Digitise your mill certificates / MTRs

Mill certificates and Material Test Reports are quality records attached to incoming material. This guide shows how the Mill Certificates workspace supports upload, extraction, review, and traceability workflows.

Open the Mill Certificates Workspace

From the Compliant Metals navigation, expand the menu and click on Mill Certificates to access certificate management and heat code data in one place. The workspace is set up to handle the full lifecycle: uploading files, processing extracted fields, tracking outcomes, and moving into review or inventory context.

The Mill Certificates page allows you to upload, process, track, and edit your certificates. You can choose between two methods: manually enter information from your mill cert, or upload PDFs and have the AI process them, extract the data, and connect it to your inventory. The buttons at the top of the screen provide access to both upload methods. Choose “Upload with AI” to let the system automatically extract data from your PDF certificates, or select “Manual Entry” to enter information by hand.

Upload and Process Certificate Files

Clicking on either upload button will launch a file browser that allows you to choose PDF files from your computer to upload.

Once you’ve uploaded a file using Upload with AI, the progress of the upload can be seen in the data table. The system will process the certificate and extract the relevant data.

Use the refresh button in the top right of the data table to check the progress of the upload. The status will change throughout the processing. Once the process is complete, you’ll be able to click the chevron next to the line item to view the heat codes included in the report.

Inspect and Edit Run Details

The Actions button for each line item in the data table allows you to view all the details of the report, edit and approve the output, and download the output in different formats.

Click View Details to open the certificate details page, where you can view everything extracted from the report alongside the PDF of the report itself.

At the top right of the details page, use the Actions button to access edit and review options.

Selecting Edit makes all of the fields in the report editable. You may need to make corrections if a scan quality issue, handwriting, or page condition causes an extraction mismatch. By editing the report, you can correct any mistakes that were made during processing.

Record a Review Outcome

Once you’ve reviewed the report and made any edits needed, return to the Actions dropdown to provide your review. The Review option opens a window that allows you to either approve an output or flag it as needing more attention.

Once you’ve approved the certificate, the output is now locked and cannot be edited without updating the review and setting it back to Issue. You can see the approval date on the details page.

Manual Entry and Download Options

If you had selected Manual Entry at the start, you would be taken to a page that is essentially an empty version of the details page. You can see your PDF on the side and populate all of the fields by hand. You can still change your mind and click Extract with AI at the top of the page to have the system do the work.

If you want to create copies of the output for your own records or to forward to others, you can download certificates in a number of formats from the Actions dropdown against the report’s line item.

You can also download certificates with your branding. Make sure your company data is up to date and includes your logo so that downloaded certificates display your branding correctly. See Getting Started With GoSmarter for more details on configuring your company information.

Mill certificate reference

What is a mill certificate?

A mill certificate, also called an MTR, records the material identity and traceability details for a heat or lot, including the information needed to connect received stock to its supporting documentation and test results.

Accepted file types

You can upload common certificate document formats, including PDF files and standard image formats used for scans or photos of certificates.

Search, filter, and downloads

Use search and filters to narrow the certificate list by the details you need to review. From the certificate views, you can also download data as CSV, download the certificates shown on the current page as a ZIP, or download certificates grouped per heat code as a ZIP when available.

Heat-code linking rules

Heat-code matching is case-insensitive. Certificates are linked automatically when a matching heat code is found during certificate upload, and matching can also occur when inventory is loaded later for the same heat code.

Editing and deleting certificates

You can edit certificate details to correct metadata and maintain traceability records. Deleting a certificate removes it from the certificate list and any linked workflow views that depend on that stored certificate record.

Certificate statuses

• Processing: the uploaded certificate is still being read or indexed.
• Complete: the certificate finished processing and is available for normal review and linking.
• Error: the certificate could not be processed successfully and may need to be checked or uploaded again.

Common questions

• Why is a certificate not linked yet? Check that the heat code matches exactly apart from letter casing, and confirm the inventory or uploaded document contains the expected heat code.
• Why are some certificates unavailable for download grouping? Grouped ZIP downloads depend on the certificate and heat-code relationships available in the current results.
• What happens if inventory is loaded after the certificate? Matching heat codes can still be linked automatically when inventory data is loaded.

Best practices

• Use consistent heat-code formatting in source documents and inventory records.
• Review certificates that remain in Processing or Error before relying on them for traceability.
• Use filters before exporting so CSV and ZIP downloads reflect the exact working set you want to share or audit.
• Keep certificate metadata up to date so downstream inventory and test traceability remain easy to follow.