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Overview

Through the evidence upload, you upload the required compliance evidence for your EUDR-relevant articles. Polygon One automatically analyzes uploaded documents with AI and classifies them accordingly.

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Uploading Documents

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Supported Formats

  • PDF documents
  • Images (PNG, JPEG, TIFF)
  • Text files
  • CSV and JSON
  • GeoJSON (for geodata)
  • Office files — Word (.doc, .docx), Excel (.xls, .xlsx), ODT, RTF — where document conversion is set up for your installation
  • Maximum file size: 10 MB
Whether Office files are offered in your environment is stated by the upload dialog itself — see Documents → Accepted File Formats.

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Examples of Accepted Documents

  • FLEGT licenses
  • FSC/PEFC/ISCC/Rainforest Alliance certificates
  • Land ownership titles and usage rights
  • Harvesting permits and environmental approvals
  • Customs declarations

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Uploading Evidence

1

Select an article

Navigate to the article you want in the compliance dashboard.
2

Start the upload

Click “Upload evidence” and select the file.

Upload dialog for evidence documents

3

Certification program (optional)

If the document is a sustainability certification, select the certification scheme (e.g. FSC, PEFC, RSPO). This improves classification accuracy.

Selecting the certification scheme

4

Add a note (optional)

Add context that could help with the document analysis (e.g. “Certificate of origin for shipment #12345”).
5

Upload & Analyze

Click “Upload & Analyze”. The AI automatically analyzes and classifies the document.
Uploaded documents are automatically retained for 5 years in accordance with EUDR regulations.

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Certifications

When you upload a sustainability certification (e.g. FSC, PEFC, ISCC), Polygon One automatically analyzes which legal compliance categories are covered by the certificate:
  • Land use rights
  • Environmental protection
  • Forestry regulations
  • Third-party rights
  • Labor and human rights
  • Taxes, trade, and customs
  • Anti-corruption
Covered categories are automatically pre-marked in the legal questionnaire.
An accepted category is not yet a covered category. The certificate also has to reach every plot of the article in the production country concerned. Until it does, the category does not count as covered: the supplier’s questionnaire answers for it keep being assessed, and the category stays open — Pending Review while a plot is still unconfirmed, Non-compliant once a plot has been rejected. See A certificate only covers the plots it is linked to below.
If there are significant inconsistencies in the uploaded document, these are detected and flagged by our analysis. In this special case, we cannot automatically recognize the document; instead, it must be confirmed by you through a manual review. You can find more details about this process here:

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Certificate Register Check (FSC/PEFC)

When you upload an FSC or PEFC certificate, Polygon One automatically checks the license against the official register and shows the result as a read-only badge — everywhere the certificate appears (document list, detail view, upload dialog, supplier portal).
For an automatically verified FSC certificate, a negative register finding can withdraw that automatic verification; in every other case the badge is purely informational and does not affect the compliance status. It runs in the background; the badge always shows the most recently stored result.

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A certificate only covers the plots it is linked to

An accepted certificate only covers a legal category once it reaches every plot of the article in the production country concerned. Polygon One decides that plot by plot: where the holder named on the certificate matches the producer recorded on the plot and no region detail contradicts it, the plot is linked automatically. Every other plot is put to you as a link to decide. While even one plot is undecided, the certificate contributes nothing to that category — it is on file and accepted, but it does not count yet. The category then does not count as covered: the supplier’s questionnaire answers for it keep being assessed, and the category stays open.
A certificate accepted for one production country says nothing about plots in another. For each country, only the coverage of that country’s plots counts.
What you see on the certificate. The certificate carries a Plot coverage section with up to three lines: If the certificate has no links at all — or it has expired and can evidence nothing — those three lines are not there. In their place stands a single sentence: “This certificate covers no plots.” If the article has no origin plots at all, what stands there instead is the prompt to attach them, record the producer and re-analyse. A certificate whose links you have all rejected is not this case: it still shows the line ”… marked as not covered”. For each open plot the app names why it was proposed, as short chips — among them “Producer matches” or “Producer differs”, “Document region: …” (the region stated in the document), “Region mismatch”, “Period overlaps”, “No period overlap” and the area deviation. Beside the plot name it also prints the plot’s region and size, in grey. In the article’s compliance overview the same state appears in shorter form: under Accepted certificates, each certificate carries either ”… plots awaiting confirmation” or “Not yet linked to any plot”, plus “Valid until …” or “Expired on …”. What to click.
1

Find the open links

Either on the certificate itself in the documents view — or collected in the compliance gaps view under the task “Confirm plot coverage”, which lists every file with open links.
2

Decide per producer, all at once

The fast route is the bulk action “Confirm: covers all … plots of …” — one button per producer. It answers exactly the question that has to be answered: is the certificate holder the producer of these plots? Plots with no producer stated form their own group, “No producer stated”, at the end. This bulk action applies only to the article the certificate sits under here; it reports only how many plot links were confirmed.
3

Decide the exceptions one by one

Each plot offers Confirm and Reject. A single decision reaches further than the bulk action: it applies to this certificate and this plot across every article copy — which is how the app puts it too, with “Confirmed coverage of … across every article copy” or “Removed coverage of …”. It is recorded and persists across re-analysis. You get back via Confirm in the list of rejected plots.
Open and rejected are not the same thing. An open link keeps a category in which a risk was identified at Pending Review — the article is not ready to be declared compliant, but it is not non-compliant either. If you have explicitly rejected a plot and every other plot is confirmed, the category becomes a genuine gap: the certificate no longer evidences it, and an identified risk falls to Non-compliant.Because a single decision applies across every article copy, a rejection made in the article you have open can also pull a different article to non-compliant — but only where a risk was identified in that category and no other certificate or document covers the plot, and only on the next assessment run, not at the moment you click. So reject only what the certificate genuinely does not evidence.
If a category stays open despite an accepted certificate, the cause is almost always the producer on the plot: not recorded, or recorded under a different name than the one on the certificate. Add it using the legal name printed on the certificate — the automatic matching then takes care of the rest. If a re-analysis changes the details you decided about, the app puts the affected links to you again.

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Capturing Geodata

Geodata (production locations) are a central component of EUDR compliance. You can provide geodata in several ways:

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Drawing Geodata on the Map

1

Open the map view

Navigate to the article and open the map view.
2

Draw the area

Click “Draw area” and mark the corner points of your production area on the map. Press Escape to cancel drawing.

Drawing a production area on the interactive map

3

Enter the details

Enter the area name, supplier, article, the scientific name if applicable (required for wood), and the production period.
4

Save

Confirm the details and save the area. The satellite analysis starts automatically.

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Importing Geodata

Alternatively, you can import geodata as a file. To do so, click the upload icon at the top left.

Geodata import

We accept the following file formats:
  • GeoJSON — upload directly
  • CSV/XLSX with WKT geometry — via the import function under Settings → CSV Imports → Areas