How to manage my product documentation

In ecratum, all the product documentation that you request from your suppliers can be managed and monitored along with their status.

When you send a product document task to your supplier via ecratum, it goes through a task lifecycle. Find out more about task cycle: Product tasks in ecratum

A product document task can be monitored during each step of its life cycle which means that all the status that a product document task goes through can be seen in ecratum. The status of a product document task might have follows as:

Pending: The task has been sent to your supplier and they are expected to respond to it.

Review: Means that your supplier provided a document for the task that you sent and you can review it to decide upon either accepting it or rejecting it.

Accepted: Your supplier provided a file for the task that you sent and you (or a user from your company account)  accept that it is the file you asked for.

Rejected: The file provided by your supplier is rejected by you (or a user from your company account) and your supplier needs to respond to your rejection.

Not Provided: Your supplier stated that they do not have the document that you requested and it is your decision to acknowledge it or re-request the task.

Accepted ND: The status that you acknowledge that your supplier does not have the document that you requested.

Re-requested: The status where your supplier stated that they do not have the document you requested and you send the request to them again.

Expired: The status that the file that your supplier provided for the task you sent is expired. When a product document expires, it is still accessible through the Archived Product Documents page. Find out more: How to review my expired documents? 

Revalidate: Means that the file that you supplier provided to you reached its revalidation interval and your supplier needs to either revalidate the previously uploaded file or upload a new file.

Below you can get detailed information about managing your product documentation within given titles:

• Overview of your product documentation
• Actions to manage your product documentation
• Finding a specific product documentation

Overview of your product documentation

When you click on Product Documentation which is located under the PDoc Collect sidebar entry, you will be landed in the page where you get an overview of all the product documentation you have been collecting from your suppliers.

On this page, each product document task that you sent to your suppliers is displayed with its attributes like:

• About which product the task was sent
• The type of product document that was requested
• The company that received the task
• Till which date the product document is valid (only for accepted documents)

Actions to manage product documentation

For each product document task shown on this page, there are some actions to take with depending on the status of a particular task:

If there is a file provided for your product document request regardless the status of the task, you can do the following actions:

• Download the file
• View the file
• View the task
• Go to the product’s page

If there is no file provided for your product document request yet, you can:

• View the task
• Go to the product’s page

Finding a specific product documentation

If you have sent out a lot of product documentation tasks to your suppliers, it might get difficult to look for particular product documentation among all the listed documentation. At this point, you can use filtering feature provided on this page and filter your search according to different components such as product name, companies, product document types and so on.

In order not to lose the track of the filter you use, you can click on the Save As Preset button after querying a filter and enter a name to save the filter. You can use that preset filter again by clicking Saved Filter and select that particular preset filter. You will be taken to the filtered result corresponding to that filter.