Use document expiry reminders to automatically notify users before important documents expire. Instead of tracking expiry dates in spreadsheets, you can manage expiry and reminder settings directly from the File Library and control who receives reminder emails via Document Settings.
⚠️ Important: You need access to Settings, Admin Settings, and Document Settings to configure document verifiers (the users who receive reminder emails).
Check Document Expiry Reminders in the File Library
Click Show More in the main menu, then click File Library.
Find the document you want to track and set an expiry date for the document. This activates reminders.
In the Reminder column, you will see the date you want the reminder to be sent.
In the Reminder To column, you will see the user or users who should receive the reminder notification.
📌 Note: Reminder emails are sent only when both an expiry date and a reminder date are set for the document.
Create a custom Smart View in the File Library called Compliance Management. This gives your compliance team an at-a-glance dashboard of all compliance-related documents and their expiry and reminder status.
Customise the Document Reminder Email
You can review and customise the email template used for document expiry reminders.
Go to Settings, then click Email Templates.
Find template 9.10. Candidate's document reminder.
Open the template to review the content.
Make any required changes, for example, wording or branding.
Once done, click Save.
📌 Note: Changes to this template apply to all document reminder emails that use template 9.10. Candidate's document reminder.
Set up Who Receives Reminder Emails (Verifiers)
Document expiry reminder emails are sent to the users set as Verifiers for each document type.
Go to Settings, then click Admin Settings.
Click on the Document Settings tab.
Under Documents & checks, click Edit.
You will see the Document type tab, then find the relevant document type.
Click on the pencil icon on the far right to edit.
In the Verifiers field:
Add any user who should receive reminder emails for that document type.
Remove any user who should no longer receive them.
Once done, click Save.
Troubleshooting Reminder Recipients
You are receiving reminders, but want someone else to get them
If you are currently receiving a document expiry reminder but want another user to receive it instead:
Identify the document type for the reminder.
Go to Settings, then Admin Settings.
Open the Document Settings tab.
Under Documents & checks, click Edit.
Open the Document type tab and find the relevant document type.
Edit the record and update the Verifiers field:
Remove yourself if you should no longer receive the email.
Add the new user or users who should receive the reminder.
Click Save.
A teammate is not receiving reminder emails
If a teammate should be receiving reminders but is not:
Confirm they are added as a Verifier for the relevant document type in Document Settings.
Check that the teammate is correctly included in the relevant team or group in your configuration.
Update their team or group membership if required.
Check Set Up Industries, Expertise, Groups, Tags, and Locations in Vincere – manage teams and tags used in your workflows.
📌 Note: If the teammate is not part of the team or group you are using, they will not receive team-based notifications. Update your team and group configuration to include them where needed.