Dates
The Dates widget combines immutable system timestamps with configurable milestone dates governed by Site Settings > Compliance > General Settings. System fields anchor audit trails while editable dates capture renewals, expiries, and completions. Keeping both in sync ensures workflows reflect real-world obligations. Use these fields for audit scheduling dates, certificate expiry, and re-audit deadlines alongside any contractual milestones your organisation tracks. Accurate dates underpin renewal planning, inspector readiness, and reporting on upcoming or lapsed certification.
Date Types
The Dates section displays both system-generated dates and user-configurable milestone dates. The available date fields are determined by your configuration in Site Settings > Compliance > General Settings.
System-Generated Dates
These dates are automatically managed by the system and cannot be edited, ensuring accurate audit trails and traceability.
| Field | Description |
|---|---|
| Created | Date and time when the compliance record was first created. This timestamp is set automatically upon compliance creation and cannot be modified. (Read-only) |
| Updated | Date and time of the most recent system update to the compliance record. This field refreshes automatically whenever any changes are saved to the compliance record. (Read-only) |
| Completed | Date and time when the compliance record was moved to a "completed" status. This field is set automatically when the status changes to completed and cannot be manually edited. (Read-only) |
User-Configurable Dates
These date fields can be enabled or disabled in Site Settings and allow manual entry to track key milestones throughout the compliance lifecycle. When enabled, they appear with a calendar picker for easy date selection.
| Field | Description |
|---|---|
| Valid From | The date when the compliance certification or license becomes effective. This date marks the start of the compliance validity period and is used to determine if a compliance record is currently active. Use this to track when certifications begin. (Editable) |
| Valid To | The expiration date for the compliance certification or license. This date marks the end of the compliance validity period and is critical for renewal planning. When this date passes, the compliance may need to be renewed or updated. Use this to track expiry deadlines and set up renewal reminders. (Editable) |
| Renewal Date | The target date for renewing an expiring compliance record. This field helps plan ahead for renewals and ensures continuity of compliance coverage. Typically set before the Valid To date to allow time for processing. Use this to coordinate renewal activities and avoid gaps in compliance. (Editable) |
Using Date Fields
- Set a date: Click on any editable date field to open the calendar picker and select a date.
- Clear a date: Click the ✕ icon next to a selected date to remove it.
- Date relationships: When planning dates, ensure logical sequencing (e.g., Valid From < Valid To, and Renewal Date should typically be set before Valid To expires).
Important Notes When Adding Dates
Configuration Required: Date fields must be enabled in Site Settings > Compliance > General Settings before they appear in the Compliance Dates section. Only enabled dates will be visible and available for entry.
Date Sequencing: Maintain logical date relationships to ensure accurate planning:
- Valid From should precede Valid To (compliance cannot expire before it begins)
- Renewal Date should typically be set before Valid To expires to allow time for processing
- Completed date is automatically set when status changes to completed
Mandatory Fields: If date fields are configured as mandatory in Site Settings, they must be completed before the compliance record can be saved.
Reporting Impact: Date fields are used extensively in reporting and dashboard widgets. Keeping dates accurate and up-to-date ensures reliable visibility into compliance status, upcoming renewals, and expiry tracking.
Audit Trail: System-generated dates (Created, Updated, Completed) provide an immutable audit trail for compliance records and cannot be modified.
Renewal Planning: Use the Renewal Date field proactively to set reminders and plan renewal activities well before the Valid To date expires, preventing compliance gaps.
Best Practices
- Set dates early: Establish key milestone dates at the start of compliance tracking to help teams monitor expiry dates and plan renewals proactively.
- Review dates regularly: Schedule periodic reviews of date fields to ensure they remain accurate as compliance records are updated. Update dates promptly to maintain accurate visibility in reports and dashboards.
- Use dates for filtering: Leverage date fields in compliance views and reports to filter by upcoming expiry dates, identify overdue renewals, or group compliance records by validity periods for better management.
- Set renewal reminders: Use the Renewal Date field to set reminders and build dashboard widgets that show all licenses or certifications due for renewal in the next 90 days.
- Keep dates current: Regularly update editable dates as compliance status changes. Outdated dates can mislead teams and impact compliance coverage, leading to potential gaps in certification or licensing.
- Track completion times: Use system-generated dates to analyze the average time it takes to complete compliance activities, helping identify bottlenecks and improve processes.
