Documents Expiring Soon
The Documents Expiring Soon catalog lets you register your company's legal documents that need periodic renewal (IDs, passports, licenses, contracts, insurance policies, certifications, permits, etc.), along with their expiration date and how many days in advance you want them flagged as "due for renewal." That way you stay ahead of the deadline instead of finding out a document already expired.
What is it and what is it for?
Each record represents one legal document: you give it a Name, indicate the Institution that issued it, optionally link it to a responsible employee who handles its renewal, attach a digital copy, and set an Expiration Date with its advance notice days. From there, AdmCloud automatically classifies each document as current, due for renewal, or expired, and reminds you about it on the Dashboard.
It's useful for tracking operating licenses, environmental permits, insurance policies, quality certifications, lease agreements, foreign employees' IDs or passports, vehicle registrations, and any other document with an expiration date that your company needs to renew on time.
How to use it
- Open the "Documents Expiring Soon" list, where you can switch between two tabs: All Documents and Documents to Renew (the latter only shows the ones already inside their notice window or already expired).
- Create a new document with the New button, entering at least its Name and the Institution that issued it.
- Attach a digital copy of the document (PDF or image) in the Document field, so you can download it later from the list or detail view without hunting for the physical paper.
- Set the Expiration Date and adjust the Notice Days (30 by default) based on how much lead time you need to handle the renewal.
- Link a responsible employee, if applicable, so you know who to ask about the renewal's status.
- Describe the renewal procedure on the Renewal Procedure tab, with the steps, requirements or contacts needed to process it.
- Save the record. From then on, the document shows up on the list with a distinct background color if it's due for renewal (yellow) or already expired (red), and counts toward the Dashboard reminder.
Key capabilities
- Automatic per-row visual classification: current, due for renewal (based on Notice Days) or expired, with a distinctive background color on the list.
- "Documents to Renew" tab that filters directly to the ones already inside their notice window or expired.
- Attach a digital copy of the document, downloadable with one click from the list or detail view.
- Optional link to an employee responsible for the renewal.
- "Accounting Firm Access" flag to mark documents your outside accountant may need to review.
- Renewal Procedure tab with rich text, to document how to process the renewal.
- Audit log (who created, edited or deleted each document, and when) on the Log tab.
- Dashboard reminder with the count of documents due for renewal.
- Printable/exportable report, filterable by Subsidiary, Institution and Responsible Person, with an option to show only the ones pending renewal.
- List with customizable columns: hide, reorder and save your own column profiles.
- If your company uses Subsidiaries, each document belongs to a specific Subsidiary.
Key fields
| Field | What it's for |
|---|---|
| Document Name | Identifies the document (for example, "Operating License", "Fire Insurance Policy"). Required, up to 200 characters. |
| Institution | The entity that issued the document (for example, "Ministry of Health", "Insurance Company"). Required, up to 200 characters. |
| Expiration Date | The date the document expires. Can be left blank if the document has no expiration. |
| Notice Days | How many days before expiration the document is flagged as "due for renewal." 30 days by default; adjustable per document. |
| Document | Attached file (PDF or image) with the digital copy of the document, downloadable with one click. |
| Responsible Person | Employee in charge of handling the renewal. Optional; must be an active (non-voided) employee. |
| Accounting Firm Access | Flag to mark that your outside accounting firm may need to review this document. |
| Notes | Free-text remarks about the document. |
| Renewal Procedure | Rich text (on a separate tab) with the steps, requirements or contacts needed to renew the document. |
Validations on save
- Document Name is required.
- Institution is required.
- The Responsible Person, if set, must be an existing, non-voided employee.
Availability
- Browsing, creating, editing and deleting Documents Expiring Soon requires the "Legal Documents" permission on your user group, with separate levels for each action.
- No additional feature needs to be turned on in Settings: if your plan includes it, the catalog shows up directly in the menu.
Tips and common mistakes
Tune the Notice Days to the process. A permit that takes two months to renew needs more notice days than one you can renew online in minutes; this keeps "due for renewal" documents from piling up with no real time left to act.
Use the "Documents to Renew" tab as your daily or weekly work list so you only follow up on what genuinely needs attention right now, instead of reviewing the whole catalog.
There's no automatic email notification. Follow-up happens through the Dashboard reminder (visible only if you have the "Legal Documents" permission), not an automatic email; check the panel periodically so you don't lose track of documents about to expire.