Manage and use document risks

Document risks help you understand the impact of missing documents in a technical file. By assigning risk levels, you can quickly see whether missing documents block production, shipping, or can be accepted temporarily while still keeping control over compliance decisions.

Feature access

Only users with the Administrator role can manage document risks.

This feature is available for all ProductIP plans.

Before you begin

Before using document risks, make sure that:

• You have Administrator permissions
• Technical files use regions or product categories
• Read our resource on Monitor technical files by colour status

Video instructions

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

Steps

Set document risks for document categories

1. Go to Settings.

2. Select Regulatory settings.

3. Open the Document risks tab.

4. Find the document category you want to configure by typing in the search bar.

5. Click the row to open the details.

6. Click Change default to set the default risk level:

• Low
• Medium
• High

By default, all document categories are set to High risk.

7. Click Save.

The selected risk level is now applied to all technical files that use this document category.

Add exceptions to document risks

You can change the risk level for specific situations.

1. Open a document category in Document risks.

2. Under Exceptions, click one of the following:

• Add product risk level
• Add file group
• Add product category
• Add project

3. Select the condition that applies.

4. Choose the risk level for this exception.

5. (Optional) Add a note for internal explanation.

6. Click Save.

The exception will override the default risk only when the selected condition applies.

Review changes and history

1. Open a document category.

2. Click Changelog on the right side of the screen.

3. Review when risk levels or exceptions were added, changed, or removed.

Tips and best practices

• Add a note to keep track of the reason why the risk was changed.
• Keep High risk for documents required before production.
• Use Medium risk for documents needed before shipping.
• Use Low risk when you have assessed that you are willing to take the risk that this document will not be supplied and review this periodically.
• Confirm High risk explicitly to show that all documents have been reviewed.
• Remember that document risk colours are not visible to suppliers.
• An overview of your set document risks can be found in the Reports section. Go to Reports section > Reports tab > Operational > Select Document risks > Add report name and click Run.

Troubleshooting

• My technical file shows high risk even though only one document is missing.

If at least one missing document has High risk, the technical file status will be red.

• I cannot change certain colours.

Only High, Medium, and Low are configurable. Other colours are system-defined and cannot be changed.

• The risk colour changed automatically before the deadline.

Six weeks before the technical file deadline, ProductIP shows the compliance risk colour to help prioritise missing documents. Before these six weeks the box is colored gray. When hovering over the box you can see the risk level of the missing documents.

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

FAQ

• Why are all document risks set to High by default?

ProductIP assumes all documents are required unless you explicitly assess and lower the risk.

• Can I use document risks in my internal approval process?

Yes. Many teams use document risks to define escalation rules, ordering permissions, or management approval flows.