Renewals and change history

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.

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.

Three actions with different meanings

• Edit a date to correct the recorded information.
• Mark a date complete when that particular obligation has been fulfilled.
• Mark as renewed to record a renewal, its next date and the previous cycle.

Board review progress is separate from all three. An approved review is not evidence that a provider has processed a renewal.

See Archives and evidence packs for downloading retained information.

Watch the tutorial

Watch tutorial 4 for a video walkthrough, or browse all five video tutorials.