Plan renewals ahead and add them to your calendar

Renewals looks ahead from the accepted documents you already have. Each row is a requirement whose accepted documents keep it current until a date inside the window, so you can ask for the next document before the gap opens.

How do I open Renewals?

1. Open Documents

   Choose Documents in the sidebar, then Renewals above the list.

2. Choose how far ahead

   Set Look ahead to 30 days, 60 days or 90 days, type a supplier or requirement in the search box if you like, and choose Apply.

What does each row show?

The date the requirement stops being current, and whether it is an expiry or a review date; the requirement, the supplier and the site; who owns the supplier relationship; and any work already under way, such as an open request, a document awaiting review or paused reminders. Why this date? lists the accepted documents behind the date. A document waiting for review never extends it.

Outside this window counts the requirements Renewals leaves out, such as those with no accepted document or a date beyond the window. Review coverage and gaps opens the full list.

How do I prepare a renewal request?

1. Choose Prepare renewal

   On a row with no work under way, choose Prepare renewal. It shows the confirmed date and any current work, so you don't ask twice.

2. Confirm the request

   Check which sites the request covers, then choose Confirm new request. The request opens ready to send, like any other request. See Ask a supplier for a document.

When work is already under way, the row offers it instead: Open request, View pending review or Open collection.

How do I add renewals to my calendar?

1. Open the calendar options

   On Renewals, choose Add to calendar.

2. Choose whether events carry names

   Include supplier, requirement, site and workspace names is ticked, so each event says what is due. Your calendar provider (Google, Microsoft, Apple or another) receives those names. Untick it and each event says only that a supplier document renewal is due, with a link back here.

3. Subscribe or download

   Choose Create private link, then Copy link and add it in your calendar app as a calendar from a URL. It is shown only once. Or choose Download .ics for a one-time file.

The link covers the next 90 days (up to 500 dates), and calendar apps are asked to refresh it every six hours; some take longer. It is yours alone: anyone with it can see the dates, so keep it private. Reset link stops the old link and gives you a new one; Turn off stops it at once. A changed names choice applies to your link after a reset.