SmartCert AI Docs – User Guide

Overview

SmartCert is designed to reduce the administrative effort involved in reviewing compliance documents and assigning them correctly to sites within the system. Instead of manually checking each certificate or report and determining where it belongs, SmartCert uses AI to analyse the uploaded document, identify the relevant site, confirm the document category, and extract key information required for compliance tracking.
The system uses predefined prompts linked to each document category to check whether the document contains the required information. For example, an Electrical Installation Certificate prompt will look for references to recognised standards, inspection dates, contractor details, and other indicators that confirm whether the document is valid and complete.
Once processed, the document is automatically linked to the correct site and stored within the appropriate compliance category. Where the AI identifies missing information, non-compliance, or observations that require follow up, SmartCert can also initiate remedial actions by creating a remedial job linked to the relevant site.
SmartCert is intended for use by administrators responsible for maintaining accurate compliance records across sites and ensuring documentation is reviewed consistently.How SmartCert Works

Administrators upload documents into SmartCert in the usual format provided by contractors, clients, or third parties. The system reads the document content and compares the detected site information with the sites already configured in the platform. This allows the AI to identify where the document belongs without requiring the user to manually select the site in most cases.
At the same time, the system identifies the document category and applies the relevant prompt associated with that category. The prompt instructs the AI what to look for in the document, such as certification standards, expiry dates, engineer credentials, observations, or compliance indicators.
Because each category has its own structured prompt, SmartCert is able to perform deeper checks than simple keyword recognition. It assesses whether the document contains the expected level of detail and whether anything appears to be missing or inconsistent.

If the document meets the expected criteria, it is stored against the site record and marked as processed.
If the AI detects that remedial work may be required, such as failed inspection points or observations indicating required corrective action, the system can generate a remedial job linked to the relevant site. This allows issues identified in compliance documents to flow directly into the operational workflow without requiring separate manual job creation.

Step 1:Uploading a Document

To upload a document, navigate to the SmartCert area of the system and select the option to upload a new file.
Documents can be uploaded in standard formats such as PDF or image files. These may include certificates, inspection reports, service documentation, or other compliance related files received from contractors or clients.
Once the file has been uploaded, the system begins analysing the document automatically. There is no need to manually select the site or category at this stage, as SmartCert attempts to identify this information directly from the document content.
The accuracy of AI processing depends on the clarity and completeness of the document. Documents should ideally be final versions rather than drafts, and text should be legible where possible.

Step 2: Processing - Site Matching

One of the primary checks performed by SmartCert is confirming which site the document relates to. The AI reviews the document content and compares detected site names, addresses, or identifiers against the list of sites stored in the system.
Where a match is found, the document is automatically linked to that site.
If multiple possible matches are detected, the system may require the administrator to confirm the correct site before finalising the upload.
Where no match is found, the document can still be reviewed manually and assigned to the correct site.
This ensures documents are always associated with the correct location for audit and reporting purposes.

Step 3: Processing - Document Category Identification

After identifying the site, SmartCert determines which compliance category the document belongs to. Each category is linked to a specific AI prompt which defines what information should be present within the document.
For example, different prompts may exist for:

• Electrical certificates

• Gas safety records

• Service reports

• Inspection reports

• Insurance documents

• Asset compliance certificates

The prompt allows the AI to assess whether the document contains the expected content and structure.
This ensures documents are not only stored correctly but also reviewed consistently across all sites.

Step 4 - Processing - AI Content Review

Once the category has been identified, SmartCert AI reviews the document content using the category prompt.
The AI looks for relevant indicators such as:

• references to recognised standards

• inspection outcomes

• dates of issue or validity

• observations or advisory notes

• contractor or engineer details

• evidence of completion

The purpose of this review is not only to extract data but also to highlight potential issues which may require attention.
For example, if the document references defects, failed checks, or recommended corrective actions, the AI can flag these items as requiring follow up.
This allows administrators to identify issues quickly without needing to manually read every page of the document.

Step 5: Reviewing Processed Documents (If Required)

After processing, administrators can open the document record to review how the AI has interpreted the content.
This includes visibility of:

• the site the document has been linked to

• the detected category

• any extracted information

• any identified observations

• whether a remedial job has been created

Administrators should review the information where necessary to ensure accuracy, particularly for critical compliance documents.
Adjustments can be made if the document has been incorrectly categorised or linked to the wrong site.

Step 6: Remedial Job Creation

Where SmartCert identifies information indicating that further work may be required, the system can generate a remedial job linked to the relevant site.
This ensures that issues identified within certificates or inspection reports are not overlooked and can be tracked through the normal job workflow.
The remedial job will typically include relevant context extracted from the document, allowing the operations team to understand what action is required.
This reduces the risk of compliance gaps and ensures observations are translated into actionable tasks.
Administrators can review the generated remedial job before confirming or adjusting the details if required.

Step 7: Access Document Options

Click on any uploaded document to open detailed options.

Step 8: Add Comments

• Go to the Comments section

• Add any notes, clarifications, or internal communication

Step 8: Manage Tags

• Tags are automatically generated by the system

• You can:

  • Remove irrelevant tags

  • Add custom tags if needed

Maintaining Data Accuracy

Although SmartCert significantly reduces manual effort, administrator oversight remains important in maintaining high data quality.
Where documents are unclear or contain unusual formatting, manual confirmation may still be required.
Consistent document formats across suppliers can improve AI accuracy over time, as the system becomes more familiar with common layouts and terminology.
Administrators should ensure documents uploaded represent final versions and contain complete information wherever possible.

Operational Benefits

SmartCert improves efficiency by reducing the time required to review and organise compliance documents. It ensures documents are consistently categorised, linked to the correct sites, and assessed using standardised criteria.
By automatically identifying potential remedial actions, SmartCert also helps ensure compliance issues are not missed and can be addressed promptly through the job workflow.
Centralising document review within a structured process improves visibility across sites and provides a clear audit trail of compliance documentation.
This supports both operational control and regulatory readiness.

Key Benefits of Smart Docs

• ✅ Automates document data extraction

• ✅ Reduces manual entry errors

• ✅ Speeds up job updates

• ✅ Provides AI-generated insights

• ✅ Centralises document management

Important Notes

• Always check documents with a red and yellow status icon

• AI summaries should be reviewed for accuracy in critical workflows

• Manual checks ensure data integrity where automation fails