The Technical files section provides an overview and management tools for all your product-related documents, supplier information, and compliance status. It helps teams monitor progress, ensure document completeness, and manage supplier data efficiently.
Feature access
The Technical files section, or Your Technical files, is available to all ProductIP users across Essential, Advanced, Professional, and Enterprise plans. Your view might be limited due to set user rights and/or your subscription plan.
Before you begin
Your view might be limited due to set user rights and/or your subscription plan.
Video instructions
A short step-by-step guide will follow soon!
Steps
Log in to the ProductIP platform. You will be automatically directed to the Technical Files section.
The first row buttons:
| Button | Description |
| Create a new Technical File | If you do not have any technical files yet, start creating one by clicking Create a new Technical File. See the related article. |
| Import | By importing product data via an Excel template, you can create or update multiple pre-draft technical files efficiently. See the related article Import data via Excel. |
| Import documents | Only available to Advanced, Professional and Enterprise plans.
You can upload compliance documents (jpg/png/pdf) to your account and import them into future technical files. |
| Buy credits | Only available to Essential subscriptions, you need at least two credits to create a technical file. See the related article Buy credits |
The second row (top left) shows All files overview with options to change records per page or add new tabs with filters.
| Tab | Description |
| All files | An overview of all the technical files in your account. By default, it displays 10 records per page, but you can adjust it up to 100 records. It also shows the total number of technical files. |
| + | You can add a new tab from the list of pre-configured tabs or create your own tab with a custom filter. See the related article Create custom tabs |
The third row (top right) offers:
| Button | Description |
| Supplier Filter | Hover over the button to quickly access the supplier filter list. Click the button to select technical files by supplier, using either the specific supplier filter list or alphabetical filters. |
| Export | You can export an Excel list of the selected technical files based on the applied supplier filter and selected columns. |
| Edit tab | Click the button to edit the current tab settings. For this you need to select an added tab. |
| Select columns | Click the button to change the displayed columns in a drop-down list, copy selected columns to tabs, or set default columns for new tabs. |
| Find | Enhance your search with this function. See Use FIND for enhanced search |
The default columns include:
| Column | Description |
 |
Select multiple technical files for action in bulk. |
 |
Hover on the icon, you will see four options related to the technical file you can execute: add note, add task, make a clone and export to zip file. |
| Progress | The number in the square in this column indicates how many documents are missing. Hover over the square, you will see an overview of all missing documents. See Monitor technical files by colour status
You will also see other icons in the column. Hover on the icon you will see a description related to it. |
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Click the arrows to sort the technical files by data applied to the columns. |
| Status | There are four statuses for a technical file:
pre-draft; the technical file does not have a requirement list yet. draft; the technical file is activated and document can be uploaded and linked. final check; changes to the technical file are no longer possible. closed; the technical file has been checked by you or your team and all work is done. |
| Workflow status | There are 16 predefined workflows available. If the status is red, hover over it to see the workflow note. See Manage your workflow status |
| Deadline | Requested completion date of this technical file. If no date is provided by the customer, the system will add a deadline 6 weeks after starting the technical file. |
| Product | The name of the product consisting of the article number and a description in brackets. If marked with a red star, it contains multiple articles. |
| Supplier | The name of the supplier and supplier code in brackets. |
| Market release | The date you bring the product on the market. If the date appears in red, it means that the requirement list in this technical file is outdated.
This date is visible for the supplier when sending out a document request. |
| Reorder expiry | If the date is red, it means the technical file cannot be re-used for reorders because either requirements and/or documents re expired. |
| Tags | A specific reference used to mark the technical files. Tags allow you to assign individual identifiers to the technical files. See Manage and use tags |
| File ID | Each technical file has an unique ID number. |
| Services | Chargeable services provided by ProductIP such as activating a pre-draft or FAST service. See https://www.productip.com/platform-services/ for more information. |
The last row controls:
| Left bottom | Select all | Click the button to select all technical files. |
| Deselect all | Click the button to deselect previously selected technical files. | |
| Choose action | Select an action from the dropdown list. These are all actions also available in a single technical file. | |
| Execute | Click the button to execute the selected action. | |
| Right bottom | First | Click to go to the first page. |
| Previous | Click to go back to the last page you visited. | |
| Next | Click to go to the next page. | |
| Last | Click to go to the last page. |
Tips and best practices
- Regularly check Progress colours and missing documents to avoid delays.
- Use Tags to organise technical files for quick filtering and reporting.
- Customise tabs and columns to match your workflow needs. For example, add the Last comment in Select columns to the technical files overview before exporting the technical files.
- Hovering your mouse over a technical file changes its background colour to purple. The last technical file you opened will have a light blue background.
Troubleshooting
- Missing documents not showing?
Refresh the page or check your user rights.
- Closed a technical file but still want to make changes to it?
Reset the closed technical file to Draft.
- Export failing?
Ensure you have selected technical files and applied correct filters.
Still having issues? Contact ProductIP at helpdesk@productip.com.
FAQ
- Can I access Technical Files on all plans?
Yes, but your view might be limited due to set user rights and/or your subscription plan. - Are missing document indicators visible to suppliers?
Suppliers can see the number of missing documents requested from them, but the risk colours associated with missing documents are not visible to them. - Can I customise the columns shown in Technical Files?
Yes, use the Select columns button to configure your view and save defaults.
