File Status Configuration

Note: File Status Configuration is an enterprise feature available exclusively to users on the Enterprise plan. For more information on all ManageArtworks plans, click here.

The File Status Configuration feature allows you to customize file statuses, such as Obsolete and Effective, and define when these statuses should automatically update after a file is published.

If you want your system to automatically manage file status changes (e.g., Effective, Obsolete), this feature is the ideal solution.

How to set-up automatic file status changes (Obsolete, Effective)?

01. Access File Status Configuration

1. Log in to your ManageArtworks account.
2. Select the Admin module.
3. Click the File Status Configuration tab.

02. Enable Automatic File Status Change by System

1. Toggle the "File Status Change by System" button to green to enable automatic file status updates.

Obsolete Status Configuration

1. Select obsoleted asset status:
   1. Click the drop-down menu next to the Obsolete Date Field to view available asset statuses.
   2. Choose the desired status to be assigned when a file becomes obsolete.
      
      
       
2. Configuring when the system should change the file status to obsolete:
   1. Obsolete Date Field:
      1. Select this option to allow the system to automatically change the file status to Obsolete based on the date specified in the file’s metadata (Obsolete Date Field) after it's published to the asset library.
         Note: Make sure that the obsolete date metadata is available for files published to the asset library. If no date is specified, the status will not change.
         
         
          
   2. Obsolete __ Days After New Version is Published:
      1. Choose this option to automatically mark a file as Obsolete after a specified number of days following the publication of a new version.
      2. Enter the desired number of days in the provided field.
         Note: The system will change the asset status to Obsolete once the specified number of days has passed since the file was published or uploaded to the asset library. If a file is updated, then the older version will be marked as Obsolete after the entered number of days from the update date.
         
         
          

Note: The system updates file statuses daily at 11 PM based on the time zone set in ManageArtworks. If Option 2 (Obsolete __ Days After New Version is Published) is selected, but the file contains obsolete date metadata, the system will prioritize the metadata date and update the status accordingly—ignoring the specified number of days. Option 2 will only apply to files that do not have obsolete date metadata. In all cases, the Obsolete Date Field takes precedence over Option 2.

Effective Status Configuration

1. Select effective asset status:
   1. Click the drop-down menu next to the Effective Date Field to view available asset statuses.
   2. Choose the desired status to be assigned when a file becomes effective.
      
      
       
2. Configuring when the system should change the file status to effective:
   1. Effective Date Field:
      1. Select this option to allow the system to automatically change the file status to Effective based on the date specified in the file’s metadata (Effective Date Field) after it's published to the asset library.
         Note: Make sure that the effective date metadata is available for files published to the asset library. If no date is specified, the status will not change.
         
         
          
   2. Set New Version to Effective After ____ Days:
      1. Choose this option to automatically mark a file as Effective after a specified number of days following the publication of a new version.
      2. Enter the desired number of days in the provided field.
         Note: The system will change the asset status to Effective once the specified number of days has passed since the file was published or uploaded to the asset library. If a file is updated, then the newer version of the file will be marked as Effective after the entered number of days from the update date. Older version will be marked as obsolete after the newer version is effective.
         
         
          

Note: The system updates file statuses daily at 11 PM based on the time zone set in ManageArtworks. If Option 2 (Set New Version to Effective After ____ Days) is selected, but the file contains effective date metadata, the system will prioritize the metadata date and update the status accordingly—ignoring the specified number of days. Option 2 will only apply to files that do not have effective date metadata. In all cases, the Effective Date Field takes precedence over Option 2.

Important Considerations: Once a file is marked as Obsolete, this action cannot be undone. Be cautious when assigning dates, especially if using both time-based options for Obsolete and Effective statuses. Example: If you set a file to become Effective after 10 days but also configure it to be Obsolete after 5 days, the file will be marked as Obsolete before it ever becomes Effective—and this cannot be reversed. Always review and plan your settings carefully to avoid conflicts in file status transitions.

03. Save the Configuration

1. After completing the file status configuration, click the Save button to apply and activate your changes.