Direct Answer: How to Make a Plan Private in OnePlan
To make a plan private in OnePlan, the plan owner opens Shared With for the plan, selects the Private Plan checkbox, and confirms the change. After that, users who are not in the plan’s Shared With access generally cannot find or view the plan or its underlying information. Where a feature must still reference the plan, such as Resource Plan, Timesheets, or plan relationships, OnePlan hides identifying information and displays the Plan ID instead of the plan name.
What This Article Covers: Making a Plan Private
This article explains how a plan owner makes a plan private, what people without access see afterward, and what to review before making a sensitive plan private.
What you will accomplish By the end of this article, you will be able to make a plan private, confirm that only the intended users and teams have access, and understand where information can still be exposed outside the plan’s access controls.
Before You Begin: Making a Plan Private
Make sure you have the following:
- Plan owner access to the plan you want to make private.
- Private plans turned on for the plan’s plan type through its Security settings. An administrator turns this on. Turning it on does not make existing plans private; it makes the option available to plan owners.
- The correct users and teams in the plan’s Shared With access. Only users and teams in Shared With keep access to a private plan. See Share a Plan.
- A decision on whether the plan should be private before you connect its schedule to other schedules or add it as a subplan. See Review Before You Make a Plan Private below.
Why This Matters: Making a Plan Private
Controlled Visibility
Private plans add an extra level of access control for sensitive work, such as confidential initiatives, restructuring, or executive projects. Only the users and teams in Shared With can find and view the plan.
Private Plan Access Takes Precedence
Private plan access takes precedence over general system permissions. View All Plans, Edit All Plans, and Administrative access do not necessarily provide access to the contents of a private plan. See OnePlan Plan Permission Hierarchy.
Masking Keeps Processes Working
Some features must continue to work with private plans. In those cases, OnePlan hides identifying information and displays the Plan ID in place of the plan name. This lets processes continue without exposing the plan’s identity or details.
Protection Applies Inside OnePlan Only
Private plans restrict access within the application. They do not automatically remove information already shared through schedule connections, included in OData datasets or external integrations, or available in Microsoft Teams and SharePoint.
Step-by-Step: Making a Plan Private in OnePlan
Task: Make the Plan Private
- Open the plan.
- Open Shared With for the plan.
- Select the Private Plan checkbox.
- Confirm the change when prompted.
The plan becomes private immediately, and access is limited to the users and teams in Shared With.
Task: Make a Private Plan Public Again
- Open the private plan and open Shared With.
- Clear the Private Plan checkbox.
When a plan is made public again, permission inheritance is restored and the plan once again inherits access through its plan hierarchy.
Other Behavior to Know
- Inheritance — A private plan does not inherit access from parent plans. Changes to a parent plan’s Shared With access do not apply to the private plan.
- Reorganizing — A private plan can be reorganized to another plan type only if the destination plan type supports private plans. Otherwise, make the plan public first.
- Notifications — Plan and work item notifications, including those from automations, are not sent to recipients without access to the private plan.
- Automations and backups — Automations continue to run for private plans, and private plan data is still included in system backups.
Review Before You Make a Plan Private
Private plans restrict access within OnePlan, but some features can distribute or maintain information outside the plan’s access controls. Review these areas before making a sensitive plan private:
- Work plan and schedule connections — If the plan’s schedule is already connected to another schedule or included as a subplan, information may already exist in the connected schedule. Making the plan private does not remove it. Review and remove applicable schedule connections.
- Resource Teams — Access changes as team membership changes. Review team membership periodically.
- OData reporting — Datasets can include private plan data. Review dataset configurations and exclude private plans where needed.
- External integrations — Integrations can send or receive private plan information unless filters are configured. Add filters where private plans should be excluded.
- Microsoft Teams and SharePoint — Permissions already granted in these systems do not change when a plan becomes private. Review them separately.
Important: Private plans restrict access to plan information within the application. Do not treat them as a way to revoke information that has already been distributed to external systems, reports, connected schedules, or externally managed repositories.
Note: When possible, decide whether a plan should be private when you create it, before you establish schedule or subplan connections.
Frequently Asked Questions: Making a Plan Private
Q: Who can make a plan private in OnePlan? A: In OnePlan, the plan owner can make a plan private, as long as an administrator has turned on private plans for the plan’s plan type.
Q: Why can’t I find the option to make my plan private in OnePlan? A: In OnePlan, private plans are turned on by plan type through its Security settings. If the Private Plan checkbox is not available in Shared With, ask an administrator to turn on private plans for the plan’s plan type.
Q: Does View All Plans or Administrative access let me see a private plan in OnePlan? A: In OnePlan, private plan access takes precedence over general system permissions. View All Plans, Edit All Plans, and Administrative access do not necessarily provide access to the contents of a private plan.
Q: What do users without access see for a private plan in OnePlan? A: In OnePlan, users without access generally cannot find or view the plan. Where a feature must still reference the plan, such as resource demand, plan relationships, timesheet approvals, or dashboard lookups, the Plan ID is displayed instead of the plan name and other details are masked.
Q: Can people still submit and approve timesheets for a private plan in OnePlan? A: Yes. In OnePlan, assigned users with access can find work, add time, and submit timesheets. An approver without access can still approve or reject the timesheet, but the plan and work item information is masked.
Q: Are private plans hidden in OData, integrations, Teams, and SharePoint? A: Not automatically. In OnePlan, private plan restrictions apply within the application. OData datasets and integrations can include private plan information unless you configure filters, and permissions in Microsoft Teams and SharePoint are managed in those systems.
Q: What happens if I make a plan private after connecting its schedule to another plan in OnePlan? A: In OnePlan, information already shared through schedule connections or subplan relationships is not automatically removed. Review and remove the applicable schedule connections if connected users should no longer have access.
Q: Can I make a private plan visible to everyone again in OnePlan? A: Yes. In OnePlan, the plan owner opens Shared With and clears the Private Plan checkbox. Permission inheritance is restored, and the plan again inherits access through its plan hierarchy.
Q: Do users who had inherited access from a parent plan keep access when I make a plan private in OnePlan? A: No. In OnePlan, a private plan does not inherit access from parent plans, so inherited access is removed. Add these users directly to the plan’s Shared With access if they still need access.
Q: Can I move a private plan to a different plan type in OnePlan? A: Yes, if the destination plan type supports private plans. If it does not, make the plan public first, change the plan type, and then review whether the plan should be private.
What to Do Next: Making a Plan Private
Understand private plans:
-Private Plans in OnePlan - Overview
Set up private plans for your organization:
Manage who can see your plan:
Review related concepts:
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