Assign licence keys to product
Filemonk makes it easy to assign licence keys to your products so customers automatically receive their keys when they purchase. You can choose from three assignment methods: auto-generated keys, specific tagged keys, or untagged keys from your uploaded collection.
Prerequisites and Setup
Connecting Licence Keys to Products
- Click Digital Products in the left menu bar to access your product management dashboard
- Select the product that you want to link the licence key to. If you haven't added products to Filemonk yet, then follow this guide to add digital products.
Adding Licence Keys to Products
- Once you've selected your product and variant, Scroll down to the 'deliver these files' section
- Click on the 'More' button
- Select the 'Add licence key' option to open the licence key assignment popup
- The popup will display three assignment options for connecting keys to your product
- Choose your preferred assignment method based on your business needs
- Click Create to complete the setup and link the licence keys to your product
Licence Key Assignment Options
Filemonk provides three flexible methods for assigning licence keys to customer orders, each suited for different business models and key management strategies.
Auto-Generated Keys
Choose this option to have Filemonk automatically create unique licence keys for each customer order without requiring pre-uploaded keys.
- Select Auto-generated in the licence key assignment modal
- Filemonk will create and assign unique keys to orders as they come in for this product
- Each key is generated using a secure ULID (Universally Unique Lexicographically Sortable Identifier) format
- You can verify and check these auto-generated licence keys using Filemonk's API for validation purposes
- This option is perfect for software products that don't require pre-existing licence keys
Note: Auto-generated keys are created instantly when customers place orders, ensuring immediate delivery without manual intervention.
Specific Tag Assignment
Use this method to assign licence keys from a specific tagged group in your uploaded licence key collection.
- Select Specific tag in the licence key assignment modal
- Choose the tag from the dropdown menu that corresponds to the licence keys you want to use for this product
- Filemonk will automatically pick and assign keys from this tagged group when customers place orders
- Keys are assigned on a first-available basis from your tagged collection
- Once a key is assigned to a customer, it's marked as used and won't be assigned again
This option works best when you have different licence key pools for different products or software versions, allowing you to maintain organized key distribution.
No Tag Assignment
Select this option to assign licence keys from your general pool of untagged licence keys.
- Choose No tag in the licence key assignment modal
- Filemonk will pick and assign any available licence key that doesn't have a specific tag
- Keys are selected from your uploaded licence keys that haven't been organized with tags
- This method uses a first-available assignment system from your untagged key pool
- Ideal for simple setups where you don't need to categorize different types of licence keys
Customer Download Experience
Once licence keys are connected to products, customers will see and access their keys through the download page interface after completing their purchase.
Download Page Display
Customers receive their licence keys through a user-friendly interface that makes it easy to view and copy their keys.
- Customers receive an email with a download page link after purchasing your product
- The download page displays their licence key as a clickable button alongside any other digital files
- The licence key button shows custom text that you can configure (default: "Licence Key")
- If a licence key is not available or not yet assigned, customers see a "Not Available" message
- The interface clearly distinguishes licence keys from downloadable files with different styling
Licence Key Popup Display
When customers click on their licence key button, they can view and copy their assigned keys through a dedicated modal interface.
- Clicking the licence key button opens a modal window displaying the customer's assigned keys
- Each licence key is shown in large, easy-to-read text for clear visibility
- Customers can copy their licence keys to the clipboard using the Copy button
- Multiple licence keys (if applicable) are displayed in the same modal for easy access
- The modal title includes the order name and product information for context
Advanced Configuration Options
Licence Key Exhaustion Monitoring
Set up automatic notifications to monitor your licence key inventory and prevent stockouts.
- Receive email notifications when your tagged licence key pools reach specified usage levels (default: 80%)
- You can set this up by selecting the 'Settings' option from the left menu in the Filemonk app
- Next, choose 'Other' from the top menu
- Under Notifucations Enable 'Send email when licence keys are about to be exhausted'
- Set the threshold when you want to receive the email
- Automatic warnings help you replenish licence key stocks before running out
Error Handling and Customer Communication
Configure appropriate error messages and fallback options for licence key assignment issues.
- Customize the error message customers see when licence keys are unavailable
- To do this go to 'Settings' from the left menu in the Filemonk app
- Select 'download page' from the top menu
- Click on 'customize download page'
- Choose the 'Licence Keys' option
- Customize the different options to control what it looks like on the download page
Troubleshooting
Common issues with licence key assignment and their solutions to ensure smooth operation.
Symptom | Likely Cause | Fix |
|---|---|---|
Customers not receiving licence keys | No keys available in selected tag or pool | Check licence key inventory and upload more keys |
"Not Available" message on download page | Licence key assignment failed or pool exhausted | Verify tag selection and key availability in dashboard |
Auto-generated keys not working | API configuration issue | Contact support to verify auto-generation settings |
Wrong keys assigned to customers | Incorrect tag selection in product setup | Review and update tag assignment in product configuration |
Customers can't copy licence keys | Browser compatibility issue | Advise customers to manually select and copy the key text |
FAQs
Common questions about licence key assignment and management in Filemonk.
Q: Can I change the licence key assignment method after setting it up?
A: Yes, you can edit the licence key settings for any product by going to Digital Products, selecting the product, and clicking the licence key configuration option.
Q: What happens if I run out of licence keys in a specific tag?
A: New orders will fail to receive licence keys, and customers will see an error message. You'll receive an email notification when your key pool reaches the exhaustion threshold.
Q: Can customers receive multiple licence keys for one product?
A: Yes, if a customer orders multiple quantities of a product, they'll receive one licence key per quantity ordered.
Q: How do auto-generated keys work with software validation?
A: Auto-generated keys use ULID format and can be validated through Filemonk's API. You'll need to integrate your software with the API to verify key authenticity.
Q: Can I see which licence keys were assigned to which customers?
A: Yes, you can view licence key assignments in your order management dashboard and see which specific keys were assigned to each customer order.
Q: What happens to licence keys when orders are refunded?
A: Licence keys remain assigned to the original customer and are not automatically returned to the available pool. You can manually manage key reassignment if needed.
Updated on: 11/08/2025
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