The date that matters is the notice deadline, not the end date
Contract dates are kept against the end date, which is the wrong date. The decision must be made before the notice period starts. A reminder on the expiry date is proof that the choice has already been made for you.
Automatic renewal is the mechanism that makes this fail. It is a clause that extends the agreement for another year unless notice is given. It is generally the most expensive provision in such agreements, and the one least likely to be noticed.
The length of the notice period depends on the contract and may even vary by clause. A single global reminder rule would be wrong for most of the portfolio.
A reminder means something only with acknowledgment. Without acknowledgment, the cycle continues, the system comes to ignore it, and the important deadline passes with the rest.
How the ActionFlow runs on the canvas
The source is the clause table from your extraction process. Each row holds an end date, a notice period, a renewal mechanism, and an owner in an Airtable or PostgreSQL node.
A Start Scheduled node reads it daily. A Date node computes the notice deadline from the end date and the notice period, per contract. That computed field is what everything else works from.
A Filter node keeps the contracts whose notice deadline falls within your warning period. A second Filter node then separates those with automatic renewal into a separate group, because missing them costs more.
An If node checks the acknowledgment status for the row. If a contract has been acknowledged, reminders stop.
The Slack node tells the owner the notice deadline, the renewal procedure, and the clause text. The Wait node holds control. Escalation goes first to the legal lead, then to the commercial owner.
When someone responds, the HTTP Request node writes an acknowledgment back to the row.
A monthly Start Scheduled flow produces a forward view of every deadline in the next two quarters, which is what turns this from an alerting system into a planning one.
Nodes this ActionFlow uses
- Airtable (Integration): holds end date, notice period, renewal mechanism, and owner. PostgreSQL fits the same slot.
- Start Scheduled: reads the portfolio daily and produces the quarterly forward view.
- Date (Util): computes the notice deadline per contract, which is the field that matters.
- Filter (Data): selects the warning window and separates automatic renewals for longer lead time.
- If (Control): stops reminders once a contract is acknowledged.
- Wait (Control): holds between escalation levels.
- Slack (Communication): notifies owner, then legal lead, then commercial owner.
Frequently asked questions
Start building AI workflows
Create a free account, open a template or a blank canvas, and run your first ActionFlow.
Newsletter
Get product updates
New nodes, agents, and product notes. We send mail only when we have something worth opening.