Expiration dates - how to monitor, notify, and track

Rich Neel

I am a Safety Manager for a Crane Rental company.

Background:

We have a large fleet of semi tractors, pickups, service trucks, mobile crane, etc.

Each of these have annual certifications, vehicle registrations, insurance card dates, vehicle service dates for various mileage related tasks (oil changes, etc.).

I have a master equipment smartsheet, and would like to use the date cell to indicate when specific items are due.

Question: How can I set alerts / notifications to our Operations management and service teams in advance of an item expiring.

for example, is a certification for a crane is due on November 10th, 2021, I would like the sheet to send out a notification or alert to the Operations team to schedule the inspection. I want reminders at 30 days, 10 days, and 2 days.

Any assistance with this type of functionality is appreciated.

thanks,

~Rich Neel

Andrée Starå

Hi @Rich Neel

You can set it up in the Workflow section as an Alert, or Reminder.

Trigger:

When a date is reached

Run Once and select the days before

More info:

https://help.smartsheet.com/articles/2479241-create-a-time-based-automated-workflow

Make sense?

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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AnnieSE

@Andrée Starå Hello, is there a way for this to be done on an annual basis?

For example, a lease in effect 10/01/2019.

How can I setup an annual reminder for the same date on the year 2020, 2021, etc.?