Keep a product's name, description, owner and regulatory contact current, place it in the product hierarchy, and mark it obsolete, reinstate it or delete it.
The product record is the enduring identity behind all of a product's versions: its number, name, description, the people responsible for it and where it sits in your product hierarchy. This topic covers keeping that record current and taking a product out of the offering. Anything that describes a particular configuration, such as identifiers or lifecycle state, belongs to a version instead; see add a product and manage its versions.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Task | Permission |
|---|---|
Read the product record | View Products ( |
Edit the name, description, owner and regulatory contact | Manage Products ( |
Place the product under a parent, or make it top-level | Manage Products |
Delete the product | Manage Products |
Mark the product obsolete, or reinstate it | Change Product Lifecycle State ( |
Admins can do all of these. Each action appears only for people who can use it.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Open Products, choose Product register and select the product. Above the tabs, the product page shows:
the name, with badges for the product number, the profile and any classification;
the description;
the status: active, or obsolete together with the reason it was made obsolete;
the owner and the regulatory contact;
the parent product, when the product sits under another one.
The product number and the profile never change. Everything else on this list can be maintained as described below.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Open the product.
Choose to edit the product.
Change the fields you need.
Save your changes.
Field | What it is for | Rules |
|---|---|---|
Name | The name shown in the register, on the product page and in every module that refers to the product, such as Tender and Training. | Required. Up to 255 characters. |
Description | What the product is, in your own words. A description written with Describe to AI when the product was created appears here. | Optional. Up to 10,000 characters. |
Owner | The person commercially or technically responsible for the product. | One person. Receives notifications about what a change affects, and expiry reminders when no regulatory contact is set. |
Regulatory contact | The person accountable for regulatory conformity, for example your person responsible for regulatory compliance or your export-control officer. | One person. Receives expiry reminders. |
The new name appears in the register and elsewhere straight away.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
A daily check looks for records about to expire and sends a notification:
Record | Reminder starts |
|---|---|
A market authorization, such as a certificate | 90 days before it expires |
A qualification, such as a passed test with a validity date | 180 days before it expires |
An export licence | 120 days before it expires |
A reminder is marked high priority within 30 days of the date and urgent once the date has passed. It goes to the product's regulatory contact, or to the owner when there is no regulatory contact. A product with neither has nobody to remind, so set at least one of them on every product that carries certificates, test results or licences. Choose how notifications reach you in my notifications.
When a product changes, for example when a version is released or the product is marked obsolete, other modules report what the change affects. Those notifications go to the person the affected module names. When the module names nobody, they go to the owner, and when there is no owner, to the person who made the change. See review what a change affects.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Use a parent to build your product hierarchy, for example a system with its subsystems and units.
Open the product that should move.
Choose to set its parent.
Choose the parent product, or choose no parent to make the product top-level.
Save.
What changes:
The register's Parent column shows the parent, and Top-level products only now hides the product.
On Export control, the product uses the confirmed export determinations of its parent and the products above that, for any regime where it has none of its own. Those rows are marked "Inherited from" and the parent's name. Moving the product elsewhere changes what it inherits. See export classifications and checks.
A product cannot be placed under itself or under any product below it, because the hierarchy would loop. That move is refused with a message saying so.
A parent cannot be deleted while it has products under it.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Mark a product obsolete when your organisation no longer offers it, for example after a last-time buy or when a successor product takes over.
Open the product.
Choose to mark it obsolete.
Enter the reason. It is required and can be up to 4,000 characters. Say why, and what replaces it.
Confirm.
The product's status shows as obsolete with your reason. The product stays readable and stays in the register, which shows active products unless you set its status filter to include obsolete ones. Obsolete products are left out of the product search used to record relationships and of the product pickers in Tender. The product's versions and market placements are not changed, because units already delivered did not stop existing: withdraw versions or placements separately if they leave service.
Other modules are told. A tender that bids the product, a training course that is re-issued when the product changes, or an organisation such as a notified body that should be informed appears as a proposal or notification under What this change affects on Bill of materials.
A product that is already obsolete cannot be marked obsolete again. To change the reason, reinstate the product and mark it obsolete again.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Reinstate a product when it was made obsolete in error or comes back into the offering, for example because a part was re-sourced.
Open the obsolete product. In the register, set the status filter to include obsolete products to find it.
Choose to reinstate it and confirm.
The status returns to active and the obsolete reason is cleared. Nothing is sent to other modules: any course re-issued or bid flagged when the product was made obsolete stays as people left it.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Delete a product only when it was created by mistake. Deletion is possible when all of these are true:
no product sits under it;
none of its versions has ever been released, so every version is still a draft;
it has no market placements, including planned ones.
Open the product.
Choose to delete it.
Optionally, give a reason.
Confirm.
The product disappears from the register, from searches and from every product picker, and it can no longer be opened. Its product number is not reused. When deletion is not possible, the message says which condition blocks it. A product that was ever released or placed on a market is part of your record: mark it obsolete instead.
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
Situation | Action |
|---|---|
The product is no longer offered, but units are in the field. | Mark the product obsolete. |
One configuration is taken out of service. | Withdraw that version; see add a product and manage its versions. |
A version must no longer be offered in new bids. | Move its lifecycle to a state that is not marketable; see move versions through their lifecycle. |
The product leaves one market. | Withdraw the placement on Markets. |
The product was created by mistake and nothing was released or placed. | Delete the product. |
The product was made obsolete in error. | Reinstate it. |
Product location: /products/{productId} (fallback: /products). Open the product from the Product register.
A product engineer created the Northstar temperature monitor with the wizard, so the product has no owner or regulatory contact yet. Its CE certificate, recorded on Markets, expires next spring.
Edit the product. Set the product manager as owner and the compliance officer as regulatory contact, and add a one-paragraph description.
Set its parent to the Northstar monitoring system, so it inherits the system's confirmed export determination.
Ninety days before the certificate expires, the compliance officer receives the first reminder. It becomes high priority 30 days before the date.
