Expiry Reminders - Enterprise Operations

Overview

Every document in the library has a Next Review Date and a Review Frequency (in days). The Expiry Reminders screen surfaces documents approaching their deadline so owners can renew them before they become expired and unavailable to normal users.

Summary Dashboard

Four at-a-glance stat cards: already expired, expiring within 7 days, within 15 days, and within 30 days.

Expiry Table

A filterable table sorted by days remaining — nearest expiry at the top, furthest at the bottom.

Reminder Settings

Configure which days before expiry trigger a notification, and who receives it — document owner, department head, or a custom list.

One-click Renew

Start a new document version and reset the review date with a single click — no need to navigate to the Document Library first.

Colour Coding

The Days Left column uses colour to communicate urgency at a glance:

Colour	Days remaining	Meaning
● Green	> 30 days	No action needed yet.
● Amber	15 – 30 days	Review soon — add to your queue.
● Red (light)	1 – 14 days	Urgent — assign a reviewer immediately.
● Red (solid)	0 or negative	Expired — normal users cannot view this document.

The four summary cards at the top also use the same colour scheme so you can assess the situation at a glance without scrolling the table.

Filtering the Table

Two filter controls sit above the table:

Days filter — pill buttons: 7 days, 15 days, 30 days, 90 days. Shows only documents expiring within that window.
Category dropdown — filter by document category (Policy, Procedure, Form, etc.).

The document count below the filters updates live to reflect the current selection. Combine both filters to find e.g. all Certificates expiring within the next 15 days.

Renewing a Document

Click Renew on any row to perform an in-place renewal. This action:

Advances nextReviewDate to today + reviewFrequencyDays.
Sets lastReviewedAt to the current timestamp.
If the document was Expired, resets its status to In Review so owners and standard users regain access.

Renew does not create a new file version — it only resets the review clock. If the document content has also changed, navigate to the Document Library, open the ⋯ menu → Upload New Version to attach a revised file, then submit through the Approval Workflow to publish it.

Review frequency is per-document

Each document has its own review frequency. Annual policies get 365 days; semi-annual certificates get 180 days; monthly safety reports get 30 days. Set this in the document's Add or Edit form under Review Frequency (days).

Renewal is audited

Every Renew action writes an update entry to the Audit Trail capturing the old and new nextReviewDate and the status change, so there is always a traceable record of when a review clock was reset and by whom.

Reminder Settings

Open Reminder Settings (the bell icon in the page header) to configure when and to whom reminders are sent.

Setting	Default	Description
Enable Reminders	On	Master toggle — off pauses all notifications globally.
Reminder Days	30, 15, 7, 1	Days before expiry at which to send a notification. Enter as comma-separated numbers.
Recipients	Document Owner	Who receives the notification: Document Owner, Department Head, or a Custom email list.
Custom Emails	—	Only shown when Recipients = Custom. Enter comma-separated email addresses.

How reminders are delivered

Reminders are delivered as in-app notifications (via the notification bell in the header). Email delivery requires the server's SMTP transporter to be configured with valid credentials in .env.local. When both are configured, users receive both channels on each reminder day.

Expired Document Behaviour

When a document's nextReviewDate passes midnight, its status changes to Expired. The consequences:

Standard users cannot view or download expired documents. The Document Library still lists them (with the red Expired badge) but the View and Download buttons are disabled.
Admins and document owners see an amber warning banner: "This document has expired. Please review and update."
Audit trail records the status change with a timestamp.

Expiry is not automatic deletion

Expired documents are not deleted. They remain in the system so the renewal audit trail is maintained. Admins can still view, download, and renew expired documents at any time.

AI Assistant

Expiry Reminders includes a right-edge AI Assistant panel that reviews your current (filtered) list of expiring and expired documents — name, category, next review date, days left, owner, and status — and answers natural-language questions about it.

Urgency Triage

Ranks which documents need attention first, grouping already-expired items separately from those expiring soon.

Owner Workload

Summarizes how many expiring documents each owner is responsible for, flagging owners with a heavy load.

Category Risk

Flags categories with a disproportionate number of expiring or expired documents.

Renewal Guidance

Suggests a reasonable renewal or review cadence given a document's category and past review frequency.

Save Assistant Answers as Reports

Any assistant response can be saved directly to My Reports with one click, so a triage summary doesn't have to be re-generated later.

Frequently Asked Questions

A document expired while I was on holiday. Can I restore access quickly?

Yes. Click Renew on the Expiry Reminders screen. The document status resets to Draft immediately, which unblocks admin and owner access. Upload the revised file if needed, then publish through the approval workflow to restore access for all users.

Can I bulk-extend the review date for multiple documents at once?

Not yet through the UI. As a workaround, open each document's edit modal in the Document Library and update the Next Review Date field directly. Bulk extend is planned for a future release.

How do I change the review frequency for an existing document?

In the Document Library, open the ⋯ menu → Edit on the document row and update the Review Frequency (days) field. The change takes effect on the next renewal — it does not retroactively shift the current Next Review Date.

Will reminders fire for documents that were already expired before I turned on the reminder feature?

Reminders fire based on how many days remain until nextReviewDate. Documents already past their date will not trigger a future-date reminder, but they will appear in the Expired card and in the table filtered by "7 days" (since their days remaining is negative). Review them manually.