Document expiry tracking and renewal alerts

Purpose

1.1. Proactively monitor expiry dates of regulatory, compliance, and quality documents such as licenses, certifications, and inspection records for carbonated drink wholesalers.
1.2. Automatically send timely alerts for upcoming, current, and overdue document renewals to responsible managers and compliance staff.
1.3. Reduce human error and risk of non-compliance penalties by ensuring proper document review and renewal actions are scheduled.
1.4. Maintain an audit-ready digital record of all document lifecycle events with automatic tracking, notifications, and escalation options.
1.5. Streamline workflow integration to connect document expiry data with business process apps, email, chat, and ticketing systems.

Trigger Conditions

2.1. Scheduled daily or hourly check of document expiry dates within central repository or spreadsheet.
2.2. Addition or update of a document record triggers an immediate next-check calculation.
2.3. Expiry date approaching defined threshold (e.g., 30/14/7 days before expiry) triggers alerts.
2.4. Expiry reached with no confirmation of renewal triggers escalation workflow.
2.5. Renewal confirmed or document updated resets notification schedule.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: API Messaging; send SMS alerts to compliance/business mobiles via configured API key and endpoint.
• Sample: Configure Messaging Service SID, set 'To' as compliance manager's number.
3.2. SendGrid
• Feature/Setting: Email Notifications; use API/V3/mail/send to trigger template-based expiry reminders.
• Sample: Configure API Key, template ID, and dynamic template data for each user.
3.3. Microsoft Teams
• Feature/Setting: Incoming Webhook; post channel messages for group notifications and escalation.
• Sample: Configure channel webhook URL, format JSON payload with document details.
3.4. Slack
• Feature/Setting: Web API chat.postMessage; send DMs or channel alerts with expiry links.
• Sample: Configure Bot OAuth Token, channel ID, customize message text & attachments.
3.5. Google Sheets
• Feature/Setting: Sheets API (read/write); serve as source for expiry data and logging actions.
• Sample: Authenticate with Service Account, watch 'expiryDate' column for triggers.
3.6. Salesforce
• Feature/Setting: REST API sObject Update; log expiry reminders as tasks or cases.
• Sample: Configure Connected App, map document to Task object and set due date fields.
3.7. Zapier
• Feature/Setting: Scheduled Triggers + Notification Actions; orchestrate multi-channel reminders.
• Sample: Trigger on Google Sheet row, set action to send email/SMS/Slack.
3.8. Outlook 365
• Feature/Setting: Mail.Send + Calendar API; deliver expiry notifications and auto-calendar invites.
• Sample: Authenticate via OAuth2, create event with document renewal deadline.
3.9. Google Drive
• Feature/Setting: Drive API File Watcher; monitor and trigger checks on document upload/update.
• Sample: Setup webhook on folder, filter files by expiry metadata.
3.10. Monday.com
• Feature/Setting: Boards API + Notification Recipe; manage document expiry board and trigger reminders.
• Sample: On expiry status change, send notification to assignee via API.
3.11. Asana
• Feature/Setting: Events API; create tasks for expiring documents, assign owners.
• Sample: Use Personal Access Token, POST to /tasks with relevant dates and assignee.
3.12. Jira
• Feature/Setting: REST API Issue Create; log compliance tickets linked to document expiry.
• Sample: Configure project, map expiry info to issue fields.
3.13. Notion
• Feature/Setting: Database Update; track document life cycle in pages, auto-alert via integrations.
• Sample: Use Integration Token, update page when expiry field nears.
3.14. HubSpot
• Feature/Setting: Workflow Automation; email/SMS follow-ups on document expiry for account managers.
• Sample: Use workflow trigger on custom property 'expiryDate'.
3.15. Freshdesk
• Feature/Setting: API Ticket Creation; raise support/renewal tickets for compliance team.
• Sample: Configure API Key, add expiry summary in ticket description field.
3.16. ServiceNow
• Feature/Setting: Incident/Task API; log compliance incidents for unrenewed documents.
• Sample: Trigger POST to /api/now/table/task with document fields.
3.17. Trello
• Feature/Setting: Card Custom Fields + Webhooks; update card status and post reminders.
• Sample: Set expiry date custom-field, webhook on due-date changes.
3.18. Airtable
• Feature/Setting: Automations; scheduled checks and Slack/email reminders from expiry column.
• Sample: Use Airtable Automation, set trigger on date field, action: send email.
3.19. ClickUp
• Feature/Setting: Task/Reminder API; assign renewal actions with due dates.
• Sample: Use API Key, POST expiry task to workspace.
3.20. DocuSign
• Feature/Setting: Envelope Status Webhook; alert on document signatures/renewals approaching expiry.
• Sample: Configure webhook, monitor envelope expiry status.

Benefits

4.1. Ensures continuous compliance by automating checks and reminders for regulatory documents.
4.2. Minimizes manual workload and risk of oversight in renewal deadlines.
4.3. Provides audit trails for all alerts, renewals, and compliance actions.
4.4. Integrates alerting into all major business communications channels and workflows.
4.5. Flexible to business needs—adaptable across department, team, and platform preferences.