--- title: "Contract Renewals, Flagged Before They Slip" description: "Email alerts and reminders for contract renewals in a SharePoint Server library: on a status change, 30 days before the date and in a weekly digest." url: https://www.virtosoftware.com/use-cases/contract-renewal-alerts-sharepoint-server/ language: en-US last_modified: 2026-10-23T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/contract-renewal-alerts-sharepoint-server/index.md --- # Contract Renewals, Flagged Before They Slip Supplier contracts in a SharePoint Server library email their owners when a contract turns Renewal due, 30 days before its renewal date and in one weekly digest. Built with Virto Notifications & Alerts On-Premises on your own farm. Illustrative reminder email thirty days before a renewal: the Fabrikam IT support contract renews on 22 November, at $48,000 a year. Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide ## Alert, Remind, Summarize: Three Rules on One Library Virto Notifications & Alerts On-Premises sits on an ordinary SharePoint Server page and watches any list or library you point it at. The screens are from our SharePoint Subscription Edition demo farm: a Vendor contracts library with six supplier contracts, each with a vendor, an owner, a renewal date, an annual value and a status. Step 1 · Alert ### An email the moment a contract turns Renewal due #### Conditions on any field A rule can watch every change or only some: equals, contains, greater or less than, is empty, was changed, and several conditions together. #### Email, SMS or Clickatell Each rule sends by email over your SMTP server, by SMS, or through the Clickatell gateway. ![The Options tab of the rule Contract marked Renewal due in Virto Notifications & Alerts On-Premises: Filter items set to Use condition(s), with Status equals Renewal due and, joined by And, Status was changed; When To Send Alerts set to Send notification immediately; the box Send separate e-mail for each item unticked](https://www.virtosoftware.com/images/use-cases/contract-renewal-alerts-sharepoint-server/condition.webp) Two conditions on the Status field: the alert goes out only when a contract changes to Renewal due. Step 2 · Remind ### A reminder 30 days before the renewal date #### Before, on or after a date Any date field can drive a reminder: on the day, a number of days before or after, a number of days taken from another field, with or without a daily repeat. #### One digest instead of ten emails Changes can also be collected into a daily or a weekly summary, sent on the day and at the hour you set. ![The Options tab of the reminder Renewal in 30 days: Filter items set to Apply to all items, When To Send Reminders set to the Renewal date field, The e-mail will be sent Before 30 Days, Set Time ticked with Time 09 : 00](https://www.virtosoftware.com/images/use-cases/contract-renewal-alerts-sharepoint-server/reminder.webp) The reminder reads each contract's Renewal date and writes 30 days earlier, at 9:00. Step 3 · Read ### The email the contract owner gets #### Your own message Subject and body are written once, with tags for the item's title, the change and the old or new value of any field, plus a header and a footer. #### Recipients beyond the site To, CC and BCC take people or any outside address, and To also takes a contact list, with your own sender name and reply-to. ![The alert email in Outlook on the web: subject Renewal due: Fabrikam - IT support services.pdf, the heading Fabrikam - IT support services.pdf - Item modified, and the lines Vendor: Fabrikam, Inc., Annual value: $48,000 and Renews on 11/22/2026. Confirm the renewal with the vendor or give notice.](https://www.virtosoftware.com/images/use-cases/contract-renewal-alerts-sharepoint-server/email.webp) The email the farm sent a minute after the Fabrikam contract turned Renewal due. ## Key benefits ### No missed notice periods A reminder before each renewal date leaves time to renegotiate or cancel instead of renewing by default. ### Quiet unless it matters Conditions on any field keep routine edits from turning into email. ### One digest for managers A daily or weekly summary replaces a stream of single alerts. ### Your farm, your data The web part runs inside your SharePoint Server farm; the contracts stay on your servers. ### Every rule on one page Alerts and reminders for the site are listed, searched, enabled and disabled in one web part. ### A perpetual licence On-premises licences never expire; a yearly renewal brings updates and support. ## What contract renewals need, and what handles them | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | A contract must be renewed or cancelled before its notice period ends | Virto Notifications & Alerts On-Premises | A reminder on the renewal date field writes to the owner 30 days ahead, or as many days as the notice period needs. | | Legal must know when a contract's status changes | Virto Notifications & Alerts On-Premises | An alert with conditions fires only for the change that matters, not for every edit. | | A manager wants one overview, not an email per change | Virto Notifications & Alerts On-Premises | A daily or weekly summary collects every change in the library into one message. | | An outside counsel or a vendor's account manager has to be told too | Virto Notifications & Alerts On-Premises | Any email address can be a recipient, next to the people in your directory. | | The contracts live in SharePoint Online, not on your own servers | Virto Alerts & Reminder App | The Microsoft 365 app sends alerts and reminders from SharePoint Online lists and libraries. | | Drafting, negotiating and signing the contracts | A contract lifecycle management system | The web part tells people about contracts kept in SharePoint; it does not draft, negotiate or sign them. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Notifications & Alerts On-Premises](https://www.virtosoftware.com/sharepoint/sharepoint-alerts-and-reminders-web-part/): Craft alerts, reminders, or notifications for any user or group, with options for email, SMS, etc. - [Virto Multiple File Operations On-Premises](https://www.virtosoftware.com/sharepoint/multiple-file-operations/): Execute a wide array of file actions—upload, download, delete, copy, move, check-in, approve, and edit. - [Virto Workflow Automation](https://www.virtosoftware.com/sharepoint/workflow-automation-sharepoint-onprem/): 270+ no-code workflow activities, and Workflow Status Monitor to see which workflows are running or have failed. ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![Secure Productivity for IGOs](https://www.virtosoftware.com/images/use-cases/virtosoftware-tested-by-nato.webp) ### Secure Productivity for IGOs Transform your secure project management, enhance mission coordination, and get your security and compliance features running like clockwork with VirtoSoftware's NATO-tested secure productivity solutions. ![Multiple File Management](https://www.virtosoftware.com/images/use-cases/file-management.webp) ### Multiple File Management Built for high-compliance organizations: Virto Multiple File Operations On-Premises uploads, moves, copies, deletes and re-tags SharePoint files in bulk, under the permissions you already set—without scripting or IT help. ![Expiration & Renewal Reminders](https://www.virtosoftware.com/images/use-cases/expiration-renewal-reminders.webp) ### Expiration & Renewal Reminders Each owner gets an email 90, 60 and 30 days before a contract, certificate or licence ends, and the team lead gets one weekly table — from the SharePoint list you already keep.