USE CASE
Track licence and rights expiry on the asset itself
Rights information lives on the asset. The application warns 30 days before expiry and stops expired assets being shared unless someone overrides it on the record.
The situation
Stock images, commissioned photography and licensed music come with end dates, usually recorded in an email or a spreadsheet. The file keeps circulating after the licence has lapsed because nothing attached to the file says so.
Who this is for
- Brand managers
- Marketing teams
- Publishers
- Agencies
What happens, step by step
- 1
Set the licence type, rights holder, expiry date and any licence note or reference on the asset.
- 2
A daily scan finds assets whose rights expire within 30 days and flags them.
- 3
The weekly email digest lists assets with rights expiring in the next 30 days.
- 4
When someone tries to share an asset with an expired licence the application refuses.
- 5
An override is possible only on purpose, and it is logged.
- 6
The content audit report includes a category for rights expiring.
Related use cases
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Keep brand assets and their licences in one place
Hold logos, colours, fonts and guidelines together with the licence details of each asset.
Read the use case: Keep brand assets and their licences in one place -
Share approved assets with partners and press
Share approved material with partners and press through limited, revocable links.
Read the use case: Share approved assets with partners and press -
See what happened to a file you shared
See who opened, downloaded or uploaded through each share link.
Read the use case: See what happened to a file you shared