Set Up Categories and Reminders

Categories standardize how document types behave — whether they need expiry dates, approvals, and default reminder timing. Reminder rules then notify the right people before a document expires.

Categories

1. Open Documents → Categories.
2. Create or edit a category with:
   • Name and module scope
   • Requires expiry (yes/no)
   • Requires approval (yes/no)
   • Default reminder day pattern (for example 180,90,30,7)
   • Active / inactive
3. Save.

Use categories so every licence, certificate, or contract of the same type follows the same compliance pattern.

Reminder rules

Reminders can be set at two levels:

1. Category-level — default for all documents in that category
2. Document-level — override for one specific file

For each rule, configure:

• Days before expiry
• Recipients (roles, users, and/or entity owner)
• Channel: Email, In App, or Both
• Optional email template
• Active / inactive

Reminder operations

Open Documents → Reminders to:

• Preview upcoming reminders for a days-ahead window
• Review recent reminder logs

Background processing runs daily for licensed companies. Reminders need an expiry date on the document (or a category that requires one) and active rules to fire.

:::tip Start with category defaults Set a sensible pattern on the category first, then override only the few documents that need different timing or recipients. :::

Next step

Use templates and generate documents

Build HTML templates and save generated PDFs to the library.

Work with the document library

Find documents expiring within a set number of days.