Edit records, dates and responsibility

Open a record from any view. The side panel now has more space on desktop, expands further on large screens, and uses the available screen width on mobile. Its header stays visible as you scroll.

Lighter section backgrounds and larger headings separate Overview, Record information, Renewal, Dates, Documents, Reminders and Responsibility. Editable fields have their own background; renewal actions use a subtle indigo highlight. Status colours still communicate urgency or a problem. Light mode uses pale blue-grey section backgrounds.

Expand a section to see its controls. Automatic renewal rule, Add another date (or Add milestone / report / date for Grants), Reference, tags and notes, Request a document, Renewal cycles & evidence and Change history start collapsed. Renewal setup still shows Setup needed when unconfirmed, and document requests flag a submission awaiting review. Delivery history starts collapsed unless there is a failed or uncertain attempt.

Many text fields save when you leave the field. Selectors and toggles generally save when changed. Separate actions such as Add date, Mark as renewed and Confirm renewal rule have their own buttons. There is no single “Save everything” step for the entire details panel. Check any save error before continuing.

Identity and business details

The upper part contains the title, the module's organisation/person field, and the relevant module-specific fields described in Add a record. These can be updated as information changes.

Responsible person identifies the workspace member who owns the record. The Reminder recipients section is visible even in a single-person workspace. It shows the owner, additional team members, and external contacts with their confirmation status. Choose Manage reminders to add or remove recipients. The record owner remains included.

The owner and additional team members receive their applicable reminders according to their individual timezones and enabled channels. External contacts receive email after confirming, at 08:00 in the timezone saved for that contact. Naming someone as the holder or vendor does not make them a reminder recipient; add and assign them through Contacts.

Renew this record

This section appears when the record has an eligible open expiry, renewal or end date.

1. Under Date to renew, choose the particular date.
2. Enter the New renewal date.
3. Select Mark as renewed.
4. Review the updated date, reminder schedule and Renewal cycles section.

Use this action to record an actual renewal and retain its previous cycle. If a date was simply entered incorrectly, edit the date instead: correcting a typo is different from recording a renewal.

Renewing one selected date does not mean every unrelated report or milestone has been completed.

Automatic renewal rule

For records with auto-renewal enabled, the panel provides an Automatic renewal rule section.

Choose the renewal date, enter the Term in months, then select Confirm renewal rule. The allowed term is 1–120 months. Automatic date rollover is paused until the term is confirmed.

The renewal term is separate from billing frequency. For an annual agreement paid monthly, use a 12-month renewal term and a monthly recurring fee.

Automatic rollover updates tracked dates under the saved rule. It does not contact a supplier, sign an agreement, make a payment or prove an external service has renewed.

Dates

The Dates section lists all recorded dates, including completed dates and contextual dates.

For an existing date, users can:

• See its type, label and date.
• Edit a manually maintained date.
• Change its type where supported.
• Mark an open obligation complete.
• Reopen a completed obligation.
• Remove a date where the interface permits it.

Notice deadlines are derived from the recorded notice period and the associated renewal/end date. They should be maintained through those underlying terms rather than treated as unrelated dates.

Use Add another date, or Add milestone / report / date for a grant, to choose a date type, enter the date, optionally add a label, and select Add date.

When a deadline is opened from Runway, Timeline or Calendar, the selected date is highlighted in this section.

Good practice: Complete only the specific obligation that has actually been fulfilled. Submitting a quarterly report should not erase the next report or the grant's later spend-by date.

Documents

The Documents section lets users attach files, download retained attachments, parse supported documents with AI, and remove a file after confirmation.

Files approved as replacements can leave the previous document retained and labelled Replaced. This preserves context for earlier renewal cycles.

Deleting a file is different from replacing it. The change log may retain the fact that it existed, but does not recreate its deleted bytes.

Reminders

The Reminders section shows the next scheduled email for each relevant recipient, with the applicable deadline and timezone, followed by delivery history.

