Intelligent Teams Forms

Intelligent Forms to Run on Any Device with Teams and SharePoint

Intelligent Teams Forms

Designing intelligent forms including eSignatures with the graphical BPA Form Designer.

There are several limitations and constraints when using standard SharePoint forms in the context of quality, compliance or for any other business purpose. A major challenge is to display specific forms and fields to specific users in the different process steps.

BPA has developed intelligent form capabilities, including a modern form interface compliant with any device (like phone or tablets), and a drag-and-drop form editor for non-IT persons (e.g. business persons) to design great data-entry forms with advanced possibilities.

When using our apps for quality, medical compliance and CRM, we have designed prebuilt forms to match typical usages, like document approval, incident handling, risk management, etc.

BPA Forms can be used on your preferred devices and favorite tools, like Microsoft Teams or SharePoint. Frontline users and back office collaborators can register events anywhere with any device.

Using BPA Forms, we provide the best user experience throughout the whole process lifecycle. Conditional forms make sure only the right data can be collected for a specific process step, e.g. registration data at registration step, investigation data at investigation step, etc. eSignatures and automated workflows ensure only authorized signers can validate their workflow steps.

BPA Forms are automatically prefilled with the correct parent data, so we keep relations between related items and enforce users to register coherent data with less effort. When filling in a form, you can easily retrieve data from other lists by typing. Cascading rules make sure users will select consistent values in the form.

BPA Forms can be easily designed by power users and previewed prior sharing with collaborators. The drag and drop editor lets users select tabs, sections and rows to group fields. BPA eSignature fields can also be added in forms.

Start building intelligent forms to match your pressing business needs to be used on any device with Teams and Office 365.

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Office 365 eSignature Video

eSignature for Everyone, on Any Device, with SharePoint and Office 365

Modern eSignature component to be used in your Office 365 environment.

For regulated industries, electronic signature is required for a QMS software to be compliant with FDA and ISO 13485 regulations. For any organization, eSignature makes sure only authorized users approve documents or records.

BPA has developed an innovative eSignature component to be used with our apps on any device, directly within SharePoint and Teams.

eSignatures can be used internally to sign compliance documents, technical files, investigate incidents, or replace any paper signature. It can also be used with external suppliers to sign nonconformities or any other usage.

In this video we demonstrate how easy you can sign a compliance document, and a nonconformity form with multi factor authentication.

eSignatures can be added on any form by a simple drag and drop and protect document content or selected attributes.

BPA eSignature component gives the extra security needed when approving items in compliance with medical regulations. It makes SharePoint a more secure platform when signing documents or records, with no need to manage complex item-level permissions. It’s perfectly integrated with Microsoft 365 and multi factor authentication.

BPA eSignature is available at no additional cost with our modern Quality-Medical-CRM apps on Microsoft 365.

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Office365 MailMerge

Generate Reports on the Fly – Modern Mail Merge Component

Produce documents on the fly

Generate instant reports and documents in a click of a button, including data, signatures and images.

Business persons in the Quality, Compliance, Sales or any department spend a lot of time to prepare reports, like audit reports, nonconformity reports, management review reports, sales proposals, etc.

We just introduced a new modern mail merge component to generate formatted reports in a click of a button, which drastically simplifies time and effort to prepare structured reports.

BPA’s Mail Merge components is very flexible. Simply start from your existing report templates in Word format or start creating new templates. Placeholders can be simply added to merge any data or content you need to display in your report.

Users can produce complex reports by clicking a button, like a nonconformity or audit report. Text data, eSignatures, and photos will be merged in the report, which can be converted to PDF. A graphical wizard guides end users to generate custom reports by following a few steps.

The mail merge component can be used in Power Automate workflows to automatically generate reports when needed. For example, an audit report would be automatically produced when the audit execution has been completed and sent to the concerned persons, with no manual task needed.

The component is available with BPA’s modern apps for Quality, Medical and CRM and seamlessly integrates with Microsoft 365 technologies.

