Manage licence keys

Keys are grouped by tag, and each tag shows how many you have, how many are used, and how many remain. From there you can rename a tag, move keys between tags, export them, delete them (including every unused key in a tag at once), and clean up duplicates.

Where to look

1. Click Filemonk in the left menu of your Shopify admin.
2. Click Content library in the app’s menu, then open the Licence keys tab.

The list shows each Tag with Used, Remaining, and Total, plus the products it is linked to. Sort by remaining, lowest first, to see what is about to run out.

Open a tag to see the individual keys, each with its Type, Status, Tags linked, Order linked, and when it was added.

What you can do

Action	Where
Rename tag	On the tag, under More actions. Products linked to it follow the rename.
Move keys	Select keys, then click Move keys. Steps below.
Delete keys	Select keys and click Delete keys. Selection covers only the keys on the current page. Keys already assigned to orders should be left alone.
Delete all unused keys	On the tag, under More actions. Steps below.
Delete tag	On the tag, under More actions, once you no longer sell that product. Only works while every key in the tag is unused.
Clean up duplicates	On the tag, under More actions. Removes repeated keys from the pool in one go.
Export	On the tag. Emails you a CSV of the keys. To export every key in every tag, click More, then Export all keys on the Licence keys tab.

More actions isn’t shown on the No Tag and Autogenerated groups, which Filemonk manages for you.

Move keys to another tag

1. Open the tag that holds the keys.

2. Tick the keys you want to move.

3. Click Move keys.

4. Under Tag, type in Search tags to find the destination, then click it. Every one of your tags is listed, plus No Tag to remove the keys’ tag.

5. Click Move. The button stays greyed out until you pick a tag.

   

Moved keys take the destination tag in place of their current tags.

Delete all unused keys in a tag

Use this to empty a large tag without going page by page. Unused keys are keys that aren’t linked to an order. Keys assigned to an order or already used are kept, unless you choose to delete them too.

1. Open the tag.
2. To delete only some of them, search for part of a licence key first. Only keys matching your search are deleted.
3. Click More actions, then Delete all unused keys.
4. To delete keys that are linked to orders as well, tick Also delete keys assigned to orders or already used. Leave it unticked to keep them.
5. Click Delete to confirm. This covers every page of the tag, not just the keys on screen.

If you tick Also delete keys assigned to orders or already used, the orders that held those keys show “Keys were unassigned” and don’t get a new key. Customers who open the key on their download page are told none is available. Keys already sent by email can’t be recalled.

Most tags finish straight away and show how many keys were deleted. Very large tags are deleted in the background: you’ll see a “Deleting” message, so refresh the page after a few minutes to see the result.

Keep an eye on remaining

The number that matters is Remaining. When it hits zero, customers buy and get no key. Turn on the low-key warning so you find out in advance rather than from a customer. See Emails and reports Filemonk sends you.

Troubleshooting

Remaining is lower than I expect

Keys are consumed per order, and test orders consume them too. Open the tag and look at which keys are assigned and to which orders.

I have duplicate keys in the pool

Use Clean up duplicates rather than deleting by hand. To stop it recurring, set duplicate handling to ignore on upload. See Add licence keys.

I renamed a tag and products stopped getting keys

Check the product’s licence key setup still points at the tag. If it was pointed at the old name, re-select the tag. See Assign licence keys to a product.

I deleted keys that were assigned to orders

Those customers lose the key from their download page. Assign replacements to the affected orders. See Assign new keys to an order.

The tag could not be deleted because some licence keys are assigned or used

A tag can only be deleted while all of its keys are unused, because assigned and used keys belong to orders. To clear what’s left, open the tag and use More actions, then Delete all unused keys. The keys linked to orders stay, unless you tick Also delete keys assigned to orders or already used. Those orders then get no replacement key.

I can't find the tag I want in the Move keys list

Type part of the tag name in Search tags. Every tag is listed except the one you’re moving from. To move keys into a brand new tag, create it first by uploading keys with that tag. See Add licence keys.

FAQ

Can I add more keys to an existing tag?

Yes, upload with the same tag and they join that pool. Orders waiting on a key are assigned one automatically.

What happens if I delete a tag in use?

Products pointing at it no longer have a pool to draw from, so buyers get no key. Re-point those products first.

I selected all the keys on the page, but only 25 were deleted. Why?

Selecting keys covers only the current page. To delete every unused key in the tag at once, use More actions, then Delete all unused keys.

Can I export keys?

Yes, with Export. Filemonk emails you the CSV.

Can I see which customer got which key?

Yes. Each key shows the order it is linked to. See Check licence key status.

Related guides

• Add licence keys, to top up a pool.
• Check licence key status, for individual keys.
• Handle orders without licence keys, when a pool runs out.