Critical Dates

Why do this?

Adding a critical date allows you to schedule email reminders for upcoming dates. You can manage the email subject, the initial date, recurrences (if applicable), and email recipients.

Who can do this?

Admins, Editors, and Contract Moderators can see critical dates on the contract summary page.
Admins and Editors can add, edit, and complete critical dates.

Where can you do this?

Critical dates can be viewed and managed under the Critical Dates tab on the contract summary page.

How to Add a Critical Date

Hover the cursor over Explore, then select Contracts.
Click the contract where you’d like to add the critical date.
In the contract file, click on the critical dates tab.
Click Add Critical Date.
In the popup, enter the subject.
This will appear in any notifications for the critical date so that people will know what needs to be done on the critical date.
Select the date.
Select whether or how often the critical date will repeat.
Repeating critical dates will auto-generate at the frequency you specify based on the original critical date.
- If the critical date will not recur (default), proceed to add alerts.
- If the critical date will repeat, select when repetition will end:
  Never, on a selected date, or after a specified number of occurrences

Adding an alert is technically optional, but if you do not add an alert for a critical date, then no notifications about the critical date will be sent to anyone.

Add one or more alerts for the critical date:
- Click Add Alert.
- Configure the Notify settings:
  - Select whether the notification should be sent days, weeks, or months before or after the critical date.
  - Specify the interval value, e.g. 3 days or 4 weeks, based on the selected interval type.
  - Select whether the notification should be sent before the critical date (reminding recipients that the critical date is upcoming) or after the critical date (reminding recipients that the critical date has passed).
- Under Alert Recipients, select the users you want to receive the alert.

The primary responsible party is selected by default, but critical date alerts can be sent to any system user.
You can deselect responsible parties so they will not receive notifications for this critical date.
Recipients will receive an automated email notification as the critical date approaches and if the critical date passes.
Notifications will be sent for each repeating occurrence if a critical date is repeating.
Notifications are not sent for contracts that have been archived or terminated.

When finished, click Add Critical Date.
OR
To close the popup without adding the critical date, click Cancel or ✖.

How to Edit a Critical Date

Navigate to the the contract with the critical date you’d like to edit.
Hover over the critical date, then hover over the ellipses (…) on the right.
Select Edit.
In the popup, edit as needed.
When finished, click Save.
OR
To close the popup without saving your changes, click Cancel or ✖.

The bell icon indicates that one or more alerts have been set for the date. The cycle icon indicates a repeating critical date.

How to Complete a Critical Date

Completing a repeating critical date will prevent it from automatically creating any future critical dates in the series. Either leave the critical date incomplete or, if you complete it, create a new repeating critical date upon completing the current critical date in the series.

Note that only the first instance of a repeating critical date will appear in the critical dates tab.

Navigate to the the contract with the critical date you’d like to complete.
Hover over the critical date, then hover over the ellipses (…) on the right.
Select Complete.
Complete the Comment on Completed Critical Date field.
When finished, click Complete.
OR
To close the popup without completing the critical date, click Cancel or ✖.