Renewal Management

Learn about Renewal Management Settings in Maica

Maica gives you the ability to automatically generate new Service Agreement records ahead of expiry, helping you stay proactive with renewals. These settings allow you to define when and how a Renewal Service Agreement is created, and who it is assigned to.

The configuration options below apply to Service Agreements with an End Date, and each setting plays a role in determining how the new Agreement will be generated when the renewal logic runs daily.

Please refer to the below table for more information on each setting, and the section below for more detail around the entry criteria (the criteria required for a Service Agreement to be included in the automated renewal process):

Setting	Description	Configuration Options
Renew Service Agreements	Defines how many days before the current Service Agreement ends that the system should trigger the renewal logic. This is when the new Service Agreement record will be created.	Numeric (1-100)
Set the Renewal Service Agreement Start Date to	Sets the start date of the new Agreement relative to the current Agreement's End Date. For example, entering '1' means the new Agreement will begin the day after the existing one ends.	Numeric (1-100)
Set the Renewal Service Agreement End Date to	Sets the duration of the new Agreement by specifying how many days it should run for from the new Start Date.	Numeric (1-100)
Assign the Renewal Service Agreement to	Choose whether the new Agreement should be assigned to the current owner of the expiring Agreement or a specific user.	Select
Daily Service Agreement Renewal Time	Defines the time each day that Maica will run the automated renewal logic. Only Agreements within the configured date window will be actioned.	Time Picker
Run Now	Immediately runs the renewal logic using the settings above.

Entry Criteria

For a Service Agreement to be included in the automated renewal process, it must meet the following criteria:

• Auto Renewal is enabled on the record (Auto_Renewal__c = TRUE).

• End Date of the Service Agreement falls within the configured renewal window.

The renewal window is determined using this logic: The system checks if the Agreement’s End Date is within X days from today, where X is the number configured in Renew Service Agreements.

For example, if Renew Service Agreements is set to 30, the system will begin considering Agreements for renewal when their End Date is within 30 days from the current date.

Agreements that meet both conditions will be processed when the daily renewal job runs.