Certificate And License Expiry

Missed renewals of certificates and licenses cause fines and lost contracts. This module adds an app that records certificates and licenses with number, customer, type, dates, tags, project and responsible person. Daily scheduled actions move records to expired soon or expired and send reminder emails. Managers use it on top of Project, Contacts and the Website portal. Customers can see their own records in the portal and PDF reports can be printed.

1. 1

   Register certificates

   Under Certificates And Licenses > Certificates the user creates a certificate with name, customer, type, start and expiry dates, issuing company, tags, project, task and product. The certificate number comes from a sequence. Kanban, list, form and search views are available.

   • Fields: Customer, Type, Start Date, Expire Date
   • Fields: Issued By, Project, Task
   • Numbered by sequence
2. 2

   Register licenses

   Licenses use the same structure under their own menu with a license number and license types. The user fills customer, dates, tags and responsible person. Both types share the same statuses.

   • Menu: Licenses
   • Fields: License Types, Tags
   • Same statuses
3. 3

   Define types and tags

   Certificate types and license types are configured as simple lists. Tags classify records for search and grouping. Users pick them on each record.

   • Certificate types
   • License types
   • Tags
4. 4

   Activate the record

   The Active button moves a record from New to Active. The dates then drive the statuses automatically. Managers see counts on the contact via smart counters.

   • Button: Active
   • States: New, Active
   • Certificate and license counts on partner
5. 5

   Monitor expiry automatically

   Daily scheduled actions check every record. Those close to their end date become Expired Soon and those past it become Expired. Mail templates send the reminders.

   • Scheduled actions: daily
   • States: Expired Soon, Expired
   • Email reminders
6. 6

   Print PDF reports

   From the record the user creates a certificate or license PDF report. The report is built from a QWeb template and can be sent to the customer. It documents the data at print time.

   • Report per certificate
   • Report per license
   • QWeb template
7. 7

   Customer portal

   Customers open My Certificates And Licenses on the portal and see their own records. Routes support grouping and search. The Customer role limits data to the owner's records.

   • Routes: /my/certificates, /my/license
   • Group and search
   • Record rules by customer

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