Import calibration certificates

Under Inspection reports → Import, you can import calibration certificates into Memida as PDFs or digital calibration certificates (DCCs). Memida analyzes the files, suggests existing inspection equipment, and displays the extracted details for review. You can upload several documents together and then review them individually.

Uploading prepares the import. Inspection reports are only created in the respective inspection equipment records when you select Create inspection reports. Adding an inspection report manually remains available for other report types and for direct data entry.

Prepare and upload files

The import supports PDF files and DCC files in XML format. The maximum size is 16 MiB per file. DCC versions 3.2.1 and 3.3.0 are supported. Other XML files are not DCC calibration certificates and are not imported as such.

For PDF imports, use one file per calibration certificate. A certificate may span several pages. If a PDF contains several separate calibration certificates, split it into individual files before importing. This import does not require a particular filename pattern.

Fig. 1: File selection for the calibration certificate import

1. Open Inspection reports → Import.
2. Select Select documents or drag the files onto Drag calibration certificates here. If the overview already contains entries, use Add more documents.
3. Wait until the upload finishes. Memida starts the analysis automatically and updates the Import overview during processing.

The import does not create new inspection equipment. The corresponding equipment must already exist in Memida. Inspection equipment groups, drafts, and archived or deleted inspection equipment cannot be assigned.

Avoid duplicate files

Memida skips files you have already selected during the same visit to the import page if they have the same filename, size, and modification date. This is not a comprehensive duplicate check across all existing inspection reports. Before importing again, check whether the certificate is already in the inspection equipment record.

Share documents for joint processing

Initially, your uploads are visible only to you. Select Share to make an import available for joint processing by other authorized users. Existing permissions and restrictions to accessible companies still apply after sharing. Share does not create an inspection report.

You can share individual imports, selected imports, or all open imports:

• On a document, open Open document actions → Share.
• Select several documents and choose the share action showing the selected count.
• Select Share all to hand over all your open imports that are still private.

Share all applies to your open imports, including list entries not currently displayed. Wait for all selected uploads to finish first. Analysis may still be running. The first time you share, Memida explains the handover; confirm the notice with Understood, share.

If you have permission to process your own imports, you can review them directly and create inspection reports. You do not need to share them first.

Check and correct extracted details

Fig. 2: Extracted document data and inspection equipment assignment

On the document, open Review inspection report. The review area contains the Inspection data and Original file tabs. Compare the extracted values with the calibration certificate, even if Memida already displays Ready to confirm.

Under Extracted document data (1), you can find details taken from the document, such as the certificate number, calibration date, identification number, serial number, or calibration laboratory. Where available, Memida shows the source location and additional extraction details. For PDFs, Memida may specify a page; for DCCs, the details come from the structured XML data.

Check the suggestion under Inspection equipment (2). In the example, the serial number matches; select Confirm to accept the matching equipment. Then check Calibration date, Inspection report type, and Use decision (3). If the use decision is still open, complete it after reviewing the calibration certificate and intended use.

Field	Your task
Inspection equipment	Confirm the assignment or select the matching existing equipment.
Calibration date	Check the date of calibration. Do not confuse it with the issue date.
Inspection report type	Select the appropriate type from the Calibration category. Other categories belong in the manual entry workflow.
Use decision	Check or select the equipment status appropriate for the intended use. Conformity according to the document and your use decision are separate details.
Report	Check and complete the generated report text.
Additional fields	Complete the required fields configured for inspection reports.

Set the use decision after visual review

Conformity according to the document appears only under Extracted document data. There you can trace the extracted statement, its wording, available source locations, and any detected decision rule. Missing or ambiguous statements also remain identifiable there. Your selection under Use decision does not change the document data. A reference to VDI 2618 is not required for the import; Memida does not reevaluate PDF and DCC certificates using the decision rule for its own calibration certificate creation.

For PDF imports, Memida suggests a Use decision based on supported information in the document. This may take into account an explicitly restricted fitness for use or the condition before and after an intervention. Review the suggestion for the intended use and correct it if needed. Source conformity is displayed separately and does not replace this decision.

If the PDF lacks an overall verdict and contains no conflicting or unclear result details, Memida may prepare Fit for use as a suggestion for visual review. You must explicitly confirm the suggestion or choose a different use decision. Opening the document alone does not confirm it. A missing statement of conformity is not evidence of fitness for use.

For DCC imports, Memida may suggest a Use decision from an unambiguous overall verdict associated with the selected equipment: Fit for use for a positive statement and Unfit for use for a negative statement. Review and change the suggestion if needed. If this association is missing, or the statement is conditional, unclear, or contradictory, set the use decision yourself. Memida does not derive an overall verdict from individual measurement points for this suggestion.

1. Open Original file and check the measured values, statement of conformity, and notes in the calibration certificate.
2. Check or select the Use decision for the intended use. If the decision remains open, resolve it before creating the inspection report.
3. Select Create inspection reports to apply the reviewed use decision for the confirmed documents.

