An expiration basically tracks a document with an expiration date. It can be a contract, a license, a certification a warranty or anything that has an expiration date.
Before adding expiration items, we recommend that you setup you categories first. Categories will dictate what type of items you’re tracking. For example, if you’re tracking permits, you might have a category for each permit. If you’re tracking employee licenses, you might have a category for each type of license.
Also, before adding expirations, we recommend setting up the default reminder frequency (30 days, 15, days, 5 days before expiration date, etc.) at the category level. Doing this will ensure any new expiration take the defaults when created.
Adding an expiration item
To add an expiration item go the expiration list screen by click on Expirations on the top menu.
Click on the New Expiration green button located on the right.
Select the category assigned for this expiration item.
Enter the name for the expiration item. If you’re tracking certificates and licenses for employees, you can add the employee name as the expiration name. If you’re tracking expiration dates for properties for example, you might add the address of that property as the name.
Enter the expiration date of the item. Dates can be set in the past for expired items.
A default sequence of reminders to be sent before expiration is shown. You can add and remove reminders from the sequence by using the Add Reminder link or the Delete link. After the item has expired there’s another notification sent besides the configured ones.
Select the employee to which this expiration item is the owner. This indicates who has permissions to see and edit this item. The owner person also receives notifications.
Select at what time the reminders should be sent. The specific times are:
Early morning: 8 AM
Lunch: 12 PM
Late afternoon: 4 PM
Click on the Save button.