Do you have the date the license started in the library? I had to do something similar at my work because people needed a daily notice of all the documents that had changes in their procedural manuals. I added a column in the library that is calculated. In your case, say you want notice to go out 30 days ahead of time. So you'd add the initial date, plus 335 days. Then set up a view based on that column. So when the "renewal date" equals [Today]+30--this way the information appears on the view for 30 days so people have time to go and look at the list. You would then create the alert. I recommend having them create you a distribution group or alias (just don't use a persons name, make it go to a group managed so that you don't have to update libraries every time staff changes). Anyway, the alert then goes out and they can check the list to see what needs to be updated. Also, in order to work in subsequent years, you'd have to change the "date the license started" date to your new license date. If you need to keep a "history" enable versioning. Here is the link with "common" formulas to help. http://office.microsoft.com/en-us/sharepointtechnology/HA011609471033.aspx At least this way you don't have to buy anything else or worry about developing workflows.