Review each affected calibration certificate individually. A suggestion or the Ready to confirm status does not replace this review.

Assign the correct inspection equipment

Memida compares extracted ID numbers and serial numbers with existing inspection equipment. An unambiguous match may already be assigned automatically. If both numbers were extracted but point to different items of equipment or only partially match, you must review the assignment.

If there are several matches, No match, or a message about multiple components, explicitly select the appropriate equipment. Compare the ID number, serial number, and description in the original. The selection takes your accessible equipment inventory into account.

Complete outstanding details

Under Still to check, Memida shows details that are missing or need clarification before creation. Please note contains additional notices, for example about limited document analysis. Complete the marked details, then check the status again.

In the review area, use ← and → to move between documents. While typing in an input field, the arrow keys remain available for text entry. Close the review area to return to the overview.

Memida does not save incomplete entries or changes to imports that are already ready on every keystroke. They are retained when switching between documents within the open import page, but may be lost when reloading or leaving it. Where possible, finish your review by creating the inspection reports.

Specifics of DCC files

Fig. 3: DCC details during calibration certificate import

For a DCC, Memida checks the supported version and XML structure. Under Original file → DCC details (1), you can view metadata and separate details for the DCC version, schema validation, and signature (2). The example conforms to the schema but contains no electronic seal. If the DCC contains multiple items of inspection equipment, first select the relevant object under Select equipment from the DCC, then assign it to the matching Memida equipment. An import creates one inspection report for the selected equipment.

If you change the selection in the DCC, check the equipment assignment and report text again. The new selection may reset the previous assignment and suggest different report text.

For a DCC that amends or replaces an earlier calibration certificate, Confirm amendment or replacement appears. Check the reference to the previous document and confirm the notice. The import does not automatically replace an existing Memida inspection report.

Distinguish the original from its readable representation

Select Download original file in the review area to retrieve the uploaded XML file. If a PDF representation is available, Memida identifies its source as View generated by Memida from the DCC. An ongoing or failed attempt to generate the PDF representation does not in itself prevent reviewing the DCC metadata. The original remains authoritative.

A PDF embedded in the DCC by the calibration laboratory may be available separately through Download embedded laboratory PDF. This is distinct from the representation generated by Memida.

Schema validation checks whether the XML file conforms to the supported DCC schema version. The DCC import displays an included signature as Signature not yet verified; an unsigned document is marked Not signed. The import therefore does not confirm an eAttestation. For a separate check of the electronic seal with Memida Signing, see Verify seals.

Create inspection reports and open the results

Review DCC inspection reports before creating them

Inspection reports from DCC imports are immutable after creation. You cannot subsequently edit or delete them, including through the REST API. Correct the equipment assignment, date, use decision, and report before selecting Create inspection reports. This immutability applies to the confirmed DCC inspection report; it does not apply generally to reports from PDF imports.

In the import overview, select Create inspection reports. Memida processes the imports that are currently ready. Documents that are still being processed or have outstanding details remain in the overview for further work. You do not need to discard these documents to complete the imports that are ready.

For each accepted import, Memida creates an inspection report in the Calibration category for the assigned equipment. The original file is attached. For DCC imports, an already generated and checked Memida PDF representation may also be included as a file. Changes to inspection data do not alter the uploaded original file.

Memida takes the new inspection report into account when determining the equipment status and next inspection date. The existing inspection interval is retained; an interval or next calibration date extracted from the certificate does not automatically overwrite it during import.

After successful creation, Memida displays Inspection report created. Select Open inspection report to open the saved report. If individual reports cannot be created, those imports remain visible for review; reports already created successfully remain saved.

The success rows and the number of reports created in this run remain visible for the current visit to the import page. After reloading, the import overview shows open imports again. Completed reports remain available under Inspection reports and in the respective inspection equipment record.

Resolve errors or discard an import

The status indicators help you choose the next step:

Status	Meaning and next step
Waiting for processing	The upload is present; analysis starts when processing is available.
Document is being analyzed	Analysis is running. Memida updates the progress.
Review required	Open the review and complete the marked details.
Ready to confirm	The requirements for creation are met. Review the details before selecting Create inspection reports.
Processing failed	Read the error message and use the offered actions.

For temporary analysis errors, you can process the same import again through Open document actions → Restart analysis, if Memida offers the action. Previously saved corrections are generally retained; review the newly extracted details and assignments again.

If Manual entry possible appears, you can complete the details yourself using the original file. Unsupported DCC versions and invalid DCC files cannot be imported even with manually entered details. PDFs containing several calibration certificates must also be split into separate source files first.

Reload reloads a failed view or missing selection values. This action is different from Restart analysis. If there is an editing conflict, load the current import version and check your entries before trying to create the report again.

Discard ends an open import without creating an inspection report. For several selected documents, use the discard action showing the selected count. Memida removes the source file saved for the import and its associated representations. A discarded import cannot be resumed; upload the original file again to retry. This action does not delete inspection reports already created.