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Office 365 eSignature

Preconfigured eSignature Workflows in BPAMedical365

Medical eSignature workflows

Prebuilt Power Automate workflow for document approval including eSignatures.

BPAMedical365 is a new preconfigured modern software for medical compliance to meet regulations, like ISO 13485. It’s running on any device with Teams and SharePoint in your secure Microsoft 365 environment.

More and more organizations are willing to leverage their existing Office 365 tools to manage quality and compliance. In this context, BPA has developed a ready-for-use software including prebuilt eSignature forms and automated workflows, ready to be installed in your environment.

Power Automate workflows have been designed to include generic business rules to match typical organizations’ needs. BPA’s eSignature component will check only authorized users can sign their specific work. Tools are very flexible to be adapted by functional persons.

Among prebuilt eSignature workflows included in BPAMedical365:

  • Compliance document approval and training
  • Technical file approval
  • Product approval
  • Nonconformities
  • Changes
  • Incidents
  • Audits
  • CAPA

Any paper signature can be easily digitalized with BPA’s intelligent forms, eSignature module, and Power Automate workflows.

Thanks to preconfigured modules to match ISO 13485, prebuilt workflows and eSignature capabilities, BPAMedical365 drastically simplifies your medical compliance journey.

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ASQ Live Demo 2021

Shift to Instant Quality with BPA & Microsoft Teams – ASQ Live Demo 2021

Shift to instant quality with BPA software and Microsoft Teams – ASQ Live Product Demo, May 2021

This live BPA product showcase was presented during the ASQ virtual conference for quality and improvement, on May 27, 2021.

BPA develop innovative software solutions for quality and compliance to run in your secure Office 365 environment, with Microsoft Teams and SharePoint, leveraging the Microsoft Power Platform with Power Automate, Power BI and Power Apps.

During this live demo, you learn how to move to instant quality using our modern QMS software together with Microsoft Teams, in the context of nonconformity and CAPA management.

In this session, we demonstrate how easy anyone can report a nonconformity by taking photos with a mobile device, and instantly alert all members from your improvement team. We go through a typical 8D problem-solving process, using BPA QMS software directly inside Microsoft Teams, together with discussions and video conferencing. We explore Power BI reports to consolidate CAPA actions in a central dashboard and make your weekly improvement meetings productive.

Discover how you can significantly increase your improvement teams reactivity, reduce time to close incidents, and improve efficiency by using our QMS software with Teams, discussion flows and Office 365.

Share To Teams button in BPA Software

Introducing Share To Teams in BPA Software Solutions

Breaking news – You can now start a discussion in Teams in a click of a button from any page in our QMS, Medical and CRM software.

Navigating away from your software to start a discussion in Teams and losing context is not a smooth experience. With the Share To Teams feature, you can launch a discussion from any item or document without leaving the BPA software and context, boosting productivity and enabling instant decisions.

Share To Teams

Share To Teams is a quick and easy way to start a Teams discussion without leaving the software page context.

It’s simple as 1-2-3. Initially, you click a button to start a discussion. Secondly, you select a Teams or Channel you want to post the discussion. Finally, you add your discussion text. A link to the current page (the page you started the discussion) will be automatically appended to the conversation, and team members will be instantly alerted to view the page (e.g. an incident, document, or sales opportunity) and reply to the discussion.

This will drastically reduce time to solve problems, take faster decisions, and streamline processes.

This feature will be introduced to all modern Office 365 customers in June, at no additional cost.

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BPA Reports on Power BI

CAPA Power BI Report as One-Place Access for Continual Improvement

Corrective actions (CAPA) is the main asset to drive continual improvement. This is especially true in BPA apps for quality and medical compliance, because CAPA/action was designed to be the main cross-platform module to continually improve.

Power BI Action Report

The CAPA/action Power BI report provides a one-place access to verify actions effectiveness and overdue actions. 

This means, the CAPA/action module is a single point of access to verify company-wide improvement processes are efficient, like nonconformities, risks, indicators, controls, audits and more. Behind the scenes, prebuilt workflows ensure actions are effective prior to be completed.

