Default notifications

1. Purpose of default notifications

The Default notifications page provides an overview of all active standard notifications within the environment. Here, notifications are set that apply to the entire environment – not to a specific contract or supplier.

2. Properties of a notification

When adding or editing a notification, the following properties are available:

Property	Explanation
Notification active	Determines whether the notification is active.
Number of periods	The number of times the chosen unit at the "Period" field is counted.
Period	The type of period (day, month, year, etc.).
Notification type	The kind of notification, for example "End date of document".
Email to users (contract managers)	Determines whether notifications are sent to the contract manager(s).
Default recipient	Determines who or which email address by default receives a notification by email.
Email subject	The subject of the notification email.
Email description	The content (body) of the notification email.

3. Notification types

The table below provides an overview of all available notification types, their corresponding behaviour, and the VL tokens available for use in the email.

Notification type	Function	Available VL tokens
Workflow Action	Required to activate workflow notifications. The fields "Number of periods", "Period", "Email subject" and "Email description" have no effect for this type.	Not applicable
End date of document	Sends a notification to the vendor manager or contract manager on the end date of a vendor document or contract document. The fields "Email subject" and "Email description" are mandatory. The fields "Number of periods", "Period" and "Email to users/contract managers" have no effect.	[VL:RECEIVER] [VL:VENDOR] [VL:DOCUMENTNAME] [VL:DOCUMENTDESCRIPTION] [VL:DOCUMENTENDDATE] [VL:CONTRACTNAME] [VL:CONTRACTNUMBER] (Only usable for contract documents)
Automatic Contract Extension	Performs the automatic extension when "Silent extension" is enabled on a contract. See section 3.3 for more information.	-
Contract Custom Field End Date	Works based on an end date in a Contract Custom Field, instead of the standard end date field. See section 3.4 for more information.	-
Reminder on agreement deadline	Sends a reminder to the linked user after the fixed completion deadline has passed. See section 3.5 for more information.	-
Automatic reminder for missing agreement realization	Sends an early reminder to the registration user based on an adjustable notification period. See section 3.6 for more information.	-

3.1 Workflow Action

The notification "Workflow Action" sends a message triggered by a specific action within a workflow – for example, when a workflow step is completed – instead of by a date field.

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Info: This notification must be active to trigger workflow notifications. Without this setting, workflow-related messages will not be sent.

3.2 End date of document

A vendor or contract in ISPnext is an independent object to which one or more documents can be linked. The notification "End date of document" is not based on the contract’s end date itself, but on the fields of the linked document.

When sending this notification, the system looks at the following document fields:

Field	Purpose
End date	The date on which the linked document ends. This is the date on which the notification is based.
End date Notification	Option on the document indicating whether an end date notification should be sent for this document.

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Example: If the document’s end date is 04-09-2026 and the notification period is set to 1 day, the notification will be sent on 03-09-2026. No notification is sent until that date is reached.

3.3 Automatic Contract Extension

This notification type is linked to the contract option "Silent extension". The notification actually performs the automatic extension – it is not just a message.

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Attention: When "Silent extension" is enabled on a contract but this notification is not active, a warning appears and the contract is not automatically extended.

3.4 Contract Custom Field End Date

This notification type works the same way as "End date of document", but is based on a date in a Contract Custom Field instead of the standard end date field. Contract Custom Fields are managed via Admin > Contract Settings > Contract Custom Fields.

3.5 Reminder on agreement deadline

This notification is sent to the user linked on the Details tab of the agreement. The message is only sent after the fixed completion deadline has passed (date to + lead time). This is a retrospective escalation – there is no adjustable notification period.

3.6 Automatic reminder for missing agreement realization

This notification is sent to the registration user under the Planning tab. The message is sent based on an adjustable notification period before the "date to" – this is an early warning intended to remind of agreements not yet realised.