Logging an activity helps you keep a clear record of every action taken to contact suppliers. It shows what effort has been made to obtain the required information and makes it visible whether a supplier is cooperative. This provides full transparency for internal teams and external stakeholders.
Feature access
All users with access to the technical file can log activities. Available on all ProductIP plans.
Before you begin
- Open the technical file you want to update.
- Select the Timeline tab.
Video instructions
Steps
1. Click Log activity at the top of the timeline.
2. Select the Type of activity, such as a phone call, email, or meeting.
3. Enter a clear Subject that summarises the action taken.
4. Set the Date and time of the activity.
5. Select the relevant supplier contacts.
6. Click New contact if the person is not yet listed and complete their details.
7. Add any relevant details in the Additional information field.
8. (Optional) Upload documents related to the activity.
9. Click Save to add the activity to the timeline.
After saving, the activity appears under Open activities and is also recorded in the timeline history.
Tips and best practices
- Use the activity log to document every attempt to contact a supplier. This includes emails, reminders, calls, and meetings.
- Be specific in the subject line so internal and external stakeholders can quickly understand what action was taken.
- Add enough detail in the notes to explain the context, especially when following up missing or overdue information multiple times.
- Use the activity log to identify patterns, such as delays or challenges with specific suppliers.
- Upload relevant documents such as email replies, call summaries, or communication screenshots for complete traceability.
Troubleshooting
- I cannot select a supplier contact.
Ensure the supplier has accepted the Document Request, only then will supplier contacts appear in the list.
- The activity does not show in the timeline.
Check the filters at the top of timeline and refresh the page.
- I cannot enter a date or time.
Make sure you select both the calendar date and the clock time fields.
Still having issues? Contact ProductIP via helpdesk@productip.com.
FAQ
- Does logging an activity trigger an email notification to the supplier?
No, logging activities are for internal documentation only. No email will be sent.
- Should I log unsuccessful attempts as well?
Yes, documenting all attempts demonstrates what effort has been made to obtain requested documents or responses.
