Skip to main content

Expiry reminders and thresholds

Each workspace defines when assets need an expiry reminder. Assign contact groups to choose recipients and channels; when no group is assigned, the workspace default group is used.

Start with First asset and alert check to verify one reminder end to end.

Default workspace thresholds​

Thresholds are whole-number days relative to the token's expiration date, in the range -365 to 730. Positive values fire before expiry (for example 30, 14, 7, 1). 0 is the day of expiry. Negative thresholds fire after expiry: for example -1 is one day after expiry and -7 is seven days after. The UI labels these post-expiry reminders as "Nd after"; enter the corresponding negative integer, such as -1 or -7.

  • Pre-expiry: reminders before the date help schedule renewals.
  • Day 0: final day-of-expiry notification.
  • Post-expiry (negative thresholds): optional follow-ups to keep expired tokens visible until remediation.
  • Overrides: contact groups may define their own thresholds policy. A token assigned to one or more groups uses the union of each group's effective thresholds (group override when set, otherwise workspace defaults for that group). Delivery for each window still goes only to groups that include that window.
  • Change impact: updating workspace defaults affects tokens without a group thresholds override.
  • Import catch-up: on file or integration import, alerts for thresholds that have already passed are suppressed so you do not get a storm of overdue notices; alerting resumes at the next future threshold. See Integrations: alert catch-up and Import from file.

How recipients are selected​

For each threshold, TokenTimer queues one alert and sends it to the recipients and channels of the groups whose effective thresholds include that day. A token can use several groups; their thresholds are combined, but each group receives only the reminders it subscribes to.

For example, with workspace thresholds of 30, 7 and 0 days, a group overriding them with 14 and 1 days receives the 14-day and 1-day reminders. A second group using the workspace defaults receives the 30-day, 7-day and day-of-expiry reminders.

Delivery and other notification types​