Document expiry and certification alerts

Purpose

1. Automate monitoring of employee-related documents (IDs, certifications, permits) and expiry dates across multiple roles in Army & Navy surplus shops.

2. Automatically trigger expiry and renewal alerts for staff, HR, and compliance officers to maintain legal, insurance, and operational readiness.

3. Automates reduction of manual document checks, automating compliance workflows, reducing risk of expired certifications, and ensuring audit trails.

4. Automation extends to shift-relevant documentation such as HAZMAT certificates or machine operation permits, automating upskilling and recertification scheduling.

Trigger Conditions

1. Automated triggering on upcoming expiry (days/weeks/months in advance, customizable).

2. Immediate automation on new document uploads or employee onboarding.

3. Automated triggers on document modification or deletion.

4. Recurring automator runs for periodic compliance audits.

Platform Variants

1. Microsoft Power Automate

• Feature/Setting: Automate expiry detection with scheduled flows; use "When a file is created or modified (properties only)" from SharePoint.
  

2. Google Workspace (Apps Script)

• Feature/Setting: Automate emails or popups using time-driven triggers scanning Google Sheets for dates.
  

3. Twilio SMS

• Feature/Setting: Automate SMS alerts via "SendMessage" API configured for expiry notifications to numbers in staff list.
  

4. SendGrid

• Feature/Setting: Automates expiry email campaigns with "Send Email" API for templated, batch reminders.
  

5. Slack

• Feature/Setting: Automate channel or DM notifications with Slack "chat.postMessage" API using webhook automation.
  

6. Trello

• Feature/Setting: Automate card creation under "Certification Renewals" list via Trello "Create Card" action at trigger.
  

7. Salesforce

• Feature/Setting: Automate task creation with "Process Builder" or "Flow" on expiry date fields for employee objects.
  

8. Monday.com

• Feature/Setting: Automate board updates using "Date Arrived" automation; assign renewals to HR leads.
  

9. Asana

• Feature/Setting: Automate Asana task creation and deadline setting for certification renewal actions via Asana API.
  

10. Jira

• Feature/Setting: Automate issue creation using Jira automation rules on approaching expiry fields in "Employee Docs" projects.
  

11. BambooHR

• Feature/Setting: Automate alerts using "Webhook on Document Expiry" feature in BambooHR API linked to notifications.
  

12. Workday

• Feature/Setting: Automate "Alert On" workflow when credentials are within expiry threshold; schedule recertification actions.
  

13. Zapier

• Feature/Setting: Multi-platform automation using scheduled Zaps to cross-verify dates and trigger renewal workflows.
  

14. DocuSign

• Feature/Setting: Automates notifications on expiring digital agreements with DocuSign "Envelope Expiry" trigger.
  

15. Dropbox

• Feature/Setting: Automated expiry checks via Dropbox API "files/list_folder", cross-checked with metadata.
  

16. Box

• Feature/Setting: Automate alert using Box "File Expiration Policy" and webhook notifications for expiring uploads.
  

17. Notion

• Feature/Setting: Automate database views with filters for “Expiring in X Days”, trigger reminders via Notion API.
  

18. Airtable

• Feature/Setting: Automatic filtered views and email notification automation via Airtable scripting and automations.
  

19. HubSpot

• Feature/Setting: Automate workflow triggers on custom “Cert Expiry” field for CRM staff records.
  

20. SAP SuccessFactors

• Feature/Setting: Automates compliance notifications and document workflows on employee record expiry dates.
  

21. Freshservice

• Feature/Setting: Automate ticket generation for document expiry actions using automation rules in service management.
  

Benefits

1. Automates compliance and reduces manual labor; ensures legal and operational readiness.

2. Automated reminders cut risk of lapsed certifications, lowering liability and potential fines.

3. Automation centralizes audit trails, helpful for audits and inspections.

4. Streamlined, automatable process for onboarding and ongoing HR compliance.

5. Automates shift allocation by instantly flagging certification gaps, supporting safe scheduling and role assignment.