Create a technical file

Create a new technical file to organise all compliance documentation for one or more articles. This ensures your products meet market-specific requirements and helps you manage suppliers, documents, and regulations efficiently. Ideal when introducing a new product or updating compliance records.

Feature access
All registered ProductIP users can create a technical File. 

Before you begin

Have this information available:

• Article number
• Product name
• Expected market release date
• Supplier contact details (listed in your address book)

Video instructions

Steps

1. Go to the Technical Files tab and click Create a new Technical File.
2. If a window pops up with a list of "pending file request", click Create other technical file in order to create a new technical file.
3. Enter product details:
   • Article number
   • Product name
   • Market release date (when the product enters the designated market/regions)

Note: If you want to send out a Technical File request, click Create pre-draft file, otherwise click Next.

4. Provide additional details (optional):

            You have the option to provide additional information for this technical file:

• Workflow Add a dedicated contact to the technical file or set a division
• Supplier Add your supplier with contact details and add your supplier's article number for better recognition in document requests
• Customer If you are creating this technical file specifically for one customer, add their name
• Factory information To track the supply chain add the factory details. Use this when you purchase products from multiple factories. 

5. Select regions in which you want to sell the product.

 6. Choose the correct Product category.

7. Go through the Q&A to generate your requirements list:

• Answer product-specific and packaging-related questions
• Choose whether to track inspection or social compliance aspects
• Refer to Compliance Clips for explanations about each question
  Note: You can chose the Q&A from an existing technical from the drop down menu and click either Use & skip questions or Use & show questions. If you do not want to use existing Q&A, click No default answers.
  

8. Select how you want to create the technical file:

• Do It Yourself (DIY) - Collect and review the document yourself
• Supplier Connect (CONNECT) - ProductIP will contact your supplier and explain them the basics on how to upload document into your technical file
• File Assembly Support Team (FAST) – ProductIP will act as your compliance expert secretariat and contact, push your supplier, review and link documents to the related requirements.

9. Click Create the Technical File!

Now you can:

• Add additional related articles under the Products tab by clicking Add product article.
• Upload relevant documents under the Documents tab
• Review applicable requirements under the Requirements tab

Tips and best practices

• Group articles in one technical file only if they share the same supplier, material, requirements and documents.
• Be precise when selecting countries to avoid unnecessary requirements.

Troubleshooting

• Can’t find your supplier? 

Check if their contact details are in your address book.

• Missing requirements? 

Review your Q&A answers—incorrect input can change your requirement list.

• Technical File creation stuck? 

Refresh your browser or clear cache. 

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

FAQ

• Can I group multiple articles in one technical file?
  Yes, if they share the same supplier, material, list of requirements (function) and supporting documents.

• What if I can’t find the right product category?

In that case, choose the category named PROVISIONAL.

After you have created the technical file, upload all available product information and communicate an extended product description and any urls to similar products to our regulatory team, via the steps indicated in the technical file.

Based on the information you provide, our regulatory team will determine the product category for your product. For product categories that are not yet in our database, we will do our utmost to find all relevant legislation as soon as possible.

Note: Please be aware that this option takes time (up to 10 working days) and so we urge you to try searching yourself first with the help of the above suggestions.

Note: If you intend to send a Technical File Request and can’t find the right product category, please do not select “PROVISIONAL”. Instead, leave the product category unselected by clicking Back and then clicking Create Pre-draft file in the bottom right corner on New Technical File Wizard (2/7). Once the pre-draft has been created, send the technical file request to your supplier and ask them to submit a separate PROVISIONAL request and provide the necessary information.

• Can I edit my Q&A answers later?
  Yes, you can reopen the Q&A to update answers and regenerate the requirement list if needed.