Different formats from dozens of suppliers
Each has different fields, different names, different table structures.
Use case 02
Certificate and
Certificate and
mill certificate control
Documents arrive in different formats and without a consistent structure. The workflow extracts the data, validates it against the rules and passes only the exceptions to the operator.
Where the problem starts
What slows the process down today
Five typical points that together steal time, quality and trust in the outputs. If you run into any of these, a workflow has somewhere to start.
Multilingual PDFs
CZ, DE, EN, IT - and their combinations in a single document.
Multi-cert PDFs
Several certificates in one file - manual splitting and retyping.
Dependence on experienced people
The workflow rests on a few operators who know the standard and the suppliers.
No audit trail
For a decision, you can’t trace back what was in the source PDF.
Step by step in a single flow
The workflow doesn’t just read documents or just show numbers. It connects data, rules and decision points into a single flow with a clear output.
PDF intake
Web upload, IMAP, batch. Multi-cert PDFs are split automatically.
Supplier detection
The system recognises who issued the document and loads its rule template.
AI extraction
Key fields, material data, heat numbers, mechanical properties, notes.
Validation against the standard
Limits, exceptions and conditional rules applied automatically.
QA scoring 0–100
Score + severity HIGH/MEDIUM/LOW. 95+ with no HIGH → auto-approve.
Operator & export
Pre-filled data, a single confirmation, a structured export to the ERP.
What changes in operations
The concrete impact on the work
The goal isn’t to deploy AI. The goal is to give people back time to decide and free the process from its dependence on a few experts.
From hours to tens of seconds
The operator stopped retyping and started validating - 30–45 s per certificate.
Less dependence on seniors
Experienced people handle exceptions, not routine.
An audit trail for every decision
What was in the source, in the standard, in the output and why - all traceable.
Volume scalability
A growing number of certificates doesn’t require more people.
When it makes sense to start
Three typical situations
A workflow doesn’t deliver the same value everywhere. Here are three scenarios where it pays off to start.
Hundreds of certificates a month
Dozens of suppliers, a high volume of routine work.
A regulated process
Metallurgy, food production, healthcare - where an error means an audit or a complaint.
A standard exists to validate against
Material grades, limit values, conditional rules.
What to watch out for
Limits we’re upfront about
Three risks we recommend addressing at the design stage - not later in operations, where they cost time and trust.
Scans vs. text
For scanned PDFs, accuracy drops. An OCR pipeline and greater tolerance help.
New suppliers need onboarding
A completely new format needs a template - a day or two of work.
Validation ≠ decision
The workflow flags the exception. Approving an out-of-spec value stays with the expert.