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Human Resources · Daily operations · 8 min read

Document renewals and expiry campaigns

Find documents that are about to expire, ask employees to renew them in bulk, and approve or reject the evidence they send.

Required permission: hr.private.view, hr.private.manage

Before you begin

  • Document renewal campaigns must be on in Applications > Employees > Features.
  • To see the expiry report and renewals you need hr.private.view. To build a campaign and decide renewals you need hr.private.manage.
  • The employee must have a login. Only employees who can sign in can be sent a request.
  • The person who approves a renewal cannot be the person who asked for it: 'A different HR user must decide this renewal.'

Steps

Find what is expiring

  1. Open Employees > Reporting > Document expiry.
  2. Choose a window: Expired, Next 30 days, 31-60, 61-90 or All within 90 days.
  3. Read the list: employee number, employee, the document type and expiry date, and status. The document number is never shown. Select an employee to open their record.

The same counts appear as the Documents tile on HR Home, and clicking the tile opens this report.

Run a renewal campaign

  1. Open Employees > Reporting > Renewal campaigns.
  2. In the campaign builder, enter a Campaign name, Expiry from and Expiry to, and an optional Employee message. If you leave the message empty the employees see 'Please submit updated document evidence from My HR.'
  3. Select Preview recipients. The preview groups the people by document type and shows how many are eligible, how many already have a pending renewal, and how many were already notified.
  4. Select Launch campaign. The button is disabled when there is nothing to send.

Employee: send the renewal

  1. The employee opens Employees > My HR, finds the document under My documents and selects Request renewal.
  2. They enter the new number, issue date, expiry date and authority (pre-filled from the current document), a Reason, and attach 1 to 5 files (PDF, PNG, JPEG or WebP, up to 8 MB each and 20 MB in all). They select Submit renewal. Withdraw renewal cancels it.

HR: decide the renewal

  1. Back in Renewal campaigns, or in Employees > Approvals with the type Document renewal, review each pending renewal: the new expiry and the evidence files.
  2. Select Approve with a note, or Reject with a note (required).

What happens next

  • Launching creates one notification per eligible employee, titled '<type> renewal requested', and a history row marked launched with the number of recipients.
  • An approved renewal replaces the document's number, dates and authority, keeps the old files inactive, activates the new files, clears expiry reminders, and notifies the employee 'Document renewal approved'. A rejected renewal leaves the document unchanged.
  • When every recipient has been decided, the campaign shows as completed.

Worked example. Today is 2 Oct 2026. Five documents expire between 1 Nov and 31 Dec 2026: one already has a pending renewal, one has an unresolved reminder, and one belongs to an employee with no login. Preview for 'Q4 visa renewals' shows Eligible 2, Already pending 1, Already notified 1. Launch notifies 2 people and the history row shows Recipients 2.

Good to know

  • Until a renewal is approved, the current document stays as it is.
  • One renewal at a time per document: 'A renewal request is already pending.'
  • Evidence is required: 'Attach at least one renewal document.' Limits: 'Attach no more than 5 files.' and 'Keep the combined renewal evidence under 20 MB.'
  • A reason is required: 'Say why this document is being renewed.'
  • Rejecting needs a note: 'Say why the renewal was rejected.'
  • Launching an empty campaign is refused: 'No eligible employee documents match this campaign.'
  • The campaign covers every document type; there is no document-type choice on the screen.
  • A person who has left the company can still be included if they have a login and a document in the window. Check the preview before you launch.
  • Suspended employees do not appear in the Document expiry report.
  • The report lists employee documents only; identifiers such as the Emirates ID appear on the employee's record, not here.
  • The renewal switch does not close the My HR renewal form, so employees may still submit a renewal when campaigns are off.
Updated 3 October 2026