Expiry notification for controlled documents

Purpose

1.1. Ensure timely notification of document expiration for compliance and operational readiness by automatically tracking expiration dates of controlled documents used by aeronautical engineers.
1.2. Minimize risk of using outdated procedures, specifications, or certifications, supporting audits and quality control.
1.3. Centralize document lifecycle oversight to aid regulatory adherence, engineering safety, and timely document renewal.

Trigger Conditions

2.1. Upcoming expiry date detected for any controlled document in the repository.
2.2. Update or creation of expiry metadata in document management system (DMS).
2.3. Manual request or schedule for regular expiry checks (e.g., daily at midnight).

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Workflow with Power Automate; trigger "When a file’s expiry date is approaching" event.
• Sample config: Configure automated email alert to doc owner X days before expiry.

3.2. Google Drive
• Feature/Setting: Apps Script or Google Workspace Add-on; use "onEdit" or scheduled time-driven trigger.
• Sample config: Script checks expiry column and sends Gmail alert when due.

3.3. Dropbox
• Feature/Setting: Dropbox API; webhook for metadata monitoring.
• Sample config: Custom script polls file metadata for expiry date, triggers Slack or email via API if nearing expiry.

3.4. Box
• Feature/Setting: Box Events API; "file metadata updated" trigger.
• Sample config: Automation listens for changed expiry metadata, sends notification via Box Relay integration.

3.5. Confluence
• Feature/Setting: Scheduled job with ScriptRunner for Confluence.
• Sample config: Script triggers notifications to page owner when document macro expiry approaches.

3.6. DocuSign
• Feature/Setting: Envelopes: ListStatus API for expired/expiring docs.
• Sample config: Scheduled check retrieves envelope status, sends alert to process owner.

3.7. Smartsheet
• Feature/Setting: Automated Workflows with date trigger.
• Sample config: Workflow sends Alert action when “Expiry Date” column approaches.

3.8. Monday.com
• Feature/Setting: Automation recipe, “When date arrives, notify someone.”
• Sample config: Board with docs, automation pings assignees on expiry column’s date.

3.9. Slack
• Feature/Setting: Slack Bot or workflow with incoming webhook.
• Sample config: Bot posts channel alert when external system forwards expiring document data.

3.10. Microsoft Teams
• Feature/Setting: Power Automate with Teams connector.
• Sample config: Scheduled flow posts to relevant channel/user when document list has imminent expiries.

3.11. Jira
• Feature/Setting: Automation for Jira with due-date trigger.
• Sample config: Custom field "expiry," automation issues comment and notification on threshold.

3.12. Zendesk
• Feature/Setting: Trigger using API and Tickets; custom field for expiry.
• Sample config: API creates ticket and email to owner when expiry window reached.

3.13. SAP
• Feature/Setting: SAP ArchiveLink or SAP Workflow.
• Sample config: Workflow triggers mail task for expiring archive objects.

3.14. ServiceNow
• Feature/Setting: Scheduled Job; notification on document table.
• Sample config: Job runs daily, generates notifications for soon-to-expire entries.

3.15. Salesforce
• Feature/Setting: Process Builder or Flow using date criteria.
• Sample config: Flow checks expiry field, schedules email alert task.

3.16. Oracle Content and Experience
• Feature/Setting: REST API with scheduler—metadata monitoring.
• Sample config: Scripted job triggers expiry warning email via Oracle Notification API.

3.17. Notion
• Feature/Setting: Notion API with scheduled poller (e.g., serverless function).
• Sample config: Lambda reads expiry database, posts or emails on expiring docs.

3.18. Trello
• Feature/Setting: Butler automation; card due date trigger.
• Sample config: Butler command sends email/Slack when expiry due.

3.19. Airtable
• Feature/Setting: Airtable Automations; date comparison.
• Sample config: Automated email/Slack message if “expiry” date in view.

3.20. Zoho Docs
• Feature/Setting: Zoho Flow with custom date trigger.
• Sample config: Date-based check triggers Zoho Mail or notification.

3.21. Asana
• Feature/Setting: Rule/automation on custom field date.
• Sample config: Rule triggers message/comment when expiry date nears.

3.22. HubSpot
• Feature/Setting: Workflow with date property trigger.
• Sample config: Sends alert email/task for docs approaching expiry.

3.23. SFTP/S3
• Feature/Setting: Scheduled cloud function/script polls file metadata.
• Sample config: Lambda/cron job monitors, sends SNS or email for expiring files.

3.24. Freshdesk
• Feature/Setting: Observer rules; API-based triggers.
• Sample config: Custom observer alerts agent group when expiry metadata condition matches.

Benefits

4.1. Prevents non-compliance and operational disruptions by ensuring document validity.
4.2. Reduces manual oversight, saving engineer and admin time.
4.3. Centralizes audit trail and proof of proactive document control.
4.4. Allows proactive renewals, maintaining certification and process accuracy.
4.5. Enhances regulatory readiness and client trust in aeronautical project handling.