This automation tip refers specifically to User Documents, which are stored against a user in the user section.
As an example, let's say that you would like to be notified a week before a document belonging to one your subordinate's expires.
Part 1: Let's set up the rule to fire this automation:
Go to Settings > Automations
Go to the 'User' Tab
Click [+Add] and select 'Document'.
4. Apply the following rule set.
"Days Before Expiry" > "Less or Equal" > 7
This rule will now fire 7 days before a document expires. Now we need to designate what happens when this rule is met.
Part 2: Setting up the notification
Depending on who you'd like to receive the notification, you may wish to use different messaging and settings.
Option 1
The following configuration will alert the user's manager that the document is expiring:
By use of the @ symbol this message will call up detail from the user and their expired document, So the above message when sent will read something like :
"Tom Smith's document: Forklift Licence will expire in 7 days on the 1/5/2018
Option 2
The following configuration will alert the user that their document is expiring.
By use of the @ symbol this message will call up detail from the user and their expired document, So the above message when sent will read something like :
"Your Document: Forklift Licence will expire in 7 days on the 1/5/2018. Please send updated document to your manager Brian Thomas to upload."
Option 3
Send notification to someone other than the user or their manager. By using User collections, you can send a notification to really anybody in the system by selecting a particular user collection in the 'For Every' field. For more information on User Collections you can click here for a text tutorial.