How do I add an expiry date to an asset?
Open any asset, click the pencil icon to edit then go to Licensing tab, and set an expiry date. You can also add expiry dates when you upload.
Once a date is set, CrowdRiff tracks it for you. The asset appears in your Expiring assets view as the date approaches, and its status shows wherever your team browses.
Where do I find the Expiring assets view?
In the Library, go to Ready to use and click Expiring assets (the clock icon). This view gathers every asset with a license expiring inside your expiring soon window (default 30 days before expiry), plus anything already expired, into one place so nothing slips through unnoticed.
What can I do in the Expiring assets view?
Switch layouts. Use the toggle in the page header to move between a table and a grid view. Your choice is remembered next time you open the view.
Review key details. In the table, see each asset's thumbnail, source, author, expiry date, and status (Expiring soon or Expired).
Sort by expiry date to bring the most urgent assets to the top.
Filter by source, date range, and status to narrow the list. Setting your own date range overrides the default expiring soon window.
Search for a specific expiring asset using the search bar.
Open an asset. Click a row to view its details, or use the pencil action to jump straight to its Licensing tab in edit mode.
What do the expiry indicators mean?
Wherever you browse assets across the Library, galleries, and maps you'll see an at-a-glance license status:
A yellow "Expiring soon" indicator appears on assets whose license expires inside your expiring soon window.
A red "Expired" indicator appears once a license has lapsed, and the asset's thumbnail is dimmed so it's easy to spot.
💡Pro Tip: Hover over any indicator to see the exact date, shown as "Expires on {date}" or "Expired on {date}".
What are the expiry banners in asset details?
Open an expiring or expired asset and a banner appears at the top of its details:
A yellow banner reads "Licensing will expire on {date}" for assets nearing expiry.
A red banner reads "Licensing expired on {date}" once the license has lapsed.
What are the license status filters?
The status filter across the platform offers three options:
Has usage rights: rights-holding assets that are still cleared to use.
Expired: assets whose licensing has lapsed.
No rights yet: assets without approved usage rights.
How do I change the "expiring soon" window?
The Expiring soon setting controls how much notice you get before a license lapses. Find it in Settings, under Expired assets.
Your chosen window is used everywhere expiry appears:
It sets when the yellow Expiring soon indicator appears on thumbnails.
It sets the default date range in the Expiring assets view.
❗Heads up: Only admins can change this setting.
How do I control where expired assets appear?
You decide whether expired assets stay visible outside CrowdRiff. Go to Settings and open Expired assets, where each place your assets appear publicly has its own setting.
❗Heads up: Only admins can change this setting.
The page lists every public-facing surface in your account, meaning anywhere your assets appear outside CrowdRiff, such as Media Hub, Galleries, single-asset embeds, Maps, and share links. For each surface:
Set it to Hide and expired assets stop appearing there.
Set it to Show and they appear as normal.
Your choice applies to both new and existing embeds and links. Each setting arrives pre-set, so you only need to visit the page where you want something different.
Hiding doesn't delete or archive anything. Your team can still find, download, and use the asset exactly as before, with its Expired indicator and licensing banner in place. Hiding only affects what people outside your organization see.
Need more help?
If you have any other questions, feel free to send us a message!