Merge a SmartCert into Multiple SmartCerts

Merge SmartCert automatically combines two records that belong together, eliminating the need for someone to manually match relevant documents. Merge SmartCert does that matching for you!

When a new cert arrives, SmartCert looks for the matching record you already have, such as the one created from your purchase order, and fills it in with the new information.

When to Use It
A common case: your ordering system (your ERP) creates a SmartCert each time you place an order. Later, the supplier sends their cert for that shipment.

With Merge SmartCert switched on, SmartCert finds the original order record, adds the supplier's data to it, and can then check it against your requirements and move it to the next status.

Example: You ordered 523 parts on PO 12345. The supplier's certificate arrives saying PO 12345 and 523 shipped. SmartCert checks: is there an order record for PO 12345 with 523 ordered? If yes, it merges the two. After that, SmartCert can check the certificate against your requirements and move the record to its next status.

How SmartCert Matches the Records
You choose which values must be equal. In the example, the PO number on the certificate must equal the PO number on the order, and the shipped quantity must equal the ordered quantity. These are called the matching fields. The new certificate is the source; the order record it is compared to is the target.

There are three possible results:

1. Exactly one match found: the merge goes ahead.
2. Nothing found: nothing happens, and that is not treated as a problem.
3. More than one found: SmartCert refuses to guess, merges nothing, and reports a failure.

What Records are Merged
By default, SmartCert only merges when exactly one record matches, which is the safe choice. You can instead tell it to merge into every matching record, but you must set a limit (50 at most) so it can't run wild.

You decide what moves from the new certificate to the existing record:

• Fields (single facts, like a lot number): copy none, all, or only ones you pick.
• Tables (rows of results, like test measurements): copy none, all, or only ones you pick. New rows are added to the existing table.
• Files (attached PDFs, images): copy none; copy them as they are; or combine them into one file, either replacing the originals or keeping the originals.

One rule to remember: SmartCert never overwrites something that is already filled in. It only fills in blanks, so your existing data is safe.

Picking Fields and Tables (simplified)
If you choose "only some," you can build the list in three ways:

1. Link to a layout: a layout is a saved screen design that decides which fields and tables appear. If you link to one, SmartCert follows it. When someone changes the layout, the merge changes too.
2. Copy from a layout once: SmartCert grabs the layout's list a single time, and you can add or remove items. After that, it is a separate list, and it will not change if the layout changes.
3. Pick them yourself: search for and choose each one.

For setup instructions, including how to choose which fields, tables and files are copied, see the full guide at Merge SmartCert.

Have questions or need more help? Contact support at support@smartcert.tech.