Step 1
Choose a pattern containing supplier reference, model, document type, revision and date.
Practical review guide · Free worksheet
Name supplier files for reliable retrieval
Direct answerUse stable product and document identifiers in filenames, while keeping status and review history in a register. Avoid relying on words such as final or approved alone.
Reviewed by ComplyFolio. Sellers and reviewers maintaining product evidence and preparing publication decisions.
Get the working templateReview procedure
These are suggested operational checks to apply to your own evidence. They are not additional legal requirements or claims that the workspace automates this entire task.
Step 2
Keep the original filename in the register before creating a normalized sharing name.
Step 3
Check for collisions and preserve distinct originals when names would otherwise match.
Step 4
Test retrieval by asking another reviewer to find the current manual for one specific model.
Worked example
Three suppliers each deliver a file called certificate-final.pdf for different product models.
What the reviewer finds
- Identical filenames refer to unrelated products.
- A renamed copy has lost its connection to the original attachment.
Resulting record
A filename convention and a cross-reference table for original and normalized names.
Boundary: A descriptive name helps retrieval but says nothing about document validity or approval.
This scenario is fictional. It illustrates a review decision, not a customer outcome or a compliance determination.
Download the blank working record
The Markdown worksheet includes the procedure, the fields below, and space for findings, evidence, owners and retests. It contains no pre-approved findings. Edit it locally without an account.
- Original filename
- Normalized filename
- Product reference
- Document type
- Revision
Record what you observed, including unknowns. Link each decision to a source and keep unresolved questions assigned to an owner. Share completed records only through an appropriate authorized route.
Primary references and scope
The references provide the legal or technical context. The procedure and worksheet are ComplyFolio working suggestions, not official forms or a certification standard.
- GPSR — product safety, operator and distance-sale requirements (legal context)
- European Commission — product safety and business resources
A descriptive name helps retrieval but says nothing about document validity or approval.
Connect the review to your product record
Use the free workspace for an initial public product-page review, then add the manual evidence and decisions this guide requires. A page scan cannot inspect private supplier files or complete every user journey.
Start with a public product page