> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://filemonk.crisp.help/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# 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.](#3-checking-status-via-api) 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

![](https://storage.crisp.chat/users/helpdesk/website/-/2/4/f/7/24f71cce258b5000/image_1n48c3d.png)

### 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
| You also can follow this [__Postman link__](https://www.postman.com/artossoftware/artos-software-inc/request/1im2uwb/filemonk?action=share&creator=1629423&ctx=documentation) to look at the documentation in an interactive format.

### 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:

```json
{
    "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:**
```json
{
    "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:

```python
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.

| Symptom | Likely Cause | Fix |
| ---- |
| API returns 404 error | Licence key not found or wrong shop domain | Verify key exists and shop domain is correct |
| Dashboard shows no results | Searching in wrong tag | Check all relevant tags or use "No tag" option |
| Status appears outdated | Browser cache or temporary delay | Refresh the page or wait a few moments |
| API authentication fails | Missing or incorrect shop domain header | Include correct X-Shopify-Shop-Domain header |
| Search returns too many results | Search term too broad | Use more specific search terms or browse by tag |

## 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.

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