Archive Settings

Archive Settings allows you to manage and archive old or infrequently used resources

Are you worried 😟 about the whole team seeing old unused assets and want a way to hide or take these assets out of circulation? Don't worry, because the Archive Settings feature is your solution 😄

What is Archive Settings?

Archive Settings is a useful feature that helps you clean up your asset library intelligently 👏. It allows you to set up rules that automatically move old asset to Archive status to reduce the number of assets being searched on and improve library management efficiency 🚀

Why should you use Archive Settings?

Effective library management, keeping the library more organized by archiving old assets, allowing users to easily search and access digital assets that are in active use

How to use Archive Settings

Using “Archive Settings" is extremely simple, just a few basic steps:

1. Search for Archive Settings: Client Profile => Setting => Archive Settings

1. Adjust Archive Setting: Select settings appropriate to your organization's digital assets and operations:

• Enable default Archive date: Set the default time period for assets to be archived from the start of upload. Archived assets cannot be shared, and can only be viewed by Users who have permission to view Archived Assets.

• Notify Admins when Assets are archived: Allows admins to receive notifications when assets are archived.

• Notification Admins prior to Assets being archived: Set the option to receive notification before resources are about to be archived automatically. This allows administrators to review and intervene if necessary.

1. Save settings: Save changes so this takes effect for future uploaded Assets.

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

Users can also edit the "Archive date" after uploading the asset by accessing the asset in The Library => View detail => Permision => Archive date

Benefits

1. Reduce storage capacity: Deleting storage of old resources helps free up space for new and more important resources.

2. Effective library management: Organize the library by putting old resources into the archive, making it easier for users to find resources that are being actively used.

3. Data security: Store old resources but keep them in your account, ensuring you can access them again if necessary

How to use guide

1. Enable default archive date: This allows you to set a default time to transition old resources to archive status automatically.

2. Automatically archive resources: Choose a specific time (day, week, month, year) to archive resources after upload automatically.

3. Notify administrators about hosted resources: Set up the option to receive notifications when hosted resources become available.

4. Notification before resource archiving: Set the option to receive notification before resources are about to be archived automatically. This allows administrators to review and intervene if necessary."

Benefits

1. Reduce storage capacity: Deleting storage of old resources helps free up space for new and more important resources.

2. Effective library management: Organize the library by putting old resources into the archive, making it easier for users to find resources that are being actively used.

3. Data security: Store old resources but keep them in your account, ensuring you can access them again if necessary

How to use guide

1. Enable default archive date: This allows you to set a default time to transition old resources to archive status automatically.

2. Automatically archive resources: Choose a specific time (day, week, month, year) to archive resources after uploading automatically.

3. Notify administrators about hosted resources: Set up the option to receive notifications when hosted resources become available.

4. Notification before resource archiving: Set the option to receive notification before resources are about to be archived automatically. This allows administrators to review and intervene if necessary."