Automated Extraction of Certificate Data

For Busy Readers

• Avoid manual errors: Learn how to fully automate error-prone data entry using AI-based extraction from technical certificates.
• Capture 50+ material properties automatically: From chemical compositions to JOMINY curves – the solution recognizes all relevant content from your PDFs.
• Integrated into your systems: Extracted data can be seamlessly transferred to ERP systems like SAP QM – via API, Excel, XML, or JSON.
• Secure, scalable, and compliant: Featuring "Human-in-the-Loop," continuous improvement, and GDPR-compliant hosting.

In modern industry, technical certificates and test reports are ubiquitous. They ensure material quality, guarantee compliance with standards, and provide vital insights into product specifications. But what happens when this essential information arrives in unstructured PDF documents? The manual effort required to transfer this data into ERP and production systems is immense. Even the most diligent employees are not immune to errors.

This is where Business Automatica comes in. With an innovative, AI-powered solution, we enable the automatic extraction of technical data from PDF certificates – precise, fast, and seamlessly integrated.

The Challenge: Manual Data Entry as a Quality Risk

Certificates and test reports are often unstructured documents provided in a wide variety of formats. Manually extracting relevant information such as chemical compositions, mechanical properties, or heat treatment methods is:

• Error-prone: Manual data entry leads to mistakes that can impact quality control and compliance.
• Time-consuming: Qualified employees waste valuable hours on tedious data entry instead of value-added tasks.
• Not scalable: As your company grows, manual processes become bottlenecks in your workflow.
• Expensive: High labor costs for skilled technicians and the cost of rectifying errors add up to a significant financial burden.

These disadvantages are particularly noticeable in companies that have to manage a large volume of such certificates.

The Solution: Intelligent Data Extraction via AI

The Business Automatica platform utilizes an AI-powered pipeline specifically tailored to technical certificates and test reports. Using AI-based Natural Language Parsing and validation, it enables the automatic recognition of more than 50 clearly defined material properties, including:

Material Identification:

• NTI number
• Heat treatment
• Grain structure and grain size
• Tensile strength

Quality Characteristics:

• Hardness
• Chemical composition
• Standards and DIN/ISO references
• Origin and quality grade

Other Properties:

• Ultrasonic testing class
• JOMINY curves
• Dimensions and treatment specifications

How Data Extraction Works

1. Data Provision

You or your suppliers can conveniently submit PDFs via email, file transfer, or any API-based interface.

2. Data Analysis and Processing

Our automation workflow (O2 Business Automation Platform + various AI platforms + specification-compliant checks) extracts, validates, and structures the data.

3. Data Transmission

You receive an Excel, JSON, or XML file back to a target system of your choice. Additionally, we can load the data directly into your ERP system (e.g., SAP QM).

Implementation in Six Simple Steps

1. Provide documents: Share relevant use-case details and sample documents with us.
2. Align requirements: We discuss your specific quality requirements and testing processes.
3. Feasibility & Quote: You receive an assessment of feasibility and a transparent cost estimate.
4. Project planning: Together, we define milestones and outline the steps for integration.
5. Quality assurance: Test the solution against your quality criteria and prepare for go-live.
6. Live operation: Manage operations yourself – or let us handle them for you.

Quality Assurance and Continuous Improvement

Automated Compliance

The system performs rigorous validations against industry specifications, ensuring all extracted data meets compliance standards.

Human-in-the-Loop

While the system is highly automated, it integrates human oversight at critical verification points. This hybrid approach allows for targeted expert intervention and corrections when necessary.

Continuous Improvement

The AI models learn and improve continuously through both supervised training with verified data and unsupervised pattern recognition.

Highest Data Protection

Your data remains your property and under your control. We do not train public AI models and do not use your data for any other purposes.

What Makes This Solution Special?

• Precision and reliability: By using AI-based Natural Language Parsing, even complex tables and formats are correctly recognized.
• Flexibility: The platform is configurable and can be adapted to different certificate formats.
• Scalability: Whether a company processes 100 or 100,000 certificates – our solution grows with you.
• Speed: What used to take hours is now completed in minutes.
• Versatile output formats: Extracted data can be provided as Excel, JSON, or XML files.
• Diverse input options: Documents can be processed via email, file transfer, or API-based communication.

Conclusion

Automating data extraction from technical certificates offers companies significant advantages:

• Error reduction: Fewer manual interventions mean fewer transfer errors.
• Time savings: Employees can focus on value-added tasks.
• Improved data quality: Structured data is easier to analyze and manage.
• Compliance: All data is processed securely and in accordance with standards.

With Business Automatica, you transform time-consuming document processing into an automated, precise process.