Synchronise documents that are present in multiple technical files

To make sure the meta data and linkage of your document in all technical files is the same, you can use our Synchronise function. This saves time by preventing the need to go in the technical files to individually make changes.

Feature access

Available to all ProductIP customers.

Before you begin

• Make sure you have technical files with the same document attached.

• Use Link documents to multiple technical files using our copy/paste function to manage uploading these documents.

• Add meta data and link your document in one technical files. 

Video instructions

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

Steps

1. Open your technical file and go to the Documents tab.
2. Open the document that has meta date attached and is linked to the correct requirement.
3. Click Synchronise in the top bar.
4. A window pops up containing an overview of all other technical files that contain this document.
5. Deselect any information or technical files you want to exclude in your synchronise. Then click Synchronise.

Now the document has the same information and it linked to the same requirements in all selected technical files.

Tips and best practices

• Do not use the same generic name your uploaded documents. The platform can't keep them apart when synchronising. 

• Use Link documents to multiple technical files using our copy/paste function to manage uploading these documents.

Troubleshooting

• No technical files appear in the synchronise window.

• Check if the technical file you were expecting indeed has your document.

• Check if the name of your document is the same in that technical file.

• The document was not linked to the same requirements in the other technical file.

• Check if the other technical file has the same requirements available. It could be that your other technical file has a different product category, market release date or regions. 

• Check if requirements in your other technical file are set to excluded. A document can not be linked to an excluded requirement.

• The wrong technical file was included in the synchronisation.

• Open the document in the affected technical file.

• Adjust the metadata or requirement linkage manually if needed.

• Re-run synchronisation from the correct source file and carefully review the selection list.

Still having issues? Contact ProductIP via helpdesk@productip.com.

FAQ

• What happens if I delete a document from one technical file?

It is removed only from that specific technical file. If the document exists in other technical files, it will remain there.

• When should I use Synchronise?

Use it when:

• You added or updated metadata.

• You changed requirement linkages.

• You want consistency across all technical files containing the same document.

• Why should I avoid generic document names?

If multiple documents have identical generic names, the platform may not distinguish them correctly during synchronisation. Use clear, unique document names to avoid confusion.

• Can I exclude certain technical files from synchronisation?

Yes. In the synchronisation window, you can deselect specific technical files before confirming.

• Does synchronising overwrite existing information?

Yes. The selected technical files will be updated to match the metadata and linkages of the document you synchronise from.

Related articles

Upload your documents 

Use meta data to link a document to the correct requirement

Link documents to multiple technical files using our copy/paste function