Renewal Agent
Learn how the Renewal Agent automatically tracks contract expirations and prepares renewal notices.
The Renewal Agent monitors your contracts for upcoming expirations and prepares professional renewal notice drafts. Never miss a renewal deadline again.
How It Works
The Renewal Agent scans your contracts daily and:
- Identifies contracts expiring in 30-90 days
- Checks for auto-renewal clauses and notice periods
- Generates a professional renewal notice using AI
- Queues the action for your approval
The agent understands auto-renewal clauses. For contracts that auto-renew, it emphasizes the importance of timely notice if you want to renegotiate or terminate.
Scan Window
The Renewal Agent looks for contracts with:
- Expiration dates between 30 and 90 days from today
- Valid email contact information for the counterparty
- Completed AI analysis
Notice Generation
When the agent prepares a renewal notice, it:
- Uses AI to draft a professional email
- Includes contract title and expiration date
- References the renewal notice period (if specified)
- Maintains appropriate B2B communication tone
- Provides clear next steps
Priority Levels
The agent assigns priority based on urgency:
| Priority | Condition |
|---|---|
| Urgent | Notice deadline has passed |
| High | Less than 7 days to notice deadline |
| Normal | 7-30 days to notice deadline |
| Low | More than 30 days to notice deadline |
Approving Renewal Actions
When you approve a renewal notice action:
- The agent sends the prepared email to the counterparty
- The action is marked as completed
- The email includes a link back to the contract in DealView
Before approving, verify the recipient email address is correct. The agent uses contact information from the contract analysis.
Customizing Notices
If the AI-generated notice isn't quite right:
- Reject the action with a note
- Go to the contract page
- Manually send a customized renewal notice
- The agent won't create duplicate actions for 30 days
Best Practices
For optimal Renewal Agent performance:
- Ensure contracts have clear expiration dates
- Include counterparty contact information when uploading
- Review and update party information after AI analysis
- Check the Action Queue regularly during renewal season