Grant and funding files For funders, foundations and grant-making teams
Every grant.
From application to final report.
FilePlan 365 gives every grant application and award its own secure file inside SharePoint. Applications, assessments, agreements and monitoring reports are filed to the right grant, with the right protection, automatically.
Works inside SharePoint
Grant details from your grants system
30-day free trial
1
Grant details
Grant reference, organisation, programme and grant officer, taken from your grants management system.
2
Document types
The same labelled folders for every grant, down the left.
3
The grant’s documents
Everything filed to that grant, 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 grant, 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 grant 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 grants management system
Grant details arrive automatically
You never retype a grant reference, organisation name or programme. FilePlan 365 picks up each grant’s details from your grants management system, so a new application has its file ready the moment it’s submitted.
When a grant changes
A new grant officer, a variation or a change to payment dates is picked up automatically, so every file stays accurate.
When a grant closes
The closure 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 grants up to date from your grants management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The grant file plan
Every grant organised the same way
Each grant file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Application
Application form, budget, supporting documents
Kept for: 7 years after closure
2
Assessment
Eligibility checks, scoring, panel papers, decision
Kept for: 7 years after closure
3
Grant agreement
Offer letter, signed agreement, conditions
Kept for: 7 years after closure
4
Monitoring
Progress reports, site visits, outcome data
Kept for: 7 years after closure
5
Payments and claims
Payment requests, evidence of spend, remittances
Kept for: 7 years after closure
6
Closure and evaluation
Final report, evaluation, clawback
Kept for: 7 years after closure
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Grant and funding files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Grant and funding files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Grant and funding files template
Pick “Grant and funding files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your grant 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 funding programmes and audit requirements.
Find a grant
Any grant file in seconds
Start typing and FilePlan 365 shows matching grants straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by grant reference, organisation or programme.
2
Narrow it down
Filter by programme, round, status or grant officer if you need to.
3
Open the file
Click a grant to see everything filed to it.
People only ever see the grants and documents they are allowed to see.
Advanced search
Answer questions across every grant file
Tick a few options and FilePlan 365 finds every matching document across all your grants. Perfect for panel preparation, audits and impact reporting.
Panel preparationEvery assessment and score for one funding round
Funder auditAll evidence of spend for grants over £50,000
Impact reportEvery final report for one programme
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
Grant files are kept for seven years after the grant closes, in line with most funder audit rules. Closure starts the clock automatically.
Only the right people can see it
Grant documents are marked Confidential. Panel scores and due diligence are marked Highly confidential.
Personal data stays inside
Documents containing bank details or beneficiary data 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 on admin. More time on impact.
One file per grant
Application, assessment, agreement and monitoring, in one place.
Ready on submission
New applications arrive from your grants system with their file set up.
Audits without the scramble
Pull together evidence of spend for any grant in seconds.
Closure handled for you
Retention starts automatically when a grant closes.
Every grant file.
Always in order.
Try the Grant and funding files template free for 30 days, in your own Microsoft 365 tenant.
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