Notify contract owners about expiration dates, renewal decisions, and contractual obligations using Salesforce dates and automation.
Required fields
- Contract owner
- Effective date and expiration date
- Renewal type and renewal term
- Notice period or renewal decision date
- Next obligation date
- Escalation owner, when different from the contract owner
- Contract status
Recommended alert design
Use scheduled Salesforce Flow or another approved automation method to evaluate contract dates. Create tasks or notifications at defined intervals, such as 120, 90, 60, and 30 days before expiration. The actual schedule should reflect the contract notice period and the organization's policy.
Renewal process
1. Review the contract, supplier or customer performance, and remaining obligations.
2. Confirm the notice deadline and whether the contract renews automatically.
3. Obtain financial, operational, legal, and budget approvals required by policy.
4. Record the decision to renew, renegotiate, terminate, or allow expiration.
5. Create the amendment, renewal contract, or close-out tasks required by the decision.
6. Update the status and key dates without deleting prior history.
Monitoring alerts
- Use a report for contracts with missing owners, dates, or renewal terms.
- Use a dashboard for contracts expiring within the configured review period.
- Monitor failed Flow interviews and undeliverable email notifications.
- Reassign contracts promptly when an owner changes roles or leaves the organization.
Limitations
Alerts and escalations are configurable and depend on accurate dates, active users, and functioning automation. GoldFinch should not claim automatic renewal management unless the customer has configured and tested the workflow.
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