Field service job files For field service, maintenance and engineering teams
Every job.
Certified, signed off and on record.
FilePlan 365 gives every job and work order its own secure file inside SharePoint. Job sheets, photos, test certificates and customer sign-offs are filed to the right job, with the right protection, automatically.
Works inside SharePoint
Job details from your field service system
30-day free trial
1
Job details
Job number, customer, site and engineer, taken from your field service system.
2
Document types
The same labelled folders for every job, down the left.
3
The job’s documents
Everything filed to that job, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every job, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right job file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your field service system
Job details arrive automatically
You never retype a job number, customer or site address. FilePlan 365 picks up each job’s details from your field service system, so every job has a file ready the moment it’s booked.
When a job changes
A new engineer, a revisit or a change of scope is picked up automatically, so every file stays accurate.
When a job is completed
The completion date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of jobs up to date from your field service system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The job file plan
Every job organised the same way
Each job file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Job request
Work order, quote, customer instructions
Kept for: 6 years after completion
2
Risk and method
RAMS, permits to work, site induction
Kept for: 6 years after completion
3
Job sheets and photos
Job sheets, before and after photos, notes
Kept for: 6 years after completion
4
Certificates
Test certificates, compliance certificates
Kept for: 6 years after completion
5
Sign-off
Customer sign-off, handover notes
Kept for: 6 years after completion
6
Follow-up
Revisits, remedial work, complaints
Kept for: 6 years after completion
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Field service job files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Field service job files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Field service job files template
Pick “Field service job files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your job files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your service standards and contracts.
Find a job
Any job file in seconds
Start typing and FilePlan 365 shows matching jobs straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by job number, customer or site.
2
Narrow it down
Filter by job type, engineer, region or status if you need to.
3
Open the file
Click a job to see everything filed to it.
People only ever see the jobs and documents they are allowed to see.
Advanced search
Answer questions across every job file
Tick a few options and FilePlan 365 finds every matching document across all your jobs. Perfect for customer audits, contract reviews and disputes.
Customer auditEvery test certificate for one customer this year
Contract reviewAll jobs completed late for one contract
DisputeEverything held on one job, in one list
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Job files are kept for six years after completion. Completion starts the clock automatically.
Only the right people can see it
Job records are marked Internal. Customer site plans and access details are marked Confidential.
Site details stay inside
Documents containing access codes or alarm details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time chasing paperwork. More time on site.
One file per job
Request, RAMS, photos and certificates, in one place.
Ready when booked
New jobs arrive from your field service system with their file set up.
Audits without the scramble
Prove the work was done for any job in seconds.
Completion handled for you
Retention starts automatically when a job is completed.
Every job file.
Always in order.
Try the Field service job files template free for 30 days, in your own Microsoft 365 tenant.
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