Doc Summary
What is Document Expiration? #
Document Expiration is a feature in Aiphilia that allows users to set an expiration timeline for documents sent for signature. Once a document reaches its expiration date, it is automatically marked as expired and becomes inaccessible for signing or form completion by recipients. This function supports accuracy and control in time-sensitive workflows such as contracts, onboarding documents, and compliance forms.
Key Benefits of Document Expiration #
Document Expiration is designed to enhance document lifecycle management by introducing time-bound control and communication. It provides administrative teams with greater oversight and accountability.
- Ensures contracts and forms are signed within a valid timeframe
- Prevents outdated or obsolete documents from being acted upon
- Automatically marks expired documents, reducing manual tracking
- Improves visibility with expiration status in the dashboard
- Provides a consistent user experience with on-document expiry notices
- Enables optional reminder notifications to encourage timely action
How to Enable Document Expiration #
This section explains how to activate Document Expiry settings globally at the location level to ensure consistency across all documents.
- Navigate to Payments > Documents > Settings > Documents
- Locate the option labeled Document Settings on the left menu
- Scroll to Expiration Settings and Toggle the switch to activate the feature
- Enter the default number of days after which documents should expire (this value can be overridden at the document level)
- (Optional) Enable reminder notifications to be sent to recipients 1 day before expiry
The countdown begins from the time the document is sent and aligns with the location’s timezone for precision.
What Happens When a Document Expires? #
Once a document reaches its expiration date, several actions take place automatically to ensure clarity and enforceability.
- The document’s status is updated to Expired in the document list view
- Recipients attempting to access the document will see a notification indicating the document has expired
- Signatures or data input will be disabled, preserving the document’s integrity
- Senders may resend the document or contact recipients for further action
Notifications and Customization Options #
Administrators can choose to send recipients a reminder email 1 day before a document’s expiration. These notifications help reduce the risk of delays and incomplete submissions.
Customization options include:
- Subject line
- Email body content
- Branding and sender identification
These reminders can be enabled globally or on a per-document basis, offering full flexibility based on business needs.
Frequently Asked Questions #
Q: Can I change the expiry date after the document has been sent?
No. Once a document is sent, the expiry date is fixed. To change it, a new document must be created and sent.
Q: Are reminder emails enabled by default?
No. Reminder notifications must be manually enabled either at the global settings level or per document.
Q: What happens to documents after they expire?
Documents are marked as “Expired” but remain accessible in the dashboard for reference. They can no longer be signed or edited by recipients.
Q: Will recipients be notified when a document expires?
Recipients will see a message on the document page stating that the document has expired. However, there is no automatic post-expiry notification unless configured externally.
Q: Can I disable the Document Expiry feature after enabling it?
Yes. You can return to the settings panel and toggle off the feature at any time.
Q: Is the expiry time based on the recipient’s time zone?
No. Document expiry is calculated using the sender’s location timezone to maintain consistency.
