Mandate Renewal Mechanism (LEM)

What is it ❓

The Mandate Renewal Mechanism helps you renew mandates, keep a clear history of Renewal dates and Expiry dates, and make corrections when needed. It replaces the one-value “last renewal” approach with a proper, auditable history so you can track every renewal over time.:contentReference[oaicite:0]{index=0}

Why it matters: Some organizations need to renew before expiry and still keep every past renewal on record—now you can, with a simple UI and structured history.:contentReference[oaicite:1]{index=1}

View mockups on Figma:contentReference[oaicite:2]{index=2}

What’s new ⭐

• Single pop-in to manage both Renewal and Expiry dates together.:contentReference[oaicite:3]{index=3}
• Full history of renewal entries; each renew entry is paired with an associated expiry value.:contentReference[oaicite:4]{index=4}
• Delete a renewal value and its associated expiry in one action.:contentReference[oaicite:5]{index=5}
• Rectify wrong expiry for a given historized entry (with existing constraints).:contentReference[oaicite:6]{index=6}
• Renew before expiry is supported.:contentReference[oaicite:7]{index=7}

Before you start ☝

• Ensure you have permission to edit mandates in LEM. ♿
• Confirm your organization’s naming consistency for the “Renew Date” pop-in (matches “Initial Date”).
• If migrating from older data, note that legacy entries will appear with a proper history (see Admin & Migration below).

Renew a mandate (end-users) ✍

1. Open the Mandate you want to renew.
2. Click Renew to open the unified pop-in (Renewal + Expiry).
3. Enter the Renewal date and the new Expiry date:
   • You may renew even if the current mandate hasn’t expired yet.
   • Dates must follow your organization’s format/policy. ☝
4. Click Save. Your renewal is added to the history with its associated expiry.

Tip: Keep internal guidelines handy for how far in advance to renew. ✅

View renewal & expiry history ✨

Each renewal creates a new line in the history, pairing:

• Renewal date
• Associated expiry date (can be empty for older migrated items; see migration note).

You can review the full list of historized values in the history view.

Edit an expiry date ✂️

If an expiry value is wrong for a given entry, you can rectify the expiry (subject to existing constraints).

1. Open the mandate’s history.
2. Select the entry and choose Edit expiry.
3. Set the correct date and Save.

Note: In v1, rectifying the renewal date itself is not supported. ❗

Delete a renewal + its expiry ❌

Use this when a renewal was recorded by mistake and you need to remove both values:

1. Open the mandate’s history.
2. Choose the target entry and click Delete.
3. Confirm to remove the renewal value and its associated expiry in one action.

Limitations (v1) ⛔

• No rectification of renewal date in v1 (expiry rectification only).
• Translations and final designs for the history section may evolve prior to MEP.

FAQ ❔

Can I renew before the current mandate expires?
Yes. Early renewal is supported and recorded as a new entry in the history. ✅

Where do I see past renewals?
In the history view for the mandate. Each entry shows a renew date with its linked expiry.{index=20}

Can I fix a wrong entry?
You can edit expiry on an entry. In v1 you cannot edit the renewal date itself. ❗

Admin & Migration notes (for admins) ⚙️

Data model & history behavior

• The system stores pairs of values: one for renewal, one for expiry (linked together).
• Deleting a renewal also deletes its associated expiry.
• Editing is allowed for expiry (with constraints).:contentReference[oaicite:24]{index=24}

Migration strategy (from legacy data)

Legacy situation: historical renewal dates exist, but only the latest expiry is available. To keep consistency and enable edits/deletes:

• For eachlegacy renewal history entry, create:
  • a FieldValue for the renewal date, and
  • a FieldValue for the expiry date set to null (except the last one, which has the actual value).
• This ensures expiry edits and renewal+expiry deletions work as linked pairs later on. ✅:contentReference[oaicite:25]{index=25}

Technical reference (API) ♾️

List renewal history

GET /internal/mandates/{id}/renewal-history
Returns an array of entries, each containing renewal and expiry objects with fieldValueId and value (date or null).:contentReference[oaicite:26]{index=26}

Update an expiry

PATCH /internal/mandates/{id}/renewal-history
Payload:

{ "expiry": { "fieldValueId": 456, "value": "YYYY-MM-DD" // or null if latest value } } 

Returns the updated value.:contentReference[oaicite:27]{index=27}

Delete a renewal and its expiry

DELETE /internal/mandates/{id}/renewal-history
Payload:

{ "renewal": { "fieldValueId": 123 }, "expiry": { "fieldValueId": 456 } } 

Returns 204 on success.:contentReference[oaicite:28]{index=28}

Privacy & Security ✅

• Confirm PI scope, storage geo, and access level before enabling in production. ☝
• Follow internal Privacy by Default pre-assessment (impact & probability scoring) and engage DPO if thresholds are met (linkage, cross-institution transfers, or out-of-region access).:contentReference[oaicite:29]{index=29}
• Run security checks:
  • Access control (role/permission enforcement)
  • XSS inputs (e.g., script injection test strings):contentReference[oaicite:30]{index=30}
  • ID injection (verify only authorized records are retrievable/editable):contentReference[oaicite:31]{index=31}

Release & Status ⏳

• Status: In progress; Q4 sprint.:contentReference[oaicite:32]{index=32}
• Kick-off: 27 Oct 2025 (renewal button moved; history kept; unified pop-in planned).:contentReference[oaicite:33]{index=33}
• Design review: 28 Oct 2025 (single pop-in; no renewal-date rectification in v1).:contentReference[oaicite:34]{index=34}
• Deadline (planning): 10 Nov 2025.:contentReference[oaicite:35]{index=35}

Related resources ⏩

• Jira – PRODUCT-1217:contentReference[oaicite:36]{index=36}
• Figma – LEM Renewal mockups:contentReference[oaicite:37]{index=37}
• Main article: Mandates in LEM (add a cross-link to this article from your help center). ✨

Changelog ✍

• v1: New unified pop-in; history pairs (renewal+expiry); delete pair; rectify expiry only.:contentReference[oaicite:38]{index=38}

Need help? If you have questions about permissions, data migration, or API usage, contact your admin or project lead. ✋