Commercial property and lease files For estates, asset management and landlord teams
Every property and lease.
One file, every document.
FilePlan 365 gives every property in your portfolio its own secure file inside SharePoint. Title deeds, leases, rent reviews and surveys are filed to the property they belong to, with the right protection, automatically.
Works inside SharePoint
Property details from your property system
30-day free trial
1
Property details
Property reference, address, tenure and asset manager, taken from your property management system.
2
Document types
The same labelled folders for every property, down the left.
3
The property’s documents
Everything filed to that property, 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 property, 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 property 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 property management system
Property details arrive automatically
You never retype a property reference, address or tenant name. FilePlan 365 picks up each property’s details from your property management system, so a new acquisition has its file ready before completion.
When a property changes
A new tenant, a rent review or a change of asset manager is picked up automatically, so every file stays accurate.
When a property is sold
The disposal 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 properties up to date from your property management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The property file plan
Every property organised the same way
Each property file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Title and acquisition
Title deeds, reports on title, purchase contract
Kept for: 12 years after disposal
2
Leases and licences
Leases, licences, side letters, assignments
Kept for: 12 years after lease ends
3
Rent and service charges
Rent reviews, service charge budgets, demands
Kept for: 6 years after year end
4
Surveys and valuations
Valuations, building surveys, EPCs
Kept for: 6 years after disposal
5
Works and consents
Licences for alterations, planning, building control
Kept for: 12 years after completion
6
Disposal
Sale contract, completion statement, handover
Kept for: 12 years after disposal
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Commercial property and lease files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Commercial property and lease files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Commercial property and lease files template
Pick “Commercial property and lease files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your property 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 estates strategy and records schedule.
Find a property
Any property file in seconds
Start typing and FilePlan 365 shows matching properties straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by property reference, address or tenant.
2
Narrow it down
Filter by tenure, use class, region or asset manager if you need to.
3
Open the file
Click a property to see everything filed to it.
People only ever see the properties and documents they are allowed to see.
Advanced search
Answer questions across every property file
Tick a few options and FilePlan 365 finds every matching document across all your properties. Perfect for rent review planning, due diligence and portfolio audits.
Rent review planningEvery lease with a rent review in the next year
Sale due diligenceAll title documents and leases for one property
Portfolio auditEvery EPC and valuation across a region
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
Title and lease documents are kept for twelve years after disposal or lease end. Selling the property starts the clock automatically.
Only the right people can see it
Property documents are marked Confidential. Sale negotiations and valuations are marked Highly confidential.
Commercial details stay inside
Documents containing rent, pricing or bank 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 deeds. More time managing the portfolio.
One file per property
Title, leases, rent and surveys, in one place.
Ready on acquisition
New properties arrive from your property system with their file set up.
Due diligence in minutes
Pull together a data room for any property in seconds.
Disposal handled for you
Retention starts automatically when a property is sold.
Every property file.
Always in order.
Try the Commercial property and lease files template free for 30 days, in your own Microsoft 365 tenant.
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