About this plugin
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
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.
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
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
html for the full license text.