Industrial RFQ systems · SOULTWARE LLC
Collecting technical files in an RFQ workflow
Technical files should arrive with enough context for a reviewer to understand what they describe and which request they belong to. A file upload field alone does not establish access, version, or retention rules.
Tell requesters what to submit
List useful file types and explain what each file helps the team review. Give a reasonable size limit and a way to contact the business if a file cannot be uploaded.
Ask for a short description or revision identifier where it helps distinguish drawings, specifications, photos, and supporting material. Do not require a revision value that the requester cannot know.
Protect files and preserve context
Associate every file with the correct request and enforce access permissions when downloading it. Use malware scanning and secure storage appropriate to the information collected.
Decide how replacements, duplicates, and deleted files are handled. Reviewers need to know which document is current and whether an earlier version remains relevant.
Make review status visible
Show whether a file was received, opened, reviewed, or rejected when those states matter to the process. Assign an owner for follow-up when a file is unreadable or incomplete.
Set retention and deletion policies with the appropriate business and legal stakeholders, especially when files contain personal, proprietary, or regulated information.