Check licence key status

Filemonk provides two convenient methods to check the status of your licence keys: through the dashboard interface for quick visual checks, and via the API for programmatic integration. You can verify whether a licence key is pending (available), assigned (allocated to an order), or used (accessed by a customer).

Understanding Licence Key Status

Before checking your licence key status, it's important to understand the three possible states and what they mean for your business operations.

Status Types

Filemonk tracks licence keys through three distinct status levels:

• Pending: Keys that are available for assignment to new customer orders
• Assigned: Keys that have been allocated to specific orders but haven't been accessed yet
• Used: Keys that have been viewed or downloaded by customers after assignment

Key Types

Your licence keys can be categorized into two types based on their creation method:

• Uploaded: Keys that you manually added to your Filemonk library
• Auto-generated: Keys automatically created by Filemonk for your digital products

Checking Status in Filemonk Dashboard

The dashboard method provides a visual interface to quickly locate and check the status of your licence keys with additional context about orders and usage.

• Click Content library in the left menu bar of your Filemonk dashboard
• Select the Licence keys tab to view your tag overview
• Choose the specific tag containing the licence key you want to check

Selecting the Correct Tag

Your licence keys are organized by tags to help you locate them efficiently:

• Custom tags: Tags you created to organize your licence keys by product or category
• Auto-generated: System tag for automatically created licence keys
• No tag: Keys that haven't been assigned to any specific tag group

Click on the appropriate tag name to access the detailed licence key list for that group.

Locating Your Licence Key

Once you've selected the correct tag, you can find your specific licence key using the search and browsing features:

• Browse the list: Scroll through the displayed licence keys to locate yours
• Use search: Click the search icon in the top right corner above the licence key list
• Enter search terms: Type any part of your licence key to filter the results
• View results: The list automatically updates to show matching keys

Reading Status Information

Each licence key in the list displays comprehensive status information to help you understand its current state:

• Licence Key: The actual key or activation code
• Type: Shows whether the key is "Uploaded" or "Auto-generated"
• Status: Displays current status with color-coded badges (Pending, Assigned, or Used)
• Tags Linked: All tags associated with this licence key
• Order Linked: Direct link to the customer order if the key has been assigned
• Added At: When the licence key was created or uploaded to your library

Viewing Order Details

When a licence key shows "Assigned" or "Used" status, you can access additional order information:

• Click the order link in the "Order Linked" column
• View customer email address and order details
• Access the complete order management interface
• Track when the key was assigned and accessed

Checking Status via API

The API method allows you to programmatically check licence key status for integration with your own systems, automated monitoring, or bulk status checking.

API Endpoint Details

Filemonk provides a dedicated API endpoint for checking individual licence key status:

• Endpoint: GET https://app.filemonk.io/open_api/licences/{key}.json
• Method: HTTP GET request
• Authentication: Requires shop domain header for verification
• Response: JSON object with complete licence key information

Required Headers

Include the following header in your API request to authenticate and specify your store:

X-Shopify-Shop-Domain: your-store.myshopify.com 

Replace your-store.myshopify.com with your actual Shopify store domain.

API Response Format

A successful API request returns a JSON object containing comprehensive licence key information:

{
    "id": "8c4c06fd-bd9b-4be2-ba00-dd312fe17a6b",
    "key": "your-licence-key",
    "type": "uploaded",
    "status": "assigned",
    "created_at": "2023-07-25T11:48:34.117Z",
    "assigned_at": "2023-07-26T09:15:22.445Z",
    "tag_names": ["software", "premium"],
    "order": {
        "id": "aa7414d6-f5b9-4dd8-8ab3-d95a755d490f",
        "email": "customer@example.com",
        "phone": null,
        "name": "#1092",
        "path": "/my_orders/aa7414d6-f5b9-4dd8-8ab3-d95a755d490f"
    }
}

