Admin guide
Set up FilePlan 365
in five steps.
FilePlan 365 Admin walks you through creating your record list, document types and default labels, then hands you straight to the record viewer. Most teams finish in about 15 minutes.
About 15 minutes
Site owners only
Nothing changes until you save
What is FilePlan 365 Admin?
One place to set up and change your records
FilePlan 365 Admin is a SharePoint web part (built with SPFx) that sits on your FilePlan 365 site. The first time anyone opens FilePlan 365 on a site with no configuration, they’re prompted to open it. Site owners can come back to it at any time to make changes.
Records
A record list
A SharePoint list with one item per employee, case or property, and the columns that describe it.
Document types
Content types
SharePoint content types, grouped into numbered classifications to form your file plan.
Retention
Default retention labels
A Microsoft Purview retention label for each document type, set as the library default.
Sensitivity
Default sensitivity labels
A Microsoft Purview sensitivity label for each document type, set as the library default.
Before you start
Have these ready first
Setup only takes a few minutes when the groundwork is in place. If labels or permissions aren’t ready yet, you can still build your record list and document types and add labels later.
- You’re an owner of the SharePoint site where FilePlan 365 will run.
- A Microsoft 365 admin has added and approved the FilePlan 365 app for your tenant.
- Your retention labels are published to the site through a Microsoft Purview label policy.
- Your sensitivity labels are published to the people who’ll use the site.
- You know where records come from, for example a nightly feed from your HR system through Power Automate.
- Optional: any Word templates you want people to use when they create new documents.
Step by step
Create a new configuration
Open FilePlan 365 Admin from the welcome screen, or from the settings menu in the record viewer. A progress bar shows where you are, and you can go back to any step before you save.
1
Step 1 · Start
Choose a template or start from new
Pick one of the eight ready-made templates, or start with a blank record list and an empty file plan. Templates give you a record list, document types and suggested labels for your sector.
- HR files, Case files, Council files, Housing files
- Legal matter files, Patient and care records
- Student records, Project and asset files
- “Start from new” for records that don’t fit a template
Tip: start from the closest template even if it isn’t a perfect fit. Renaming and removing is quicker than building from scratch.
2
Step 2 · Records
Build your record list
Set the list name and what each record is called, then shape its columns. A live preview of the SharePoint list updates as you work.
- Add, rename, reorder and remove columns
- Choose each column’s type: text, choice, date, person, number or yes/no
- Mark columns as required
- Give columns a FilePlan role: Record ID, Record title, Retention trigger or Search refiner
Tip: set the date that starts retention, such as Leave date or Case closed, as the Retention trigger. Event-based retention labels count from it.
3
Step 3 · Document types
Create your document types and file plan
Each document type becomes a SharePoint content type. Group them into numbered classifications, then use the arrows to put them in the order people will see when they file.
- Add classifications, such as 2. Employment Terms
- Add document types, such as Employment contract
- Move types up and down, and between classifications
- Set metadata columns, a file name pattern and a Word template for each type
Tip: name document types the way your people talk about them. That’s what they’ll pick from when they file.
4
Step 4 · Labels
Choose default labels for each document type
For every document type, pick a retention label and a sensitivity label from those published in Microsoft Purview. FilePlan 365 applies them as SharePoint’s native default labels on the document library.
- Pick labels type by type, or set a whole classification at once
- See which labels count from the record’s retention trigger
- A counter shows how many types are fully labelled
- Labels keep working even if FilePlan 365 is removed
Tip: no labels in the list? Check that your label policies are published to this site in Microsoft Purview. New policies can take a while to appear.
5
Step 5 · Review
Review and save
Check a summary of everything that will be created, including any document types still missing a label. When you save, FilePlan 365 creates the list, content types and libraries, applies your labels and stores the configuration.
- Jump back to any step to make changes
- Save even if some labels are missing, and add them later
- Watch each part of setup complete
- Go straight to the record viewer when it’s done
Tip: nothing is created on your site until you select Save configuration, so it’s safe to explore.
After setup
Start filing straight away
Record viewer
Upload and view documents
Open any record to upload documents, choose their type and see them filed with metadata and labels applied.
Admin
Change it at any time
Come back to FilePlan 365 Admin to add columns, document types or classifications as your needs change.
Purview
Keep labels in step
When your records team adds or changes labels in Microsoft Purview, update the defaults for each document type in Admin.
FAQ
Setup questions
Who can run FilePlan 365 Admin?
Site owners of the SharePoint site where FilePlan 365 runs. Other people see a message asking them to contact a site owner.
Can I change the configuration after saving?
Yes. Open FilePlan 365 Admin from the settings menu in the record viewer to add or change columns, document types, classifications and default labels.
Why can’t I see my retention or sensitivity labels?
FilePlan 365 shows the labels that Microsoft Purview has published to the site. Check your label policies include this site, and allow time for new policies to take effect.
Does FilePlan 365 need special Microsoft 365 licences?
Filing and search work with any Microsoft 365 plan that includes SharePoint Online. Applying labels automatically depends on your Microsoft 365 licences. Our support team can help you check.
Where can I get help?
Log a ticket on the support page or email support@fileplan365.com, Monday to Friday, 9am to 5pm UK time.
Ready to set up
your file plan?
Start a free 30-day trial in your own Microsoft 365 tenant. Setup takes about 15 minutes.