Use metadata to link a document to the correct requirement

Add context - like category, reference number, and issue date - to your uploaded documents. This helps tools like MatchIt automatically match documents to requirements, saving time and improving compliance accuracy.

Feature access 
Available to all ProductIP users with Edit or Manage permissions for technical files.

Before you begin 

Upload documents under the Documents tab.

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

Steps

1. Open your technical file and go to the Documents tab.
2. Click on the Edit icon next to a document or open a document and click the Edit Metadata button.
3. Fill in the relevant fields:

- Name: The name of your document

- Description: If needed provide a detailed description of the document

- Reference number: test report or certificate number

- Document category: Select from existing document categories. The platform shows you the documents needed for this technical file, however you can also select from the list with a (*) in front of it.

- Languages: Which language is used in the document

- Issue by: Select from a list of laboratories, you can also select “other”

- Issues to: to whom was the document issues, this could be your factory

- Expiry date: if applicable the expiry date of the certificate

- Reminder date: if we want to receive a reminder from our platform to re-check the document at the certain date

- Reminder note: to let yourself know why you need to check the document again.

- Public: Select if you want this document to be avialble for outside parties. This is related to the QR code on the Product tab.

- Shares allowed: Deselect this if you don’t want this document to be included when you share your technical file with someone.

4. Click Save to confirm changes.

5. Use MatchIt to automatically link documents with matching metadata to corresponding requirements.
 

Tips and best practices 

• Keep metadata consistent across all product files.
• Think about which information is important for you. Not all metadata will be of interest to you.
• Use descriptive document names and avoid abbreviations.
• You can set the document category in batch by selecting related documents and clicking the Set documents category button at the bottom of your screen. This can be helpful if you have multiple of the same documents, for example SDS in each language.
  
   

Troubleshooting 

• Document is not matched? 

Verify that metadata field Document category matches the content of the document.

• MatchIt is missing suggestions? 

Refresh the techncial file or check your requirements list.

• Incorrect link suggestions? 

Review document metadata.

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

FAQ 

• Do I have to add metadata manually for each document?
  Not always. Some templates and supplier uploads include pre-filled metadata, which you can review and adjust before saving. 

• Can metadata be edited later?
  Yes, you can update metadata at any time, and MatchIt will use the most recent information.

• Does metadata automatically link documents?
  Metadata enables tools like MatchIt to suggest the most relevant links, but you still review and approve the matches before confirming.