Asset Expiration Dates

Asset Expiration Dates are a way for admins to configure a date by which users are either blocked from, or warned against downloading an asset. Who is allowed to configure the dates, as well as who is allowed to bypass the warning are controlled by policies on the workspace level.

• Configuring Roles and Policies
• How To Set Expiration Dates
• User Experience
  • Users who can download expired assets
  • Users who can NOT download expired assets
• Filtering & Searching for Assets by Expiration Date
  • Filtering
  • Searching

Configuring Roles and Policies

To control who is and is not allowed to set expiration dates on assets, navigate to the Admin section, select Roles from the left menu, then select Workspaces. Users who have the Workspace Admin role will automatically have the policy selected to set expiration dates. All other roles will not have the policy selected by default. If you would like users who are not admins to be able to set expiration dates, simply update their role to include the policy.

If you would like specific users to be able to bypass the expiration date and continue downloading expired assets, make sure their role is updated to include both the ability to download assets, as well as the ability to download expired assets.

How To Set Expiration Dates

To set an asset expiration date:

• Select an asset in grid view
• In the right side Info panel, select Set Expiration and choose a date.

Assets with no expiration date will show Set Expiration, assets with an expiration date in the future will show the date in orange, and assets with an expiration date of today or earlier will show the date in red. Users who do not have the policy to set expiration dates on assets will not be able to click this value.

To set the expiration date of multiple assets, simply select the desired assets, then click Set Expiration in the info panel. If you have expiration dates stored in metadata and would like to migrate those values over, contact support for more information.

User Experience

Users who have the ability to download assets with expiration dates set will see a warning notification: Expired Assets, which they are able to bypass by clicking Include. If they want to remove those assets from their download, they can do so by clicking close and re-selecting images without an expiration date. Users who do not have this policy will not be able to bypass this message and complete the download until they remove the image from their selected downloads.

Users who can download expired assets

Selecting only expired assets 

Selecting expired and non-expired assets

Users who can NOT download expired assets

Selecting only expired assets

Selecting expired and non-expired assets

Filtering & Searching for Assets by Expiration Date

Filtering

To help quickly show or hide expired assets from the current view, users are also able to filter within grid view based on if an asset is expired or not expired.

Searching

Additionally users will have the ability to search for expiring or expired assets.

This will show assets that will expire in the next 7 days

This will show assets have expired & will expire from 1/1/23 to 6/30/23

Example where current date is 5/10/23

This will show assets have will expire from 5/11/23 to 6/30/23

Example where current date is 5/10/23