Quality Document Processing from Email

Quality Document Processing from Email is a Value+ enterprise solution that you can use to automate the receipt and processing of Certificates of Analysis (CoA) and test analysis data.

Data is received by email as PDF files from:

  • Suppliers who manufacture or deliver goods
  • External laboratories that perform testing on behalf of the organization

Incoming CoA data are automatically identified, validated, and linked using key business references such as purchase order (PO) number and line, item, batch, lot or serial number, and Quality Management System (QMS) test request ID.

This list shows the key capabilities:

  • Automated CoA intake: CoA PDFs received by email are processed without manual intervention.
  • Accurate identification and matching: CoA data is matched to open QMS test requests, primarily using PO and test request identifiers.
  • Batch-level traceability: Supports scenarios where a single PO line contains multiple supplier batch numbers, ensuring correct linkage to M3 batch, lot, or serial numbers across industries.
  • Exception handling: If CoA data arrives before goods receipt or QMS test request creation, the system holds the data and updates it automatically once the required transactions are completed.
  • External laboratory control: Test results from external laboratories are accepted only if they are defined in QMS, ensuring governance and data integrity.
  • Test method validation: For tests where methodology is critical, only approved and accepted test methods are allowed, supporting quality and regulatory requirements.
  • Centralized document management: All CoA documents are stored in IDM and linked to the relevant item, batch number, QMS request ID, and PO number for full auditability.

This list shows the business values:

  • Improved quality control: Faster and more reliable processing of test results reduces release delays and quality risks.
  • Operational efficiency: Eliminates manual data entry and reconciliation across systems.
  • Enhanced traceability and compliance: End‑to‑end linkage between CoA documents, batches, test requests, and purchase orders supports audits and regulatory needs.
  • Scalable and standardized process: Provides a consistent approach across suppliers, laboratories, and business units.