Set up supplier communication templates

You can create reusable communication templates for supplier interactions directly in the ProductIP Platform. Templates save time, ensure consistency, and help your team deliver clear, professional messages. Use templates when sending recurring updates, document or file requests, or notifications to multiple suppliers, while maintaining a uniform tone and style.

Who can do this?

Only users with the Administrator role can create and edit communication templates. This feature is available for Essential, Advanced, Professional and Enterprise customers.

Before you begin

Make sure you have the text prepared in the desired language(s). If required, have your company’s signature, disclaimer, or standard contact details ready to add to the template.

Video instructions

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

Steps

1. Go to Settings (the wrench icon).
2. Go to Company Account.
3. Click the tab Templates.
4. Click Create new template.
5. Enter a Template Name (clear and recognisable for your team).
6. Choose a Template type from the dropdown list (Technical file document request or Technical file request). 
7. Add the text of your message. You can use variables (e.g., [company.name], [user.first_name]) where personalisation is needed. The full list of available variables is displayed on screen.
8. Click on Preview template to look at the result.
9. Click Save.
10. Test your template by sending it to yourself or a colleague:

• Open one technical file (Predraft) for which you have not sent File Request yet, go to Edit product data, and click Request technical file.
• Select the template you previously created and saved.  Test the template by sending it to yourself or a colleague.

Tips and best practices

• You can edit or delete a template by clicking the edit or remove icon on the right side.
• Keep templates short and easy to scan. Use placeholders to personalize messages without rewriting them. 
• Regularly review and update templates to ensure they remain accurate and aligned with your company’s communication style. 
• Write the templates in an actionable way: is it clear to the reader what is expected from them?

Troubleshooting

• Placeholders not replaced? 

Ensure they match the correct ProductIP field names.

• Template won’t save? 

Confirm that all required fields (name, subject, body) are filled in.

• Can't find the template you created when sending the file request?
  Check if the correct template type is selected when creating the templates. If Document request (by default) is checked, you will not find the option to choose your own template. You can edit the setting by clickingto select the correct template type: Technical file request and then click Save.

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

FAQ

• Can I create templates in multiple languages?

Yes, you can create separate templates for each language and select the appropriate one when sending communication.

• Can templates be edited after creation?

Yes, templates can be updated at any time by users with the right permissions. Changes apply immediately to future communications.