Insurance policies and claims For insurers, brokers and claims handlers
Every claim file.
Complete, from notification to settlement.
FilePlan 365 gives every claim its own secure file inside SharePoint, linked to the policy it sits under. Notifications, reports, evidence and settlement papers are filed to the right claim, with the right protection, automatically.
Works inside SharePoint
Claim details from your claims system
30-day free trial
1
Claim details
Claim number, policyholder, policy and claims handler, taken from your claims system.
2
Document types
The same labelled folders for every claim, down the left.
3
The claim’s documents
Everything filed to that claim, 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 claim, 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 claim 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 claims system
Claim details arrive automatically
You never retype a claim number, policy number or policyholder name. FilePlan 365 picks up each claim’s details from your claims system, so a new claim has its file ready the moment it’s notified.
When a claim changes
A new handler, a reserve change or a move to litigation is picked up automatically, so every file stays accurate.
When a claim settles
The settlement 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 claims up to date from your claims system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The claim file plan
Every claim organised the same way
Each claim file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Notification
First notice of loss, claim form, policy schedule
Kept for: 7 years after settlement
2
Investigation
Loss adjuster reports, photos, statements
Kept for: 7 years after settlement
3
Evidence
Invoices, quotes, expert reports, police reports
Kept for: 7 years after settlement
4
Correspondence
Letters and emails with the policyholder and third parties
Kept for: 7 years after settlement
5
Settlement
Offer, acceptance, payment confirmation
Kept for: 7 years after settlement
6
Recovery and complaints
Subrogation, complaints, ombudsman referrals
Kept for: 7 years after closure
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Insurance policies and claims template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Insurance policies and claims template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Insurance policies and claims template
Pick “Insurance policies and claims” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your claim 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 claims handling procedures.
Find a claim
Any claim file in seconds
Start typing and FilePlan 365 shows matching claims straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by claim number, policy number or policyholder.
2
Narrow it down
Filter by claim type, handler, status or reserve band if you need to.
3
Open the file
Click a claim to see everything filed to it.
People only ever see the claims and documents they are allowed to see.
Advanced search
Answer questions across every claim file
Tick a few options and FilePlan 365 finds every matching document across all your claims. Perfect for claims audits, reinsurer requests and complaint reviews.
Claims auditEvery adjuster report and settlement letter for one handler
Reinsurer requestAll evidence for claims above a reserve threshold
Complaint reviewEverything held on one disputed claim, 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
Claim files are kept for seven years after settlement. Settling the claim starts the clock for every document in it.
Only the right people can see it
Claim documents are marked Confidential. Medical reports and injury evidence are marked Highly confidential.
Personal data stays inside
Documents containing medical or bank 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 documents. More time settling claims.
One file per claim
Notification, reports, evidence and settlement, in one place.
Ready on notification
New claims arrive from your claims system with their file set up.
Audits without the scramble
Pull together a full claim file for review in seconds.
Settlement handled for you
Retention starts automatically when a claim settles.
Every claim file.
Always in order.
Try the Insurance policies and claims template free for 30 days, in your own Microsoft 365 tenant.
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