Keep sample feedback tied to the right version
Supplier samples go through revisions without one agreed specification.
For teams reviewing physical samples from one or several suppliers.
What good looks like.
Feedback and the approve, revise, or reject decision point to the exact sample and specification version.
- Starts when
- A supplier sample arrives with a specification reference.
- Accountable owner
- Product development lead
Where AI could help.
AI could organize inspection notes and draft a revision list. People perform measurements and confirm that photos show the sample being reviewed.
How the work could move.
A suggested process to adapt to your team. Each handoff needs a clear owner and a visible check.
Identify the sample
Sourcing coordinator
Record sample ID, supplier, receipt date, specification revision, and physical storage location.
Ready when: The evaluator can distinguish it from earlier samples.
Set the comparison
Product lead
Attach the scorecard with required dimensions, functional checks, tolerances, and intended use.
Ready when: Criteria are fixed before scoring and any untestable requirement is flagged.
Inspect and record
Quality reviewer
Enter measurements, conditions, defects, and annotated evidence in the scorecard.
Ready when: Every failed criterion references an observation, not an unexplained opinion.
Request a precise revision
Product lead and sourcing
Issue a decision note with accepted features, changes required, and the next sample deadline.
Ready when: The supplier acknowledges the exact changes or the accepted reference sample is recorded.
Explore the setup, checks, and exceptions
Start with your tools.
Use a sample register and controlled file folder; link the approved spec and annotated photographs. An existing PLM can hold the same record if the team already uses one.
When things go wrong.
- An unlabeled sample waits for identification before evaluation.
- A changed material requires a new revision even when its appearance is similar.
- Conflicting reviews go to the product lead before a supplier receives instructions.
A useful first step.
Score one current sample against a written criterion and link the observation to its photo.
What to measure
Measure revision cycles, unresolved deviations, and time from receipt to supplier decision.
Want this working with your team and tools?
Build it yourself, adapt what you already have, or work with us. We can help you choose where to start and handle the technical build.