Document expiry tracking

Document expiry tracking is Coming soon. The design described below is what we are building to.

What it will do

PropLink will record an expiry date on every certificate, policy and time-bound document. Examples:

• Gas safety certificates (CP12) — annual.
• Electrical Installation Condition Reports (EICR) — five-yearly.
• Fire Risk Assessments — typically annual or three-yearly depending on building type.
• Insurance policies — annual.
• Vendor insurance and certifications — varies.
• Energy Performance Certificates — ten-yearly.

When the expiry approaches, PropLink will surface the document on:

• The compliance matrix (red if expired, amber if due in 30 days).
• The renewal dashboard.
• The relevant manager's daily digest.
• The vendor's compliance dashboard (for vendor documents).

How it will be set

When you upload a document or replace a version, PropLink will prompt for the expiry date based on the document type. Common types pre-fill from a default rule (gas certificates expire in 12 months) but you can override.

Bulk expiry import

Existing files do not have expiry dates set. We will support bulk-applying expiry dates via a CSV mapping file name to expiry, so customers migrating in can backfill in one step.

Why it is not live yet

The dependency is the document type taxonomy and the rule engine that infers expiry from type. We are confirming the taxonomy with customers before shipping. The compliance matrix already tracks expiries for events tagged as compliance; the gap is for ad-hoc documents that do not have an associated maintenance event.