Plans - Files - Upload, Link, and Manage Files for Plans

Purpose

This article explains how to manage plan documentation using the OnePlan Files app.

What You Will Accomplish
After reading this article, you will know how to centralize plan documents, add links to files stored anywhere, work directly with Microsoft Teams folders, and open SharePoint content with a single click.

Requirements

• Access to a OnePlan environment that includes the Files app.
  • If you do not see the Files tab in your plan, the administrator needs to configure your site with the Files app. See Install and Configure the Plan Files App.
• Appropriate OnePlan and Microsoft Teams permissions (varies by role).

Background

The Files app in OnePlan provides a centralized location for project teams to access, manage, and organize documents related to a plan. The experience varies depending on whether the plan is connected to Microsoft Teams (and therefore SharePoint) or not.

With the Files app, you can:

• Add links to files stored in any location
• Browse and manage Microsoft Teams folders (when connected)
• Upload files and folders directly into Teams
• Open SharePoint libraries in one click
• Rely on ongoing Microsoft Teams membership sync to ensure correct access permissions

Your ability to view or manage files depends on your OnePlan permissions and your Microsoft Teams permissions. These stay aligned through continuous syncing. See Understanding How OnePlan Permissions Sync with Microsoft Teams to learn more.

Files App in a Plan Connected to Microsoft Teams

When your OnePlan plan is connected to a Microsoft Teams workspace, the Files app becomes directly tied to the SharePoint document library associated with that Team.

How It Works

• The Files tab in OnePlan maps directly to the Shared tab in the connected Microsoft Team.
• All documents stored in the Team’s SharePoint site automatically appear in OnePlan.
• Any action you take—uploading, deleting, renaming or organizing files and folders—syncs instantly between:
  • OnePlan Files app
  • Microsoft Teams Shared tab
  • The SharePoint document library

Open the Files App

1. Open your plan in OnePlan.
2. Select the Files tab.
   
   You will now see files and folders from the connected Team.

Upload a File

1. Select the Files tab.
2. Click Upload.
3. Drag and drop the file into the Upload interface, or click Browse and choose a file from your computer. You can select multiple files to upload at once.
4. Click Upload.
   
   Your file now appears in:

• OnePlan
• Microsoft Teams (Shared tab)
• SharePoint

Important
Uploads are blocked for files with the following extensions: .exe, .bat, .cmd, .com, .pif, .scr, .vbs, .js, .jse, .ws, .wsf, .wsc, .wsh, .ps1, .ps1xml, .ps2, .ps2xml, .psc1, .psc2, .msh, .msh1, .msh2, .mshxml, .msh1xml, .msh2xml, .scf, .lnk, .inf, .reg, .dll, .vxd, .cpl, .msi, .msp, .mst, .jar, .app, .deb, .rpm

Link an External File

Use this for files stored elsewhere (OneDrive, SharePoint, external systems).

1. Click the + icon.
2. Select Link File.
3. Enter a name for the link.
4. Paste the file’s URL.
5. Click Save.

Note
The link will NOT sync to Teams/SharePoint. It will only be available from the plan's Files tab.

Create a Folder

1. In the Files tab, click the + icon.
2. Select Folder.
3. Type a folder name.
4. Click Create.
   
   The folder instantly syncs to the connected Team.

Add Files to a Folder

1. Click the folder you want to add files to.
2. Use the breadcrumb navigation at the top to stay oriented.
   
3. Upload or link files from inside the folder.

The documents (but not links) will appear in the correct folder in:

• OnePlan
• Microsoft Teams (Shared tab)
• SharePoint

Opening the SharePoint Library

1. In the Files tab, click Open Library.
2. SharePoint will open in a new tab.
3. Manage documents there as needed; changes sync back to OnePlan.
   

Manage Documents

Click the hamburger menu next to the desired document. From this menu, you can:

• Open: Opens files directly in the web-version of the app if available (Word, Excel), otherwise, downloads the file.
• Edit: Opens files directly in the web-version of the app if available (Word, Excel), otherwise, downloads the file.
• Delete: Removed the document from the library.
  

Manage a Linked File

Click the hamburger menu next to the desired link. From this menu, you can:

• Open: Opens the linked file directly in the web-version of the app if available (Word, Excel), otherwise, downloads the file.
• Edit: Opens the Edit Link form. Update the link name or URL.
• Delete: Removes the link from the Files tab.
  

Manage Folders

Click the hamburger menu next to the desired folder. From this menu, you can:

• Open: Opens the folder in the connected SharePoint library.
• Rename: Rename the folder. The change will automatically apply to SharePoint/Teams.
• Delete: Removes the folder from the document library.
  

Files App in a Plan Not Connected to Microsoft Teams

For plans not connected to a Teams workspace, the Files app does not link to any document storage provider. Instead, it serves as a simple link repository for storing references to external documents.

How It Works

• There is no SharePoint or Teams sync in this mode.
• You cannot upload files or create folders.
• You can only link files—adding URLs that point to documents stored elsewhere (OneDrive, SharePoint, third-party tools, etc.).

Linking a File

1. Go to the Files tab.
2. Click the + icon.
3. Select Link File.
4. Enter the document name.
5. Paste the URL to the external file.
6. Click Save.
   

Manage a Linked File

Click the hamburger menu next to the desired link. From this menu, you can:

• Open: Opens the linked file directly in the web-version of the app if available (Word, Excel), otherwise, downloads the file.
• Edit: Opens the Edit Link form. Update the link name or URL.
• Delete: Removes the link from the Files tab.
  

Summary of Differences

Best Practices

• Use Teams-connected plans for collaborative document editing and centralized storage.
• Use file links for lightweight plans or when documentation lives outside your organization.
• Keep naming conventions consistent across documents for easy searching.