Review received technical files

Modified on Tue, 3 Feb at 2:53 PM

Asking your supplier to create and share a complete technical file with you, lightens the workload on your side. However you still need to review the technical file yourself to see if it is up to your standards.

Feature access

This feature is available for Professional and Enterprise customers. Essential and Advanced customers don’t have access to the technical file request functionality.

Before you begin

Ensure you have access to the technical file request functionality. Your subscription is visible in the top right corner of your screen in the platform.
Ensure you have sent out a technical file request and your supplier has followed up with creating and sharing the complete technical file. Otherwise see our training resource Sending out and Receiving a technical file request.
Ensure you have a matching pre-draft technical file in your Technical file overview.

Video instructions

A short step-by-step guide will follow soon!

Steps

Go to the Requests tab.
Go to the Pending view & clone tab.
Click on the Name to open the unchecked technical file.
Go to the Documents tab in the technical file.
Click on the Name to open the document.
Review the documents based on:

Is this information related to your product? Check the article number and/or product picture. Use the Article List button to verify.
In case of a test report: Who performed the test, when was the test performed and what are the results? Is the issuer accredited to carry out the testing?
In case of a statement: Is the information complete and did the correct party sign the document?
Do you find any inconsistencies in the document? Examples could be inconsistent page numbers.
Is the document linked to the correct requirement? > Use the MatchIt! Button or Fulfilled requirements button to check this.

7. If the document meets the requirements, click the Set review status button and change to Checked.

8. If the document does not meet the requirements, click the Set review status button and change to Pending or Rejected. Then click the Add issue button to inform your supplier why this document is not compliant.

9. Check the tab requirements if all the expected requirements are met and if the correct documents are linked to them.

10. Go back to the overview of the technical file. At the top of the page next to the product name you can select Accept & Clone, Archive or Decline.

If the technical file meets your expectations, select Accept & Clone.

A wizard will open giving you the option to Mark the clone as incomplete, this results in the technical file to not automatically close. You will then be able to add your own documents, for example a Declaration of Conformity.
You have the option to merge the supplier's technical file with the Pre-Draft Technical file from which you sent the request to the supplier. It will mention if there is a difference between the pre-draft technical file you sent out and the shared technical file you are accepting.
If all is OK, click Accept & Clone.

If the technical file does not meet your expectations, select Decline.

Write a message with the reason for declining the technical file and point out that you have created issues which need to be resolved before resharing.
This message will be send by the platform in the emailbox of your supplier.
Your supplier can find the declined technical file and issues in their platform under the Shares tab.

Tips and best practices

You can set the review status without opening documents by clicking the flag icon in the Documents tab.
You can also create issues directly in the Issues tab.
Open the Documents, Requirements and Issues tab in separate windows for easy access. For example, you might want to quickly check if another document was linked to the same requirement as the document your are reviewing, or you would like to create an issue related to the requirement instead of a document.
When creating an issue related to a requirement or document, add the document/requirement name for easy reference.

Troubleshooting

Can’t change a review status?

Refresh your page and try again.

FAQ

My supplier says I have accepted their technical file, but I still have the technical file as pre-draft in my overview.

It could be that you accepted the technical file without merging it with your pre-draft file. Check if you have a technical file with the suppliers identifier in your overview and merge this with your pre-draft file.

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