Automated document expiration tracking (certificates, licenses)

Purpose

1.1. Ensure all critical documents (certificates, licenses, compliance papers) for aviation supply inventory remain valid.
1.2. Proactively alert relevant staff before expiration to prevent operational or legal risk.
1.3. Centralize and automate document monitoring and escalation alerts for efficient compliance upkeep.
1.4. Notify suppliers/customers about pending renewals to avoid supply chain interruption.
1.5. Maintain audit readiness by keeping precise document renewal records and logs for regulatory inspections.

Trigger Conditions

2.1. New document entry or update in compliance database.
2.2. Scheduled (e.g., daily) check for documents nearing expiry date.
2.3. Manual document upload or modification by user or supplier.
2.4. System detects missing updated certificate/license for a part or supply.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Use "When a row is added or modified" in Excel/SQL with flow for "Send Outlook Email/Teams Alert" configuration.
3.2. Zapier
• Feature/Setting: Trigger on “New Database Row” or “Schedule,” filter by expiration, action via “Send Email/Slack/Webhooks.”
3.3. Google Apps Script
• Feature/Setting: Custom time-driven script checks Google Sheets for dates, sends Gmail alert with details.
3.4. Airtable Automations
• Feature/Setting: “When record matches condition” (expiry approach), “Send email/Slack message/Update record.”
3.5. Twilio SMS
• Feature/Setting: REST API "Messages Create" endpoint, send SMS for soon-to-expire documents.
3.6. SendGrid
• Feature/Setting: Web API v3 "Send Email," populate dynamic template with doc details.
3.7. AWS Lambda
• Feature/Setting: Scheduled function reads DB, triggers Amazon SNS or SES for notification.
3.8. Slack API
• Feature/Setting: Use "chat.postMessage" to target compliance channel/user with impending expiration info.
3.9. Trello
• Feature/Setting: Butler automation “Due date approaching,” auto-assign card and email.
3.10. Smartsheet
• Feature/Setting: Automated workflows to email, Slack, or update columns on expiry criteria.
3.11. Asana
• Feature/Setting: Rules on custom field (expiry), auto-assign and comment on task.
3.12. Monday.com
• Feature/Setting: Automations “When date arrives,” send notification/integrate email reminder.
3.13. HubSpot Workflows
• Feature/Setting: “Contact property date is approaching,” send internal/external alert email.
3.14. Freshservice
• Feature/Setting: Automation on asset/license expiry, send alert via “Dispatch’r” or “Observer.”
3.15. ServiceNow
• Feature/Setting: Flow Designer or Business Rule, notify on “Certificate Expiry Date” field threshold.
3.16. Salesforce Flow
• Feature/Setting: Scheduled Flow checks certificate/asset, triggers Chatter/email alert.
3.17. Notion API
• Feature/Setting: Scheduled script queries date property, dispatches internal or external notifications.
3.18. DocuSign
• Feature/Setting: “Envelope Events,” webhook for expiry, trigger alert for new/ending documents.
3.19. Dropbox API
• Feature/Setting: Scheduled check for document expiration metadata, invoke email/Slack integration.
3.20. Okta Workflows
• Feature/Setting: Monitor expiry metadata on credentials, issue notification tasks or email.

Benefits

4.1. Eliminates manual tracking, reducing risk of oversight or compliance lapse.
4.2. Reduces operational downtime due to expired licenses/certificates blocking ship/sale.
4.3. Scalable for any document volume, adaptable to regulatory changes.
4.4. Strengthens supplier–customer relations via timely renewal reminders.
4.5. Enhances audit traceability and transparency.
4.6. Boosts staff accountability with clear automated notification trails.