Collaboration and sharingRequests

Manage your open issues

Updated

Track and manage communication related to file requests within a technical file by using the Issues tab. This tool helps you to follow up, respond, and resolve compliance-related queries efficiently, ensuring smoother collaboration between suppliers and clients.


Feature access

Users using File Request for completing technical files can use this tab. This feature is available for Professional and Enterprise customers.


Before you begin

Ensure you have access rights to view or edit the technical file if your company account has user group setting in place. 


Video instructions

Prefer to watch instead? A short step-by-step guide will follow soon!


Steps

Add issues

You can add issues to a particular technical file:

1. Go to the Requests tab.
2. Click Pending view & clone shares.
3. Open the technical file you want to add issues to and go to the Issues tab.
4. Click Add issue.
5.  Fill in the required (*) fields. Describe the issue, assign it to your supplier or colleague for follow-up, set a completion deadline, and rank the severity.
6. Click save. If you have assigned the issue to your supplier or colleague, it will appear in the Issues list in their account. 
7. If you deselect “Don’t send an email notification“, your supplier or colleague will receive an email notification.

You can also add issues to a particular document:

1. Go to the Requests tab.
2. Click Pending view & clone shares.
3. Click the technical file and then click the Documents tab.

4. Click the document you want to review.

5. Click Add issue.
6.  Fill in the required (*) fields. Describe the issue, assign it to your supplier or colleague for follow-up, set a completion deadline, and rank the severity.
7. Click save. If you have assigned the issue to your supplier or colleague, it will appear in the Issues list in their account. 
8. If you deselect “Don’t send an email notification“, your supplier or colleague will receive an email notification.


View issues

View issues related to a technical file:

1.You will receive an email notification that issues related to the technical file need to be resolved.
2.Go to the Issues tab of the technical file or follow the link in the email to view the issues. If your customer has declined your technical file, go to the Shares tab in your account, click the declined technical file and find the issues under the Issues tab.


View issues related to all technical files:

1. Go to the Requests tab and you can see a list of issues related to all your technical files under the Open issues tab.
– Select Only my issues to see issues only assigned to you. 

– Select All issues to see all assigned and unassigned issues and issues without deadline.
2. Click one issue and it will bring you to the particular technical file.

3. Click the icons on the right side to edit, close or delete the issue.



Tips and best practices

  • Always include reference details (e.g. requirement ID or document name) for clarity.
  • Regularly review open issues to ensure all requests are addressed before resharing your technical file.
  • You can leave the field Assigned to as unassigned. In this case no email notification will be sent. Once the technical file is declined, the supplier can view all the saved issues in the technical file.


Troubleshooting

  • Can’t find an issue? 

Check if the file is the one you are looking for or ask your clients if they have sent it back to you.

  • Unable to provide missing document or correct the issue? 

Please reach out to your client directly.

  • Issue not closing? 

Refresh your browser and try again. 

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


FAQ

  • Can I view all open issues in one place?
    Yes, issues related to your technical files are all listed under the Open issues tab.


Related articles

Send a technical file request
Report incorrect and/or missing requirements
Link your document to the correct requirement using MatchIt 

 

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