The statuses distinguish:

Status	Meaning
Waiting to send	A delivery is queued.
Sending	A delivery attempt is being processed.
Accepted by provider	The sending provider accepted the request.
Delivered to mail server	Delivery was reported to the recipient's mail server.
Failed	A failure was recorded.
Result needs review	The final result could not be confirmed.
Cancelled	The scheduled delivery was cancelled.

Delivered does not mean read. A person's acknowledgement of an obligation is a separate event.

Where available, failed or uncertain results can be retried or dismissed after review. Retrying an uncertain result can send a duplicate if the provider received the original, so the interface asks the user to acknowledge that possibility.

Good practice: Demonstrate the schedule first. If no email is scheduled, check the open dates and recipients rather than assuming that saving a record guarantees a future email.

Who is handling this?

This section works at the individual deadline level.

For each open obligation it shows whether anyone has acknowledged it. Select I am handling this to record your acknowledgement. A user who acknowledged an obligation can release that responsibility.

Expand Reminder pause and backup person for:

• Resume reminders on: choose a date.
• Pause until date: pause the deadline's reminder flow until that date.
• Resume now: end an existing pause.
• Backup person: choose another workspace member, or no backup escalation.
• Escalate if unacknowledged from: choose when the backup rule becomes relevant.
• Save backup rule: confirm the backup arrangement.

The responsible person or a workspace administrator controls the pause and backup settings. Acknowledgement stops backup escalation; it does not stop ordinary scheduled reminders. Pausing reminders does not change the deadline itself. A message already being sent may still arrive.

Request a document

Use this to collect an updated document from someone outside the workspace without giving them a workspace account.

1. Enter the Label shown to the recipient.
2. Choose when the link expires: 1, 7 or 30 days.
3. Select Create upload link.
4. Copy and share the link through your chosen communication channel.
5. Refresh requests after the recipient submits a file.
6. Download and inspect the submission.
7. Under When approved, choose whether to attach it as an additional document or replace an existing current document.
8. Select Approve document, or reject the submission if unsuitable.

Creating the link does not itself send a message. The recipient can submit one PDF, PNG or JPEG up to 3 MB without signing in. Unreviewed submissions expire after the review window shown in the app; the current public upload flow allows 30 days for review.

Open upload links can be revoked. Approving a replacement preserves the previous document and its history. Approval attaches the reviewed file; verify and update its dates separately, or review AI-extracted dates where appropriate.

Automatic domain checks

This section appears for domain records. Enter a hostname and enable daily checks. The panel shows whether checks are enabled, when the last check occurred, observed registry/TLS dates, and any error or unavailable result.

Choose Deadline to update before applying an observed registry or TLS date. The user must explicitly apply it. Daily checks can be paused without deleting the record.

Renewal cycles

This section explains what happened when a record was renewed.

Each cycle shows the previous date, new date, time, and whether the renewal was manual or automatic. Expand it to inspect the previous record context, dates and documents recorded at renewal. Newer snapshots also include responsibility and delivery information in the evidence pack.

Download record evidence pack produces an archive for the individual record containing its dates, retained documents, renewal information, responsibility and retained delivery/change trail.

A document can be downloaded from a cycle when that retained file is still available. If it was later deleted, the historical entry does not restore it.

Change history

Change history records what changed, who or what recorded the change, and when. Expand an entry to compare relevant old and new values.

Events can include record edits, date changes, documents, reminder recipients, responsibility, document requests and reminder delivery changes. System activity is distinguished from signed-in member actions. Older activity can be labelled Legacy activity: not verified by the change ledger.

Changes are retained for 365 days, including after record deletion. Deleting a workspace removes its history. This is an activity/change record, not an unlimited undo or file-restoration interface.

Delete record

The footer provides Delete record, followed by a confirmation. This is a permanent record removal action, not the normal way to complete a review or record a renewal.

Export any information you need before deleting a record.