Track asset document expirations

  • Updated

Set up calendar date-based expiry alerts on an asset document so Assignar notifies you before a registration, licence, or compliance certificate expires.

Date expiry vs. number expiry

Date expiry (this article): triggers on a calendar date - e.g. alert on 1 Dec before registration expires 31 Dec

Number expiry: triggers when a usage reading reaches a value. See Track asset number expiry →

Date and number expiry: triggers whichever comes first. Requires all four fields.

Before you start

  • You’ll need Admin or Dashboard user access
  • The document must be set up with type Date expiry or Date and number expiry - see Add or delete a document →
  • Set the Alert Date at least 30 days before the Expiry Date to give yourself time to act

Overview Video:

Part 1 - Set up the document (done once)

  1. Go to Resources > Documents.
  2. Click + Add new Document or open an existing document.
  3. Set the Document type to Date expiry or Date and number expiry.
  4. Name the document and save.

Part 2 - Attach to an asset and set the dates

  1. Go to Resources > Assets / Attachments
  2. Click the asset name, then click the expand icon to open the full asset detail page.
  3. Select the Documents tab, then click + Add new Asset Document.
  4. Select the document from the dropdown.
  5. Enter a Label (e.g. “Registration 2026”).
  6. Set the Expiry Date - the calendar date the document expires.
  7. Set the Alert Date - the date you want to be notified. Recommended: at least 30 days before expiry.
    • Example: Expiry Date = 31/12/2026, Alert Date = 01/12/2026
      Date expiry form - set Expiry Date and Alert Date for the 20T Excavator
  8. Optionally attach a file (max 50 MB).
  9. Click Save Asset Document.

What happens next

  • Assignar sends an alert notification to the icons in the top left on the Alert Date. Asset Document Expiries
  • The asset document is flagged as expired after the Expiry Date passes.
  • When the document is renewed, update the Expiry Date and Alert Date for the new period.
  • If you have Insights access you can also use our prebuilt report Resources: Asset Expiries

Things to know

  • Only one Expiry Date and Alert Date can be set per document attachment.
  • To track the same document type across multiple assets, attach it to each asset separately with individual dates.
  • For documents that expire whichever comes first - a date or a reading - use Date and number expiry type and complete all four fields:

    Date and number expiry form - all four expiry fields are required

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