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There are a few ways that you could attack this, but a dedicated process is probably the best place to start. In reality, where you place the process really doesn't matter, but you might think of using the Call domain. A couple of questions that you might want to ask to help make a decision on the best way forward. 1. do VPN tokens get passed around from one customer to another? 2. Do you need to have he definitive list of tokens as CIs?
In essence, the best way to do this would be to have a process that linked the customer to token. These two value along with an expirey date are all may need to store. You can then build the process to go from an Open state toa status of 'In Use' for example. To make this complete, try using a scheduled bulk action that check each night to see which processes are at that state and are due to expire.(Test where date is within the next 7 days) The schedule can then execute a process action to send email alerts and mayeb change the status to 'Expirey Due'. This will ensure only one message gets sent. You could even invoke a 1 week service level at the Expirey Due status to send regular messages.
Sorry this is brief, but hopefull it gives you some ideas.
Thanks a lot for the response Andy, that's given us some good pointers to think about.