Skip to main content
Guides·5 min read·

Quick Start: Get Your First MTC Into TestCert and Out to Your Buyer in 12 Minutes

This guide walks you through the complete inbound-to-outbound workflow for a steel distributor — from the moment a mill cert lands in your inbox to the moment your buyer receives a certificate of conformance (COC) via a secure link. No prior TestCert experience required.

Time estimate: 12 minutes for a single MTC with one approval level.

Prerequisites

Before you start, confirm the following:

  • You have a TestCert account with Inspector or Quality Manager role (contact your org admin if unsure)
  • You have the supplier's PDF mill test certificate ready (scanned or digital)
  • Your organization's QA workflow is configured (at least one approver assigned)

Step 1: Upload the Mill's PDF

Go to Inbound MTCs and drag in your file.

  1. From the left navigation, click Inbound MTCs.
  2. Click Upload Certificate in the top-right corner.
  3. Drag your PDF onto the upload area, or click Browse to locate it on your computer.
    • TestCert accepts single or multi-page PDFs up to 50 MB.
    • The AI extraction engine starts processing immediately after upload.
  4. Wait for the status indicator to change from Processing to Ready for Review — this typically takes 15–30 seconds.

Step 2: Review Extracted Data

Open the split view and check what the AI pulled from the cert.

  1. Click the cert row to open the split view: the original PDF appears on the left, and the extracted fields appear on the right.
  2. Review the extracted data panel on the right:
    • Green fields passed validation against the applicable ASTM/ASME/EN standard.
    • Red fields failed validation — the extracted value falls outside the allowed limit for that property (e.g., carbon content exceeds the grade maximum).
    • Amber fields require your attention but did not trigger a hard failure (e.g., a non-critical field that could not be read cleanly).
  3. For each red field, compare the right-panel value against the PDF on the left to confirm the extraction is correct.
    • If a value was mis-extracted, click the field and type the correct value. TestCert re-validates instantly.
    • If the value is correct and the material genuinely fails, you have two options: reject the cert or proceed to an Override Accept in the next step.
  4. Verify the Heat Number, Grade, and Supplier fields match the physical material received.

Step 3: Submit for QA Approval

Send the cert up the approval chain.

  1. Once you have reviewed all fields, click Submit for Approval at the bottom of the right panel.
  2. If any red fields remain and you intend to accept them under engineering discretion, you will be prompted to enter a mandatory override comment explaining the basis for acceptance. Enter a clear, factual reason (e.g., "Customer engineering waiver #EW-2024-047 on file").
  3. The cert status changes to Pending Approval and the assigned QA approver(s) receive an in-app notification.
  4. If you are the approver, skip to Step 4. Otherwise, wait for the approver to act.

Step 4: Approve and Commit to Stock

The approver reviews and commits the material.

  1. As the approver, open the cert from the Approval Queue in the left navigation.
  2. Review the extracted fields, override comments (if any), and the original PDF.
  3. Click Approve to accept the cert.
    • If your organization uses two- or three-level approval, the cert advances to the next approver automatically. Repeat this step for each level.
  4. After the final approval, click Commit to Stock.
    • This action is irreversible and writes the heat number, grade, quantity, and chemistry into the Stock Ledger.
    • The supplier snapshot is captured at this moment — supplier details are frozen for traceability even if the supplier record changes later.
  5. The cert status changes to Committed. The material is now available for outbound allocation.

Step 5: Generate an Outbound COC for Your Buyer

Draw from committed stock and build the COC.

  1. From the left navigation, go to Outbound Certificates and click New COC.
  2. Select the Buyer from the dropdown. If the buyer does not exist yet, click Add Buyer and fill in the company details and any custom spec mappings.
  3. In the Material section, search for the heat number or grade you just committed. Select the relevant line items.
    • TestCert deducts the allocated quantity from the Stock Ledger automatically.
  4. Choose the Template appropriate for this buyer (e.g., their preferred COC format or a standard EN 10204 3.1 layout).
  5. Review the generated certificate preview. All field values are pulled directly from the committed inbound MTC — no manual re-entry required.
  6. Click Submit for Approval to route the outbound COC through your approval workflow, or click Approve & Finalize if you have single-step authority.

Step 6: Send the COC to Your Buyer via Secure Link

Your buyer does not need a TestCert account to view their certificate.

  1. Once the outbound COC is approved and finalized, click Share with Buyer.
  2. TestCert generates a secure review token — a unique, expiring URL tied to this certificate only.
  3. Click Copy Link and paste it into your email, or click Send via Email to have TestCert send the link directly to the buyer's email address on file.
  4. The buyer opens the link in any browser and can view, download, or print the COC as a PDF. No login required on their end.
  5. The share event is recorded in the Audit Trail with a timestamp and recipient identifier.

What's Next

You have completed the end-to-end distributor workflow. To go deeper on each stage:

Related pages

Certificate Review and Approval Workflow: Best Practices for Quality TeamsQuality Certificate Management: The Complete Guide for Metals & FabricationIssuing Outgoing Test Certificates to Customers: Process and Best Practices