Add account documents

Account documents let you store and manage general documents centrally in your ProductIP account. You can configure each document so ProductIP automatically adds it to new technical files or includes it when you send requests or share technical files.

Feature access

Only users with the Admin role can manage account documents.

This feature is available for all ProductIP plans.

Before you begin

Before using document risks, make sure that:

• You have admin permissions
• The documents are ready to upload
• You have enough available storage in your account

Video instructions

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

Steps

Add documents

1. Go to Settings.

2. Select Manage account documents

3. Click Upload documents.

4. Select the document or documents from your computer.

5. Click Start Upload.

6. Wait for the upload to finish. The uploaded documents will appear in the account documents overview. 

Configure documents

1. Find the document you want to configure in the account documents overview.

2. Click the Edit icon on the right side of the document.

3. Add additional information if needed. This is the meta data what will be stored with the document.

4. Select one or more configuration options:

• Send this document with document requests: ProductIP automatically includes the document when you send a document request. The supplier can download and use it. Use this option for templates or other documents you want suppliers to use when responding to a document request.
• Add this document to new technical files: roductIP automatically adds the document to the Documents tab of every technical file created after you enable this option. Use this for standard documents that apply to all new technical files. If a document relates to specific requirements, use requirement fulfilment instead.
• Send this document with a technical file share: ProductIP automatically includes the document whenever you share a technical file. Use this for general declarations or other documents that are not specific to one product.
• Send this document with technical file requests: ProductIP automatically includes the document when you send a technical file request. The supplier can download and use it. Use this option for templates or other documents you want suppliers to use when responding to a technical file request.

5. Click Save.

After you save the configuration, an icon appears in front of the document to show which automatic actions are enabled.

Remove documents

1. Find the document you want to remove in the account documents overview.

2. Click the red cross at the end of the row.

3. Follow the on-screen instructions to remove the document.

Tips and best practices

• Use account documents for general documents that are not specific to one supplier or product.
• Store frequently used general documents centrally so you can manage them from one central location.
• Review the configuration of your account documents regularly. Only enable automatic actions where the document is needed.
• Use Add this document to new technical files only when the document applies to all new technical files. For documents linked to specific requirements, use requirement fulfilment instead.
• Check your available storage before uploading large or multiple documents.

Troubleshooting

• I can't find Manage account documents.

Only users with the Admin role can manage account documents. Contact your ProductIP Admin to discuss the action you need them to perform.

• I can't upload an account document.

If Upload documents is not available, check your available storage. If your account has 0 MB available, click Increase your storage with 50 MB (0 Euro) to add the available free storage. If you need more storage after this, use the available storage increase option shown in ProductIP.

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

FAQ

• Can I automatically send an account document?

Yes. When you configure an account document, you can choose to automatically include it with document requests, technical file requests and/or technical file shares.

• Does using account documents require additional storage?

Yes. Uploaded account documents use your ProductIP storage. Check your available storage before uploading documents. If no storage is available, use the storage increase option shown below the upload area.

• Does the platform have other functions for document storage? 

Yes. You can also store documents within a technical file:

SKU disk in technical file: Store documents for a specific technical file and set an expiry date manually.

Documents tab in technical file: You can store documents in the technical file.