a company ingredient. Performing this process updates the
Company Ingredient Approval Status = Removed, however, it does not automatically
update all the Formulas it is referenced in. This needs to be done manually by the
user. The high level steps to complete this are (more detailed steps below):
1. Mark the Company Ingredient as ‘Removed’
2. Navigate to each Formula it is referenced in and mark the Formula Ingredient
as ‘Removed’

1. M ARKING A C OMPANY I NGREDIENT AS R EMOVED

1. In the Company Ingredient related list on the Parent Account page, click a
Company Ingredient to view the Company Ingredient record
2. Click the ‘Remove Company Ingredient’ button located on the top right corner
of the page
3. Input a Removed Reason and click ‘Save’

2. M ARKING E ACH F ORMULA I NGREDIENT AS ‘R EMOVED ’

1. On the Company Ingredient that you marked as ‘Removed’, view the
‘Formulas Company Ingredient Referenced In’ related list. This list contains
all the formulas it is currently referenced in for all time, including ‘Active’ and
‘Removed’
2. Click the ‘Formula Ingredient Name’ link to view the Formula Ingredient record
3. On the Formula Ingredient record page, click ‘Remove Ingredient’ and select a
‘Removed Reason’ and click ‘Save’

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E XPIRED C OMPANY I NGREDIENTS

O VERVIEW
Expired Company Ingredients are required to be updated by KC Customers. These can
be identified using the ‘Company Ingredient Expiration Status’ = ‘Expired’. A Company
Ingredient that is expired meets the following criteria:
1. Source Kosher Product used by the company as a Company Ingredient is
expired and it is not certified by Kosher Check or any Kosher Agency in its
shared network. Another way of saying this is that the Kosher Product does
not have UKD
E XPIRED C OMPANY I NGREDIENT N OTIFICATIONS I NFORMATION
● Any Contacts marked as Primary Kosher Contact for the Parent Account that
has the expired Company Ingredient will receive the email notifications
● The system will send an email notification weekly for a maximum of four
weeks starting 31 days after the expiration date of the source Kosher Product
(for a total of four notifications)
● When the Source Kosher Product the Company Ingredient was derived from
has its Certification End Date updated to a new value (for example, when it is
updated with an up-to-date certification end date in the future), the system
will ‘reset’ the notification process.

U PDATING E XPIRED C OMPANY I NGREDIENTS

If handled by an internal KC user, the process below should be followed:
1. Reaching out to the supplier of the product
2. Obtaining updated letters of certification for the product
3. Uploading the updated LOC to the expired Kosher Product
4. Updating any information on the Kosher Product based on the new LOC

Alternatively, you can reach out to your supplier and obtain the updated letter of
certification yourself which you can then provide to KC.

A DDING /R EMOVING C OMPANY I NGREDIENTS U SED AT F ACILITIES

K EY T ERMINOLOGY
● Company Ingredient

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 ○ An instance of a Company that uses a Kosher Product as an Ingredient
in its manufacturing operations. This single Company Ingredient can
be used at multiple Facilities
● Facility Company Ingredient
○ A single instance of one Company Ingredient being used at one
Facility

A DDING A C OMPANY I NGREDIENT TO A F ACILITY

1. Once a Company Ingredient has been created, click on the record to view it
2. In the right hand side, use the ‘Select specific facilities that use this company
ingredient’ to check off the specific facilities that use the Company Ingredient
in the facilities’ manufacturing process
3. Click ‘Save’
R EMOVING A C OMPANY I NGREDIENT F ROM A F ACILITY
*Note: this can be done from either the Facility record itself or the Company
Ingredient record
1. Navigate to an existing Company Ingredient record
2. On the right hand side at the bottom of the page click the Facility Company
Ingredient record you want to remove from the facility (make sure you click
the link to view the Facility Company Ingredient and not the Company
Ingredient. This is important.)
3. You should be brought to a record called a Facility Company Ingredient
(similar to the image below). On the page click ‘Edit’ using the button in the
top right corner and change the ‘Status’ field on the record to ‘Removed’

*Note: ensure you are viewing the ‘Facility Company Ingredient’ record and not the
‘Company Ingredient’ record. This is important because ‘Removing a Company
Ingredient’ is very different from removing a Facility Company Ingredient. This will be
indicated on the top of the page and should look similar to the image below:

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MY ACCOUNT PAGE: COMPANY INGREDIENTS
Clicking an individual Company Ingredient record, either from the My Company
Ingredients page or from the My Account Page, brings you to the Company Ingredient
record page. This page contains the below elements.

1. D ETAILS
The Details section displays key data about your Company Ingredient record.

2. R EMOVE C OMPANY I NGREDIENT

This button can be used to mark the Company Ingredient as ‘Removed’. When you
mark a Company Ingredient as ‘Removed’ this means you no longer use it in any of
your facilities or manufacturing operations.

3. F ORMULAS C OMPANY I NGREDIENT R EFERENCED I N

This lists the various formulas this specific Company Ingredient is referenced in.
4. S ELECT SPECIFIC FACILITIES THAT USE THIS COMPANY INGREDIENT
This section allows you to select, from your list of Facilities, which Facilities use this
Company Ingredient in manufacturing operations.

5. F ILES
This is where you can upload or access any files pertaining to the specific Company
Ingredient

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