Inventory with expiry dates managed through periodic manual checks or spreadsheet reminders creates the conditions for items to slip through unnoticed. A product approaches its expiry date with no alert sent. An expired item remains in circulation because nobody flagged it for disposal. And when a compliance audit requires documentation of what was disposed of, when, and by whom, assembling that record is more effort than it should be.
The Inventory Expiry Management System for SharePoint, built with Infowise Ultimate Forms, automates the entire expiry lifecycle — monitoring dates, updating statuses dynamically, sending alerts before items expire, and recording disposal actions in a structured log — without any manual monitoring or follow-up.
How it works
Product entry and tracking
Inventory items are entered through a structured form capturing the product details, category, storage location, and expiry date. All entries are linked through connected lookup columns that maintain structured relationships between products, categories, and storage locations — giving warehouse staff and managers a consistent, organized view of the full inventory at any time.
Automatic status updates
As expiry dates approach and pass, the system updates each item's status automatically using Ultimate Forms Actions. Items move through defined status stages — Safe, Expiring Soon, and Expired — without any manual intervention. Color-coded status indicators make the current state of each item immediately visible in the list view, allowing warehouse staff to identify at-risk items at a glance without filtering or running reports.
Expiry alerts and notifications
Automated alerts notify the relevant warehouse staff and managers when a product is approaching expiry — sent 30 days before the expiry date as an advance warning, and again when the item has expired. These alerts run on a schedule without requiring anyone to remember to check. The right people are informed at the right time, with enough lead time to act before an expired item causes a compliance or operational issue.
Disposal actions log
When an item expires, it is recorded in a dedicated Disposal Actions list linked to the original product record. This log tracks expired items, their disposal status, and the actions taken by the team responsible for handling them. The disposal log provides the structured, auditable record that compliance and quality management teams require — documenting what was disposed of, when it was identified, and how it was handled — without any manual data entry beyond the team's own actions.
What you get
- A structured product entry form capturing item details, category, storage location, and expiry date
- Automatic status progression from Safe to Expiring Soon to Expired — updated without manual intervention
- Color-coded status indicators for at-a-glance inventory visibility across the full product list
- Automated expiry alerts sent to warehouse staff and managers 30 days before expiry and at expiry
- A dedicated Disposal Actions list linking expired items to their disposal status and handling record
- A complete, auditable disposal log for compliance and quality management purposes
- Connected lookup columns maintaining structured relationships between products, categories, and locations
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Inventory Expiry Management System is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All inventory records, status data, and disposal logs stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
