Documents expiring is in the areas menu, next to Dossiers. It lists every document with a validity date that has passed or is about to, across every dossier you can see.
It exists because of a question a folder of files cannot answer: was this certificate valid on the day the decision was made? A broker's registration, a supplier's insurance, a driver's licence — all correct on the day they were filed and all capable of being wrong a year later, silently, with nobody touching anything.
Why one document per row
The list is one row per document, not per dossier. That reads oddly at first if you have been thinking in cases, and it is the right unit: the document is what expires. A dossier holding three certificates that lapse in three different months is not "one expiring dossier"; it is three separate pieces of work on three separate dates.
Each row shows the document, the dossier it belongs to, the organisation unit, who is responsible, and the validity — Expired 42 days ago, In 12 days, Expires today.
The three windows, and why they are not one number
| Window | Means | What it is for |
|---|---|---|
| Expired | The validity date is already past | A problem you already have. Replace now |
| Within 30 days | Still valid | This month's work |
| 31 to 90 days | Still valid | A planning number for the quarter |
They are three separate counts and are deliberately not added together. Each one asks for something different, and a single "expiring soon" figure collapses an emergency, a task and a diary entry into one number that tells nobody what to do.
The Expired window is the one with a compliance consequence. The other two are the ones that stop it happening again.
The two things you can do from here
Both act on the document directly — you do not have to open the dossier, find the document and work out what to do to it. That directness is the point of the screen.
Renew validity
For a document whose file is still correct and whose validity has simply been extended — a certificate reissued with a later date, an annual declaration renewed.
Choose the new date. Two refusals worth knowing about, because both are the system stopping you doing something pointless rather than a fault:
- A date already in the past renews nothing, and it says so.
- The date it already has changes nothing, and it says so.
Replace document
For a document whose file is wrong or stale — a lapsed certificate replaced by the new one.
Read the confirmation carefully, because the behaviour is different in two cases and the dialog tells you which one you are in:
- The document already holds a file. The new file is stored under the existing name, so it replaces that file and the previous one is deleted. The dialog asks you to confirm exactly that.
- The document holds no file yet. Nothing is replaced — the file you choose is simply added.
The replacement is destructive on purpose, and the confirmation is worded to say so. A document definition is a labelled slot, not a version history: keeping every superseded certificate in the slot is how "which one is current?" becomes unanswerable, which is the problem this screen exists to solve.
When the screen refuses
"The dossier is in X and accepts no changes." The case has reached a state that takes no edits — Completed or Cancelled. The document is listed, because it is genuinely expiring, but there is nothing to do to it here. That is correct: a closed case's documents are a record, and a record that can be edited is not one.
Making it work at all
The screen shows nothing unless two switches were set, and both are on the process, two chapters back:
- Requires expiration date, on the document definition. Without it, the document has no validity date and cannot expire.
- Expiry warning lead days, on the process. This is what decides how far ahead the dashboard panel warns.
If Documents expiring says Nothing is expiring on a tenant full of certificates, it is almost always the first of those, not an empty organisation. Go back to the processes and check which document definitions actually carry the switch.
Renewal campaigns
One document per row is enough for one certificate at a time. It is not enough for the day thirty ID cards lapse in the same quarter, each in a different person's dossier, with nothing in common but the request you want to make of them. That is what Renewal campaigns, next to this screen, is for.
A campaign is the same request, made to many people, with a new dossier for each of them:
- The criterion. The process, the expected documents that matter (only the ones with a validity date), and a window — expiring within 30 days, within 90, already expired — or a date range. You can limit it to one organization unit.
- The preview. Before anything is sent, the list of who will be contacted and how: a notification for those with an account; an e-mail invitation for those without; and, apart, who cannot be reached (no account and no address) and the documents that name nobody. Nothing is created here.
- The launch. A name, the reminder cadence, and the button. From there the campaign opens one renewal dossier per recipient, of the same process, holding only the documents asked for and linked to the dossier it renews. The original does not change: it stays completed, its documents kept as a record.
The e-mail invitation is the external-sharing one: the person enters through the link, with a code, and delivers the documents into the renewal dossier without an account. As soon as a file arrives the request becomes Delivered; when somebody on the team validates it, Validated. Reminders stop at delivery.
The panel shows, for each campaign, three numbers — pending, delivered, validated — and one row per person, with the renewal dossier, the source dossier, the channel, the status and how many reminders have gone out. Two actions per row:
- Remind now sends the invitation again (with a fresh link) or repeats the notification, outside the automatic cadence and without changing it.
- Close request ends a request with no delivery. The invitation stops working; the renewal dossier stays as it is — cancelling dossiers is the manager's decision, one by one.
Launching a campaign takes a permission of its own, Launch renewal campaign, which the Operator, the Architect and the Admin hold. The other roles see the list and the panels, but not the buttons.
What you should have now
- At least one document listed, ideally one in each window.
- One validity renewed, so you have seen that path.
- One document replaced, and the confirmation read rather than clicked through.
- A check across your nine processes that every certificate, licence and registration has Requires expiration date turned on.