How to send automated email alerts on expiry date from confluence.
Asked by Yatiraj Sharma:

We keep our software license information on a page in confluence.

we have a table setup with all the different companies, software, and expiration dates among other information.

I would like to automatically be notified via customized email about 30 days before the expiration dates of the different software. How can this be done?

We are using enterprise version and does not have authority to ask for any paid license. So any other free solution like scrip/markup/coding or any other free way like we have for JIRA automation...

Trigger, condition, action.


Answers:
author: Aron Gombas _Midori_
body: [Expiration tracking](https://midori-global.com/products/better-content-archiving-for-confluence/data-center/documentation/page-expiration-tracking) and email alerts are core features in the [Better Content Archiving app](https://marketplace.atlassian.com/apps/123/better-content-archiving-for-confluence?hosting=datacenter&tab=overview).

![quick-actions-dialog-set-expiration.png](https://community.atlassian.com/t5/image/serverpage/image-id/256262i9E4BB762999194F1/image-size/large?v=v2&px=999 "quick-actions-dialog-set-expiration.png")

Note that the app tracks the expiration of pages, not rows in a table. So it would require you to create a page for each software license, then [set the expiration date](https://midori-global.com/products/better-content-archiving-for-confluence/data-center/documentation/quick-actions#set-expiration) on the page. (The expiration date can be 30 days earlier than the license period end date, of course).

Then it would turn the page which represents the license to "expired" status, and email your selected recipients.

You could also:

1. Group the licenses that expire the same day (these are always existing) to the same page. Or group them to the same parent page, add the expiration date to the parent and make inherited.
2. [Set the content owner](https://midori-global.com/products/better-content-archiving-for-confluence/data-center/documentation/quick-actions#set-owner) of the page to the person who is responsible for the software license. And then set up the notification emails to be sent for the content owner. This way you won't email those peope who can't take care of the renewal.

*(Discl. it is a supported and paid app developed by our team.)*


author: Alex Koxaras _Relational_
body: Hi [@Yatiraj Sharma](/t5/user/viewprofilepage/user-id/4918147)

You could use the action macro, which will add a task for you on a task list. This macro, have a structure like the following:

\[action checkbox\] Write here your description //date @usernamex

The //date macro will act as this task's due date

The username of course is to assign this to you

All the above setup will not send out notifications, but you do have to check manually for yourself. You could try to add a free marketplace app, if any, which will do that trick.

Another solution would be to have the software list on issues on a project in Jira, and either create an automation to send out notifications to you about their expiration date, or use a subscription filter.

comments: author: Yatiraj Sharma
body: Hello [@Alex Koxaras _Relational_](/t5/user/viewprofilepage/user-id/4150197) ,

Thanks a lot for the update but if the macros to add the task can be converted to send an email ??

If not could you please give me few best free or paid marketplace plugins as I have tried below and they dont give any option to customize email alert notification... so not able to to achieve what I could do from JIRA which I dont want to create...

Date reminder from DragonSoft

Task reminder from Lively App

Page reminder from Old street Labs..

I want to check the end date in the below table and if it's nearing within 2 weeks then I should be able to trigger an email with customized content to assignee and add few more people like we have in JIRA automation.

![Confluence table.PNG](https://community.atlassian.com/t5/image/serverpage/image-id/221146i9045603B679CBEC7/image-size/large?v=v2&px=999 "Confluence table.PNG")


author: Alex Koxaras _Relational_
body: [@Yatiraj Sharma](/t5/user/viewprofilepage/user-id/4918147)

I don't think that such an app can exist, currently, for confluence. I mean what you are saying is that this software should send a notification to someone using a date, for which there isn't a standard field to be taken into account. How will the software understand which column have the specific dates? And what about if by mistake a user deletes one date?

You can do what you are asking on Jira, but not on confluence.


author: Kusumitha Korrapati
body: Hi [@Yatiraj Sharma](/t5/user/viewprofilepage/user-id/4918147)

I am looking for something similar that you were trying to achieve, were you able to create an email alert.

looking for a possible solution without the apps.

thanks in advance !!


Tags: confluence-server

server