Merge pre-drafts into a technical file

Technical files created but not yet activated are called pre-drafts. Pre-drafts for similar products can be grouped into one technical file. This helps streamline documentation and reduces duplicate work. A consolidated technical file provides a single, organised source for audits and maintenance.

Feature access 

Users with permission to create and edit technical files can group pre-drafts for similar products into one technical file. 

This feature is available to all plans.

Before you begin 

Ensure the products share the same supplier, material, documents, and requirements. Confirm with your supplier as they possess the most comprehensive knowledge of their products.

Video instructions

Steps

1. Go to the Technical Files overview.
2. Find the technical files you want to merge via the find option or by creating a custom tab.
3. Select the technical files you want merge by selecting the checkbox on the left side.
4. Select Merge files from the Choose action dropdown menu at the bottom.
5. Click Execute.
6. Verify that all product details in the pop-up window and select the main file from the list. The other files will be deleted after merge.
7. Click Merge to confirm. 

After merging the technical file will contain multiple products. You can view this by opening the technical files. Click the Product tab. At the top of the page you’ll see a list of the products in this technical file. 

Tips and best practices 

• When in doubt, confirm with your supplier whether the products truly meet all criteria before merging. Different market release dates are allowed as long as no new requirements apply. 
• Suppliers cannot merge technical files on their side. If you have sent a file request and you both agree to merge, the supplier can decline the file requests. You can merge the articles yourself and resend the file request. 
• Be cautious: merging may save time now but can create extra work later if future orders introduce new requirements or involve different production sites. If your supplier uses multiple factories, always create separate technical files per batch.

 

Troubleshooting 

• If the merge option isn’t available, check if you have permission to create or edit technical files. 

 

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

FAQ 

• Can I merge technical files with different market release dates?
   Yes, provided no new requirements apply to the later batch. If new requirements were introduced, the products must remain in separate technical files.
• Can suppliers merge technical files from their side?
   No, suppliers cannot perform merges. 
• What if my supplier uses multiple factories?
  You must create separate technical files for each batch and factory, even if the products appear to be identical. This ensures accurate documentation and traceability.