Project: Automatically Manage Contract Expiry Dates In Sharepoint (Simple)
Client
A National Motorway Area Group.
Brief
Create a central repository of contract documents and critical contract metadata in Sharepoint. Facilitate a process to ensure contracts are kept up to date and resigned before expiry.
Check daily contract renewal dates.
Send a 30-day reminder notice to the contract manager.
Automatic Expire Contracts.
Digital Transformation Method / Process
We created a document library in SharePoint and added additional columns for the expiry dates of the contracts, the current state (active or expired), the member of staff responsible for the Contract etc.
We then created a Power Atomate flow which runs once a day and checks the expiry date of each active Contract. Suppose a contract is due to expire 30 days from the current date. In that case, the flow automatically sends an email to the relevant staff member. It populates it with information, including the name and expiry date of the Contract and a link to the document.
Suppose the contract expiry is today. The staff member responsible will receive an automated email, and the Contract Status will be changed to ‘expired’.
Management sees a central up-to-date list of all contracts, contract documentation, and expiry dates.
Microsoft 365 Technology Used