With the prebuilt CAPA/action Power BI report, improvement teams have a one-place access to verify actions effectiveness, track overdue actions, and make their weekly meetings productive. Simply click any report graphic to filter actions by origin, effectiveness status, or responsible person. In a click of a button, users can open and update actions directly from the report.

Managers get access to consolidated actions and take faster decisions.

Like the opportunity pipeline for sales people, the CAPA/action report is the main place to go to ensure continual improvement, simplifying improvement meetings and boosting productivity.

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Equipment App

Interested in a Discounted Equipment Power Apps?

Our Power Apps for incident and audit management encounter a great success.

We plan to develop a new Power Apps to simplify equipment management, calibration and maintenance, including a barcode reader to scan equipment and load the equipment page, view the next maintenance due date, enter compliance status, and take photos as proof of evidence. Data will be synced back in the BPA Quality software (BPAQuality365 is required).

Would you be interested in joining an early adopter program ? In exchange of your valuable user feedback, you would receive the app at a fraction of its actual value.

The more participants in the program, the lower the price will be.

Early Adopter Program Overview

  • Customers using BPA Apps on Office 365 are eligible
  • Get a discounted app
  • Early access to features before they are publicly available
  • An opportunity to shape feature design through feedback
  • What you learn is confidential (NDA)

Express your interest now !

Failure Catalogue Power Apps

Boost Productivity with our Failure Catalogue Power Apps

Workers on production and assembly lines have to take difficult decisions about product quality acceptance. They often refer to antiquated paper systems with low quality product images.

With BPA Incident and Failure Catalogue Power Apps, frontline workers take faster decisions without asking managers, boosting productivity.

Failure Catalogue Power Apps

The app can be used in clear or dark mode to search the failure catalogue or register incidents.

By providing tablets on production lines and cleanrooms, workers can search the failure catalogue, compare products with high resolution images, and take the right decisions about product acceptance from their working place.

The app runs on any device, like phones or tablets, interfacing with native device capabilities like geolocation and camera. Anyone can report an incident by taking photos, even offline, like supplier issues (incoming inspection), stakeholder visits, and internal issues.

The app interfaces with BPA software for integrated quality. An automated workflow ensures each step is done to prevent a similar incident to occur again. At the end of the 8D process, the incident is published in the failure catalogue including photos, remedies and client acceptance criteria.

Shift to Quality 4.0, boost efficiency of your production lines, and improve quality of your products by using our modern Power Apps for incident management and failure catalogue.

Ask for a free trial now !

BPA Medical GxP Software

Satisfy GxP Guidelines with our Medical GxP Software

This blog article is to explain how customers can operate BPA Quality and Medical software on Microsoft Office 365 in compliance with GxP (good practices) and regulatory requirements, such as FDA 21 CFR Part 11 Electronic Records, Electronic Signatures (21 CFR Part 11).

Our provider-hosted apps runs on SharePoint online, in the customer Office 365 environment. BPA app-related data, records and documents are stored in SharePoint online, as Software as a Service (SaaS) provided by Microsoft. The Azure Platform and Infrastructure as a Service (PaaS, IaaS) is needed by BPA apps for server-side operations. Regulated customers can decide to run their own dedicated Azure VM and decide when they want to upgrade BPA app versions.

Medical GxP Software Layers

BPAMedical365 is installed in the client Office 365 environment in the SharePoint App Catalogue.

Achieving a compliant cloud-based solution requires well-defined controls and processes, with shared responsibilities between Microsoft, BPA and our customers. Microsoft has implemented a series of technical and procedural controls to help ensure the dependability (availability, reliability, security, integrity, accessibility, and maintainability) of Office 365. We won’t discuss these in this document.

BPA has implemented procedures for data protection and security of our Azure-hosted services and internal testing procedures of our apps.

