Catch vendor contract renewals before the notice window closes

Give each renewal an owner and a deadline

Contracts do not share one reminder schedule. One may need 30 days of notice, another 60, and an auto-renewal can be easy to overlook when the reminder sits in one person’s inbox.

This workflow scans a Notion contracts database, calculates each notice deadline from its renewal date and notice period, and creates an owned review item a chosen number of days before that deadline. A shared Slack handoff points the team to the review task. Contracts without a mapped Linear owner are skipped, so check that mapping before relying on the scan.

A team with dozens of vendor contracts described missing a renewal window because a reminder was buried in email.Source: a contract manager’s renewal discussion

What you'll tell the agent

• The Notion contract records and fields for renewal date, notice days, owner, and review status.
• The Linear team and Slack channel for shared review.
• A mapping from each Notion Owner Name to its Linear user ID.
• How many days before the notice deadline to create the review task.
• The time zone and a test contract with a known notice deadline.
• Account authorization for Notion, Linear, and Slack.

The agent will create the project and ask you for these details. When Automate.ax asks you to connect an account, authorize the integrations you want this workflow to use.

The automation

Each scheduled check calculates a contract’s notice date and creates review work once it is within the chosen lead time. The contract record keeps the Linear issue URL so another run does not create the same task again.

import { automation, each, onSchedule, t, transform } from "automate.ax"
import { linear } from "automate.ax/linear"
import { notion } from "automate.ax/notion"
import { slack } from "automate.ax/slack"
import { z } from "zod"

export default automation(
  "Review contract renewals before notice deadlines",
  {
    parameters: [
      { label: "Contracts data source ID", name: "dataSourceId", type: "text" },
      { label: "Linear team ID", name: "linearTeamId", type: "text" },
      {
        label: "Owner name to Linear user ID JSON",
        name: "assigneeMapJson",
        type: "text",
      },
      {
        label: "Renewals Slack channel ID",
        name: "slackChannelId",
        type: "text",
      },
      { label: "Reminder time zone", name: "timeZone", type: "text" },
      { label: "Review lead days", name: "reviewLeadDays", type: "text" },

What a run looks like

Set it up

1. Copy the setup prompt at the top into your coding agent.
2. Show the agent the contract database fields, the owner-name to Linear user-ID mapping, and the number of lead days you want before each notice deadline.
3. Authorize the accounts and verify the chosen owner, team, channel, calculated dates, and duplicate marker on a test contract.

Check the result

Create a disposable contract whose notice date falls within the chosen lead time, run the automation, and inspect the assigned Linear issue, Slack message, and Notion issue URL. Run it again to confirm the second pass does not create another issue. Delete the test records afterward.

Where this workflow stops

• A reminder cannot interpret contract terms or make a renewal decision. An owner must verify the deadline against the signed agreement.
• A contract added after its review date can create an overdue issue. Check the actual notice deadline before taking action.
• If a renewal date or notice period changes, the team needs an explicit rule for resetting the review marker.
• The automation checks the first 100 Notion contract records. Add pagination before using it with a larger database.
• Restrict account access and messages so sensitive contract details stay with authorized reviewers.

Common questions