Use product and lot as the organizing principle
A folder full of PDFs is difficult to search and easy to misread. Begin with a simple register: product, variant when relevant, lot identifier, original filename, source URL if used and review status. Match these fields against the actual document rather than inferring them from a filename.
When a product has several lots, a single generic document link can create confusion. Customers need to understand which certificate belongs to the lot being displayed. Keep older documents distinguishable from the current ones.
Treat extraction as an assistant, not an approval
Bulk upload and text extraction can reduce repetitive entry, but an extracted field still needs verification. Scanned pages, unusual layouts and similar product names can all produce plausible mistakes. Never turn an unreadable value into a guessed number.
Torva’s planned onboarding flow includes bulk COA intake. That intake is in development. The current product documentation workflow and the planned automated import are separate capabilities; do not assume a preview has imported or approved your certificates.
Keep the original document and a clear customer route
Retain the original file without altering laboratory results or presentation. If a document is supplied by URL, check that the link is public, stable and opens the expected file. Test it on mobile without your administrator login.
The product page should explain where to find documentation in plain language. A dedicated documentation page can provide a second route for customers who know their product or lot. Clear missing-document states are more useful than a broken button.
Review whenever the catalog changes
A new lot, supplier document or product variant should trigger a documentation review. Decide who is responsible for checking the match and who can publish the result. Keep a record of that decision in your own operational process.
A displayed COA is evidence to examine, not a blanket statement about every lot or a substitute for evaluating the underlying results. Avoid adding broad quality claims that the source document does not support.
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