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Archive Settings

Archive Settings allows you to configure what happens when you mark assets with an Archive status

Worried that your entire team is seeing outdated and unused assets — and looking for a way to hide or remove them from circulation? Don’t worry — the Archive Settings feature is here to help 👏!

What are Archive Settings?

Archive Settings is a smart feature that helps manage and clean up the Digital Asset Library efficiently, allowing users to focus only on assets that are actively in use.

Why should you use Archive Settings?

  • Effective Asset Library Management: Keep your library tidy by archiving outdated assets, so users can focus on what's actively being used.

  • Reduce Storage Usage: Free up space by moving old, unused assets to archive.

  • Data Security: Archived assets remain in your system and can be retrieved later if needed.

How to configure Archive Settings

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

Step 1: Navigate to Archive Settings

Go to: Client Profile → Settings tab → Archive Settings

Archive Setting

Step 2: Archive Settings

1, Enable default Archive date

  • Set a default duration from upload date after which assets are automatically archived. Archived assets cannot be shared and can only be viewed by users with the appropriate permissions.

2, Notify Admins when Assets are archived

  • Enable notifications to inform admins when assets are archived.

3, Notify Admins prior to Assets being archived

  • Receive alerts before assets are auto-archived, giving admins a chance to review and intervene if necessary.

Archive Settings

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

Default archive date

4, Asset visibility management in extensions, plugins 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, archived assets can now be set to either show or be hidden in external extensions, plugins and connectors.

Show/ hidden archived assets in Canva Plugin

How to manually set an Archive date on an Asset

Users can also edit the "Archive date" 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 “Permission” tab: In the detail view, navigate to the tab or section related to permissions and advanced settings.

  • 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 archived, in accordance with its intended usage and lifecycle.

Edit manually Archive Date

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

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