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.
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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
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Set up user groups and permissions
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.
Related articles:
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.
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Manage and use requirement fulfilments
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.
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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.
