Distribution / Wholesale
AI Self-Service Technical Document Center for Distributors
Distributors of chemicals, raw materials, and technical equipment get the same document requests every day, such as SDS, COA, datasheets, and warranties. The self-service document center on Phak AI organizes these documents by product code and lot number, and opens a channel for customers to pull the latest version themselves. The channel and access rights are designed for each organization.
- SDS by product code
- COA by lot number
- TDS / datasheets
- Warranty documents
- New regulatory notices
- Customers self-serveSearch by product code or lot number and get the matching document
- Always the latest editionActive and retired versions are kept apart to avoid sending old ones
- Special requests to the teamDocuments not in the library are routed to the technical team
Where technical document requests eat team time
The same documents, one request at a time
Factory customers ask for the SDS or datasheet of the same code every month, and the team searches and sends it each time.
A COA must match the lot
The certificate of analysis must match the lot the customer received. Pull the wrong lot and it must be resent.
Old versions slip out
Documents sit in many inboxes and laptops, and sometimes a superseded version gets sent.
New rules mean updates
When a new notice is issued, the team must check which products' documents are affected.
How the self-service document center works
Start with the product groups requested most, then add others.
Organize documents by code and lot
Load SDS, COA, TDS, datasheets, and warranties into the central knowledge base, tied to product codes and lot numbers.
Separate active and retired versions
When a new version is uploaded, the old one is set aside, and the assistant answers from the active version.
Open a self-service channel
The channel, such as a document center link or your LINE OA, and which documents each customer sees, are set for each organization.
Route other requests to the team
If a requested document is not found, it does not guess and routes the request to the technical or customer service team.
Track new rules that affect products
Add new regulatory notices to the library and ask which product groups' documents they affect, to plan updates.
Document requests customers and staff can make
What we measure for the document center
Metrics are agreed together when you start.
- Share of document requests customers handle themselves
- Number of document requests the team sends by hand each week
- Number of times a wrong version or wrong lot was sent
- Time from request to document delivered
Scope of the self-service document center
What Phak AI does
- Phak AI organizes technical documents by product code and lot number
- Phak AI answers from the active version and names the document
- Phak AI sets which documents each customer or dealer can see
- Phak AI routes requests for missing documents to your team
What it does not do
- Does not issue or edit SDS or COA content. Your technical team owns the documents
- Does not certify legal or technical accuracy on behalf of manufacturers
- Is not a full B2B e-commerce system
Frequently asked questions
How will customers reach the document center?
The channel is set for each organization, such as a document center link or your LINE OA. To discuss the details, talk to the Phak AI team.
Will one customer see another customer's documents?
Access is set by role. For example, general documents are open to all, while lot-specific COAs are limited to those involved. Fine-grained access at this level is configured for each organization.
Will customers always get the latest version?
When a new version is uploaded, the old one is set aside as retired. The assistant answers from the active version and names the document it used, so your team can check which version a customer received.
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