> For the complete documentation index, see [llms.txt](https://support.hivo.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.hivo.co/~/changes/eaCuYFhybbREuBouwZp6/client-profile/client-profile-settings/license-expiry-settings.md).

# License Expiry Settings

"License Expriry Settings" allows you to manage license expiration dates of resources

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

### **What is License Expiry Settings?**

License Settings is a useful feature that helps you automatically track and manage licenses for assets used within your organization. It allows you to set up rules to automatically mark assets as "License Expired" after a certain period of time, ensuring you always comply with copyright terms :relaxed:

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FEITODkSOwZOcfl4B4Spl%2FLicense%20expiry%20settings%20open.png?alt=media&amp;token=5678fd74-178d-4398-8445-4687da1d747f" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}

### **Why should you use License Expiry Settings?**

License Expiration helps you track the expiration date of each digital asset, automatically mark assets as "License Expiration" and notify administrators, helping you avoid using expired assets
{% endhint %}

### **How to use License Expiry Settings?**

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

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FQfuguWPd0tnmIwr7GiB6%2Flicense%20expriry%20setting.gif?alt=media&amp;token=21752a43-df15-426e-9455-98f3e8b72359" alt=""><figcaption></figcaption></figure>

1. **Search for License Expiry Settings**: **Client Profile => Setting => License Expiry Settings**
2. **Adjust Archive Setting**: Select settings appropriate to your organization's digital assets and operations:

* ***Enable default license expiration date:*** Set the default time period for assets to be **expired** from the start of upload. Expired assets are no longer suitable for use.
* ***Notify admins when Assets marked as License Expired:*** Allows admins to receive notifications when assets are expired.
* ***Notify Admins before Assets are marked as License Expired:*** Set up a notification to the administrator before a certain period (day, week, month, year) when the resource is about to be marked as "license expired". This allows Admins to renew licenses or seek alternative sources proactively.

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

If you have any questions about “Uploader Settings" or other features, don't hesitate to ask, we're always here to help!

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

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FCNBjITHFEgessdn1WHVc%2FLicense%20expiry%20date.png?alt=media&amp;token=a79de0a7-a29d-46f5-a545-5cbf527ef330" alt=""><figcaption></figcaption></figure>

Users can also edit the "**License Expiry Date**" after uploading the asset by accessing the asset in **The Library => View detail => Information => License Expiry Date**

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FcIXpccTSFZOjS1qxwRl3%2Flicense%20expiry%20date%20edit.gif?alt=media&amp;token=64c60169-b04c-4841-9571-115cee56f7b8" alt=""><figcaption></figcaption></figure>

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2Fo4IAN7x3E3xLeg6ccpLf%2FGroup%20633%20(2).png?alt=media&amp;token=845591ba-27d1-486f-98f8-e299502d31fc" alt=""><figcaption></figcaption></figure>

## Benefits&#x20;

1. License tracking: This helps you track the license expiration date of your resources, ensuring you don't use any resources that violate copyright.
2. Legal compliance: Automatically mark resources as "license expired" and notify administrators to help you comply with the resource's license terms.
3. Risk management: Identify resources whose licenses are about to expire in advance to help you proactively renew or find alternative sources, avoiding work interruption.

## How to use guide

1. Enable default license expiration date: Allows you to enable automatic marking of resources as "license expired" after a certain amount of time from the original upload date.
2. Mark resource as license expired: You can select a specific period (day, week, month, year) to automatically mark the resource as "license expired" after upload.
3. Notify administrators of expired resources: Customize notifications to administrators when a resource is marked as "license expired".
4. Notification before resource expiration: Set up a notification to the administrator before a certain period (day, week, month, year) when the resource is about to be marked as "license expired". This allows administrators to proactively renew licenses or seek alternative sources.


---

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