Use the Declaration of Product Identity (DoPI)

The Declaration of Product Identity (DoPI) helps you show that different product identifiers refer to the same product. The DoPI is part of every technical file in ProductIP. It often happens that your product identifier (e.g. article number) is not the same as the identifier your customer, supplier or factory uses. When you receive documents (e.g. test reports, certificates, BOM, etc.) with this different identifier the question is raised: ‘Is this the same product as you have on hand and mentioned in the Product tab of your technical file?’

The DoPI solves this administrative problem by offering a template to declare the different identifiers are actually the same product.

Feature access

This template is available to all ProductIP users.

Before you begin

Create a technical file or receive a document request.

Video instructions

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

Steps

Via technical file

1. Go to the Technical files tab and open a technical file that is in draft.
2. Open the Requirements tab.
   • The requirement ‘Declaration of Identity for the product’ is one of the first in the list.
3. Click the blue information icon at the end of the row on the right side. 
   • A new tab opens with more information on this specific requirement.
4. Download the template from the Resources listed. 
   • You have the option to choose between a PDF form or Word document.
5. Complete the required fields in the template. 
   • Make sure the information relates to documents uploaded in the technical file. You can also find an explanation document for the template in the list of Resources. 
   • Make sure the supplier article number matches the supplier article number you have added in the Product tab of the technical file (optional).
6. Save the document, upload it to your technical file and link it to the requirement ‘Declaration of Identity for the product’ .

Via document request

1. Go to the Requests tab > Product document requests tab and open a document request.
2. Find ‘Declaration of Identity for the product (DoPI)’  under Requested documents.
3. Hover over or click on the blue square in the column Resources
   • A window pops up
     
4. Download the ‘Template Declaration of Product Identity (DoPI)’ in PDF or Word.
5. Complete the required fields in the template. 
   • Make sure the information relates to documents you uploaded in the document request. You can also find an explanation document for the template in the list of Resources.
   • Save the document on your computer and upload it in the document request.
     

Tips and best practices

• Use the option to add a report or certificate number to the DoPI if you have a test report without a clear identifier.
• Confirm that the identifiers refer to the same product before you complete the DoPI. Ask your supplier or factory to confirm this if needed. You can also compare product pictures and technical specifications in test reports or include this check in a pre-shipment inspection.
• Always check if the information in your DoPI matches the information in the technical file and its documents.
• You can add multiple products in one declaration. This can be helpful if your technical file or document request contains multiple products. Ensure the products share the same supplier, material, documents, and requirements. 
• You can also include the packaging identifiers and link the document to ‘Declaration of Identity for the packaging (DoPI)’.

Troubleshooting

• I do not see the Declaration of Identity for the product (DoPI)’  under Requested documents.

Your customer did not request this information/document. You do not need to upload a DoPI for this document request.

• My company details or product identifier do not fit in the PDF form because of the size of the boxes.

Download the Word version of the template instead. It gives you more space to enter the information. 

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

FAQ

• Is the Declaration of Product Identity always needed?

No, if all your uploaded documents refer to the same product identifier which is also mentioned in the product tab of your technical file, the Declaration of Product Identity is not needed.

• Can I use my own template for fulfil the requirement?

Yes, the ProductIP template is available if you do not have your own suitable declaration. 

• What should I do if I receive this declaration from my supplier and it doesn’t match other information in the technical file. 

Get into contact with your supplier to figure out if your information is incorrect or if the supplier made a mistake. This could be a sign that the wrong product was tested or the supplier doesn’t have the test report available. 

• Is the declaration of product identity a fix-all for mismatched documents?

No, the declaration should not be viewed as a way to fix test reports or other documents with different identifiers. Research should always be done to confirm the products are indeed identical. 

• Should I print the template to sign and stamp?

It is not needed. Most systems offer a way to add a digital signature. This is enough, no company stamp is needed.

• Can I add multiple products in one template?

Yes, this is recommended in case you have multiple articles is one technical file or document request. Grouping these products in one document saves time for the person that fills in the document and saves time when the document needs to be reviewed and linked in the technical file.

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