Leverage Vanta’s document renewal settings to keep your documents up to date. You can set a recurring renewal cadence or choose a one-time custom renewal date when needed. Automated reminders notify you in advance of upcoming renewals.

Updating capabilities depend on user permissions: Collaborators assigned to a document can update that document, while only Editors and Admins can update documents in bulk.

Renewal recurrence

Choose how often a document should be renewed after the renewal date. The next renewal is calculated from the effective date of the uploaded file(s), not the date the document was renewed.

To edit the recurrence for a document:

From the Documents page, open a document.
In the document header, click the current renewal cadence.
In the Edit document renewal settings modal, use the Recurrence dropdown to select your preferred frequency:
- Annually
- Bi-annually
- Quarterly
- Monthly
- Weekly
- Never
Click Save changes.

For documents that are recurring, adjusting the recurrence also updates how frequently the document must be renewed.

Custom renewal dates

Set a custom renewal date when you need a document to renew on a specific date outside of its regular cadence. A custom renewal date overrides the next scheduled renewal date. After that date, the document resumes its normal recurrence cadence.

Only documents with at least one submitted piece of evidence can have a custom renewal date applied. If a document has never had evidence submitted (like a brand new draft with files uploaded that haven't been marked as complete), you won’t be able to set one.

Editing an individual document

To select a custom renewal date for a document:

From the Documents page, open a document.
In the document header, click the current renewal cadence.
In the Edit document renewal settings modal, select a Custom renewal date.
Click Save changes.

Editing documents in bulk

To set a custom renewal date for multiple documents:

From the Documents page, use the first column in the table to select multiple documents, or select the box in the header row to select all documents in a filtered set.
Click Edit renewal dates.
In the Edit document renewal settings modal, select a Custom renewal date.
Click Save changes.

Removing custom renewal dates

If you’d like to return to recurrence-based scheduling, you can remove custom renewal dates by editing an individual document or remove them in bulk from the Documents page.

Automated reminders

Choose when to send a document reminder before the renewal date.

To update reminder timing:

From the Documents page, open a document.
In the document header, click the current renewal cadence.
In the Edit document renewal settings modal, enter the number of days in Remind me this number of days before.
Click Save changes.

Upcoming renewals

When it’s time to renew a document, create a new draft, add your updated files, and mark the draft as complete. The renewed evidence becomes the current version of the document. If a document includes multiple files, an expired file can cause the document to require review so you can update the evidence.

On the Documents page, use the Renew by filter to see documents with upcoming renewals by timeframe. If a custom renewal date is set, it appears with a Custom label next to the date.

You can filter by Overall status and Document status to quickly identify documents that need attention:

Trigger	Overall status	Document status
Document reminder is sent	Due soon	Expiring soon
Document renewal date has passed	Overdue	Expired

Document Renewal Settings