Reminders before a document expires

Every confirmed document with an expiry or due date gets reminders. Out of the box, each organization starts with this plan:

• 7 days before, to the owner and everyone under Also remind.
• Then once a week to the owner and the admins, until someone renews it, marks it done or stops it.

A person with several documents due gets one email a morning listing them all, the most urgent first. Each line has buttons such as Upload the new one, Renewal started and Snooze 7 days.

Documents that take weeks to renew start with more notice: a work or residence permit gets reminders 60 and 14 days before, and a licence or an insurance policy 30 and 7 days before. Every other type follows the plan above until you give it reminders of its own.

A document follows its own plan if it has one, otherwise its type’s, otherwise the organization’s. The document’s Reminders card says which one it follows and lists the reminders still to come.

Admins set the plan every document follows unless its type or the document has its own.

1. Open SettingsDocuments and press Change beside Default reminders.

2. Set how many days before the date each reminder goes out, such as 30 for Reminder 1 and 7 for Reminder 2. 0 is on the day. A plan holds up to 2 reminders.

3. Turn on Keep reminding after the date to follow up once a week until someone deals with it.

4. Under Who gets them, pick Owner, Also remind, Admins or members by name, and Email or App only.

5. Read the sentence under the plan. It spells the plan out for a document expiring in two months, so a mistake shows before anyone gets the wrong email. Press Save.

Send at sets the hour reminders go out, in your organization’s time zone. Turn on Working days only and a reminder due at the weekend goes out on the Friday before.

Some papers need more notice. A work permit takes months to renew, a vehicle licence a week. Give a type its own plan, and every document of that type follows it.

1. Admins and accountants open SettingsDocuments and open a type.

2. Under Reminders, choose Custom. The plan starts as a copy of the default, ready to change.

3. Press Save.

For one document only, open it and press Change on its Reminders card. Choose Custom to give it a plan of its own, or As the type to go back. Only admins choose Off, which sends no reminders about it at all. See Document types and assets for more on types.

Open the document’s more-actions menu, or press the button in the reminder email.

• Renewal started holds reminders while the new paper comes through, 14 days unless you choose another number, up to 90. They start again if nothing new has arrived by then.
• Snooze 7 days holds them for a week.
• Turn reminders back on ends a pause early. Reminders go out again from the next morning.

Uploading the new paper ends the reminders for the old date, and the next ones count from the new date once you confirm it. Marking a deadline done moves its reminders on to the next due date.