Settings, notifications, and email¶

My Settings contains personal display preferences. Admin > Settings contains installation-wide behavior and is organized into General, Data Management, Integrations, and Operations. Each settings section saves independently.

Data Management contains canonical Companies and Departments / Cost Centres under Reference Data, plus License Configuration and Import Configuration. Reference records support aliases, safe renames, deactivation, and merge workflows; linked records retain authoritative IDs and synchronized display names. Editors can use active reference values in product workflows. Admins manage the reference catalog and receive affected-record counts before renames, deactivations, or merges are confirmed.

Personal settings¶

Users can control theme, UI size, currency display, number/date/time format, time zone, sidebar state, Registry column visibility, and saved views. These preferences do not change another user's display.

Number formats are identified by their rendered pattern (1,234.50, 1.234,50, or 1 234,50) instead of country names. CSV Import uses the personal number format as its default while allowing a per-file override for source data that uses another separator convention.

Typed prices, quantities and totals follow the same format. Grouping is optional (2443.00 and 2,443.00 are the same under 1,234.50), but text in another format is refused with a message rather than changed. Under 1.234,50 and 1 234,50, a single dot followed by exactly three digits, such as 1.234, is ambiguous and refused: type 1234 or 1,234.

Session expiry¶

Each login has an independently revocable session with server-enforced sliding expiry. Logout and inactivity expiry revoke the current session while preserving other device sessions. Browser tabs share activity, including panel scrolling, and protected requests coordinate with refresh. Users receive the configured timeout even when they cannot access administrator settings.

Completeness and custom fields¶

Admins choose which supported fields and evidence categories contribute to license completeness. A new installation starts with PO number, invoice number, and budget owner required; everything else is off so a portfolio can be improved gradually. Upgrading never changes the requirements an existing installation has already stored, even when every requirement is off.

Changing mandatory fields recalculates completeness when records reload; it does not edit the stored license fields.

Custom fields add installation-specific Text, Currency, Date, or True/False values to every license. Each definition has a stable key used by CSV and API integrations. Renewal behavior controls whether a renewal starts blank, copies the predecessor value, or hides the field for that renewal. Sourcing forms separately controls whether the field appears while creating or editing sourcing requests and sourcing lines. Hiding a field from sourcing does not remove an existing procurement value or hide it during pending-order conversion or on license records. Deleting a definition also deletes its stored values.

Notifications¶

The scheduled notification run evaluates expiring licenses, notice deadlines, included maintenance that is ending, and incomplete licenses. A non-exempt eligible license is incomplete whenever its completeness is below 100%. Upcoming licenses can still be incomplete, but do not produce expiry or notice alerts until they are active. Admins configure:

the daily notification hour;
the expiry alert window;
the notice deadline alert window;
the public app URL;
the manager digest address;
allowed recipient domains; and
customizable email introduction and sign-off text.

The manager digest is eligible whenever the run contains an expired, expiring, notice-due, maintenance-ending, or incomplete-license item. An incomplete-only run therefore sends the configured manager digest; a run with no eligible items sends no empty digest.

Public app URL¶

Public app URL is the address people use to open LicenseTrack, for example https://licenses.example.com. When it is set, notification emails link each license to its own page (https://licenses.example.com/licenses/123). Leave it empty to send emails without links. The value must be an http or https address without a query string; a trailing slash is removed. Set it to the address users reach through your reverse proxy, not the container's internal address. See deep links behind a reverse proxy.

Included maintenance alerts¶

Perpetual, OEM, and freeware/open-source licenses with Included coverage and a maintenance end date raise Maintenance Ending and Maintenance Expired alerts. They use the expiry alert window and appear in the in-app notification list and the manager digest. Like license expiry alerts, they are also emailed to the budget owner, with the row marked Maintenance and showing the maintenance dates. Switching the license to a separately tracked maintenance record ends them.

One-off Service and Other records (not marked Renewable?) never raise expiring or expired alerts. A daily job retires them after their end date.

Notification and daily database-backup hours use the full 0..23 range. Hour 0 is midnight and is preserved as entered. Blank, non-numeric, and out-of-range values fail validation instead of silently becoming a default hour.

Budget-owner renewal email requires a valid owner address and the license's Renewal notifications flag. That flag is enabled by default and can suppress expiry email for one active license without retiring it.

Notification runs show a persisted outcome in Admin > Settings. Full success, partial delivery, blocked recipients, failures, skipped runs, and no-work runs are distinguished. A failed or partial scheduled attempt is not retried every minute; use Trigger notifications now after correcting configuration. Allowed-domain rejections list the affected owner, secondary contact, or manager recipient in the admin-only run result.

Licenses can also store secondary contacts. When a budget-owner renewal email is sent, those contacts are included as CC recipients after the same recipient safety checks.

The expiry alert window is the shared definition of "expiring soon" for Registry badges and statistics, license detail calculations, exports, reports, contracts, renewal and maintenance responses, and notifications.

Admin Settings > Renewals has a separate Allow renewal actions X days before expiry value. It controls when renewal initiation and Link Existing Successor are available without changing expiry status, colors, filters, notification timing, or the Renewal Workbench viewing window. Until an administrator explicitly saves this setting, it inherits the expiry alert window to preserve existing behavior.

The same section holds the High-Value Thresholds, one per currency. A Renewal Workbench row is flagged high value when its estimated annual value reaches the threshold for its own currency. No currency conversion is applied, and a currency left blank is never flagged. Your display currency and every currency with a threshold are shown; Show other currencies reveals the rest. When upgrading from a version with a single threshold, that value is copied to the display currency of the first admin account (EUR when none is set).

The notice deadline alert window is separate. Notice deadline reminders are sent to the configured manager digest address and do not email the budget owner. Once a notice deadline has been reviewed, editors and admins can mark it handled from the license detail panel. Handled notice dates are suppressed from future notice alerts until the notice date is changed.

SMTP¶

Configure SMTP host, port, sender name/address, username, password, encryption mode, and the Enable Email Notifications switch inside Admin Settings. Credentials are encrypted at rest and returned to the browser as masked values.

Send test email validates SMTP by sending one message to the manager address.
Trigger notifications now executes the real notification workflow and may send messages to configured recipients.

Warning

Use the test-email action while configuring SMTP. The manual notification trigger is an operational retry and is not a harmless preview.

OIDC¶

OIDC configuration includes the discovery URL, client ID, and client secret. LicenseTrack validates server-fetched discovery and key URLs against SSRF restrictions. Plain HTTP, loopback, private, link-local, and reserved hosts are blocked unless the server operator deliberately enables the documented unsafe development flags.

Changing OIDC settings invalidates the availability cache, so the login page reflects the new provider state without an application restart.

See Production deployment for HTTPS, cookies, CORS, and development-only OIDC network allowances.