ProductIP helps you to provide product compliance evidence to your customers in one central platform. This guide shows you how to respond to a Technical File request, create and manage Technical Files, upload evidence, and share your work with your customer. By following these steps, you can support your customer’s compliance process and keep product information clear, complete and easy to review.
When to use this
Use this guide if:
- you have received a technical file request from your customer
- you want to create Technical Files for your customers
- you want to share compliance evidence with customers through ProductIP
- you want to involve your own suppliers in collecting documents
Steps in ProductIP
1. Buy credits
Credits are required to create Technical Files and order additional services in ProductIP.
In some cases, your customer has already paid for the Technical File. You can recognise this by the Prepaid label shown next to the request. 
If the request is marked as Prepaid, you can create the Technical File without purchasing credits yourself.
2. Create a technical file based on your customers request
A Technical File is the central place where you organise product details, requirements, documents and evidence for one or more articles.
Start from your customer’s request when you have received one. You can also create a Technical File yourself and share it with your customer later.
3. Understand and manage requirements
The Requirement List shows which compliance requirements apply to the product. It helps you see which evidence is needed, which documents are already linked, and which gaps still need attention.
Use the Requirement List to track progress and keep the Technical File clear for your customer.
Navigate the requirements list
4. Collect compliance documents
Build your Technical File by uploading declarations, test reports, certificates, specifications, and other compliance evidence.
If your own suppliers hold part of the required evidence, request the documents from them through ProductIP.
5. Review and link documents
Uploading documents is only the first step. You must also check whether the documents are relevant, current and complete. Link each document to the correct requirement so your customer can clearly see which evidence supports each compliance requirement.
Use metadata to link a document to the correct requirement
Link your document to the correct requirement using MatchIt!
Link your documents in the requirements tab
6. Share the technical file with your customer
When you have uploaded and linked the available documents, share the Technical File with your customer.
After sharing, your customer can review the shared documents and create issues when information is missing or unclear. If you resolve issues or upload new documents, your customer can see the updates while the shared connection is active.
View shared technical file status
Tips and best practices
- Share the Technical File even if it is not fully complete yet. This gives your customer access to the available evidence and lets them review your progress.
- Keep the shared connection active while you are still updating the file. When your customer declines or accepts and clones the shared Technical File, future updates are no longer visible to the other party.
- Tell your customer when article details, materials, suppliers or product versions differ from the request.
- Agree with your customer which documents are required, which documents are optional, and when a Technical File is good enough for review.
- Start by uploading the documents you already have. Then use a risk-based gap analysis to decide which missing documents to collect first.
- Focus on the highest-risk requirements first. As you upload and link documents, the number of open requirements will decrease.
- Schedule regular time each week to review Technical Files and follow up on missing information.
- Use document requests to involve your own suppliers and reduce manual work.
- Use the Help for this page button in ProductIP to learn about features you are not familiar with.
- Customise your Technical File overview with tabs, filters and tags that fit your way of working.
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