Product and batch quality files For manufacturing, quality and regulatory teams
Every batch.
Traceable from raw material to release.
FilePlan 365 gives every product batch its own secure file inside SharePoint. Batch records, certificates, test results and deviations are filed to the right batch, with the right protection, automatically.
Works inside SharePoint
Batch details from your QMS
30-day free trial
1
Batch details
Batch number, product, line and quality lead, taken from your quality management system.
2
Document types
The same labelled folders for every batch, down the left.
3
The batch’s documents
Everything filed to that batch, 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 batch, 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 batch 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 quality management system
Batch details arrive automatically
You never retype a batch number, product code or line. FilePlan 365 picks up each batch’s details from your quality management system, so every batch has its file ready the moment production starts.
When a batch changes
A deviation, a re-test or a change of release status is picked up automatically, so every file stays accurate.
When a batch is released
The release 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 batches up to date from your quality management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The batch file plan
Every batch organised the same way
Each batch file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Specifications
Product specification, bill of materials, recipe
Kept for: 1 year after expiry
2
Batch manufacturing record
Executed batch record, line clearance, yields
Kept for: 1 year after expiry
3
Testing and certificates
Lab results, certificates of analysis and conformity
Kept for: 1 year after expiry
4
Deviations and CAPA
Deviation reports, investigations, CAPA
Kept for: 5 years after closure
5
Release
QP certification, release note, distribution
Kept for: 1 year after expiry
6
Complaints and recalls
Customer complaints, recall records
Kept for: 5 years after closure
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Product and batch quality files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Product and batch quality files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Product and batch quality files template
Pick “Product and batch quality files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your batch 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 quality system and regulatory requirements.
Find a batch
Any batch file in seconds
Start typing and FilePlan 365 shows matching batches straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by batch number, product or line.
2
Narrow it down
Filter by product, site, release status or date if you need to.
3
Open the file
Click a batch to see everything filed to it.
People only ever see the batches and documents they are allowed to see.
Advanced search
Answer questions across every batch file
Tick a few options and FilePlan 365 finds every matching document across all your batches. Perfect for customer audits, regulator inspections and recalls.
Customer auditEvery certificate of analysis for one product this year
Regulator inspectionAll open deviations and CAPAs
RecallEverything held on the affected batches, 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
Batch records are kept for at least a year after the batch expires, and CAPAs for five years. Release starts the clock automatically.
Only the right people can see it
Quality documents are marked Internal. Formulations and recipes are marked Highly confidential.
Recipes stay inside
Documents marked Highly confidential 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 making product.
One file per batch
Records, tests, deviations and release, in one place.
Ready when production starts
New batches arrive from your QMS with their file set up.
Audits without the scramble
Show the full batch history in seconds.
Recalls in minutes
Find every affected batch and document fast.
Every batch file.
Always in order.
Try the Product and batch quality files template free for 30 days, in your own Microsoft 365 tenant.
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