How do I use Expiry Dates?

How to configure Expiry Dates in order to receive email alerts and in-app warnings when using expired assets

Support avatar
Written by Support
Updated over a week ago

How do Expiry Dates work?

In Dash you can mark the expiry date of an asset, and if you do so the following will happen:

  • A warning will be shown to all users next to the Expiry Date field if the date has been reached

  • An email will be sent to all administrators when an Expiry Date has been reached (optional)

  • An email will be sent to all administrators in advance of the Expiry Date being reached (optional)

Configuring Expiry Dates

Expiry dates are a type of custom field that can be created by an admin in the "Fields" section of the admin area. Once created, admins can configure which type of email alerts should be sent, and how many days in advanced to send "expiring soon" emails.

Email Alerts

Daily email alerts are sent to admins detailing the assets that have expired or are expiring soon, including a link to see all these assets within Dash. No email will be sent if no assets are expired/expiring, don't worry!

You can enable/disable expiry email alerts, and control how much notice is sent, by clicking the relevant expiry date field in Admin > Fields:

Asset Expired Warning Messages

All users will see warning messages in relevant places within Dash when using expired assets. These include:

  • with the field on the asset details page

  • when doing a download (single or bulk)

  • when sharing (single or bulk)

  • when creating an embeddable link

How to hide assets as they expire

Dash does not automatically hide assets that have expired. However, if you are an admin user you can do this yourself as follows:

  • Create a folder to hold expired assets, for example called "Expired".

  • Set the folder permissions of your groups so that only admin users can see the Expired folder.

  • When you receive an email from Dash alerting you that one or more assets are due to expire, click on the link in the email to see the assets that are about to expire.

  • Either update the expiry dates (e.g. if you have renewed them) or update the assets to move them into the Expired folder. Remember to remove them from any other folders if you want to hide them from non-admin users. You can do a bulk update if you want to move all the assets in one go.

How to delete assets as they expire

Follow the steps above but instead of updating the assets, select them all and then click the "bin" icon to move them all into the bin.

How to search and update assets that have already expired

If you want to find all assets that expired at some point in the past:

  • Go to the browse page, open the filter and expand the "Expiry Date" field.

  • Choose "Custom" and enter a date range with a start date far in the past (for example "01/01/2000") and an end date of today's date:

  • The search results will now show all expired assets. Select one or more assets and then click the update or bin icon as required.

Did this answer your question?