The Vehicle Document Expiry Notification Settings is a centralized, single-instance configuration page that allows you to automate alerts for expiring vehicle documents. This ensures that you are always notified before critical documents like Insurance, Permits, and Pollution Certificates expire, helping you maintain fleet compliance.
Key Features
- Multi-Channel Alerts: Enable or disable notifications across different channels, including Email, SMS, and WhatsApp.
- Individual Alerts: Send immediate notifications for specific expiring documents based on a predefined schedule.
- Consolidated Reports: Schedule and send a consolidated expiry report to a list of recipients. This report can be generated in XLSX, PDF, or HTML format.
- Customizable Content: Tailor the email subject and message content using dynamic placeholders for vehicle number, due days, and expiry date.
- Flexible Scheduling: Define how many days before expiry an alert should be triggered and set the frequency (e.g., Daily, Alternate Days, or only once).
How to Configure Expiry Notifications
- Navigate to the settings page by searching for Vehicle Document Expiry Notification Settings in the Awesome Bar.
- Since it is a singleton DocType, the settings page will open directly.
- Configure the notification channels (Email, SMS, WhatsApp) and alert details as described in the fields table below.
- Save the settings. The automated alerts will run based on the configured schedule.
Configurable Fields
Notification Channels
| Field |
Description |
| Is Email Notification Enabled |
Check this box to enable automated email alerts for individual expiring documents. |
| Is SMS Notification Enabled |
(Future Use) Check to enable SMS notifications. |
| Is WhatsApp Notification Enabled |
(Future Use) Check to enable WhatsApp notifications. |
Individual Email Alert Settings
| Field |
Description |
Required |
| Send Email Alert For |
A multi-select table where you can choose which vehicle documents to monitor for individual expiry alerts (e.g., Vehicle Insurance, Vehicle Base Permit). |
Yes (if enabled) |
| Email Subject |
The subject line for the automated email alerts. |
Yes (if enabled) |
| Email Message Content |
The body of the email. You can use HTML and placeholders like {vehicle_no}, {due_days}, and {expiry_date} to create dynamic content. |
Yes (if enabled) |
| Alert From Mail ID |
Select the outgoing Email Account from which the alerts will be sent. |
Yes (if enabled) |
| Internal Email To |
A space-separated list of internal email addresses that will receive the individual alerts. |
No |
| Alert Frequency |
Define how often the alerts should be sent (e.g., Daily, Alternate Days, Only Once). |
No |
| Expiry Alert Threshold |
The number of days before the expiry date to start sending alerts. For example, a value of 30 will trigger alerts for documents expiring within the next 30 days. |
No |
Consolidated Expiry Report Settings
| Field |
Description |
| Is Consolidated Expiry Alert Enabled |
Check this to enable the scheduled sending of a single report summarizing all upcoming expiries. |
| Send Expiry Alert For |
Select the document types to include in the consolidated report. |
| File Type |
Choose the format for the report attachment: XLSX, PDF, or HTML. |
| Consolidated Expiry Receipient Email |
A space-separated list of email addresses that will receive the consolidated report. |
| Expiry Consolidated Alert Threshold |
The look-ahead period (in days) for documents to be included in the report. |
| Send Expiry Alert From |
The outgoing Email Account to use for sending the consolidated report. |