Bring clarity and control to your technical files with workflows. By clearly defining each step, assigning responsibilities, setting deadlines, and tracking progress through workflow statuses (WFS), you always know the progress of a technical file and what action is required. Easily collaborate with colleagues while building a reliable history that supports your compliance process.
Feature access
This feature is available to all ProductIP users and included in all plans.
Available to users with permission to view and edit technical files or workflows.
Before you begin
Create technical files
Video instructions
A short step-by-step guide will follow soon!
Steps
- Go to the Technical files tab and open the relevant technical file.
- Navigate to the Workflow status section
in the second top row and click on it. - Select yourself or one of your colleagues at Assign to: in the dropdown menu.
- Select the applicable workflow status at Workflow status: in the dropdown menu.
- Fill in the deadline by exact date or by weeks at Workflow deadline:
- Enter the message to the assigned account user at Workflow notes:
Optional: Add the list of missing documents to the message by clicking on Insert missing documents.
Optional: Add the list of document remarks to the message by clicking on Insert document remarks. - Click Save to update the status.
Tips and best practices
Use a clear definition for when to use WFS, to ensure a consistent protocol for all account users. Below example shows how you can use the different statusses.
| Work flow status (WFS) | When | Which Action |
| Active | Default setting | Select a dedicated WFS. |
| On hold | Working on the technical file needs to be paused | Add note and deadline when you expect work to resume on this technical file to keep track of the progress. |
| Prepare invite | Document request can be send out | Activate technical file and send out document request. |
| Collecting and organising documents | Assignee is actively collecting and organising the documents | Set deadline +1 week to check if the document request was accepted. |
| Ready for review | Supplier has indicated that he will not provide any more documents, but some requirements are still open | Escalate/assign the technical file to the product compliance decision-maker. If the status is accepted, the WFS is set to Not compliant. If the status is not accepted, the WFS is set back to Collecting and organising document. |
| Action needed | Supplier has not accepted the document request yet after X weeks. | Call the supplier to find out why the document request was not accepted. Escalate to buying department if needed. |
| Solving outstanding issues | Before work on this technical file can continue a specific issue need to be resolved | If possible, assign the WFS to the person who is in charge of solving this issue and set a clear deadline. |
| Final acceptance | Technical file is complete | Close any open tasks/document requests and close the technical file. |
| Supplier not cooperating | Supplier has accepted the document request, but has not uploaded documents. | Call the supplier to find out why documents are not uploaded. Escalate to buying department if needed. |
| Not compliant | Techncial file is not complete, but status accepted by the product compliance decision-maker.. | Close any open tasks/document requests with a remark why the incompliance was accepted for this order and close the technical file. |
| Ready to buy | Technical file is complete | Close any open tasks/document requests and close the technical file. |
| Ready for inspection | Technical file is complete | Close any open tasks/document requests and close the technical file. |
| Declined for buying | Technical file in not complete | Close any open tasks/document requests with remark the product is declined for buying and close the technical file. |
| Declined for shipment | Technical file in not complete | Close any open tasks/document requests with remark the product is declined for shipment and close the technical file. |
| Cancelled | Working on the technical file is no longer required | Close any open tasks/document requests and close the technical file. |
| No picture available | Picture is not yet uploaded on the Product tab | Collect and upload picture. |
- Regularly update workflow statuses to reflect actual progress
- Use consistent status definitions across your team
- Assign clear responsibilities for each workflow stage
- Review workflows frequently to avoid bottlenecks
- Use customised tabs to see the files and information most relevant to your work. See Create custom tabs for more information, you can select "assigned to me" to only show workflows assigned to your name.
Troubleshooting
- Unable to change workflow status?
Check if you have the correct permissions or if the technical file is closed.
- Status not updating?
Refresh the page or ensure changes were saved correctly.
Still having issues? Contact ProductIP via helpdesk@productip.com.
FAQ
- Can I customise workflow statuses?
Workflow statuses are predefined.
- Who can change the workflow status?
Account users with the appropriate permissions can update the workflow statuses. - Does changing the status notify the assigned user?
The assigned user will not be notified. Use customised tabs to see the files and information most relevant to your work.
Related articles
Create a technical file
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