The machine has changed. His notice, not yet.
You submit the original notice and the written description of the modification. Optima Doc Update provides an indicative opinion on its substantive nature, highlights the affected chapters, and only rewrites those. You see each revision, just as in Word’s track changes feature.
30 minutes via video, free of charge, no commitment required.
Optima Doc Update is a software product from Optima AI. It updates the instruction manual of a machine after a modification: it only re-writes the relevant chapters and keeps track of each change. The decisions and signature remain yours.
The retrofit · What the text says · How he works · What you get · For whom · What he does not do · To see it · Your documents · Price · Frequently asked questions
Before doing it again, it is necessary to know what it no longer says. A retrofit is a modification: the machine works differently; the original manual still describes the old one. Two questions arise then, and they are not resolved in the same way.
Is the modification substantial? It is a regulatory question. If the answer is yes, starting from January 20, 2027, the person who modified the machine becomes the manufacturer. The answer belongs to you, or to your compliance officer.
Which sections of the notice talk about what has changed? A new piece of equipment on a line, an added function, a replaced command: depending on the case, it affects the description, safety, use, maintenance, or only one of them. Identifying it chapter by chapter takes time, and a forgetfulness occurs when someone opens the manual in front of the machine.
He prepares the two questions without resolving them: an indicative opinion on the substantive nature, which you approve, then a matrix of the chapters to be modified and retained, which you also approve. Only then does he rewrite the selected chapters. The rest of the notice remains unchanged.
Anyone who substantially modifies a machine becomes its manufacturer (Article 18 of Regulation (EU) 2023/1230). The regulation applies from January 20, 2027. It applies to machines placed on the market in the Union from that date, whether new or imported from a third country. Before that date, the modification of a machine in service falls under the current regime (Directive 2006/42/EC, Labour Code); the Optima Doc Update advisory document refers to the regulation.
The instructions are covered by point 1.7.4 of the essential health and safety requirements. This point appears in Annex I to Directive 2006/42/EC until 19 January 2027, and then in Annex III to Regulation (EU) 2023/1230.
Optima Doc Update provides its opinion on the substantiality in the light of Regulation (EU) 2023/1230. This opinion is indicative. It helps you prepare your decision; it does not make it final.
To go further:
The instructions leaflet with the regulation (EU) 2023/1230 ›
Machine Regulations 2023/1230: What changes on January 20, 2027 ›
Optima Doc Update reads the original notice and the description of the modification, then stops twice for you to validate. It only re-writes what you have selected. Each change remains visible.
1
The original notice in Word or PDF text (a scanned notice is not read). The written description of the modification, as precise as possible. The updated risk analysis, when the modification is significant.
2
An opinion, in the light of Regulation (EU) 2023/1230. It is indicative: you approve it or you correct it.
3
Chapter by chapter: to be modified or retained. You validate the matrix before any rewriting.
4
The chapters that remain are kept as they were in the original instruction manual.
5
The revised note in Word, a version with the revisions visible as in Word’s change tracking, and the change log. Your team reads, corrects, and signs.
Three files: the revised note in Word, which you can modify freely; the same note with the revisions visible, for reviewing what has changed and only that; the change log, which keeps track of each change. Ahead of time, the notice on the substantial nature and the matrix of the chapters, as you validated them.
Optima Doc Update is intended for those who modify a machine and have the original manual. It requests the original manual in Word or PDF text (a scanned manual is not read), and a written description of the modification. Without them, it has nothing to update.
In servicing maintenance or new installations, you add equipment, change a function, or replace a control. The original manual comes from the manufacturer; you are the one who knows what has changed.
As an integrator, you modernize a machine for your client. You deliver the modified machine with a manual that describes it, and a record of what you changed in it.
A new version, an added option: the instruction exists; you need to retrieve it from where the machine moved, without starting from scratch.
Optima Doc Update prepares and rewrites. It does not decide anything on your behalf. The revised notice remains under your signature.
We are offering it today as a pilot project, with our support: you are not alone in the face of the tool.
Optima Doc Update does not have a trial version. We show you during a 30-minute exchange, on a document similar to yours: the notice on substantiality, the matrix of the chapters, the revised notice and its visible revisions.
You describe your modification to us; we look together at what it would change in the documentation.
30-minute exchangeIn Optima Doc Update, your documents are stored in France. They are never accessible to another client. They are not used to train an AI model.
Optima Doc Update is on-call. We start with a 30-minute exchange about your modification, then we show you the software on a display close to yours. The quote comes next, before any decision is made.
The exchange is free of charge.
30-minute exchangeNot Optima Doc Update. It provides an indicative opinion in the light of Regulation (EU) 2023/1230, which you validate or correct. The decision remains yours, or that of your compliance officer. It counts: as of January 20, 2027, anyone who substantially modifies a machine becomes the manufacturer of that machine (Article 18 of Regulation (EU) 2023/1230).
Optima Doc Update only overwrites the chapters that the change affects. It identifies them in a matrix, to be modified or retained, which you validate before any overwriting. The other chapters remain as they were. It is up to you to review the revised documentation to ensure that the revised information accurately describes the modified machine.
The original notice in Word or PDF text (a scanned notice is not read), and a written description of the modification, as precise as possible. When the modification is significant, updated risk analysis. We verify your files during the exchange.
Optima Doc Update provides a version of the document with visible revisions, like in Word’s change tracking, and a change log. You read through what has changed, and that’s it.
Optima Doc Update builds on an existing notice and updates it after a change. Optima Doc Creation writes the first draft of a notice based on the functional analysis and the risk analysis of the machine. If the original notice is missing, it is Doc Creation.
No. Your team reads it again, corrects it if necessary, and signs it off. It is at this reading that the manual is judged, and the manufacturer is responsible for responding to it.
In French. For another language, let’s discuss it during the exchange.
Optima Doc Update is part of the Machine Life axis of Optima Compliance. Another agent is being prepared for it.
In development
It will concern the verification of the conformity of a machine.
To go further:
The instructions leaflet with the regulation (EU) 2023/1230 ›
Machine Regulations 2023/1230: What changes on January 20, 2027 ›
30 minutes via video, free of charge, no commitment required.
French French 
English
30-minute exchange
Free, no commitment. With our customer relations manager, via video conference, on the task, the file or the machine of your choice.
The booking opens in Google Calendar, in a new tab.
Would you prefer to write to us?
Optima AI SAS processes this information to answer your request (pre-contractual measures taken at your request) and to ensure commercial follow-up (our legitimate interest). It is kept for 3 years from the last contact from you. You can access it, correct it, have it deleted, and object at any time to its use for prospecting purposes by writing to contact@optimaai.fr. Privacy policy