Office 365 is delivered as a SaaS solution where customers are responsible for establishing proper data classification, governance and rights management, managing client endpoints, as well as account and access management. Microsoft is responsible for all aspects surrounding physical infrastructure, network and application level controls, and shares responsibilities with respect to identity and access managing, as well and client and endpoint protection.

Validation Shared Responsibilities

Shared responsibilities establishing GxP, image source: Microsoft Office 365 GxP Guidelines

Main GxP customer responsibilities when using BPA apps are related to Office 365/SharePoint:

  • Granting user access
  • Configure Office 365 and SharePoint audit logs
  • Enable list and library versioning settings
  • Define data classification and retention rules
  • Configure information rights management
  • Secure software and hardware used to access Office 365
  • Conduct end-user training
  • Manage Office 365 data inputs, processing, storage, and outputs for completeness, accuracy and timeliness

A formal process should be in place for change management that will ensure that application changes are implemented in a controlled manner. At BPA, our teams have implemented a robust software change process. Any new release is first tested and validated by the development team, then by the software testing team (automated and manual tests), followed by the whole BPA team prior releasing to clients.

Procedures should be in place to define the strategy for data recovery in the event of intentional or unintentional destruction and/or corruption of data. SharePoint Online applies recycle bin retention of data and documents for 90 days, and version control on document libraries.

A formal process should be in place to ensure that issues are raised, recorded, investigated, and resolved in a formal and controlled manner. Our community portal allows customers to log issues and alert our support team for a quick resolution.

Considerations for FDA 21 CFR Part 11 Compliance

As a SaaS solution provider, Microsoft is responsible for protecting customer’s data and ensuring the quality of their software solutions and services. Regulated customers are responsible for configuring available Office 365 and BPA app features and functional capabilities to address business and regulatory requirements (with BPA’s help).

The following table describes the features and capabilities of Office 365 and BPA apps that can be used to satisfy regulatory requirements of 21 CFR Part 11 pertaining to the management of electronic records:

Regulatory Requirements

Office 365/SharePoint and BPA App features

Generation of accurate and complete copies of records in both human readable and electronic form.SharePoint export to excel, Windows Explorer feature or audit trail log export.
Protection of records to enable their accurate and ready retrieval throughout the records retention period.Office 365 records retention functionality, SharePoint version history, Information Rights Management features.
User access controls to limit system access to authorized individuals.Azure Active Directory, Information Rights Management.
Secure, computer generated, time-stamped audit trails to independently record the date and time of user actions that create, modify, or delete electronic records.SharePoint automatically captures user names and date/time when data is created/modified. Office 365 audit log functionality.

BPA Electronic Signature features.

Enforcement of permitted sequencing of steps and events (as necessary)Power Automate workflows can be created to automate business processes.

Preconfigured modules for quality and compliance.

Prebuilt workflows for compliance document approvals, incident tracking, changes, risks…

Authority checks to ensure that only authorized individuals can use the system to perform permitted activitiesSharePoint security groups and user permissions.
Data input validity verification (as necessary)Azure Active Directory.

Considerations for the Validation of GxP Applications

In the context of the Office 365 SaaS cloud service model, the customer does not have control over the underlying infrastructure hardware and software components, nor to the application itself. Microsoft is responsible for managing and maintaining these components.

Medical Software Validation

Validation of infrastructure vs applications, image source: Microsoft Office 365 GxP Guidelines 

Validation consists of demonstrating, with objective evidence, that a system meets the requirements of the users and their processes and is compliant with applicable GxP regulations. As such, validation is performed by the regulated customer using BPA apps on Office 365.

As custom GxP applications interfaced with Office 365, BPA apps should be treated as a GAMP 5 Software Category 5 – Custom Application and tested appropriately.

BPA provides a quick start package for our customers to simplify the software validation process, including the following document templates and some BPAMedical365 test case examples.

BPA Software Validation Quick Start Package

BPA Software Validation Quick Start Documentation Package. 

This article was written based on the source document “Microsoft Office 365 GxP Guidelines” by Microsoft.