When the Expiration Date is On or Before Today, Change the Contract Status to Expired

Question

Hello:I have a contract application.Goal: When the Contract Expiration Date field is on or before today, and the Exception to the Expiration Date Dynamic Form Rule field is unchecked, I want the Contract Status field to automatically change to Expired.Question: What is the best method to accomplish the above goal, form rule, text formula, or pipeline?1. I tried the below form rule. However, it works intermittently. I still see expired contracts that show as active 2. I created a formula - Text field named Contract Status Formula, but I am unsure whether my formula is correct.If(Today() <= [Contract Expiration Date], "Expired") 3. I tried to create a pipeline. My first attempt was to Search Records/Update Record. My second attempt was to On New Event/Search Records/Update Record. However, I know I am missing a step.Any step-by-step guidance would be greatly appreciated.Thank you,Roula

Maria · Accepted Answer

Hi Roula,

Thanks for the clarification. Whenever you're reading the logic of a QB formula you should replace the commas with the words "then" and "otherwise". If you do this the formula will read more or less like a sentence.

If we do this, then your formula, line by line, reads like this:

The first comma is always "then" and any comma after that becomes an "otherwise". So the following formula should work. Apologies for using all caps in my last formula, old habits die hard.

If([Contract Status] = "Active" and [Contract Expiration Date]>=Today(),
"Expired")

I hope this helps!!

-Maria

DonLarson · Answer

A form rule only works when someone opens the record with that particular form. I suggest that you build your Contracts like this:

The Contract Status Change Table does a lot for you. It is a history of the Contract, when and who made the changes. You can also require a Note for the Change.

So with this architecture, I would build a Scheduled Pipeline that searches the Contract table once a day for Contracts past their date without the Exception being false and the current status is not Expired.

When it finds a record that meets that criteria, the Pipeline adds a record to the Contract Status Change table.

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