Date-based notification alerts automatically notify relevant staff when an agreement is approaching a key milestone — an upcoming expiration, a renewal deadline, or an overdue execution. Setting up alerts reduces reliance on manual calendar tracking and helps ensure that agreements do not lapse or expire without a deliberate decision.
This article is intended for Agreements Administrators who configure alert settings for your institution.
Types of Date-Based Alerts
Cayuse Agreements supports alerts based on the key date fields stored on each agreement record:
- Expiration approaching — Notifies designated recipients a set number of days before an agreement's expiration date.
- Renewal due — Alerts when a renewal action should be initiated based on the expiration date minus a configured lead time.
- Execution overdue — Notifies when an agreement has been in a pre-execution status (for example, In Negotiation or Routed for Signature) past a configured threshold without reaching an Executed status.
Alerts can be configured with different thresholds to create a tiered notification sequence — for example, a first alert at 90 days before expiration, a second at 60 days, and a final alert at 30 days.
How Administrators Configure Alert Thresholds
As an Administrator, you configure alerts in the administrative settings area of Cayuse Agreements. The general process is:
- Navigate to the Settings tab of Cayuse Agreements.
- Locate the Notifications configuration section.
- Select the alert type you want to configure (expiration, renewal, execution overdue, etc.).
- Set the threshold — the number of days before (or after) the key date when the alert should fire.
- Specify who receives the alert:
- The agreement's assigned primary manager
- A specific role (for example, all users with the Contracts Officer role)
- A specific individual or list of individuals
- Enable the alert and save the configuration.
Repeat for each alert type and threshold combination your office needs.
Who Receives Alerts
You have flexibility in targeting alerts to the right people:
- Primary manager: The person assigned to the agreement receives the alert. This is the most direct assignment and works well for offices where one person owns each agreement.
- Role-based recipients: All users with a specified role receive the alert. Use this for alerts that require a supervisor or director to be aware regardless of who manages the specific agreement.
- Specified individuals: A named list of recipients. Use this for small teams or for alerts that should always go to a specific person (for example, a compliance officer who monitors all expiring agreements).
You can combine these — for example, alert both the primary manager and a role-based group.
Relationship to Manual Date Searches
Automated alerts complement — but do not replace — manual date-based searches. Even with alerts configured, run a periodic manual review of your expiration date filter to catch any records where dates were not entered or alerts did not fire as expected. See Managing Key Dates for how to run these searches.