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Digital assets are often associated with a license that specifies the terms and duration of use. Because Adobe Experience Manager Assets is fully integrated with the Experience Manager platform, you can efficiently manage asset expiration information and asset states. You can also associate licensing information with assets.
Asset expiration is an effective way to enforce license requirements for assets. It ensures that the published asset is unpublished when it expires, which averts the possibility of any license violation. A user without administrator permissions cannot edit, copy, move, publish, and download an expired asset.
You can view the expiration status of an asset in the Assets console in both the card and list views.
Figure: In list view, the Status column displays the Expired banner.
You can view the expiration status of an asset in the Timeline in left rail.
The expiration date of an asset is displayed differently for users in different timezones.
You can also view the expiration status of assets in the References rail. It manages asset expiration statuses and relationships between compound assets and referenced subassets, collections, and projects.
Navigate to the asset for which you want to view referencing web pages and compound assets.
Select the asset and open References in left rail. For expired assets, the References rail displays the expiry status Asset is Expired at the top.
If the asset has expired subassets, the References rail displays the status Asset has Expired Sub-Assets.
You can search for expired assets, including expired subassets in the Search panel.
In the Assets console, click the Search in the toolbar to display the Omnisearch box.
With the cursor in the Omnisearch box, select the
Enter key to display the search results page.
Open the search panel in the left rail. Click the Expiry Status option to expand it.
Choose Expired. Only the expired assets are displayed after filtering the search results.
When you choose the Expired option, the Assets console only displays the expired assets and subassets that are referenced by compound assets. The compound assets that reference expired subassets are not displayed immediately after the subassets expire. Instead, they are displayed after Experience Manager detects that they reference expired subassets the next time the scheduler runs.
If you modify the expiration date of a published asset to a date earlier than the current scheduler cycle, the schedule still detects this asset as an expired asset in the next time it runs and reflects is status accordingly.
In addition, if a glitch or error prevents the scheduler from detecting expired assets in the current cycle, the scheduler re-examines these assets in the next cycle and detects their expired status.
To enable the Assets console to display the referencing compound assets along with the expired subassets, configure an Adobe CQ DAM Expiry Notification workflow in Experience Manager Configuration Manager.
Open Experience Manager Configuration Manager.
Choose Adobe CQ DAM Expiry Notification. By default, Time based Scheduler is selected, which schedules a job to check at a specific time whether an asset has expired subassets. After the job completes, assets that have expired subassets and referenced assets are displayed as expired in search results.
To run the job periodically, clear the Time Based Scheduler Rule field and modify the time in seconds in the Periodic Scheduler field. For example, the example expression
0 0 0 * * ? triggers the job at 00 hrs.
Select send email to receive emails when an asset expires.
Only the asset creator (the person who uploads a particular asset to Assets) receives an email when the asset expires. See how to configure email notification for additional details around configuring email notifications at the overall Experience Manager level.
In the Prior notification in seconds field, specify the time in seconds prior to the time an asset expires when you want to receive a notification regarding the expiration. Asset creators receive a message before the expiration of the asset notifying you that the asset is about to expire after the specified time. After the asset expires, you receive another notification that confirms the expiration. In addition, the expired assets are deactivated.
The Assets console can display various states for assets. Depending on the current state of a particular asset, its card view displays a label that describes its state, for example, Expired, Published, Approved, Rejected, and so on.
In the Assets user interface, select an asset.
Click Publish from the toolbar. If you don’t see Publish on the toolbar, click More on the toolbar and locate Publish option.
Choose Publish from the menu, and then close the confirmation dialog.
Exit the selection mode. The publication status for the asset appears at the bottom of the asset thumbnail in the card view. In the list view, the Published column displays the time when the asset was published.
To display its asset details page, in the Assets interface, select an asset and click Properties .
In the Advanced tab, set an expiration date for the asset from the Expires field.
Figure: Advanced tab in asset Properties page to set asset expiration.
Click Save and then click Close to display the Asset console.
The publication status for the asset indicates an expired status at the bottom of the asset thumbnail in the card view. In the list view, the status of the asset is displayed as Expired.
In the Assets console, select a folder and create a review task on the folder.
Review and approve/reject the assets in the review task and click Complete.
Navigate to the folder for which you created the review task. The status for the assets that you approved/reject is displayed at the bottom in the card view. In the list view, the approval and expiry statuses are displayed in appropriate columns.
To search for assets based on their status, click Search to display the Omnisearch bar.
Return and click Experience Manager to display the search panel.
In the search panel, click Publish Status and select Published to search for published assets in Assets.
Click Approval Status and click the appropriate option to search for approved or rejected assets.
To search for assets based on their expiration status, select Expiry Status in the Search panel and choose the appropriate option.
You can also search for assets based on a combination of statuses under various search facets. For example, you can search for published assets that have been approved in a review task and have not yet expired by selecting the appropriate options in the search facets.
This feature enforces the acceptance of the license agreement before you can download a licensed asset from Adobe Experience Manager Assets.
If you select a protected asset and click Download, you are redirected to a license page to accept the license agreement. If you do not accept the license agreement, the Download option is not available.
If the selection contains multiple protected assets, select one asset at a time, accept the license agreement, and proceed to download the asset.
An asset is considered protected if either of these conditions are fulfilled:
xmpRights:WebStatementpoints to the path of the page that contains the license agreement for the asset.
adobe_dam:restrictionsis a raw HTML that specifies the license agreement.
/etc/dam/drm/licenses used for storing licenses in earlier releases of Experience Manager is deprecated.
If you create or modify licence pages, or port them from previous Experience Manager releases, Adobe recommends that you store them under
In the card view, select the assets you want to download and click Download.
In the Copyright Management page, select the asset you want to download from the list.
In the License pane, choose Agree. A check mark appears next to the asset. Click the Download option.
The Download option is enabled only when you choose to agree to the license agreement for a protected asset. However, if your selection comprises both protected and unprotected assets, only the protected assets are listed in the pane and the Download option is enabled to download the unprotected assets. To simultaneously accept license agreements for multiple protected assets, select the assets from the list and then choose Agree.
In the dialog, click Download to download the asset or its renditions.