Expiration notifications
Trustle reminds a user before their access to an entitlement reaches its expiration. An admin sets when each channel sends a reminder. Most reminders have a button that opens a form to extend the access.
How it works
Section titled “How it works”Trustle checks for expiring access every hour. It sends a reminder only when a record matches a configured threshold exactly:
- A day threshold matches on one calendar day. Access that expires in 6 days gets no 7-day reminder.
- An hour threshold matches on one hourly check. Access granted with less than 4 hours left gets no 4-hour reminder.
Trustle sends at most one reminder for each record, channel, threshold, and expiry date. A repeated check sends no duplicate. If someone extends the access, the new expiry date gets its own reminders.
- Trustle sends reminders by Email, Slack, and Teams. Each channel has its own thresholds.
- A channel with no thresholds sends no reminders.
- If a user has no connected account for a channel, such as no linked Slack account, Trustle skips that channel for that user. The other channels still send.
- Trustle sends no reminder for an account that has no linked Trustle user.
- Trustle sends no reminder for removed access or for a revoked eligibility.
The reminder depends on how the user got the access:
| Access | Reminder |
|---|---|
| Approved access request | An Extend Access button. It opens a form that extends the original request. |
| Direct admin grant | An Extend Access button. It opens a form that files a new access request. The entitlement’s approvers review it. |
| Self-provisioned access | No button. The text says that the user’s requests for this entitlement still approve automatically for the days left on the eligibility. |
| Eligibility that expires | No button. The text says that the eligibility to self-provision expires soon. |
Before you start
Section titled “Before you start”- You need the Trustle admin role.
- A user needs a connected account on a channel, such as a linked Slack account, to get reminders on that channel.
Configure expiration notifications
Section titled “Configure expiration notifications”Step 1: Open notification settings
Section titled “Step 1: Open notification settings”- In the sidebar, click Settings.
- Find the Notification Settings card.
Step 2: Set thresholds per channel
Section titled “Step 2: Set thresholds per channel”Under Notification Thresholds, select one or more values for each channel: Email, Slack, and Teams. The available thresholds are:
30,14,7,3, and1days before expiry.12,4, and1hours before expiry.
Select more than one value to send more than one reminder, for example 7 days and 4 hours.
The default thresholds are:
| Channel | Default |
|---|---|
30 and 7 days before expiry |
|
| Slack | 7 days before expiry |
| Teams | 7 days before expiry |
Clear all values for a channel to stop reminders on that channel.
Step 3: Save changes
Section titled “Step 3: Save changes”Click Save Changes. Click Reset to discard unsaved changes.
What users see
Section titled “What users see”The reminder names the entitlement and its system, for example “Your access to X in Y is expiring soon.”
When the user clicks Extend Access, Trustle opens a form:
- For an approved access request, the form is Extend Access. The user picks a duration and clicks Submit Extension.
- For a direct admin grant, the form has the reason “Extension request for expiring admin-granted access.” The user clicks Submit Extension Request.
To extend an eligibility, the user clicks Request Extension on the eligibility in My Access. See Extend an eligibility.
In Slack, the reminder is a direct message from the Trustle app. See Slack to connect an account.