Weekly Ironclad contract renewal digest in Slack and Asana

Every Monday at 8am, scan my Ironclad contract repository for agreements with a renewal or expiration date in the next 90 days, and turn what you find into an actionable renewal plan.

Ironclad record fields are dynamic, so before filtering anything, read the records schema to resolve the actual field IDs for renewal date, expiration date, auto renewal flag, notice period, counterparty, contract value, contract owner and contract status. Do not assume field names or hard code field IDs, since they differ per Ironclad tenant.

Then use Ironclad List Records to pull the contract records, paging through results until you have the full set. If a record in the list response is missing detail you need to make a call, use Retrieve a Record to fetch that single record in full. Skip any contract whose status is terminated, expired and closed out, or otherwise already ended, since those need no decision.

For each remaining contract, work out the date the decision actually has to be made. That is not the renewal date itself. For a contract with a notice period, the real deadline is the renewal or expiration date minus the notice period, because after that point the cancellation window has closed. Treat that notice deadline as the date that drives urgency.

Rank the contracts by how soon a decision is needed, and pay special attention to auto renewing contracts where the cancellation notice window closes before the next weekly run seven days from now. Those are the ones that will silently renew if nobody acts this week, so they outrank everything else regardless of value.

Group the results into three buckets. Act now covers contracts whose notice deadline falls before the next weekly run, or has already passed while the contract is still live. Decide this month covers contracts whose notice deadline or renewal date falls within roughly the next 30 days. Watch covers the rest of the 90 day window. Within each group, list the highest contract value first so the biggest financial exposure is read first.

Post the prioritized digest to my contracts Slack channel using Send a Message. Use the three groups as clear headings, and for each contract show the counterparty, contract value, renewal or expiration date, the notice deadline, and whether it auto renews. Call out the auto renewing contracts in the Act now group explicitly, so the reason they are urgent is obvious. If a group is empty, say so briefly rather than omitting it.

For every contract in the Act now group, create an Asana task with Create a Task. Assign it to the contract owner recorded on the Ironclad record, set the due date before the notice deadline so there is time to act, and put the counterparty, contract value, renewal date and notice deadline in the task notes along with a way to identify the contract record.

Do not create a duplicate Asana task for a contract that was already flagged in a previous run. Before creating anything, check which contracts you have already raised tasks for in earlier runs and skip those, so each contract gets one task rather than a fresh one every Monday. If an already flagged contract is still unresolved, mention it in the Slack digest as an outstanding item instead of opening a second task.