Filing to Xplan
This guide explains how to have Claras email finalised file notes and documents straight into a client's Xplan file.
You need full access to Clients to add or change a client's email addresses.
Overview
Xplan files an inbound email against the client entity it was addressed to. Claras uses that. Give a client its Xplan filing address, and every file note or document you finalise arrives in Xplan as an email with a Word attachment, already filed against the right client. Nobody downloads the document and forwards it by hand.
There is no practice-wide setting to switch on. The filing address lives in the client's existing "Emails" field, so a client that has one is set up, and a client that does not carries on exactly as before.
How It Works
When you finalise a file note or a document, Claras looks at the client's email addresses for an Xplan filing address. If it finds one, it renders the Word file and emails it from xplan@team.claras.ai to that address. All of this happens in the background after you finalise, so you never wait for it and there is nothing to confirm.
This covers every way work reaches a finalised state, including the file notes Claras finalises for you when it tidies up a client's processed meetings.
What Arrives in Xplan
Part of the email | What it contains |
|---|---|
Sender |
|
Subject | The title, then the client name, such as "Annual review file note - Margaret Chen" |
Body | One line naming the work, the client, and the date it was finalised |
Attachment | The Word file, named the same way the download names it |
Setting Up a Client
The Filing Address
Every Xplan site issues filing addresses on its own subdomain, and Claras recognises any valid address on a site under xplan.iress.com.au:
104233@northbridge.xplan.iress.com.au
The number in front of the site name identifies the entity the email is filed against, so take the address from the client entity in Xplan you want the work to land on. Custom filing domains are not supported yet, which means an address on your own domain is treated as an ordinary email address and nothing is sent to it.
Adding the Address to a Client
Open the client and add the address in the "Emails" row of the details panel, the same way you would add a personal address (see Manage Clients). Claras picks the Xplan address out of the list for you, so the client's own addresses can sit beside it untouched.
The "Xplan email delivery" card appears as soon as the address saves. It names the address Claras will send to and, from then on, how the most recent send went.
Allowing Claras in Xplan
Xplan only accepts email from senders your site allows, so add xplan@team.claras.ai to Incoming Email in Xplan before you finalise anything for that client.
Until that sender is allowed, Xplan discards the email and Claras still reports the send as successful, because the message did leave Claras and was accepted for delivery.
What Gets Sent
The attachment is the same Word file the download button gives you, built from the same content in the same way:
Export style The practice default for a file note, and the style the template resolves to for a document. See Custom Export Styles.
Contents page and page numbers Both included, exactly as the download includes them by default.
File name The same name the download produces, dated in the timezone of whoever finalised the work.
The two copies are built by the same code, so the file sitting in Xplan and the file on someone's desktop cannot drift apart.
Checking a Send
The Xplan card on the client reports the most recent send, so you can confirm work reached Xplan without leaving Claras.
No sends yet The address is set up and nothing has been finalised for this client since.
Sent by email The email was accepted for delivery.
Could not send The send failed, and the card shows the reason underneath.
"Sent by email" means the email left Claras and was accepted, not that Xplan has filed it. If a client shows a successful send and nothing appears in Xplan, the sender allow list is the first thing to check, followed by the address itself pointing at the entity you expected.
Each finalisation sends once. If a step of the send has to be retried, Claras recognises that the email has already gone and does not send a second copy. Reopening the work and finalising it again is a new finalisation, so it does send again.
When Nothing Is Sent
Claras stops quietly rather than blocking you, so finalising always behaves the same way whether or not a client is set up for Xplan.
The Client Has No Filing Address
Nothing is sent and no card appears on the client. Finalising works exactly as it always has.
The Client Has Two Filing Addresses
Claras will not guess which entity you meant, so it sends nothing and says so on the card. Remove the address you do not want and the next finalisation sends normally.
The Work Is Deleted First
If a file note or document is deleted between finalising it and the email going out, there is nothing left to render and no email is sent.
Frequently Asked Questions
Can a client file to more than one Xplan address?
No. One client files to one address. Two recognised addresses on the same client stop the send until you remove one, because Claras cannot tell which entity the work belongs against.
Does the client receive this email?
No. The email goes only to the Xplan filing address. The client's own addresses are never used for it, and nothing is sent to them when you finalise.
Can I add a filing address to a client synced from a CRM?
Not in Claras. A synced client's email addresses are read-only here and come from the CRM, so add the filing address to the linked contact there and it reaches Claras on the next sync. See Salesforce.
Can I resend something to Xplan?
There is no resend button. Reopen the file note or document and finalise it again, which counts as a new finalisation and sends a fresh copy. See Review the File Note and Email.
Does this work for advice documents as well as file notes?
Yes. Finalising a document emails it the same way, using the export style its template resolves to.
Can we use our own filing domain?
Not yet. Claras recognises filing addresses on xplan.iress.com.au only. If your site files through a custom domain, contact support so we can look at your setup.
Last updated 18th September 2026 by Connor