Step 1
Capture the deadline item once.
Each item stores only what the workflow needs to send the right reminders.
item_name + counterparty_name
Clear context so owners know what they are acting on.
renewal_date + notice_deadline
The dates that drive reminder timing.
owner_email
Primary owner contact accountable for next action.
status + notes
Current operational state and comments for handoffs.
Step 2
Evaluate reminder windows on schedule.
The engine checks each item, compares dates to reminder offsets, and decides whether a send is due.
- Default offset pattern: 90 / 30 / 7 / 1 days before due date
- Duplicate prevention is enforced per item and reminder point
- Renewed, cancelled, expired, and snoozed items are skipped by default
- next_send_at and last_sent_at are updated after each reminder event
Step 3
Send reminder and keep the record attached.
Reminder messages should include enough context to act quickly without opening another heavy system.
Reminder email
Direct owner notification before deadline
Digest output
Upcoming due items and review-needed list
History log
When sent, what changed, what remains
Step 4
Resolve status fast with simple actions.
Teams can update the item through manage links or inbound actions without navigating an oversized admin
stack.
- Snooze for a defined period
- Mark renewed when confirmed
- Mark cancelled when no longer active
- Update owner or notes for handoff clarity
Email flow
Email is the operating surface.
Teams should be able to manage reminder work directly from email context without switching into a
heavy system every time.
Support contact
Use support@noticedock.com for setup questions and reminder workflow help.
Reminder actions
From each reminder, owners can move items forward with clear next-step decisions.
Status outcomes
Every action should end in an explicit state: active, snoozed, renewed, cancelled, or review.
Boundaries
What V1 is and is not.
- Is: renewal and deadline reminder workflow
- Is: lightweight metadata tracking and status transitions
- Is not: contract repository or document intelligence platform
- Is not: legal advice or legal workflow orchestration
Next step
If this matches your process, the next move is pilot setup and deadline item seeding.
Request pilot access
