---
title: "Track expirations"
description: "See every dated record in a client's documentation on one list, soonest first, and set when Outpost starts raising reminders."
url: "https://support.outpostplatform.com/documentation/expirations/"
product: "depot"
type: "how-to"
status: "draft"
ai_summary: "How to use Documentation > Expirations in the Outpost console: one list of domain registrations, certificates, licenses, vendor contracts, credential rotation dates, article reviews, and dated asset fields, with Overdue, Due now, Due soon, and Scheduled. Reminders default to 30 and 7 days and raise documentation alerts. Needs docs:read; reminder settings need docs:manage."
availability:
  plans: ["home-lab", "essentials", "enterprise", "msp"]
  permission: "docs:read"
  preview: false
source: "https://gitlab.com/outpostplatform/docs/-/edit/main/src/content/docs/documentation/expirations.md"
license: "CC BY 4.0"
---

# 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](/documentation/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](/procurement/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](/service-desk/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](/documentation/domains-and-certificates/)
- [Password health and at-risk reports](/documentation/password-health/)
- [Report datasets](/reports/datasets/)