Track and manage communication related to file requests within a technical file by using the Issues tab. This tool helps you to follow up, respond, and resolve compliance-related queries efficiently, ensuring smoother collaboration between suppliers and clients.
Feature access
Users using File Request for completing technical files can use this tab. This feature is available for Professional and Enterprise customers.
Before you begin
Ensure you have access rights to view or edit the technical file if your company account has user group setting in place.
Video instructions
Prefer to watch instead? A short step-by-step guide will follow soon!
Steps
Add issues
To a single technical file:
Fill in the required (*) fields. Describe the issue, assign it to your supplier or colleague for follow-up, set a completion deadline, and rank the severity.
Note: If the issue is related to a document, you can select that document in the dropdown menu.
Note: If you assign the issue to someone in "Assigned to", the "Don't send and email notification" checkbox will
appear. Deselect it if you want this person to receive a separate email notification of this issue.
To a single document:
4. Click the document you want to review.
6. Fill in the required (*) fields. Describe the issue, assign it to your supplier or colleague for follow-up, set a completion deadline, and rank the severity.
View issues
Related to a single technical file (sharer of technical file):
2.Go to the Issues tab of the technical file or follow the link in the email to view the issues. If your customer has declined your technical file, go to the Shares tab in your account, click the declined technical file and find the issues under the Issues tab.
Related to all technical files (requester of technical file):
1. Go to the Requests tab and you can see a list of issues related to all your technical files under the Open issues tab.
- Select Only my issues to see issues only assigned to you.
- Select All issues to see all assigned and unassigned issues and issues without deadline.
2. Click one issue and it will bring you to the particular technical file.
3. Click the icons on the right side to edit, close or delete the issue.
Resolve/Close issues
2. Click on the Close icon 
at the end of the issue row.
3. Type your remark in the "Resolution" textbox.
4. Click Save.
Tips and best practices
- Always include reference details (e.g. requirement ID or document name) for clarity.
- Regularly review open issues to ensure all requests are addressed before resharing your technical file.
- You can add issues during the review without notifying your supplier or colleague immediately by leaving the field Assigned to as “Unassigned". In this case, the "Don't send an email notification” checkbox will not appear, and no email notification will be sent.
- Alternatively, if you assign the issues to a supplier or a colleague and leave the checkbox of "Don't send an email notification” checked, they can view all the saved issues in the technical file when the technical file is declined. This allows you to collect multiple issues during the review and communicate them at once.
Troubleshooting
- Can’t find an issue?
Check if the file is the one you are looking for or ask your clients if they have sent it back to you.
- Unable to provide missing document or correct the issue?
Please reach out to your client directly.
- Issue not closing?
Refresh your browser and try again.
Still having issues? Contact ProductIP via helpdesk@productip.com.
FAQ
- Can I view all open issues in one place?
Yes, issues related to your technical files are all listed under the Open issues tab.
Related articles
Send a technical file request
Report incorrect and/or missing requirements
Link your document to the correct requirement using MatchIt
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