How to Streamline Product Release Management in High-Tech Companies

Most high tech companies have multiple products. And most products combine different project deliverables - hardware, software, testing, training, user manuals, etc. Product releases are complex and depend on the harmonisation of multiple elements to be successful.

Businesses are unique to a degree. But there will always be common issues that are familiar to the majority. Information silos are one of those issues that plague many organisations. You may have great teams using the best tools, but they will often create distinct files as part of their own deliverables which remain siloed during a project. Information in silos is an obstacle when it comes to product release.

The value of document management system for sustainable product development

Common Product Release Challenges

There appear to be two common issues for release management.

The first is pinpointing the responsibilities of a product release on any one job role. Who is responsible? Project Managers may only be concerned with milestones and finishing and delivering on time rather than what happens after. Product Managers may think their role is about building roadmaps, prioritising features and managing user requirements. Other teams (like software and hardware) are focused on one or two streams of the overall product so aren’t right to manage the release.

There is a need for an explicit job role - the Release Manager. Whether this is an ad-hoc or a dedicated role is a choice for each organisation. But this way a single person will be clearly responsible for verifying that all release components have been approved by the technical, product and executive teams.

Secondly, there is often a gap between the product deliverables and the entitlements of customers receiving the product. How does an organisation manage the matrix of products and customers and who gets what version or information? Even when someone is responsible for the release of a product, they often lack the tools to administer this.

Why You Need a Product Release Engine

A comprehensive document management system (DMS) can give the Release Manager the tools he or she needs. It can be a “silo-linker” that breaks down the walls between teams and deliverables. A powerful, lean DMS can be turned into a “product release engine”.

6 Ways to Improve Product Release Management

Here’s what that looks like:

1. Create a Single Source of Truth

Use your DMS as a central repository for every component of the release—CAD files, firmware, packaging artwork, user manuals, training videos. Everything lives in one place, with controlled access and a clear version history.

🧠 Pro Tip: Look for a DMS that supports a wide range of file types and can convert them to PDF for review.

2. Standardise Review and Approval Workflows

A good DMS allows you to set up consistent, cross-functional approval workflows. These workflows ensure that every deliverable is signed off by the right people—before it reaches the customer.

3. Define Product Configurations with Document Holders

Use document holders to build a structured release package. These holders act like a recipe for each release—linking required documents, defining relationships, and making it easy to assemble a release that’s ready to go.

4. Use Licensing to Manage Customer Entitlements

Tag your content by product, geography, service level or customer type. Then assign licenses to customer groups. When a release goes live, customers get access only to what they’re entitled to—automatically.

5. Enable Customer Access with a Secure Extranet

No more zipping files and sending them manually. A DMS with extranet capability can serve as a branded customer portal, allowing approved users to download the latest drivers, guides, and documentation—instantly and securely.

6. Track Downloads and Measure Engagement

Monitor what your customers are actually downloading. Track downloads by file, product, or customer to understand what’s useful—and what’s not. These insights can help you prioritise future content and support.

Conclusion: Build a Repeatable, Scalable Release Process

A lean document management system can be used to break down silos and provide the release manager with a useful set of tools to create a product release engine. It can streamline the release management function, helping you deliver product to market more efficiently and less painfully.