How to configure automatic alarms?

Define rules allowing you to automatically create reminders on your contracts.

The user (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".

• Create an automatic alarm
• Configure the conditions under which the alarm applies
• Configure who is notified and when

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

⚠️ Any automatic alarm created is retroactive, meaning that it will apply to future documents uploaded, but also the one's 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 on Add an automated alarm at the bottom of your screen. You will then be prompted to indicate:

• the title of the alarm by clicking on the corresponding pencil icon: enter a title allowing you to easily identify the action to be carried out in connection with this reminder;
• a description of the alarm: the description 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 then specify in which condition the alarm applies.

The conditions are cumulative, so you can add other conditions to specify further the conditions of your alarm.

For example, you want the alarm to apply 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 you want to apply to your alarms must be information available on DiliTrust from your summary sheets.
In our example above: the document type "Service contract" must exist on DiliTrust, your summary sheet must contain a "Country" field.

For the alarm to apply, the fields included in the conditions must also be correctly completed in your summary sheets.

Configure who is notified and when

Then, you will be invited to configure the people to notify as well as the notification dates and their recurrence:

• Who will be notified? Indicate here the people or teams you want to notify.
  
  
  • Notify owner: Defined beforehand for each document, select the owner category to notify (legal, operational, other).
    
    
  • Document creator: by selecting (checking / unchecking) this option, the person who uploaded the document, will be 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 a notification date (to receive multiple reminders for the same alarm at different times), click Add notification date.
  To be more specific when it comes to the notification date, use computed dates, depending once again on the dates present on your summary sheets:
  
  
  • Click on add a notification date
  • Click on the type of date you want to be notified on 
  • In the computed section, choose the different dates concerned and whether you wish to add or subtract these dates

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

• Recurrence: It is possible to repeat the alarm: every day / week / month / year. The user will then be notified again according to the chosen recurrence. This repetition will apply until the reminder is indicated as "Mark as done" by the user.

Example: if you indicate a recurrence "Every day", the user will receive a reminder by email every day, as long as he has not indicated that the reminder has been processed by clicking on "Mark as done".

In our 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".

You will therefore need to indicate:

• Who will be notified? > Select the "Sales France" team
• Notification dates> Enter two notification dates:
  • 90 days before the expiration date +
  • 30 days before the expiration date

If among the documents already stored, the criteria of the alarm apply, these document will also be impacted. When saving the alarm, a window will pop up with a list of your documents impacted by the alarm. 

Once your automatic alarm set up, save it.