You need a way to see which contracts in a SharePoint document library are about to expire. Without a dedicated view, you must scroll through every file or rely on manual reminders. SharePoint list views let you filter documents based on a date column, such as an expiration date. This article walks you through creating a filtered view that shows only contracts expiring within a specific time frame.
Key Takeaways: Build an Expiring Contracts View in SharePoint
- Library Settings > Create View: Creates a new view based on a standard or existing view template.
- Filter by Expiration Date column: Shows only documents where the expiration date falls within a defined range, such as the next 30 days.
- Conditional formatting for date columns: Highlights rows where the expiration date is approaching or past due using JSON formatting.
What the Expiring Contracts View Does and What You Need
A SharePoint library view is a saved set of filters, sort orders, and column choices. When you build a view for expiring contracts, you configure a filter on a date column that represents the contract expiration. The view then shows only the documents whose expiration date meets your criteria, such as within the next 30 days or within the current quarter.
Before you start, your document library must contain a date column that stores the expiration date. You can use a built-in column like Start Date or End Date, or create a custom column named Contract Expiration. The column should be of type Date and Time. If your library already has this column, you can proceed. If not, add it first from Library Settings > Add a Column.
You also need edit permissions on the library to create or modify views. By default, members of the Owners group can create views. Site owners may grant Members permission to create personal views, but public views require Owner-level access.
Steps to Create the Expiring Contracts View
Follow these steps to build a view that filters documents based on an expiration date column. The steps assume you are using the modern SharePoint experience.
- Open the document library
Navigate to the SharePoint site that contains your contract library. Click the library name in the left navigation or open it from the site contents page. - Access the current view menu
At the top-right corner of the library, click the view name, usually shown as “All Documents” or the current default view. From the dropdown, select Create new view. - Choose a view type
In the Create View dialog, select Standard View for a simple table layout. You can also choose Calendar View if you want to see contracts on a calendar, but for filtering by date range, Standard View is more flexible. - Name the view
Enter a descriptive name such as Expiring Next 30 Days or Contracts Expiring This Quarter. Check the box Make this a public view if you want all library users to see it. Leave it unchecked for a personal view only you can see. - Set the filter
Scroll to the Filter section. Click Show items only when the following is true. In the first dropdown, select your expiration date column, for example Contract Expiration. In the second dropdown, select is less than or equal to. In the third field, enter a formula using the [Today] token. For contracts expiring within 30 days, use [Today]+30. For contracts expiring within 90 days, use [Today]+90. Click the Add link to add another filter row if needed, such as to also show items where the date is not blank. - Set additional filter for future dates
To exclude already expired contracts, add a second filter condition. Click Add again. Select the same expiration date column, choose is greater than or equal to, and enter [Today]. This ensures the view shows only contracts that expire in the future within your specified range. - Choose columns to display
In the Columns section, select which columns appear in the view. Include the contract name, expiration date, contract owner, and any other relevant fields. Use the Position from Left dropdowns to reorder columns. - Set the sort order
In the Sort section, choose to sort by the expiration date column in ascending order so the earliest expiring contract appears first. - Save the view
Click Create at the bottom of the dialog. The library reloads and displays your new filtered view.
Common Mistakes and Limitations to Avoid
Filter formula uses a static date instead of [Today]
If you type a specific date like 12/31/2025 in the filter, the view will never update automatically. Always use the [Today] token so the filter recalculates each day. For example, [Today]+30 always shows contracts expiring within the next 30 days from the current date.
Expiration date column is not indexed
Large libraries with thousands of documents may load slowly if the filtered column is not indexed. To improve performance, index the expiration date column. Go to Library Settings > Indexed Columns > Create a New Index, select your date column, and save.
View does not show expired contracts
If you need to see both upcoming and already expired contracts, adjust the filter. Remove the condition that requires the date to be greater than or equal to [Today]. Keep only the condition for dates less than or equal to [Today]+30. This will show all contracts that expire within the next 30 days, including those already past due.
Users cannot see the new view
If you created a public view but other users cannot see it, check that you have permission to create public views. Only site owners and members with design permissions can create public views. If you created a personal view, other users cannot see it. To share the view, recreate it as a public view or instruct users to create their own personal view with the same filter.
Standard View vs Calendar View for Expiring Contracts
| Item | Standard View | Calendar View |
|---|---|---|
| Layout | Table rows and columns | Monthly, weekly, or daily calendar grid |
| Filter support | Full filter logic with multiple conditions | Limited to date range, no advanced filter |
| Sort options | Sort by any column, ascending or descending | Sort by date only |
| Column display | Choose exactly which columns to show | Shows title and date, limited custom columns |
| Best use case | List of expiring contracts with details | Visual overview of expiration dates on a calendar |
Use Standard View when you need to see contract names, owners, and other metadata alongside the expiration date. Use Calendar View when the primary need is a visual timeline of when contracts expire.
With the expiring contracts view in place, you can now monitor contract renewals directly from the document library. To extend the functionality, add a reminder by setting up a Power Automate flow that sends an email when the expiration date is within 30 days. For advanced formatting, apply JSON conditional formatting to the expiration date column to turn the cell red when the date has passed.