Get started with ProductIP implementation

Modified on Mon, 8 Jun at 3:33 PM

Implementing ProductIP is more than creating Technical Files. A successful implementation starts with clear decisions about your products, processes, responsibilities, and compliance goals. This guide helps you prepare your organisation, configure ProductIP, and establish a scalable compliance process that supports long-term growth.

Feature access

This guide is for Professional and Enterprise customers. Other customers can use Get started with ProductIP as a customer.

When to use this

Use this guide if:

you are preparing to implement ProductIP within your organisation
you are responsible for product compliance or quality management
you want to onboard multiple teams or departments
you are migrating from spreadsheets or another compliance system
you want to establish a structured compliance process before inviting users

Steps in ProductIP

1. Decide which products to onboard first

Start with a clear scope for your implementation. You can choose to:

onboard all products
start with high-risk products
focus on a specific product category
work with selected suppliers first

A phased approach is often easier to manage than onboarding all products at once.

2. Decide how Technical Files will be created

Choose the method that best fits your organisation and available data. You can:

create Technical Files manually
import product data through CSV
request suppliers to create Technical Files on your behalf

Start with a small pilot group before rolling out your chosen approach across the entire organisation.

Create a Technical File

Import data via Excel

Import data via CSV

Send a Technical File request

3. Define your compliance process

Before users start working in ProductIP, agree how compliance activities will be managed. Define:

who collects documents
who reviews evidence
who approves Technical Files
who communicates with suppliers
when Technical Files are considered complete

Clear ownership helps prevent delays and duplicate work.

4. Configure users and permissions

Create the right structure for your teams and ensure users only see the information relevant to their role.

Configure:

account users
user groups
permissions
company email domains

Invite account users

Set up user groups and permissions

Set up company email domains

5. Configure your account structure

Set up the account settings that support your internal processes and reporting needs.

Depending on your organisation, this may include:

file groups
brands
risk levels
projects
tags
workflow settings
supplier communication templates

A well-structured account makes Technical Files easier to manage as your implementation grows.

Manage and use tags

Set up supplier communication templates

6. Configure regulatory settings

Regulatory settings help standardise compliance decisions across all Technical Files. Configure:

requirement fulfilments
document risks
review frequencies
temporary exceptions and transition periods

These settings help your teams make consistent decisions and reduce manual work.

Manage and use requirement fulfilments

Manage and use document risks

7. Train users and start working

Before going live, ensure users understand their responsibilities and know how to use ProductIP effectively.

Focus on:

creating and managing Technical Files
uploading documents
reviewing evidence
communicating with suppliers
following internal workflows

Start with a pilot group, gather feedback, and refine your process before expanding to additional teams.

8. Monitor progress and improve

Once your implementation is running, use reporting and dashboards to monitor performance and identify opportunities for improvement.

Track:

Technical File completeness
document gaps
supplier responsiveness
workflow progress
compliance risks

Regular reviews help keep your compliance programme accurate and effective.

Create a custom operational report

Create a supplier performance report

Navigate through the dashboard

Tips and best practices

Start with a limited scope before expanding to all products and suppliers.
Define responsibilities before inviting users into the platform.
Agree internally which documents are mandatory and which can be accepted temporarily.
Use supplier requests to reduce manual document collection.
Configure your account structure before creating large numbers of Technical Files.
Review reporting regularly to identify bottlenecks and missing information.
Treat implementation as an ongoing process rather than a one-time project.

Learn more

Looking for guidance on daily platform usage? Continue with Get started with ProductIP as a customer after completing your implementation planning.