Warranty and after-sales files For manufacturers, installers and after-sales teams
Every product sold.
Covered, serviced and on record.
FilePlan 365 gives every product or installation its own secure file inside SharePoint, by serial number. Warranty registrations, service reports, returns and claims are filed to the right product, with the right protection, automatically.
Works inside SharePoint
Product details from your service system
30-day free trial
1
Product details
Serial number, product, customer and service owner, taken from your service management system.
2
Document types
The same labelled folders for every product, down the left.
3
The product’s documents
Everything filed to that product, 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 product, 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 product 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 service management system
Product details arrive automatically
You never retype a serial number, product model or customer name. FilePlan 365 picks up each product’s details from your service management system, so every product has a file ready from the day it’s registered.
When a product changes
A new owner, a service visit or a warranty extension is picked up automatically, so every file stays accurate.
When warranty ends
The warranty end 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 products up to date from your service management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The product file plan
Every product organised the same way
Each product file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Sale and registration
Invoice, warranty registration, delivery note
Kept for: 6 years after warranty ends
2
Installation
Installation certificate, commissioning report, photos
Kept for: 6 years after warranty ends
3
Servicing
Service reports, checklists, parts used
Kept for: 6 years after warranty ends
4
Faults and repairs
Fault reports, repair records, engineer notes
Kept for: 6 years after warranty ends
5
Warranty claims
Claims, approvals, supplier recharges
Kept for: 6 years after warranty ends
6
Returns
Return authorisations, inspection, credit notes
Kept for: 6 years after warranty ends
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Warranty and after-sales files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Warranty and after-sales files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Warranty and after-sales files template
Pick “Warranty and after-sales files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your product 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 warranty terms and service processes.
Find a product
Any product file in seconds
Start typing and FilePlan 365 shows matching products straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by serial number, model or customer.
2
Narrow it down
Filter by product range, region, warranty status or engineer if you need to.
3
Open the file
Click a product to see everything filed to it.
People only ever see the products and documents they are allowed to see.
Advanced search
Answer questions across every product file
Tick a few options and FilePlan 365 finds every matching document across all your products. Perfect for warranty claims, product reviews and customer complaints.
Product reviewEvery fault report for one model this year
Supplier rechargeAll approved warranty claims for one component
Customer complaintEverything held on one installation, 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
Product files are kept for six years after the warranty ends. The warranty end date starts the clock automatically.
Only the right people can see it
Service records are marked Internal. Customer details and pricing are marked Confidential.
Customer data stays inside
Documents containing customer addresses or contact 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 searching. More time fixing.
One file per product
Sale, installation, service and claims, in one place.
Ready on registration
New products arrive from your service system with their file set up.
Claims without the scramble
Prove the service history for any product in seconds.
Expiry handled for you
Retention starts automatically when warranty ends.
Every product file.
Always in order.
Try the Warranty and after-sales files template free for 30 days, in your own Microsoft 365 tenant.
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