License Expiry Settings

Effectively manage any licences on your digital assets with License Expiry Settings!

Are you using a lot of licensed assets in your work❓Tracking the validity of each license can take a lot of time and effort. Luckily the License Expiration feature is your great assistant!

What are License Expiry Settings?

License Expiry Settings is a useful feature that helps automatically track and manage the license validity of assets used within your organization. It allows Admin to set up rules that automatically mark assets as "License Expired" after a specified period of time, ensuring that the organization always complies with copyright and licensing terms ☺️.

Why should you use License Expiry Settings?

• Easily track the license expiration date of each asset.

• Automatically mark assets that have expired.

• Notify administrators to take appropriate action (renew, replace, etc.).

• Avoid using expired assets, ensuring compliance with regulations and business reputation.

How to configure License Expiry Settings?

⚠️ User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”.

🔹 Step 1: Navigate to License Expiry Settings

• Go to: Client Profile → Settings tab → License Expiry Settings

🔹 Step 2: License Expiry Settings

1. Enable default license expiration date

• Set a default time period for assets to automatically be marked as expired from the upload date.

• This ensures that assets are only used within their legal timeframe and helps prevent accidental copyright violations.

2. Notify Admins when Assets are marked as License Expired

• Sends a notification to Admin when an asset becomes expired.

• Keeps Admins informed so they can take appropriate actions, such as removing the asset or renewing the license.

3. Notify Admins before Assets are marked as License Expired

• Sends an advance notice to Admin (days/weeks/months/years before expiry).

• Allows admins to proactively renew or replace assets before the expiration date.

License Expiry Settings

Once installed, "Default License Expiry date" will become the default value for uploaded assets.

License Expiry Settings

4. Asset visibility management in Extensions and Connectors

To enhance the user experience and ensure appropriate use of assets, we’ve improved how assets are displayed in external extensions, plugins and connectors. Depending on your organization’s preferences, licence expired assets can now be set to either show or be hidden in external extensions, plugins and connectors.

Show/ hidden License Expired assets in Canva Plugin

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How to manually adjust License Expiry Date for an Asset

Users can also edit the "License Expiry after uploading the asset to the system. To do this, follow these steps:

• Access the Asset Library -> Select the asset to edit

• Click “View Detail”: Open the asset's detailed information page.

• Go to the “Information” tab

• Find the “Archive date” field: Here, you can adjust or reset the date when the asset should be moved to archived status.

This allows users to proactively manage when each asset should be License Expired in accordance with its intended usage and lifecycle.

Edit manually License Expiry Date

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