The reason to hold documents in Compliance rather than a shared drive is that it can tell you what has lapsed without anyone looking. Two states matter: missing and expired.
How each is worked out
| State | How it is decided |
|---|---|
| Missing | A required document type with nothing current lodged against that tribe. |
| Expiring soon | A current document whose expiry date falls within the next 30 days. |
| Expired | A current document whose expiry date has passed. Flipped overnight, every night. |
A document sitting at Awaiting review does not satisfy the requirement. A tribe that lodged its insurance the day before it lapsed still shows as missing until somebody approves it.
Where they appear
- The Overview counts Documents expiring and Documents missing across the network, with expired underneath.
- Each Overview row shows the counts for that tribe, or All current when there is nothing to chase.
- The Documents page has an expiry filter for 30, 60 or 90 days.
- The tribe profile shows one card per active document type, colour coded, with optional types marked Optional so a genuine gap is obvious.
Reminder lead days
Each document type carries its own Remind days before due / expiry list, such as 60, 30, 7. Fill it in now if you know the cadence you want: it is recorded against the type ready for automatic reminders, which are not part of this release.
NOTHING IS SENT AUTOMATICALLY YET
SET THE RENEWAL CADENCE TOO
A type with Renews every set to twelve months pre-fills the next due date as soon as one is approved, so the cycle keeps itself going instead of being rebuilt by hand each year.
Working the list down
- Filter Documents to Expiring within 30 days and clear the review queue first — some are already lodged and just need approving.
- For the genuinely missing ones, raise an information request against the tribe so there is a dated task rather than an email.
- Check the expiry dates you are holding are right. A wrong date is worse than no date, because it goes quiet.
- Put a date in your own calendar to run this list again — weekly while you are catching up, monthly once it is green.
AN EXPIRY DATE NOBODY ENTERED IS A GAP YOU CANNOT SEE