Matching documents to products, and share links

How the review queue proposes which document fulfils which requirement, how to confirm or correct a match, and how public links and API keys give others read access to your evidence.

Updated 10 September 2026 Reviewed by Conphora support For members

Where matching happens

Once a document is analysed, the platform compares what it found — identifiers, model numbers, standards, document kind — with the products in the profile and the requirements they still owe. The proposals appear in three places: the dashboard’s “Review document matches” step, the document’s row in the pool (“3 matches to review”), and the product’s Documents tab.

Reading a proposal

Each proposal names the product, the requirement it would fulfil, and a tier:

High match — the identifiers and the document kind agree. Apply directly.
Possible match — something agrees, something is missing. Tick to confirm before it is applied.
Weak match — shown so nothing is hidden, but review it.

“Why this match” lists the evidence: which identifier was found, which kind was detected, which standard was cited. When a matched product belongs to a variant group, one confirmation can link the document to every variant against its own missing requirements.

If the platform found no requirement to fill, confirming still links the document to the product without fulfilling a slot — expand the row to choose the requirements yourself.

Confirming and correcting

Confirming links the document and ticks the requirement. If the proposal is wrong, choose another document from the closest-match list, or clear the requirement and pick the file by hand from the product’s Documents tab. Unlinking later keeps the document in the pool; only the link and the fulfilled requirement change.

When you confirm a match that used an identifier the platform did not know (a supplier’s model number, for instance), you can tick “Remember … as an identifier for this product”. From then on, documents that use that identifier match automatically.

Linking without a proposal

You do not have to wait for the queue. From a document, “Manage links” lets you tick products directly. From several selected documents, “Link to products” links them all in one go. From a product’s Compliance tab, each required-document slot has “Link existing document” for files already in the pool.

Every document has a Share link action. “Create public link” makes a URL that anyone can open without signing in and copies it; “Revoke public link” stops it immediately. Use it to send a test report to a retailer or a customs broker without emailing the file. Revoke it when the purpose has passed — the platform counts how often a link is opened.

Public links for required documents

Under Settings › Public links an admin can switch on automatic public URLs per required-document type — for example Declarations of Conformity. Each required document then gets a stable URL per attached file, and the URL keeps working when you replace the file with a newer version. Turning a type off makes all of its links return 404 until you turn it back on. This is the mechanism behind “compliance status and share links” in the subscription.

Read access for systems

If a webshop, PIM or retailer portal should read your product data, an admin creates an API key under Settings › API keys. The key is shown once, belongs to the organisation and returns a product’s identity and compliance state — never your imported spreadsheet columns, so cost prices and supplier names stay private. Use it from your own server; a key in storefront JavaScript is public and must be revoked.

If a match keeps being proposed for the wrong product, send a request with the document name and the product identifier.

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