Assign new keys to an order

The assign license key to order feature allows you to manually manage which license keys are delivered to customers for their orders. This feature gives you control over key distribution, letting you assign specific keys or remove keys from orders when needed.

Accessing License Key Management

To manage license keys for an order, you need to navigate to the specific order details page.

1. From your Filemonk dashboard, click Orders in the main navigation menu
2. Find and click on the order you want to manage
3. Locate the product that has license keys linked to it
4. Look for the license key management options next to the asset

How to Assign License Key to Order

When you need to assign a specific license key to an order, follow these steps to replace the current key assignment.

Steps to Reassign a License Key

1. On the order details page, find the order with license keys
2. Click the Assign new key button next to the license asset
3. In the reassign key modal that opens:

• The system will automatically detect the license tag associated with the asset
• A searchable dropdown will display all available keys for that tag
• The first available key will be pre-selected by default

4. To select a different key:

• Type in the search box to filter available keys
• Click on your desired key from the filtered results

5. Click Confirm to assign the selected key to the order
6. The system will show a "Key reassigned" confirmation message

Unassigning License Keys from Orders

Sometimes you may need to remove license keys from an order entirely, such as for refunds or when keys need to be returned to your available pool.

Steps to Unassign a License Key

1. On the order details page, locate the product with the assigned license key
2. Click the Unassign Key button next to the license asset
3. In the unassign key modal, choose what should happen to the unassigned key:

• Return to pool: Returns the key to your available pool for future use
• Mark as used: Marks the key as used and removes it from circulation

4. Click Confirm to complete the unassignment
5. The system will show a "Key unassigned" confirmation message

Understanding License Key Statuses

License keys in Filemonk have three possible statuses:

• Pending: Available for assignment to new orders
• Assigned: Currently linked to an order but not yet delivered
• Used: Delivered to a customer or marked as consumed

Advanced Tips

Here are some advanced techniques for managing license keys effectively:

• Use the search functionality in the reassign modal to quickly find specific keys by partial matches
• When unassigning keys for refunds, choose "Pending" to return them to your available pool
• Choose "Used" status when unassigning keys that should not be reused for security reasons
• The system automatically handles tag-based key filtering, so you'll only see relevant keys for each asset

Troubleshooting

Common issues and their solutions when managing license keys:

FAQs

Q: Can I assign the same license key to multiple orders?

A: No, each license key can only be assigned to one order at a time. Once assigned, it becomes unavailable for other orders.

Q: What happens to unassigned keys when I choose "Pending" status?

A: The key returns to your available pool and can be automatically assigned to future orders or manually assigned to other existing orders.

Q: Can I reassign keys for orders that have already been fulfilled?

A: Yes, you can reassign keys for any order regardless of fulfillment status, but customers will need to be notified of key changes separately.

Q: How do I know which keys are available for assignment?

A: The reassign modal automatically shows only keys that are in "pending" status and match the asset's license tag.

Q: Will customers be automatically notified of key changes?

A: No, license key reassignment does not trigger automatic customer notifications. You'll need to send updated information manually if required.

Updated on: 19/08/2025