Canopy will send relevant users reminder notifications as a contract is approaching its renewal date. This helps you to keep on top of upcoming contract expiry, so you have enough time to agree with the business what you would like to do.
In this article you will learn:
How to set contract renewal notifications
How to change the date of notification
Who receives contract renewal notifications
How to set contract renewal notifications
Contract renewal notifications are set by default on all contract records that have a Contract End Date. You do not need to do anything to enable them.
By default, renewal notifications will be sent by email 60 days before the Renewal Date. This is known as the Contract Reminder Period.
Renewal Notification Date = Renewal Date - Contract Reminder Period (defaulted to 60 days)
= (Contract End Date - Notice Period) - Contract Reminder Period
Read the next section to find out how you can change the Contract Reminder Period.
Renewal notifications are not sent for Evergreen contracts, as these contracts continue in perpetuity until they are cancelled, and do not have a specific date upon which they renew.
How to change the date of notification
By default, renewal notifications are sent 60 days before the Renewal Date.
However, you can change this individually for each contract record by setting the Contract Reminder Period. To do this, please following these steps:
- Select the relevant contract record
- Click the Edit Contract button in the top right. If you cannot see the Edit Contract button, it means you do not have the necessary permissions to edit contracts. Please contact your Administrator if you feel this is incorrect.
- You will be taken to the Edit Contract page. Find the Contract Reminder Period field. By default, the field is worded with the following question:
"How long before the Notice Period would you like to be notified about this contract expiring? (in days)" - Enter the number of days prior to the notice period (i.e. the Renewal Date) when you would like to be notified about this contract. If the field is left blank, the system will default to 60 days.
- Once you are finished, click the Publish button. The contract will now be saved and the updated Contract Reminder Period will take effect.
- Clicking Cancel will escape the process without publishing the updated Contract Reminder Period. The contract record will now show it has Unpublished Changes, indicating that the Contract Reminder Period has been updated. These changes will not take effect until the contract record if republished.
Who receives contract renewal notifications
Contract renewal notifications are received by all users with the user role Contracts Manager.
Contracts Managers will receive renewal notifications for all contracts on Canopy.
You can learn more about the Contracts Manager user permissions by clicking here.