Recipe: Create a Contract Reminder for Contracts Expiring within 90 Days

Create a Complex Contract Reminder

1. In the Dashboard, filter or search for the contracts you want to receive reminders for:
   1. If you want to send reminders for expiring contracts of all types, skip this step.
   2. Otherwise, filter or search for your contracts or select a saved view. In this example, create a reminder for all expiring contracts that belong to your Marketing organization by adding the Business Unit filter and filter for contracts where the Business Unit is “Marketing”.
2. After you filter the Dashboard for your desired subset of contracts, click Email reminder. Email reminders are associated with saved views. A new view is automatically created.

3. If you are not an administrator, skip this step. You can only send reminders to yourself. In the To field, select the users you want to send the reminder to. Reminders can be sent to:

   • Individual users in your company.
   • Groups in your company.
   • A specific role within your company. Reminders sent to these users only contain the contracts where the user assumed the selected role. For example, if the Workflow Owner property is added as a recipient, a user will receive an email reminder with only the contracts in the reminder where they are listed as the Workflow Owner. If a user is not a Workflow Owner for any of the contracts, then they will not receive an email reminder.
   • User properties in each contract (such as Counterparty Signer Email). Reminders sent to these emails only contain the contracts with which the email properties are associated. Emails that are not associated with an Ironclad user will not receive a reminder.

   Search for the corresponding individual, group, or role and select them from the dropdown. Users included as recipients to an email reminder will only receive contract records that they have permission to view in the Repository. In this example, remind all of the owners of expiring marketing contracts that they have an upcoming expiration to review. Select Workflow Owner in the “To” field.

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   Note: When a User Group is selected as the Recipient- only the Default User of that User Group is actually sent the email reminder.

   

4.  Customize the body of the email reminder to explain to the recipients what the reminder is for and why they are receiving it. A maximum of 15 contract records will appear in a single email body, though the email will include a link to view all of the contracts in Ironclad.

   Image of Default Email Message

   

   Image of Customized Email Message

   
5. Click the Reminder Alert dropdown and determine how often the reminder will be sent. You can set the reminder cadence to send Promptly (One time or One email) or Periodically (Weekly, Monthly, Quarterly, or Annually). In this example, configure the alert so that contract owners receive a weekly reminder of all of the Marketing contracts they own that are expiring within the next 90 days.
   

6. In the Properties Added dropdown, choose which contract data to include in the email reminder. Select up to five properties to display in the email. In this example, include Expiration Date, Counterparty Name, and Contract Value as the data to show with each contract. Sort the contracts in the email by Expiration Date.

   Image of Properties Added Settings

   

   Image of Customized Email

   

7. To review your reminder, click Send me a test email. A test email is sent to your email address for review. When you are happy with the reminder, click Create. In this example, owners of expiring Marketing contracts will now receive a weekly email reminder. This will also create a new Saved View that is specifically associated with the reminder.

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   Note: For testing purposes, the Preview button in Ironclad does not consider the reminder schedule you configured, but instead sends an email with all records in the saved view.

Result

Email reminders are automatically sent to contract owners when their contracts are approaching expiration within the next 90 days.