Ensuring Reliable Certificate Issuance Through Error Mitigation

Last Updated：

2026-03-12

Manual retry workflow fixed email mismatches in automated issuance, boosting efficiency.

1. Issue: Data Allocation Errors

As an unlisted company that does not issue physical share certificates, we provide shareholders with a Certificate of Entry in the Register of Shareholders. Shareholders request these certificates through a publicly accessible web form.

The certificate issuance process is largely automated. Specifically, the system uses the applicant’s email address to identify their shareholder information within the shareholder register (a TSV file), which is then automatically merged into a PDF certificate.

However, issues arise when a shareholder’s email address isn’t recorded in the shareholder register, or when a single email address is linked to multiple shareholders. In such cases, the system can’t uniquely identify the shareholder, leading to failed certificate creation. This results in certificates being generated with blank fields.

Compounding this, the current process lacks integrated error handling. This means that when an issue occurs, the manual intervention of staff is required to issue the certificate, significantly impacting operational efficiency.

2. Solution: Adding a Manual Retry Workflow

To tackle errors during certificate issuance, the process owner implemented a manual retry workflow.

Now, if an operator identifies discrepancies during the certificate review, they can manually correct the shareholder information. Once the information is updated, the system automatically feeds it back into the process to regenerate the PDF certificate.

Boosts operational efficiency by reducing manual errors and accelerating certificate issuance.

Before

View details of the workflow diagram

Shareholder Requests via Public Web Form
Retrieve the shareholder list in TSV format from the shareholder register file
Filter and identify shareholder information by the applicant’s email address
Get the row number of the requester’s data in the TSV file
Extract shareholder names and share counts from the TSV file
Generate the certificate PDF
1.Request acceptance decision
- Review the requester’s details and the generated certificate PDF
Email notification (or application rejection decision)

After

View details of the workflow diagram

Shareholder Requests via Public Web Form
Retrieve the shareholder list in TSV format from the shareholder register file
Filter and identify shareholder information by the applicant’s email address
Get the row number of the requester’s data in the TSV file
Extract shareholder names and share counts from the TSV file
Generate the certificate PDF
1.Request acceptance decision
- Review the requester’s details and the generated certificate PDF
- Integrate into the automated process for extracting shareholder names and share counts from the TSV
Email notification (or application rejection decision)