Quick Tip: Attaching External Calibration Certs to Calibration Records

GAGEtrak GAGEtrak Pro/Lite
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Hello GAGEtrak Users,

Many CyberMetrics customers send gages off-site for calibration. When those gages are returned, they often include a hard-copy calibration certificate. The good news is that GAGEtrak is designed to handle this scenario seamlessly.

Follow the steps below to attach and retain off-site calibration certificates within GAGEtrak:

How to Attach an Off-Site Calibration Certificate

  1. Scan the calibration certificate once it is received.

  2. Save the scanned file to an appropriately named folder on your network.

  3. Create a new Calibration Record in GAGEtrak and enter the correct calibration date.

  4. Open the Information tab for that calibration record.

  5. Expand the Attachments section.

  6. Click the Create Attachment button (the circle icon with a “+”).

  7. Browse to the saved certificate, select it, and open it.

  8. Save your changes.

Result

You now have a complete calibration record that:

  • Documents the off-site calibration

  • Includes the attached certificate of calibration

  • Allows you to view the certificate at any time directly from GAGEtrak

This helps ensure traceability, compliance, and easy access to your calibration documentation.

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My understanding is that this is really just a link to that stored file location as GageTrak does not have file storage embedded?

We have found that having the files stored in a shared folder on SharePoint and linking the file, is the most effective method for us.

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That’s a reasonable assumption, and it’s worth clarifying how GAGEtrak presents this.

When you go to add an attachment to a calibration record (by clicking the Create Attachment “+” button), GAGEtrak will prompt you to choose one of three attachment options at that time:

  • Embed the document in the database – stores the file directly within the GAGEtrak database

  • Link the document to a file on your system – stores a reference to a file located on a shared network drive or synced SharePoint folder

  • Link the document using a URL – stores a direct web link to a document hosted externally

So while linking is a very common and effective approach (especially with SharePoint, as you noted), embedding is also available and is selected explicitly during the attachment process.

Which option is best really depends on factors like database size, document control practices, and how users need to access the files. Your SharePoint-based approach is a solid example of how many teams handle this in practice.

Thanks for calling it out — it’s a helpful clarification for others reading along.

Also, welcome to the CyberMetrics Forum — we’re glad to have you here.

Thank you for jumping in early and sharing how your team is handling certificate storage. Input like this is exactly what we’re hoping to encourage as the community gets started.

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I have found that embedding works well for our setup and workflow. Being a newer user and inheriting other practices of setup, I find that I am having to set up connections to the certificates as the gages come due and updates are needed. Most often I find broken links or incorrect linking to gages. Embedding takes care of that.

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I agree. Too often here, a file (or the folder it is stored in) gets renamed, moved or possibly deleted (since multiple persons may be able to access the folders) and the path is no longer valid. Embedding became the norm for us in response to a CAR for being unable to locate appropriate GRR documentation. This has been a valuable addition to our tracking.

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