Tables that can track dates and issue reminders (e.g. expiration, events, etc.)

Question

I intend on creating various tables that will track different items that have a defined expiration date (e.g. 90 days, 1 year, 10 years, etc.). The goal of this table is:

* A column that is available or hidden that defines the number of days before expiration.
* A column with the data the item was created or updated.
* A column with the data that the item will expire.
* A notification solution that will send out an email a certain amount of time prior to the expiration.
* The data in some fields should be accessible to other Chalk Pages for display (e.g. into a different table that shows what will expire the soonest.

Extra Bonus: A way to track who has reviewed the email regarding the expiration notice.

Maelle Cartron - Elements · Answer

Hi @Luis P. !

Thank you for sharing your use case! If you want to stay on Confluence i can suggest you to try our app Elements Spreadsheet and our macro Project Table, which is specifically dedicated for project and data management.

With the project Table macro you will able to:

* Create columns for Creation/Update Date, Expiration Date, and a calculated Days Before Expiration column using the formula DATEDIF(TODAY(), [Expiration Date], "D"). This can be dynamically updated and hidden if needed.

* Thanks to conditional coloring feature, you can add colour (for more visibility) when the date is expired.

* Using Jira Automation, you can trigger emails when the “Days Before Expiration” column reaches a certain threshold (e.g., 30 days). This ensures timely notifications before items expire.

* With the Project Table macro, you can display data (e.g., items expiring soonest) across different Chalk Pages or dashboards, ensuring everyone has visibility into critical dates.

* Tracking reviews: Add a “Reviewed” column in the spreadsheet, allowing users to check off when they’ve received or acted on expiration notifications, making it easy to track accountability.

This setup is easy to implement and fully integrates with Confluence. Let me know if you’d like more details or a quick demo!

Maëlle

Kristian Klima_gtcuat · Answer

Hi @Luis P.

I agree with @Shawn Doyle - ReleaseTEAM - Jira might is built specifically for what you're describing.

Generally speaking, it's easier to integrate Confluence content into Jira than the other way round (especially if you're on Cloud).

If you have reasons to have this in Confluence, try looking into Confluence Databases.

Shawn Doyle - ReleaseTEAM · Answer

Have you considered using Jira for this instead of Confluence?