Manage your (sent out) document requests

Once you have send out your document request(s) you want to follow up on the action taken by your supplier. 

Feature access 

This feature is available to all ProductIP users. 

Before you begin

Ensure you have sent out the document request to the correct supplier email address. 

Video instructions 

Prefer to watch instead? A short step-by-step guide will follow soon! 

Steps

1. Open your technical file in ProductIP.
2. Go to the Invites tab. You can see list of the document request(s) you have sent out and the status of the request(s).
3. If the document request was not accepted yet, you can re-send the request by clicking the Resend document request icon.
4. You can also Edit requested documents, this will automatically change in the document request overview of your supplier in our platform. 
5. If you Delete the document request, the supplier will no longer have access to the document request in the platform. They can't see the product information and can't upload documents. It is recommended to only delete when you are sure you have sent the request to an incorrect contact person.
6. Click on the information icon to see the message you send to the supplier.
7. When sending out a document request a task is also created in the Timeline tab. Be mindful that when the document request is not accepted yet, the supplier will also no see the comments added to this task.
8. In the Technical file overview (the list with all your technical file), the clock icon is used to notify you that a document request was not yet accepted by your supplier for this technical file. When you click on the icon the platform will open the Invites tab to show the pending document request.

Tips and best practices

• You can use workflow status to keep track of pending document requests. Prepare invite when you need to send out document requests, Collecting and organising documents with a Workflow deadline or + 1 week when you sent out the invite. That way you have a reminder for yourself to check one week later if the invite was accepted.
• You can create a custom tab to keep track of pending document requests. There is a default tab called "Draft files - Document request acceptance pending" .

Troubleshooting

• Supplier does not see the document request in their platform

Ensure the document request was sent to the email address registered in their company account. 

• Supplier does not accept the document request

If your supplier still does not accept the document request after re-sending. Contact them to check if you have send the request to the correct contact person or there is another reason for them to not accept the request.

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

FAQ

• Can I edit the document request message?
   Yes, you can manually edit the message when resending the document request. It common practice to add "Important" or "Resend" to the subject title to grab your suppliers attention.

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