Gather the record.Review what leaves.Share after review.
Decide what each outside party may receive, who approves it and what you log.
A reviewed record reaches its recipient.
Follow one week of requests
A customer asks for a certificate, a certification auditor asks about a deviation, and a supplier needs a finding summary. Four stages.
Decide what each recipient may receive
List who asks: inspectors, customers, certification auditors, suppliers.
Sharing reports: workflow and records
1. Decide what each recipient may receive
List who asks: inspectors, customers, certification auditors, suppliers.
Decide what each may receive: one record or report, not the whole file.
Write it into your procedure so everyone applies the same rules.
- Asked for more
- The approver decides and the decision is logged.
Share links, watermarks, view logs and link expiry are not claimed.
External release rules
Quality procedure QP-REL-02
- Customers
- CoA, lot trace
- Auditors
- Seen on site
- Suppliers
- Finding summaries about their material
- Inspectors
- As the host decides
- Whole files
- Never by default
One record or report, not the whole file.
2. The right record, the approved version
Check it is the right record, the approved version, and only what is needed.
Reports are built from recorded data.
The V5 Assistant can help find reports; people approve every release.
- Basic reports
- Standard PDF reports are in every plan.
Regulated reports (incl. certificate of analysis) are Professional and Enterprise.
Request · Customer A
CoA for lot P-0231
- Report
- Certificate of analysis
- Lot status
- Released
- Version
- Approved · rev 1
- Contains
- Only P-0231 results
- Built from
- Reviewed lab results
Reports come from recorded data, not a re-typed copy.
3. A named approver for each kind of release
QA or the quality manager approves each kind of release, as your procedure names.
Nothing is shared automatically.
Records shown on site rather than sent are recorded too.
- Sent in error
- Follow your procedure and record what happened.
A person approves every release.
Approvals This Week
Named approvers
- CoA
- QA · approved
- DEV-1150
- QM · on site
- Supplier B
- Approved
- Shared automatically
- Never
- Approver rules
- From QP-REL-02
Nothing leaves without a person approving it.
4. Keep a release log
Record what was sent, which version, when and to whom, under your procedure.
Where you use the customer portal, customers can see orders, lot trace and documents; availability is confirmed with you.
The log answers later questions about what left the site.
- Copies to inspectors
- Your procedure decides what copies are given, and they are logged.
The customer portal is Professional and Enterprise; confirm availability with us.
Release log
October
- 6 Oct
- CoA → Customer A
- 8 Oct
- DEV-1150 → auditor
- 9 Oct
- F-02 → Supplier B
- Approved by
- Recorded per entry
- Customer portal
- Ask us about availability
What was sent, which version, when and to whom.
Controlled Sharing Built on Controlled Records
Reports come from the same records quality has reviewed, so what leaves the site matches what is on file.
- Inspection ReadinessPractise responding to an inspection request.See Inspection Readiness
- This pageSharing reportsLog what you release to auditors and customers.
- Customer PortalLet customers look up their shipments, lots and certificates.See Customer Portal
- QC ReleaseReview exceptions and sign a release or hold decision.See QC Release
AI and Sharing reports
Share the approved record, not a generated account
Share the approved record, not a generated account
Use AI help to explore report scope and controlled access. A shareable report should reflect its recorded source, not an assistant's reconstruction.
Everything in this feature
What supports controlled sharing, and which plan each item needs. Compare plans
Basic reports
All plansStandard PDF reports.
Audit log (view)
All plansWho changed what and when.
Regulated reports
Professional and EnterpriseBMR, eDHR, MMR and certificate of analysis.
Customer portal
Professional and EnterpriseOrders, lot trace and documents for customers.
Supplier portal
Professional and EnterpriseDocuments and corrective action requests with suppliers.
A person approves every release. Share links, watermarks, view logs and link expiry are not claimed.
Explore the sample records.
Open a sample report to review its contents, supporting references and how the record is built.
UltimateSample report
Electronic Batch Manufacturing Record (eBMR)
Plan & make
- Ultimate
Sample report
Certificate of Analysis (CoA)
Test & release
- Ultimate
Sample report
CAPA Record
Quality system
Electronic Records & Inspection Readiness Buyer Guide
For quality, regulatory, validation and IT teams evaluating electronic records, signatures and inspection readiness. Use it with or without V5.
- Which rules apply to which records
- Record lifecycle, attribution and authority checks
- Signatures, corrections and audit trail
- Batch and device history records
Plus Review by exception and controlled release; Risk-based validation and Enterprise IQ/OQ; Audit readiness, inspection requests and floor audits; Sharing records outside the company; Evidence matrix, RACI, migration, demo scenarios and RFP.
Get the guideWe ask for your name and email so we can handle this request. The full guide then opens on this site, ready to translate, print or save. Privacy policy.
UltimateFree buyer guide
Electronic Records & Inspection Readiness Buyer Guide
Straight answers.
What buyers ask us first about Documents & Training.
Can V5 stop an untrained person starting a step?
It can when you configure training checks at the step (Professional and Enterprise). People still decide who is qualified.
Is there a full skills matrix?
The full skills matrix with competencies and refresher reminders is an Enterprise feature.
How do new procedure revisions reach the floor?
A revision is approved with an effective date. Training can be assigned before that date, and the kiosk shows the approved revision once it takes effect.
More of the product
Start with one area. Add the rest when you are ready.
Warehouse & TraceabilityExplore 
Production & PlanningExplore 
Quality & LaboratoryExplore 
This feature's areaDocuments & TrainingExplore 
Equipment & PerformanceExplore 
Orders & IntegrationsExplore
Try it with your next external request.
Start a free trial or talk it through with us. No card needed.