Keep the documents with the project, not in another tool
Onplana carries document libraries, typed lists and web part pages inside the project itself, with Word and Excel files editing in the browser, and the document and list half is on the Free plan.
Where the project material usually lives
In a second system
- The plan is in one tool and the files are in a shared drive.
- A link pasted into a task description breaks when somebody moves the file.
- Decisions sit in a spreadsheet nobody can find twice.
- Two people edit two copies, and the current one is whichever was emailed last.
In the project
- The library is a tab on the project, so there is no link to rot.
- Office files open in the browser and two people edit the same one.
- A list has typed columns, so a decision log stays queryable.
- A client reads a file after verifying their own address.
How it works
Step 1
The library sits inside the project
Upload up to 100 MB a file, into a library attached to the project or shared across the whole organization. Word, Excel and PowerPoint open in the browser and two people can edit the same file at once, so the current version is the one in the project rather than the one in somebody's inbox.
Step 2
A client reads it without you buying them a seat
A document share goes to named recipients, between one and fifty of them. Each proves their address with a single-use six-digit code, so there is no anonymous link to forward. Shares can expire, can be revoked, and can be frozen to a snapshot so later edits stay private.
Proof
A list carries 13 typed column types rather than plain cells, including a relation type so one row can point at another. Office editing runs on OnlyOffice Document Server, which is why co-editing behaves the way it does in Word rather than the way a web text box does.
OnlyOffice is not our software, so you can check what it does without trusting us: their Document Server documentation covers the editing and co-authoring behaviour. For the list side, the fastest check is your own file: importing a spreadsheet into a list walks through what happens to your headers and column types.
What it costs, and what it does not do
Document libraries, lists, in-browser Office editing and organization-wide sharing are all on the Free plan. Web part pages, which compose content blocks and live project widgets onto a page, are Professional.
The Free caps are 300 MB of storage, up to 500 documents and 1,000 list rows per project, and 100 MB for any single file. Every plan's figures are on the pricing page.
The honest limit
Nothing you upload is indexed, so the assistant cannot search across file contents. It indexes pages and wikis written in Onplana, along with tasks, projects, issues and comments. Pointing an agent at one specific plain-text file is the exception and it is a narrow one: a .txt, .csv, .md or .json it can read, a .docx, .pdf or .xlsx returns a download link and nothing more. If searching across file contents is the thing you need, this is not that, and you should know it before you move anything.
Questions people ask before they move their files
Can two people edit the same document at once?
Yes, for Word, Excel and PowerPoint files. Editing runs in the browser on OnlyOffice Document Server, with live co-editing, so two people in the same .docx see each other's changes rather than producing two copies.
Can I give a client a document without paying for a seat?
Yes. A document share is bound to named recipients, one to fifty, and each verifies their address with a single-use six-digit code before anything opens. There is no anonymous mode to forward. You can set an expiry, revoke it, or freeze it to a snapshot so edits after the share stay private. If the client needs to work in the project rather than read a file, that is a guest seat instead, and guest allowances start on the paid plans.
Is a list a real database or just a grid?
Typed, not a grid. A list has 13 column types: Text, Multi-line, Number, Currency, Date, Dropdown, Multi-select, Checkbox, URL, Email, Phone, Rating and Link to another list, so a row can point at another row rather than repeating its text. You can create a list by importing a CSV or Excel file directly, and the import maps your headers onto columns and infers each column's type.
Can the AI search inside the documents I upload?
No, and this is the limit worth knowing before you move anything. Nothing you upload is indexed, so "find the spec that mentions the retaining wall" searches the pages and wikis you wrote in Onplana, along with tasks, projects, issues and comments, and never the files. Opening one file you name is a separate and narrower thing: an agent can read a plain-text upload, a .txt, .csv, .md or .json, while a .docx, .pdf or .xlsx returns a download link instead.
Does this replace SharePoint or Confluence?
For the material that belongs to a project, usually. As a whole-company document management system, no, and we would rather say so. There is no records management, no retention labelling, no approval workflow on a document, and no full-text search across file contents. What it replaces is the folder of project files sitting somewhere else, and the link in a task description that rots when someone moves it.
What happens when I hit the storage cap?
The Free plan is 300 MB with up to 500 documents and 1,000 list rows per project. You are prompted to upgrade rather than cut off, and the caps rise sharply on the paid plans. Nothing already uploaded is deleted or hidden when you cross a line.
If I delete a project, do the documents go with it?
They go to the recycle bin rather than being destroyed, and the underlying file is kept in place rather than deleted, so a restore brings back the document and its contents rather than an empty row. Files are removed for real only when the bin entry is permanently purged.
Put one project's files where the plan is
Libraries, lists and Office editing are on the Free plan, so you can move a single project and see whether the rest should follow.
Start free