Managing contract renewals effectively is an important aspect of SaaS management. As your organization expands, keeping tabs on contract details and deadlines can become increasingly complex. The first step in managing an effective renewal is to make sure you have enough time to prepare. This is where renewal notifications come into play. For starters, Torii offers out-of-the-box renewal notifications. However, if you want to tailor your renewal notifications to your organization specific needs we recommend configuring workflow based renewal notifications. This article will walk you through how to create those quickly and easily.
When configuring renewal notifications we recommend creating 2 different notifications - one for contracts which are not auto-renewing and another one for auto-renewing contracts.
Additionally, if you want to send those notifications 60 days and 30 days prior to the renewal, you'd need to create 4 workflows:
- Renewal in 60 days notification
- Renewal in 30 days notification
- Auto-renewal in 60 days notification
- Auto-renewal in 30 days notification
Follow the steps below to learn how.
Create a notification for contracts not auto-renewing
- Create a workflow with a "Contract meets criteria" trigger
- Filter for contracts with Auto-Renewal is not Yes (This is important as you want to make sure this workflow will trigger on all contracts that are not auto-renewing including those with an empty Auto-Renewal field value)
- Configure the notice period to reference the contract End Date
- Send an Email or Slack notification to notify the app or contract owner to start the renewal process in time. Make sure to include all relevant contract details in your message using personalization tokens.
- Create a ticket (Optional) - Create a renewal ticket in Jira, Asana or any other system used in your organization to manage renewals.
- Give your workflow a meaningful name, for example: Renewal in 60 days notification.
- Activate your workflow
Create a notification for auto-renewing contracts
- Duplicate the Renewal workflow you just created
- Change the filter criteria to: Auto-Renewal is Yes
- Configure the notice period to reference the Cancellation Deadline
- Edit the Email or Slack notification as you see fit. Tip: Use the Cancellation Deadline personalization token in your message to make sure the app owner is aware they need to notify the vendor prior to that date if they wish to cancel.
- Give your workflow a meaningful name, for example: Auto-Renewal in 60 days notification.
- Activate your workflow.
Add a 30 day notification for each
- Duplicate each workflow and set the trigger criteria to be 30 days.
- Rename and activate your workflows.
Utilizing branching for advanced scenarios
Employ If/Else branches to enhance the granularity of your notifications, catering to more intricate scenarios, such as:
- Specifying distinct actions based on contract value.
- Determining varied actions based on factors like application type, application owner, or contract owner.
However, for use cases such as the ones described above:
- 60 days and 30 days renewal notification
- Different actions applied for auto-renewing contracts vs. non auto-renewing contracts
You'll need to create separate workflows rather than relying on branching. This is due to the inherent behavior of Torii workflows, where each contract is enrolled only once in a given workflow, and branching is applied to subsequent actions once the workflow is triggered.
Read more about workflow branching here