Send a document request

Sending out a document request allows you to request suppliers to upload requested compliance documents directly into your technical file. This improves efficiency and traceability, while enabling centralised communication and supplier performance tracking. It ensures faster and more consistent creation of complete technical files.

Feature access 

All users with access to the technical file can send document requests. This feature is available for all plans.

Before you begin

• Ensure supplier contact details are correctly entered in the Product tab. 
• Prepare a document request template if you wish to ensure consistent communication across your organisation (Admin rights required).
• Ensure the technical file has Draft status. It is not possible to send a document request from pre-draft technical files. 

Video instructions 

Steps

1. Open your technical file in ProductIP.
2. Go to the Invites tab of the technical file.
3. Click Request documents. A window pops up with pre-filled supplier email address.
4. Select a Template if available or adjust the default subject and message.
5. You can select which documents the supplier is requested to upload by clicking Select documents. These are the documents related to the requirements list in your technical file. You have the option to select certain categories or manually select documents. If no documents are selected, all documents will be requested by default.
6. Update the Deadline as needed, the default deadline is 2 weeks.
7. Click Set workflow status if you wish to set the workflow status of the technical file and/or assign the technical file to a colleague (optional).
8. It is recommended to Manage default workflow settings separately as it will close the document request you are working on. 
9. Click Select after Attachments to add any attachment (optional). The document will be added as an attachment to the email notification. You can attach for example additional explanation or company templates you wish the supplier to use when uploading.
10. At the bottom you have the option to be added in CC. You will then receive a copy of the email notification sent from the ProductIP platform to your supplier and you can include supplier product name and article number, as easy reference for your supplier.
11. Click Send document request.

Your supplier will receive an email notification from the ProductIP platform containing your message, the product article information from the technical file and a link to log in to the ProductIP platform.

Tips and best practices 

• You can set automated workflow statuses and deadlines via Company account > Workflow settings. 
• You can also send out a document request for multiple technical files to the same supplier. Go to your technical files overview, select multiple technical files and select Request documents in the dropdown of Choose action at the bottom. Click Execute, then follow steps 4 to 11.
• Keep supplier contact details updated to maintain accurate supplier performance tracking. 
• Encourage suppliers to consult available compliance resources and use available templates to reduce rejected documents. 
• The document request is visible to all users in the supplier company account, so that they can collaborate in uploading compliance documents. 

Troubleshooting 

• Supplier does not see the document request in their account.
  Ensure the document request is sent to an email address registered in supplier company account. 

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

FAQ 

• Can I edit the document request message?
  Yes, you can manually edit the message or, if you have Admin rights, create a template by going to Company account > Templates > Create new template.

• Can suppliers upload documents without creating an account?
  No. Suppliers need to create a free ProductIP account to accept the document request and upload documents securely into the technical file.