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Product features

Records management that works the way your people do

FilePlan 365 adds a records workspace to SharePoint. Find a record, see every document in your file plan, and know exactly how each one is kept and protected.

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01 · Record search

Start with the person, not the folder

Open your SharePoint site and FilePlan 365 is ready with a search for the records you look after, such as employees on an HR site. Type a few letters of a name or ID, narrow the list with filters, then click the employee to open their file.

  • Type-ahead search across names, employee IDs, departments and managers
  • Filter by department, location, status or manager
  • Record details stay in step with your HR or line-of-business system
  • Recently opened records are one click away

02 · Record viewer

Every document for that person, in one structured view

The record viewer shows the employee’s details across the top, your file plan down the left and their documents on the right. Choose a document type and the list filters straight away.

  • Document types in a numbered, grouped hierarchy, such as 2. Employment Terms › Contracts
  • Expand a group to see its sub-types, each with a document count
  • Select a type and the documents on the right filter instantly
  • Search within the record, with matches in names and document text
The FilePlan 365 record viewer: Maya Patel’s record with grouped document types on the left and Employment Terms documents on the right
1Grouped hierarchyYour file plan becomes the navigation, so everyone files and finds documents in the same place.
2Expand and collapseOpen a group such as Employment Terms to see Contracts, Variations and Statements beneath it.
3Filter the listPick a type and the right-hand list shows only those documents, with versions, dates and status.

03 · Document viewer

Open a document and see everything about it

Click a document and the web part switches to the document viewer. The file opens on the left. On the right, the document panel shows its document type at the top, with four tabs underneath: Details, Compliance, Versions and Audit.

  • Document type and record shown at the top, whichever tab you are on
  • Details: metadata from the record, plus title, dates and notes
  • Compliance: the retention label with its plain-English description, the sensitivity label, DLP policy and record status
  • Versions and Audit: full version history and the Microsoft 365 audit trail for that document

Retention labels people can understand

FilePlan 365 shows the description you give each retention label in Microsoft Purview, so everyone can see how long a document will be kept and why. For example:

HR – Employment + 6 years

“This document will be retained for 6 years after the employee leaves.”

Payroll – 6 years

“This document will be retained for 6 years after the end of the tax year it relates to.”

Recruitment – unsuccessful

“This document will be retained for 6 months after the recruitment campaign closes.”

04 · Upload

File documents in the right place, first time

Drag files onto the record or browse for them. FilePlan 365 suggests the document type for each file, adds the record’s details for you, and applies the right labels as it files them.

  • Drag and drop, browse, or file emails from Outlook
  • A suggested document type for every file
  • Record details added automatically, with nothing to retype
  • Retention and sensitivity labels applied as you file
Adding documents to Maya Patel’s record in FilePlan 365, with suggested document types and labels for each file

05 · Edit details

Fix a document’s details without starting again

Open a document and, on the Details tab, choose Edit details. Change its document type, title, date or notes, and FilePlan 365 shows you what will change, including its labels, before you save. In this example, an offer letter filed under Recruitment is moved to Employment Terms › Contracts, and its retention label updates to match.

  • Choose a new document type from your file plan, shown as the same grouped hierarchy
  • Retention and sensitivity labels follow the new document type automatically
  • Edit the title, document date and notes
  • Details that come from the record, such as employee name and ID, stay locked so they always match your HR system

06 · Move documents

Filed to the wrong person? Move it in seconds

Select a document, choose Move, then pick the right record and document type. FilePlan 365 shows exactly what will change before anything moves, so a misfiled document never stays in the wrong file.

  • Search for the destination record, just like the main record search
  • Keep the same document type or choose a different one
  • See every metadata change side by side before you confirm
  • Labels and version history are kept, and the move and its reason are recorded in the audit log

07 · Audit history

See who did what to a document, and when

Open a document and select the Audit tab on the document panel. FilePlan 365 shows the events the Microsoft 365 audit log records for that document, so you can see who viewed, downloaded, edited, shared or labelled it without searching the Microsoft Purview portal. Only people allowed to view audit logs see this tab.

  • The same activities the Microsoft 365 audit log records: accessed, modified, downloaded, shared, moved, and labels applied
  • Date, user, activity and details for every event, with the full event record, including IP address, one click away
  • Filter by date, activity or user, and export to CSV for an investigation or subject access request
  • Events go back as far as your Microsoft 365 audit retention: 180 days as standard, longer with Audit Premium

08 · Version history

Every version, with the same controls as SharePoint

The Versions tab gives you everything SharePoint’s own version history does, on the same panel as the document’s details. See each version, who saved it and what changed, then view, download, restore or delete versions without leaving the record.

  • Major and minor version numbers, dates, authors, file sizes and check-in comments
  • See which details changed in each version, such as title, date or status
  • View, download, restore or delete any version, or delete all versions or just minor versions
  • Follows your library’s versioning settings and limits, and respects record locks from retention labels

Getting started

From install to file plan in four steps

When you add FilePlan 365 to a SharePoint site, a guided setup walks you through everything. Start blank or from a template, and FilePlan 365 builds your list, file plan and permissions for you.

See how setup works →
  1. 1
    Context and columnsWho your records are about
  2. 2
    Document typesYour file plan, in order
  3. 3
    RolesDrag roles onto document types
  4. 4
    Review and createChecked, then built for you

See FilePlan 365 in your own SharePoint

Start a free trial, or talk to us about your records and we’ll show you how it fits.

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Pricing

Priced by documents, not desks

Every plan includes every feature. No per-user licences, so everyone who needs a record can use it.

30-day free trial. Use every feature in your own tenant, then choose a plan.

Starter

Up to 25,000 documents

£49/month

US$65 · A$95

A single team or department

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Team

Up to 100,000 documents

£149/month

US$195 · A$289

Several teams or a small organisation

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Most popular

Business

Up to 500,000 documents

£449/month

US$579 · A$869

Organisation-wide records management

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Enterprise

Up to 2,000,000 documents

£1,199/month

US$1,549 · A$2,329

Large and regulated organisations

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Enterprise Plus. Over 2,000,000 documents, or custom needs? We’ll put together a quote.

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Prices are per month, billed monthly, excluding VAT and GST. A document is one file stored in FilePlan 365, including all of its versions.