Automation Notifications for Licensing

  • Published on Jul 16, 2025
  • 2 minute(s) read
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Notification Automation Options

3 types of notifications can be automated for the renewal process. Those are:

  • Active Notice

  • 30-Day Notice

  • Expiring Notice

Active Notice

The active notice is sent each day. It goes to users with an active license issued in the current month. Each user will get the message only once. If a license issue date is older than the current month, the email will not be sent.

30-Day Notice

The 30-day notice is sent every day. It finds all licenses that will expire soon. This means licenses expiring from today up to the next 30 days. The message will only be sent once.

Expiring Notice

This notice is sent each day. It goes only to licenses that expire today. If the expiration date has been moved to a future or past date, the license holder will not receive the email.

Who Receives the Email?

These notices will go to the primary contact’s email address for automation. If not provided, it uses the business email address.

Set Up Your Notice Instructions

  1. Sign in to your site

  2. Navigate to Admin Tools and select Organizational Settings The Admin Tools expandable menu, then the Organization Settings option.

  3. Expand License Settings The expandable License Settings option.

  4. For the Active Notice, select the letter you want to send under the License Active Form. The form you select will be attached to the email as a PDF. The field labeled License Active Form.

  5. For the 30-Day Notice:

    • Select Yes under Do you want to automatically notify the license holder of pending expiration? The drop down menu labeled Do you want to automatically notify license holder of pending expiration.

    • Then select the letter you want to send in the dropdown for Notice of pending expiration received 30 days before the expiration date. The form you select will be attached to the email as a PDF. The drop down menu labeled Notice of pending expiration received 30 day prior to expiration date.

  6. For the Expired Notice, select a letter to send under License Expiration Notice. The form you select will be attached to the email as a PDF. The field labeled License Expiration Notice.

  7. Click any Initiate Procedure/Click to test link. This will start a process that looks for licenses. It searches for active licenses, expiring in 30 days, or already expired. License holders will receive the email.The URL labeled Click to test to the right of the License Expiration Notice text.

  8. The final step is to set the content of the email. Navigate to Admin Tools and select Forms Customization. The expandable menu labeled Admin Tools, then the Forms Customization option.

  9. On the right-hand side, click the Content button The button labeled Content.

  10. In Select Content, the following content areas are the body of the emails that are sent. An example image of the email bodies in the Select Content drop down menu.

    • LICENSE EMAIL BODY: The email body for an active license notification

    • LICENSE 30 DAY PRIOR TO EXPIRATION EMAIL BODY: The email body for a 30-day notification

    • LICENSE ON EXPIRATION EMAIL BODY: The email body for expiration notification

Adhoc Send Notifications

Click any Initiate Procedure link. This will start a process that looks for licenses. It searches for active licenses, expiring in 30 days, or already expired. License holders will get the email only once. This is true even if the Initiate Procedure link is clicked multiple times. The process looks for new licenses that meet these conditions.

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