Digitise your mill certificates / MTRs

Mill certificates and Material Test Reports (MTRs) are quality records attached to incoming material. This guide covers the full lifecycle in the Mill Certificates workspace: uploading files, processing and extracting data with AI, editing and reviewing output, exporting certificates, managing tags, and navigating the manual entry path.

Open the Mill Certificates Workspace

The Mill Certificates page is accessible from the Dashboard and from the Compliant Metals section of the navigation bar. Expand the Compliant Metals menu item and click Mill Certificates to reach the workspace.

The page is designed to handle the complete certificate lifecycle: uploading PDFs or image files, processing and extracting data with AI, tracking progress, editing and reviewing outputs, and exporting records. Two upload paths are available from the buttons at the top of the screen. Upload with AI lets the system automatically extract data from your uploaded files and connect it to your inventory. Manual Entry takes you to a blank form where you can key in the certificate data by hand.

Upload Certificate Files

Clicking either upload button opens a file selection window where you can choose PDF files or image files from your computer. You can select multiple files to upload at once using your operating system’s multi-select (Ctrl on Windows/Linux, Cmd on macOS, or Shift to select a range). All selected files will be processed together.

Once you upload a file using Upload with AI, the certificate appears in the data table and AI processing begins immediately. The table shows the current progress of each upload as it moves through extraction.

Use the refresh button at the top right of the data table to check the latest processing status. The status column updates as the certificate moves through each stage. Once processing is complete, a chevron appears next to the line item — click it to expand the row and view the heat codes extracted from the report.

View Certificate Details and Export

When processing is complete, the Actions button on the line item gives you access to the full range of actions for that certificate: view details, edit and approve the output, and download in several formats.

Click View Details to open the certificate details page. This page shows everything extracted from the report laid out alongside the original uploaded file, so you can compare extracted values directly with the source document.

From the details page, click the Export button to download the processed output in a range of formats, including a version with your own company branding applied.

Edit and Review the Output

The Actions button at the top right of the details page provides the options to edit the extracted output and submit a review.

Select Edit to make all fields in the report editable. Extraction is generally accurate, but factors such as smudged scans, handwritten entries, or poor page condition can cause mismatches. Edit mode lets you correct any extraction errors field by field before the certificate is reviewed and locked.

Once you have reviewed the report and made any corrections, return to the Actions dropdown and select Review. The review window lets you either approve the output or flag it as needing further attention.

After you approve a certificate, the output is locked and cannot be edited without opening a new review and setting the status back to Issue. The approval date appears on the details page as a permanent record.

Manual Entry

If you selected Manual Entry at the start, you are taken to a blank version of the details page. The uploaded file appears alongside the form so you can reference the source document as you fill in each field by hand. You can change your mind at any point and click Extract with AI at the top of the page to have the system take over extraction from your uploaded file.

Download Certificates

To create copies for your records or to share with others, use the Actions dropdown against a certificate’s line item and choose a download format. Several formats are available depending on what you need.

You can download certificates with your company branding applied. Make sure your company profile is complete and includes your logo — see Getting Started With GoSmarter for details on configuring company information.

Manage Tags

The Actions dropdown for any certificate line item also includes a Manage Tags option. Clicking it opens the Manage Tags window, where you can see any auto-generated tags applied to the certificate and toggle any manual tags that have been set up in the Mill Certs tab of the Tags page. See the Tags and Tag Rules guide for details on setting up and managing tag rules.

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 PDFs and image files for AI processing, or work entirely in Manual Entry without uploading a file.

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 company profile data and logo up to date so branded certificate downloads display correctly.