Document warnings

This article shows you how to create document expiry notifications then send them to crew members automatically when they trigger a legality check.

As N-OC knows the expiry date, it can send the notification at a pre-selected number of days before they expire.

1. HR Documents

The documents that you want to include in the warning process must have the Notifiable option checked. This could be new documents or documents that previously exist in the HR Documents List.

2. HR Document filter

1. Create a document filter.
2. Make a free text entry and enter Expires <= DateTime.UtcNow.AddDays(30). In this example, it will filter documents that will expire in the next 30 days.

Note: If you want to make the filter more specific, you can add more expressions.

3. Integration Factory

1. Create a new document that holds the content of the message. Note: It must be of Datatype called Document. 
2. Create the Template Text based on the following recommended template:  

   Fields in the message
   Document	Free text.
   DocumentName(String)	Will display the name of the document.
   For	Free text.
   HumanResourceFullName(string)	Name of the crew.
   CrLF	New line.
   expires:	Free text.
   Expires(Datetime)	Expiry date of the document.

   Note: Use ‘Text’ for free text boxes, and ‘N-OC’ for documents, human resources, etc. and ‘System’ to add other features such as starting a new line.
   
   
3. Use the Test run button to check the output. To create the header of the message, create a new document. Note: It must be of Datatype "Document".
   
   Create the Tempate Text.

   Fields in the message	Description
   Header for:	Free text.
   DocumentName(String)	This will display the name of the document.

   
   
4. Use the TEST RUN button to check the output.

4. Business Job in 'Automation Factory'

Create a new Business job.

The Email (or SMS) will only be sent one time when triggered, and is sent like any other message in relation to message curfews, etc.