Track expirations

Expirations lists everything in a client’s documentation that has a date on it, soonest first, so a renewal is a planned task rather than an outage. Overdue records stay on the list. This page shows what the list includes, how to narrow it, and how to change when reminders start.

Before you begin

• Reading Expirations needs docs:read. Changing the reminder lead times needs docs:manage.
• A record appears here only if it has a date. Fill in the dates on the records themselves.

What the list includes

Source	Where the date comes from
Domain registration	Registration expires on a domain. See Monitor domains and certificates.
Certificate	Valid until on a certificate found by the domain check or reported by an endpoint
License	Renews or expires on a license
Vendor contract	Ends on a vendor
Password rotation	Change it by on a credential
Article review	The next review date set by Review every on an article
Asset field	A date field on an asset whose layout field has Track this date in Expirations selected
Hardware warranty	Warranty ends on a hardware asset in the asset register. See Warranty and refresh.

Each row shows What, Source, Due, How urgent, and Detail. How urgent is one of:

Label	Meaning
Overdue	The date has passed.
Due now	The date is within the second reminder.
Due soon	The date is within the first reminder.
Scheduled	The date is further away than the first reminder.

Find what is due

1. In the client’s Documentation, go to Expirations.
2. Under Due within, select Next 7 days, Next 30 days, Next 90 days, or Next year.
3. To narrow further, filter by Source, or enter a domain, a license, or a certificate name in Find something expiring.

On the MSP plan, Documentation > Expirations at practice level lists the same records across your clients.

The Documentation Overview counts the records expiring within the first reminder and the records already overdue. Each count links here.

Change when reminders start

Reminders are set per client in Documentation > Settings, on the Reminders card.

1. In First reminder, days before, enter how many days ahead the first reminder is raised. The default is 30, and the range is 1 to 365.
2. In Second reminder, days before, enter the reminder that escalates. The default is 7, and it cannot be further from the date than the first.
3. Select Save.

The change applies from the next time each check runs.

Alerts

Outpost checks the dates every hour and raises an alert in the documentation category:

When	Alert severity
Inside the first reminder	Warning
Inside the second reminder, or overdue	Critical

A vendor with Warn this many days before it ends set is graded on its own lead instead: the warning starts that many days before the contract ends, and the critical alert starts at the second reminder or at the vendor’s lead, whichever is closer to the date. The Expirations list itself still uses the practice’s lead times.

Outpost also reminds you about client secrets you entered with an expiry date, on the same lead times:

• An identity provider’s Secret expires on, under Device management > Identity providers. The alert reads, for example, Identity provider secret for followed by the connection’s name and expires in 5 days.
• A portal SSO app’s Secret expires, under Settings > Client portal > SSO apps. The alert reads Portal SSO app secret for followed by the provider and when it expires.

The alert says where to enter the new secret and its new expiry date. Entering a later date, or deleting the connection, clears it.

Renewing the record, by changing its date, clears the alert. Most documentation records belong to no endpoint, so only an alert rule with no site, operating system, or endpoint filter routes them. See Alerts.

Verify

Set a test license’s Renews or expires to a date three days from today, then open Expirations and select Next 7 days. The license is listed with Source License and How urgent Due now.

If something goes wrong

Symptom	Cause	Fix
Nothing expires in the next twelve months. although you expect a renewal	The record has no date filled in.	Open the record and enter its date.
Domain dates look out of date on a Remote Outpost.	Domain checking is unavailable there, so the dates are the ones somebody typed in.	Keep the dates up to date by hand.
No alert reaches your team.	Your alert rules filter on a site or endpoint, which documentation alerts do not carry.	Add a rule with no endpoint filter for the documentation category.

Next steps

• Monitor domains and certificates
• Password health and at-risk reports
• Report datasets