Response Field Explanations

Understanding each field in the API response helps you interpret the licence key status correctly:

• id: Unique identifier for the licence key in Filemonk's system
• key: The actual licence key or activation code
• type: Either "uploaded" (manually added) or "auto_generated" (created automatically)
• status: Current status - "pending", "assigned", or "used"
• created_at: ISO timestamp when the key was added to your library
• assigned_at: ISO timestamp when the key was assigned to an order (null if pending)
• tag_names: Array of all tags associated with this licence key
• order: Object containing order details (null if status is pending)

Error Handling

When a licence key is not found or an error occurs, the API returns appropriate error responses:

404 Not Found Response:

{
    "error": {
        "code": 404,
        "message": "The requested resource was not found."
    }
}

This error occurs when:

• The licence key doesn't exist in your store
• The key belongs to a different store
• The shop domain header is incorrect

Implementation Example

Here's a complete Python example for checking licence key status via the API:

import requests
from requests.exceptions import HTTPError

def check_licence_status(licence_key, shop_domain):
    try:
        # Define the API endpoint and headers
        url = f'https://app.filemonk.io/open_api/licences/{licence_key}.json'
        headers = {
            'X-Shopify-Shop-Domain': shop_domain
        }

        # Make the API request
        response = requests.get(url, headers=headers)
        response.raise_for_status()

        # Parse the response
        licence_data = response.json()

        # Extract status information
        status = licence_data['status']
        key_type = licence_data['type']

        print(f"Licence Key: {licence_data['key']}")
        print(f"Status: {status.title()}")
        print(f"Type: {key_type.title()}")

        if licence_data['order']:
            print(f"Assigned to Order: {licence_data['order']['name']}")
            print(f"Customer Email: {licence_data['order']['email']}")

        return licence_data

    except HTTPError as e:
        if response.status_code == 404:
            print(f"Licence key '{licence_key}' was not found")
        else:
            print(f"HTTP error occurred: {e}")
        return None

# Usage example
licence_data = check_licence_status('your-licence-key', 'your-store.myshopify.com')

Advanced Status Monitoring

Advanced techniques help you efficiently monitor and manage large numbers of licence keys across your digital product catalog.

Bulk Status Checking

For checking multiple licence keys programmatically:

• Use the API endpoint in a loop with appropriate rate limiting
• Implement error handling for missing or invalid keys
• Store results in a database or spreadsheet for analysis
• Set up automated monitoring scripts for critical licence keys

Integration with Business Systems

Connect licence key status checking with your existing business processes:

• Integrate API calls into your customer service tools
• Set up automated alerts for licence key usage patterns
• Create dashboards showing licence key utilization rates
• Generate reports on licence key assignment and usage trends

Monitoring Best Practices

Implement these practices for effective licence key status monitoring:

• Check status before issuing replacement keys to customers
• Monitor usage patterns to optimize licence key inventory
• Set up alerts for unusual licence key assignment patterns
• Regularly audit licence key status for compliance purposes

Troubleshooting

Common issues and their solutions for licence key status checking problems.

FAQs

Common questions about checking licence key status in Filemonk.

Q: How quickly does the status update when a customer uses a licence key?

A: Status updates occur in real-time when customers access their licence keys through download pages.

Q: Can I check the status of licence keys from other stores?

A: No, you can only check the status of licence keys belonging to your own Shopify store.

Q: Is there a way to see when a licence key status last changed?

A: The API provides assigned_at timestamp for when keys were assigned, but doesn't track all status change history.

Q: Can I check multiple licence keys at once through the API?

A: Currently, the API requires individual requests for each licence key. Consider implementing batch processing with rate limiting.

Q: What happens if I check the status of a deleted licence key?

A: The API will return a 404 error indicating the licence key was not found.

Q: Can I use the API to change licence key status?

A: No, the status checking API is read-only. Status changes occur automatically through the order fulfillment process.

Updated on: 11/08/2025