Expiry tracking for important documents (e.g., certifications, inspections)

Purpose

1.1. Ensure compliance with regulatory and industry standards by tracking expiry dates for critical documents (certifications, inspections, warranties, etc.) relevant to aircraft sales and brokerage.
1.2. Mitigate risk of operational downtime, fines, or deal loss caused by lapsed documentation.
1.3. Automate notifications, renewals, and evidence updates for all stakeholders (legal, compliance, sales).
1.4. Centralize expiry data and automate actions based on approaching deadlines (renewals, escalations, record updates).

Trigger Conditions

2.1. Document expiration date approaches threshold (e.g., within 60, 30, or 7 days).
2.2. New document or certification uploaded to the DMS.
2.3. Manual adjustment of expiry date by admin or compliance officer.
2.4. Change in aircraft status requiring documentation refresh.

Platform Variants

3.1. Microsoft Outlook
• Calendar Integration: Automated creation of calendar reminders for expiries via Graph API; configure with `/me/events` to insert events.
3.2. Google Workspace
• Google Sheets: Use Apps Script to flag and push reminders for expiry columns; `SpreadsheetApp`, Time-driven triggers.
• Google Calendar: Insert events for expiry dates via Calendar API `events.insert`.
3.3. DocuSign
• Envelopes Logic: Use Connect webhook for envelope status and automated reminders via `EnvelopeEvents`.
3.4. Twilio
• SMS Alerts: Set up SMS triggers for expiry notifications using `Messages API`.
3.5. Slack
• Channel Alerts: Send automated DMs or channel posts with `chat.postMessage` for expiring/documents.
3.6. Microsoft Teams
• Adaptive Cards: Post expiry notifications into a channel using Bot Framework `sendActivity`.
3.7. Salesforce
• Workflow Rules: Automate expiry tracking on custom Object fields; `Process Builder` for notification triggers.
3.8. Zendesk
• Ticket Automation: Create expiry tickets with `Ticket API` for compliance team action.
3.9. Monday.com
• Board Automations: Use due date automations on rows; "When date arrives" trigger linked to expiry column.
3.10. Notion
• Database Reminders: Set reminder properties for expiry date columns; use `Remind` configuration.
3.11. HubSpot
• Workflow Automation: Use date-based workflows on custom properties to send expiry emails.
3.12. Freshdesk
• Ticket Reminders: Configure SLA and expiry reminders in automations for documentation tickets.
3.13. Airtable
• Scripted Trigger: Use scripting block and automation triggers for 'expiry date' field logic.
3.14. Dropbox
• File API Metadata: Use webhook to monitor file metadata for expiry, notify via email on deadline.
3.15. Box
• Metadata Triggers: Automated folder monitoring via "Metadata Updated" webhook for expiry properties.
3.16. Zoho CRM
• Workflows: Date field-based reminders and tasks for document expiry tracking.
3.17. Asana
• Task Reporting: Set automated tasks and reminders using Rules on expiry date fields.
3.18. Trello
• Card Due Dates: Butler automation for overdue or upcoming expiry date power-up.
3.19. SendGrid
• Expiry Email: Automated scheduled email sequences using "Send Email API" for document expiry.
3.20. SAP Concur
• Policy Alerts: Automated compliance alerts for document renewals tied to travel or expense requisites.
3.21. SharePoint
• Flow Alerts: Power Automate configuration for document library expiry date field triggers.
3.22. OneDrive
• File Reminder: Use Microsoft Flow to send notifications when expiry metadata matches condition.
3.23. Jira
• Issue Automation: Auto-create and assign tickets for document expiry deadlines using Automation Rules.
3.24. Mailgun
• Email Notifications: Use scheduled send API for expiry triggers on document dates.
3.25. Smartsheet
• Conditional Reminders: Alert rows based on expiry columns with date logic in Sheet Automation.

Benefits

4.1. Reduces human error and ensures that no crucial expiry is missed.
4.2. Centralizes notifications, tasks, and compliance action steps across channels.
4.3. Frees up staff time from repetitive calendar or email checking.
4.4. Enhances audit readiness through automated logs and documented reminders.
4.5. Supports business continuity, minimizing regulatory and operational risk.