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:

  1. Go to Settings > Automations
  2. Go to the 'User' Tab
  3. 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.

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