Archiving Assets

Assets can be archived if you want to limit their visibility to users who do not have the 'Can view archived' User Right.

Why Archive Assets?

• Archived assets won’t appear in normal search results, unless the ‘Archived’ search filter is on (click the down arrow on the Library search bar to open filter options). Note: only users with the 'Can view archived' User Right can search the archive.

• Archiving can be useful for managing old Assets that you still want to retain access to but want to remove from general circulation and being used by light users.

• When an Asset is Archived, it will no longer appear within Shared Links and new Shared Links cannot be created on archived assets.

Archived Filter

Note: Archiving assets still consumes storage, it just sets an archived status on the asset.

Setting an Archive Date During the Upload Process

An archive date can be set on assets during the upload process. This date can be the date of upload or any future date. If a future date is set, HIVO will automatically archive the asset for you on that date.

Archive Date on upload Asset

👉 Default Account-wide Archive Settings:

In the Client Profile, you can set a default Account-wide archive date and the option to notify Admin when Stored assets. See Archive Settings for more details.

Default settings Archive

How to Archive Assets in the Library

When Archiving Assets in the Library, you can set a future date for the Archive status to be applied or archive the assets immediately. Archiving can be performed on a selection of multiple Assets at once via 'Library Actions' > Edit Archive Date:

Edit Archive Date though Library Actions

• Use the 'Now' option of the Archive Date to immediately Archive that Asset.

Archive Selection of Assets from the Library

How to Archive Assets on the Asset Detail Page

On the Asset Details page users can set and archive on an individual asset by clicking the 'permissions' gear icon and then clicking the 'Archive Date' text:

Edit Archive Date through Asset Detail Page

How to Unarchive Assets on the Asset Detail Page

To unarchive Assets, perform the same steps as archiving but set the archive date to blank by pressing the Backspace key on each date field (i.e. leave the dd/mm/yyyy value blank).

Unarchive Assets

If you have any questions, don't hesitate to ask, we're always here to help!