How to configure automatic alarms?

Define rules that let you automatically create reminders on your contracts. If your role allows it, you (as an administrator) can create an automatic alarm rule.

For example: "For all service contracts in France with automatic renewal, I want the France sales team to be informed 90 days and 30 days before the expiration date."

During your configuration, remember to save the automatic alarm by clicking the dedicated button at the bottom right of your screen.

⚠️ Any automatic alarm you create is retroactive: it applies to documents uploaded in the future, but also to those already stored in the tool.

⏰ Create an automatic alarm

To create an automatic alarm, you must have a role that allows you to edit automatic alarms. If your role allows it, you can access a dedicated Alarms section in the Settings.

To create a new alarm, click Add an automated alarm at the bottom of your screen. You will then be prompted to indicate:

• the title of the alarm (click the pencil icon): enter a title that lets you easily identify the action linked to this reminder;
• a description of the alarm: it details the purpose and conditions of the alarm. This field is optional.

✅ Configure the conditions under which the alarm applies

In the "Conditions" part of the alarm settings, click Add a condition. You can then select a condition among those available, and specify in which case the alarm applies.

Conditions are cumulative, so you can add more conditions to refine when your alarm applies.

For example, to apply the alarm to all service provision contracts in France:

• Select the Document type criteria, then the document type "Service provision";
• Select the Country criteria, then the country "France".

The conditions applied to your alarms must be information available on DiliTrust from your summary sheets. In the example above, the document type "Service contract" must exist on DiliTrust and your summary sheet must contain a "Country" field. For the alarm to apply, the fields used in the conditions must also be correctly filled in your summary sheets.

✍ Configure who is notified and when

Next, configure the people to notify as well as the notification dates and their recurrence.

• Who will be notified?
  • Notify owner: defined beforehand for each document — select the owner category to notify (legal, operational, other).
  • Document creator: when checked, the person who uploaded the document is notified;
  • Search a user: search among existing users or teams in the tool. For automatic alarm notifications, users must have an account.
• Notification dates: indicate when the user will be notified. This date must be calculated based on a date available in the summary sheet. To add another notification date (to receive multiple reminders at different times), click Add notification date.

For documents that are tacitly renewed, a reminder is created on the notification date for each renewal period, and the indicated users are notified on that date. To enable this, add a condition so the rule applies to documents whose summary sheet indicates "Automatic renewal" for the "Duration condition" field.

To be more precise about the notification date, use computed dates, based again on the dates present on your summary sheets:

1. Click Add a notification date;
2. Click the type of date you want to be notified on;
3. In the computed section, choose the dates concerned and whether to add or subtract them.

For example: get notified X days before the billing date minus the advance notice of termination.

• Recurrence: you can repeat the alarm every day / week / month / year. The user is notified again according to the chosen recurrence until the reminder is set to Mark as done.

Once your automatic alarm is set up, save it. If some already stored documents match the alarm's criteria, they will also be impacted; when saving, a window lists the documents affected by the alarm.

⚡ Calculated dates and bundles

When your notification date is a calculated (computed) date, the calculation reads the attribute value stored in the document's own Summary Sheet — specifically the Summary Sheet of the main contract the rule applies to.

It does not use the value displayed in the Overview (the bundle-level view). So even when a contract is part of a bundle, a calculated-date rule is evaluated against the main contract's Summary Sheet, not against attributes shown at Overview/bundle level.

❓ FAQ

When I apply a rule with a calculated date on an attribute, does it take the attribute from the Overview (in a bundle), or only from the summary sheet of the main contract?

Only from the Summary Sheet of the main contract. The calculated-date rule uses the value stored in that document's Summary Sheet, not the value shown in the Overview.