Never Miss an Expiry: Alerts That Reach the Right Team
Sixty days out, a renewal is a heads-up. One day out, it is an emergency. The tone changes six times before a document expires, and who receives it changes with the document — here is what fires, when, and to whom.
The ladder: six rungs, the same check each time
Every rung runs the identical check — days remaining until a document expires, compared against a fixed list of thresholds. Only the label, the colour and the message change as the date gets closer.
Who receives it
The alert goes to the department that can actually renew the document. An alert into one shared inbox belongs to nobody. Each document type in your catalog names the department that owns its renewal, and the alert is routed there — with the recipients and the escalation configurable per company.
- Recipient groups are yours to define. Who in "legal" gets the 60-day heads-up and who gets the 1-day emergency can differ — the notification matrix is edited per company, not fixed by us.
- Escalation widens the audience. When nothing happens after a rung, the next one reaches more people rather than repeating to the same inbox.
- Two channels. Email, as a digest on each department's own schedule; and WhatsApp for the rungs a company marks as immediate.
How it runs: detecting and telling are two separate jobs
Detection, every night. Once a night, in your company's timezone, DocVigia recomputes every document and unit status, records the alerts that just crossed a threshold, and writes the do-not-schedule list. This run notifies nobody — it decides what is currently true.
Dispatch, on each department's clock. A separate job sends what detection found, grouped per recipient group at the time that group chose. Legal can get its digest at 8:00 and fleet at 6:30 — the same alert, delivered when each team actually reads.
What "blocked" means — and does not
At zero days the unit is labelled blocked and appears on the do-not-schedule list dispatch checks. Nothing physically stops a truck: the gate still gives a verdict and a reason, and what your operation does with it is your policy. What changes at zero is who is told, how urgently, and that the unit is on the list.
Questions about the alerts
Can we change the thresholds?
The six rungs are fixed so that every document in every company reads the same way. What you configure is who receives each rung, through which channel, and at what time — per document type and per department.
What if a document is renewed early?
Upload the new version. The next nightly run recomputes the unit against the new date, the alert clears, and the previous version stays in the record.
Does the alert renew the document for us?
No. The renewal itself is still your team's job, through the authority or the insurer. The alert makes sure you start in time.