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Attach lab results and certificates
Add a lab result or a certificate to a lot, see how trusted issuers and expiry work, and read the evidence level of each certificate.
Lab analyses, organic or phytosanitary certificates and EUDR statements belong to the lots they describe. Attaching them lets buyers and auditors check each certificate against the original document, and lets you see at a glance what is valid and what expires.
Attach a certificate
- Open Certificates and select Attach certificate. On a lot's page, use Attach in the Certificates section.
- Under Certificate, choose the Lot and the Type: lab quality analysis, mycotoxin analysis, organic certificate, EUDR due diligence statement and so on. Your company's own certificate types are listed after the standard ones (see Your own certificate types).
- Under Issued by, choose the Laboratory or certifier from your directory. Add labs and certifiers as parties first.
- Enter the Certificate number as printed. Under Validity, enter the Issue date and, if it expires, Valid until.
- Under Document, drop the PDF or image (up to 25 MB). The file stays on your computer: only its fingerprint is recorded, so anyone holding the original can check that it matches. Keep the original. Without a file, the certificate number is enough.
- Add Notes for the approver, check What will happen, and select Send for approval.
Trusted issuers
Your company decides which labs and certifiers it trusts, one certificate type at a time. A-REX never decides it for you. When you add a party in Parties, list the Certificate types it issues: the owner gives one approval per type, and their certificates are then recorded without waiting. The Trusted issuers tab of Certificates lists who is trusted for what. See Trusted issuers.
Waiting for issuer approval
If the issuer is not yet trusted for that type, Attach certificate says so before you send it: "‹issuer› is not yet approved to issue ‹certificate›", and What will happen says the issuer signs it once your owner approves them. You can still send it. After the certificate is approved:
- A-REX prepares "Trust ‹issuer› as an issuer of ‹certificate›" for your administration account.
- The owner gives the approval in Approvals, with the owner passkey.
- The certificate is recorded by itself.
Meanwhile the certificate shows Waiting for issuer approval. See Waiting states.
Expiry
Valid until is shown in the Certificates list and on the lot page. Home lists Certificates expiring. A delivery can be refused when a required certificate is missing, expired or withdrawn. To be warned in advance, use the Certificate expiry alert template in Automations, and the Certificate validity report. To take back a certificate that was replaced or attached by mistake, see Withdraw a certificate.
Check the certificates a lot needs
Before a delivery, check that a lot carries the certificates your buyer asks for. On the lot's page in Harvests & lots, or on deliveries in Deliveries, select Check evidence. Under Requirements, choose Required certificates, pick the Certificates to look for and select Check. Each type is listed as Evidence recorded, Missing, Expired or Withdrawn, with the certificate behind it. Only issuers your company still trusts count. See Evidence check.
Evidence levels
Each certificate carries a tag that says who stands behind it. Select the tag to read About this evidence.
| Tag | What it means |
|---|---|
| Declared by your company | Your company stated it with its own key. Nobody else has confirmed it. |
| Recorded by your company for ‹party› | Your company signed it through the account it keeps for that party. The party did not sign it. |
| Signed by ‹party› | The party signed it from its own account, which it proved it controls when it was added to your directory. |
| Signed by an account that is not in your directory | Your administration account trusts this signer for this type, but nobody can say who it is. Some summaries shorten it to "Signer not in your directory". |
The ledger records who declared what, when, and with what evidence. It does not make a certificate true. See Evidence levels.
Why a lab's result is "recorded for the lab"
Most labs do not sign with an account of their own yet. A-REX keeps an account for the lab on your company's behalf, and when you attach the lab's result, your company signs through that account. So the console says Recorded by your company for ‹lab›, never "Issued by ‹lab›". Buyers and auditors read it as your company's statement, resting on the document you hold.
A certificate reads Signed by ‹lab› only when the lab signs from an account it controls itself. Even then, it shows that the lab's registered account signed, not that what the paper says is true.