How your files are protected

All plansAnyone who uploads files; Owner or Admin for the settings

This page is for anyone deciding whether to put contracts, plans or client files into Onplana. It covers documents in document folders and attachments on tasks, on every plan.

Where your files are stored

Files you upload are stored in Azure Blob Storage, in Onplana’s own Azure environment. Onplana’s services reach the storage account through a managed identity: the account has no shared access keys, and no container is open to the public, so there is no web address at which a file can be fetched directly.

Region. The storage account is in Azure’s West US region, and Azure keeps a copy in a second region, East US (read-access geo-redundant storage).
No public network. The account accepts no traffic from the public internet. Onplana’s services reach it only through a private endpoint.
Behind the scenes. Separately from the version history and the recycle bin described below, the storage itself keeps earlier versions of each file and holds a deleted file for 7 days.

Encryption

At rest. Azure Storage encrypts every file it holds, with keys that Microsoft manages for the storage account.
In transit. Your browser reaches Onplana over HTTPS only, and Onplana reaches storage over HTTPS only, with TLS 1.2 as the minimum in both places.

Who can open a file

Every download goes through the signed-in Onplana app. Before a file is sent, Onplana checks two things:

The file belongs to your organization. A person in another organization gets “not found”, even with the file’s link.
You may see where the file lives. A file in a project folder needs access to that project (its owner, a member, or a role that sees every project). A file in an organization folder follows that folder’s access, and a restricted folder only opens for the people and teams it was shared with. A task attachment follows the task’s project.

Guests see only the projects they were added to. See understand roles and permissions.

What is checked when a file is uploaded

The real file type. Onplana reads the type from the file’s contents, not from its name, and refuses a file whose type is not on its allowed list. Executable files are not on it.
The size. Each file can be up to 100 MB.
Your plan’s storage. Each plan includes an amount of storage; an upload that would go past it is refused, and nothing already stored is touched. Organization settings → AI and Storage shows how much you use. See compare plans and upgrade.

Versions and deleted files

Version history. Every document keeps its earlier versions, on every plan. Restoring an old version first saves the current one as a version, so nothing is lost by restoring.
Recycle bin. A deleted file goes to the recycle bin with its contents kept, and can be restored from there. It stays for 30 days by default. Under the HIPAA and FINRA retention presets it stays for six years. After that it is removed for good.

You can send a file to someone outside your organization by email.

The person receives a link, and to open it they enter a six-digit code emailed to them, which is valid for 15 minutes. There are no open links that anyone holding the address can use.
Only a person with a verified email address can share, and the number of people one person can send to in an hour is limited.
The person who shared a file can revoke the share at any time, and the link stops working at once. The person sharing can pick the day a link expires; with no day picked, a share stays active until it is revoked, unless your organization sets a default expiry.

What your organization controls

A default expiry for share links. An Owner or Admin can set one in Organization settings → Security & Compliance → External Share Links: 7, 14, 30, 60, 90, 180 or 365 days. It applies to new shares made without a date, quotes included. A date the person sharing picks still wins, and links already sent keep the expiry they had. This is on every plan.
Who may share outside the organization. The Owner can turn off Share documents outside the workspace for a role in the permission matrix (Professional plan and above). People in that role are then refused when they share a file or send a quote to someone outside. Owners can always share and Guests never can. Links already sent keep working until they expire or are revoked.

Office documents

Word, Excel and PowerPoint files you edit in the browser are opened by Onplana’s own document editing service, which runs in Onplana’s Azure environment. The file is not sent to an outside editing service.

The audit trail

Uploading a file to a document folder, downloading a file (including opening it in the app, or an agent reading it), restoring an earlier version, and saving a Word, Excel or PowerPoint file in the browser editor are recorded in the audit log. So are deleting files, sharing them and revoking shares, adding and removing task attachments, and restoring or permanently removing items from the recycle bin.

Who reads it. Owners and Admins, on Enterprise and Enterprise+: in the audit log, under File activity on the Security Events tab of Organization settings → Security & Compliance, and in the Audit Export.
Where it came from. Each entry names the client the action came from, such as the web app or an agent over MCP.
Repeat downloads. One person downloading the same file again within an hour makes no new entry, so the trail holds at most one download entry per person, file and hour.
How long it is kept. One year by default, and six years under the HIPAA and FINRA retention presets (see retention).

Was this helpful?