Find missing and expiring documents on the Documents page
In short
To see which certificates expire soon or are missing, open Documents in the sidebar. It lists every requirement assigned to your suppliers with its status, the date it stays current until, its response due date and the reason for its status. Choose Expiring within 30 days to see what needs renewing, then ask the supplier for the new document or upload it yourself. The earlier accepted document keeps the requirement current until its own dates end.
Home shows four counts: Critical and overdue, Expiring within 30 days, Documents to review and Missing documents. The Documents page shows the requirements behind them, one row for each requirement assigned to a supplier.
What does the Documents page show?
Each row shows the Requirement / supplier, its Status, Current until, the Response due date and Why this status. Each row ends with what you can do: Review document opens a document waiting for review, and View requirement opens the requirement on the supplier’s Requirements tab. A role that can’t record review decisions sees View document instead.
Current until is the last day the accepted documents keep the requirement current without a gap. It reads “No end date” when an accepted document has no expiry or review date, and shows a dash when the requirement isn’t current. See What document coverage and each status mean.
How do I narrow the list?
- All requirements: everything assigned.
- Critical and overdue: critical requirements past their response due date that aren’t current, have no exception and aren’t marked not required.
- Expiring within 30 days: accepted documents that expire or are due for review within 30 days.
- Missing documents: none current, or sent back for changes.
- Current: requirements with an accepted, in-date document.
To find one supplier or requirement, type in the search box and choose Search.
How do I renew an expiring document?
Open the expiring list
On Documents, choose Expiring within 30 days.
Open the requirement
Choose View requirement on a row. The supplier’s page opens at that requirement.
Ask for the new document, or add it yourself
Prepare a request to the supplier contact, or upload the renewed document if you already have it. See Ask a supplier for a document and Upload a document you already have.
Review the replacement
When it arrives, review it like any document. Once it is accepted, its dates decide how long the requirement stays current.
Automatic reminders can also ask suppliers for a new document before an expiry or review date. See Set up automatic reminders.
What happens while the replacement waits?
Nothing changes until someone accepts the replacement. The earlier accepted document keeps the requirement current for its own dates, and the row says the new version is waiting for review and the current one still counts. A waiting replacement never extends the old expiry, so a gap still shows when the old document ends.
Can I export the list?
Yes. Export document coverage downloads the current view as a CSV file, with a current_until column. It is available to Owners, Admins, Managers and Reviewers, and may ask you to sign in again.
Common questions
- Why doesn’t a renewed certificate show as Current yet?
- It is waiting for review. The status changes only when a person accepts it; until then, the earlier accepted document keeps the requirement current for its own dates.
- What counts as expiring?
- An accepted document whose expiry date or review date falls within the next 30 days.
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