Asset lifecycle is an enterprise feature. If you’re interested in acquiring it or have further questions, please contact us or your Customer Success Manager.
What is the Asset Lifecycle?
The asset lifecycle functionality lets you define the period during which a digital asset is active and accessible. Each asset can be given a:
Asset available from date - When the asset becomes available to use
Asset available until date – When the asset expires and is no longer valid or usable
This is ideal for managing licensed content, campaign materials, or time-sensitive media, ensuring users only access current and compliant assets.
How to Configure the Asset Lifecycle
1. Set Lifecycle (Expiry) Dates
To set when an asset is valid:
Open the asset in the library or project backend,
In the right-hand sidebar, do to the Settings tab
Set lifecycle dates ( manually or by choosing it from a drop-down calendar):
Asset available from – when it becomes accessible. This is useful when you don't want to notify your users too early about newly uploaded assets. You can set a date in the future at which your users get notified and are able to access the assets you shared with them
Asset available until – when it becomes invalid.
You can also asset expiry dates in bulk using bulk actions in the backend:
2. Define the Expiry Action
To control what happens when an asset expires:
Go to library backend
Click the 3 dot menu in the top right corner:
Go to Library Settings -> General
4. Scroll down in the menu that shows up & under Asset lifecycle management choose what should happen when an asset expires:
No action
Apply a workflow status (e.g., “Expired”) In case you decide to apply a workflow status to your expiring assets, you’ll further have the option to choose what status it should be assigned to.
Delete Asset
3. Prevent Use of Expired Assets
To ensure expired assets aren’t visible:
Go the library page ( frontend view)
Switch to edit mode
Click Search Settings under the filter flyout
In Content Settings, select which asset should appear in libary page ans search results, based on lifecycle and the asset status
This way, expired assets or not yet valid assets can be excluded from the frontend.
Asset Deletion on Expiration
When the assets expire, they are not removed from the library by default. It is possible as described in step 2( Define the Expiry Action) , to set the expiry action to delete assets.
If you simply would like to remove an asset from the library page and not delete the asset completely, you can have an expiration trigger a status change instead of expiration, as explained in step 3 (Prevent Use of Expired Assets).
Asset Expiry Notification
Users who downloaded the asset and library owners and editors receive email notifications about asset expiry. This streamlines the asset lifecycle management, notifying stakeholders about expiry and preventing unintended use of expired assets.
Activate Asset Expiry Notification
This feature can only be enabled in the library by an owner.
To enable expiry notifications:
Go to the backend of your library
Click the 3 dot menu in the top right corner:
Go to Library Settings -> General
Scroll to Asset Expiry Notifications
Toggle to activate and set how many days in advance to notify
Who Gets Notified?
Email notifications are sent to:
All registered users who downloaded the asset
Library owners and editors
Public (non-logged-in) viewers will not receive notifications.
Notifications are sent regardless of where the asset was downloaded (frontend, backend), as long as the user was logged in.
When Are Notifications Sent?
There are two types of notifications:
Advance Notification: Sent X days before expiry (configurable)
Day-of Notification: Sent on the expiry date
The notification is sent out based on the Coordinated Universal Time (UTC timezone).
🔁 Notifications are also sent retroactively: even users who downloaded the asset before the notification was set up will receive it once the setting is activated.
⚠️ If a user downloads the asset after the advance notification was sent, they will not receive a new advance email—only the expiry-day email.
Email Notification Email
Consumers that downloaded the asset & asset owners ( see above) will receive an email notification, to advise them to stop using the asset:
Assets that are due to expire at the same time will be sent in the same email.
The email will redirect you to a link where the owner can visualize the collection of assets that are about to expire on the same date: