Manage licence keys
Filemonk's licence key management system allows you to organize, track, and manage your software licence keys efficiently. You can view your licence keys organized by tags, delete individual keys or entire tags, move keys between different tags, and clean up duplicate entries to maintain a well-organized licence library.
Accessing Your Licence Key Management
To access your licence key management area, navigate to Content library in the left menu bar, then click on the Licence keys tab. This will display your licence key tags overview where you can see all your organized licence key groups.
Licence Key Tags Overview
The licence key tags overview displays all your licence key groups with important usage statistics and management options. This page helps you understand how your licence keys are distributed and utilized across different tags.
- View all licence key tags with usage statistics and progress bars
- See remaining available keys versus used keys for each tag
- Access individual tag management by clicking on any tag name
- Sort tags by name or remaining key count
- Search for specific tags using the search functionality
System Tags
Filemonk automatically creates system tags to organize your licence keys based on their source and status:
- Auto-generated: Keys automatically created by Filemonk for digital products
- No tag: Keys that haven't been assigned to any specific tag group
Viewing and Managing Individual Licence Keys
- Click on any tag name from the tags overview to access the detailed licence key management interface for that specific tag group.
Licence Key Information Display
Each licence key in your list shows comprehensive information to help you track and manage your software licences effectively:
- Licence Key: The actual licence key or activation code
- Type: Whether the key is uploaded manually or auto-generated
- Status: Current status (Pending, Assigned, or Used)
- Tags Linked: All tags associated with this licence key
- Order Linked: Which customer order this key was assigned to
- Added At: When the licence key was created or uploaded
Searching for Specific Keys
Use the search functionality to quickly locate specific licence keys within a tag, especially useful when managing large collections of software licences.
- Enter any part of the licence key in the search field
- Results filter automatically as you type
- Search works across the entire licence key string
- Clear the search to return to the full key list
Deleting Licence Keys
Filemonk provides multiple options for removing licence keys from your library, with appropriate warnings about the impact on existing customer orders.
- Deleting Individual Keys
Remove specific licence keys that are no longer needed or have become invalid:
- Click the Delete button next to any licence key
- Review the confirmation dialog warning about order impacts
- Confirm the deletion to permanently remove the key
- Affected customer orders will lose access to the deleted key
- Bulk Deleting Multiple Keys
Select and delete multiple licence keys simultaneously to streamline your cleanup process:
- Use the checkboxes to select multiple licence keys
- Click Delete keys from the bulk actions toolbar
- Review the confirmation showing how many keys will be deleted
- Confirm to permanently remove all selected keys
- Deleting Entire Tags
Remove complete tag groups along with all their associated licence keys:
- Access More actions menu from the tag management page
- Select Delete tag from the available options
- Confirm the deletion in the warning dialog
- All licence keys in the tag will be permanently removed
Managing Licence Key Tags
Organize and maintain your licence key groups through comprehensive tag management features that help keep your licence library well-structured.
Renaming Tags
Update tag names to better reflect their purpose or maintain consistent naming conventions:
- Access More actions menu from the tag management page
- Select Rename tag to open the rename dialog
- Enter the new tag name using lowercase letters only
- Save to update the tag name across all associated keys
Moving Keys Between Tags
Reorganize your licence keys by moving them from one tag to another for better organization:
- Select the licence keys you want to move using checkboxes
- Click Move keys from the bulk actions toolbar
- Choose the destination tag from the dropdown menu
- Confirm the move to transfer keys to the new tag
Cleaning Up Duplicate Keys
Remove duplicate licence keys within a tag while preserving the oldest version of each unique key:
- Access More actions menu from the tag management page
- Select Clean up duplicates to start the cleanup process
- Review the confirmation explaining which keys will be affected
- Only pending (unassigned) duplicate keys will be removed
Advanced Licence Key Management
Advanced features help you maintain and optimize your licence key library for better organization and customer service.
Export Licence Key Data
Generate detailed reports of your licence key inventory for backup or analysis purposes:
- Use the Export button from any licence key list
- Receive a comprehensive CSV report via email
- Include key details, status, and assignment information
- Use for inventory management and compliance tracking
Status Tracking
Monitor the lifecycle of your licence keys through comprehensive status tracking:
- Pending: Keys available for assignment to new orders
- Assigned: Keys allocated to customer orders but not yet accessed
- Used: Keys that have been accessed by customers
Known Limitations
Understanding these constraints helps you plan your licence key management strategy effectively.
- Tag names must be lowercase letters only, no uppercase or special characters allowed
- System tags (Auto-generated, No tag) cannot be renamed or deleted
- Duplicate cleanup only affects pending keys, assigned keys are preserved
- Moving keys between tags doesn't affect existing customer access
- Deleted licence keys cannot be recovered once the action is confirmed
Troubleshooting
Common issues and their solutions for licence key management problems.
Symptom | Likely Cause | Fix |
|---|---|---|
Cannot rename tag | Tag name contains uppercase letters | Use only lowercase letters in tag names |
Duplicate cleanup has no effect | All duplicates are already assigned | Only pending keys are affected by cleanup |
Move operation fails | Target tag doesn't exist | Select an existing tag from the dropdown |
Delete tag option disabled | Trying to delete system tag | System tags cannot be deleted |
Keys not appearing in searches | Search term doesn't match key format | Try partial key searches or check spelling |
FAQs
Common questions about managing licence keys in Filemonk.
Q: What happens to customer orders when I delete a licence key?
A: Customers who received that licence key will immediately lose access to it. This action cannot be undone.
Q: Can I recover deleted licence keys?
A: No, deleted licence keys cannot be recovered. Make sure to export your data before performing bulk deletions.
Q: Why can't I rename the "Auto-generated" tag?
A: System tags like "Auto-generated" and "No tag" are protected and cannot be renamed or deleted.
Q: How do I move keys from "No tag" to a specific tag?
A: Select the keys in the "No tag" group and use the bulk move operation to transfer them to your desired tag.
Q: What's the difference between uploaded and auto-generated keys?
A: Uploaded keys are manually added by you, while auto-generated keys are automatically created by Filemonk for digital products.
Q: Can I assign the same licence key to multiple tags?
A: Yes, licence keys can be associated with multiple tags for flexible organization.
Updated on: 29/07/2025
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