Document expiry alerts
You will know every place an expiring permit, insurance, licence or identity document shows up, and how to check that reminders are going out.
NShine ERP does not have a separate alerts screen for documents. Instead the same expiry date drives four things: a status on the document row, a reminder date, a dashboard widget and, where you have switched them on, notifications. This page lists each of them so you know where to look.
The Four Statuses
Every document under Vehicles › Document Tracking (and on the Documents tab of a vehicle, employee, customer or supplier) carries one status, worked out from its Expiration Date and the Remind Before (days) on its document type.
Status | Meaning | What to do |
|---|---|---|
Current | The expiry date is further away than the remind-before window. | Nothing. |
To be Renewed | The expiry date is inside the remind-before window. | Start the renewal; upload the new copy when it arrives. |
Overdue | The expiry date has passed. | Renew now; the vehicle or driver may not be legal to run. |
Unknown | No expiry date was entered, or the document was never uploaded. | Open the profile and fill in the date, or upload the document. |
Dashboard Widget
- The Dashboard has two tiles, Vehicle Documents and Employee Documents, each split into Current / Overdue / To Be Renewed / Unknown.
- The counts respect the dashboard date filter and the financial-year selector, so switch to the current year if a count looks low.
- Click a bucket to open the matching rows; the list is the same one you see under Vehicles › Document Tracking.
- Customer and supplier documents are not on the dashboard tiles; check them on the Customer and Supplier tabs of Document Tracking.
Next Reminder Date
- Each row shows a Next Reminder Date: the expiry date minus the Remind Before (days) set for that document type under Settings › Document Mapping.
- Changing Remind Before on the mapping moves the reminder date on every document of that type; it does not change the expiry date.
- Sort the list by Next Reminder Date to get a renewal work list for the month.
Notifications
- Settings › Notification Settings lists every event with a WhatsApp and a Push toggle. Switch on the document-expiry event there if your plan includes it; WhatsApp messages beyond the plan are billable.
- Settings › Notification Delivery Log records each message with Date, Type, Channel (email or whatsapp), Status, Recipient, Sent, Delivered, Skip and Error. Check it first when someone says they were not told.
- A document with status Unknown never triggers a reminder, because there is no date to count from.
Reports And Excel
- Every tab of Vehicles › Document Tracking exports to Excel with the full column set: Document Type, EntityName, Number, Issued Date, Expiration Date, Next Reminder Date, Status, Attachment.
- The vehicle profile and the employee edit page export their own Documents tab to Excel, which is handy for a single vehicle file or a driver joining pack.
- For a wider report, the custom report builder under Reports can pull document columns alongside vehicle or employee fields.
Tips
- Set Remind Before to the real lead time for each type: a permit that takes weeks to renew needs a longer window than a pollution certificate.
- Open the dashboard tiles on a fixed weekday and clear the Overdue bucket first, then To Be Renewed.
- Keep Is Active off for document types you no longer use, so they stop showing as Unknown.
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.