Document Expiry Reminder

Document Expiry Reminder helps you keep track of documents that expire — licences, certificates, contracts, permits, insurance policies and similar records — and reminds the right people before they lapse.

This plugin assists with document-expiry tracking and reminders. It does not provide legal advice or guarantee regulatory compliance.

Major features

• Document tracking — title, reference number, category, owner (a WordPress user), issue date, expiry date, workflow state, and notes, with a calculated status (Active, Expiring Soon, Critical, Expired, or No Expiry) that recalculates automatically as dates approach.
• Automated reminders — a daily scan sends email reminders on configurable days-before/after-expiry offsets, to configurable recipients (site administrator, document owner, or a custom email address), either globally or overridden per document.
• Renewal history — renewing a document records the previous dates and file as an immutable history entry; nothing is ever overwritten or lost.
• Secure file uploads — attach a scanned copy of a document, stored outside the web-servable uploads path and served only to authorized users.
• CSV import and export — bulk-load documents from a spreadsheet, or export the current list, with a preview-before-import safety step.
• Role-based access — an Administrator role and a Document Manager role (everything except plugin settings), built from nine independent capabilities so access can be tuned further if needed.
• Notification history — every reminder ever sent, failed, or skipped is recorded and reviewable, with a manual retry action for failures.
• Privacy-aware — integrates with WordPress’s built-in personal-data export and erasure tools.
• Accessible — audited against WCAG 2.2 AA (see docs/ACCESSIBILITY.md in the plugin’s source repository).
• Deactivating the plugin never deletes your data. Uninstalling it only deletes data if you explicitly opt in beforehand.

Who this is for

Anyone tracking documents with a hard expiry date and a real cost of missing it: compliance certificates, professional licences, insurance policies, contracts, permits, domain/SSL-adjacent internal records, or similar. It is a WordPress-native alternative to a spreadsheet with a manually-checked «renew by» column.

Configuration

All configuration lives on Document Expiry → Settings:

• Expiring soon days / Critical days — how many days before expiry a document is considered «expiring soon» or «critical», for the calculated status shown throughout the admin.
• Reminder processing time — the time of day (in your site’s configured timezone) the daily reminder scan runs.
• Batch size — the maximum number of reminder emails sent per processing run, to bound how long any one run takes.
• Global reminder rules — one or more «N days before/after expiry, send to X» rules that apply to every document left on the default «inherit» reminder mode. Individual documents can instead be given their own document-specific rules, or have reminders disabled entirely.
• File uploads — enable/disable, maximum size, and allowed file extensions.
• Email sender name / reply-to — used on outgoing reminder emails.
• Delete data on uninstall — off by default; see «Privacy» below.

All dates entered anywhere in the plugin are interpreted, calculated, and displayed in your site’s configured timezone (Settings → General → Timezone in WordPress core), not UTC and not the server’s local time.

See docs/ADMIN-GUIDE.md in the plugin’s source repository for a full walkthrough of every screen.

Privacy

This plugin stores documents, categories, reminder rules, renewal history, uploaded files, and notification records in its own database tables. The only personal data involved is the association between a document and its «owner» (a WordPress user) and the recipient email addresses reminder notifications were sent to.

• It registers wp_add_privacy_policy_content() suggested policy text.
• It supports WordPress’s built-in «Export Personal Data» tool for a document owner’s associated documents.
• It supports WordPress’s built-in «Erase Personal Data» tool: erasing a user anonymizes their owner_user_id reference on documents (the documents themselves, and their history, are never deleted by an erasure request — only the personal-data linkage is removed).
• It makes no external network calls and uses no third-party analytics, advertising, or tracking service of any kind.
• Deactivating never deletes data. Uninstalling only deletes data if you have explicitly opted in via Settings beforehand.

Support

Please use the plugin’s WordPress.org support forum for questions. Include your WordPress version, PHP version, and (if reporting a bug) the steps to reproduce it and any relevant error messages — never include real document contents, email addresses, or other personal data in a public support request.

License

This plugin is licensed under the GPLv2 (or later). See https://www.gnu.org/licenses/gpl-2.0.html for the full license text.