Release assets on time. Retire them automatically.
Data Dwell's Asset Lifecycle moves every asset through clear stages, from review to archive. Embargo keeps launch content hidden until the date you set, expiry retires campaign images automatically when their time is up, and rules keep it all running without anyone having to remember. Lifecycle governance is included on every plan, not sold as an add-on.
Every asset has a stage
Each asset in Data Dwell sits in one lifecycle state, so everyone can see whether it is ready to use.
- Processing: uploaded and being prepared
- Review: waiting for sign-off
- Embargo: approved, but hidden until its release date
- Active: live and available to the people who should see it
- Expiration: its time is up, so it is retired from use
- Archive: kept for the record, out of everyday search
Embargo launch content until it's ready
Product launches, seasonal campaigns and press announcements often exist before they should be seen. Embargo keeps those assets hidden from general users until the moment you choose.
- Group embargoed assets so a whole launch goes live at the same time
- See what is going live and when in a timeline view
- Release early, change the date or cancel if plans change
Retire expired campaign images automatically
Set an expiry date on a campaign image, a licensed photo or a time-limited offer, and Data Dwell retires it when the date passes. A grace period gives owners time to renew or replace an asset before it expires, so nothing disappears by surprise.
Stop teams using outdated logos
Old logos stay in circulation when copies live in inboxes and shared drives. Data Dwell keeps one approved version and controls what happens to the rest.
- Versioning: upload the new logo as a new version, and the approved file replaces the old one everywhere it is shared
- Asset locking: once an asset reaches a defined state, it stays there, with no accidental edits
- Expiry: retire the old logo on rebrand day, so it no longer appears in search or downloads
Rules that do the work
The Rules Engine automates availability and access over time. Set the conditions, such as a date, a status or a metadata value, and the action, such as embargo, expire, archive or lock. Rules then apply to every matching asset, including new uploads.
Review and approval before anything goes live
Review and approval chains bring sign-off into the platform, across departments.
- Sequential or parallel review stages
- Deadlines with automatic escalation
- Required metadata before an asset can move forward
- A review queue for every reviewer
Usage rights and copyright
Record copyright and licence details on each asset, and lock assets whose rights don't allow use. When a licence has an end date, pair it with expiry so the asset retires on the day the rights run out.
Know how every asset is used
Data Dwell records downloads, views, shares, portal activity and showcase appearances for each asset. Inactivity detection flags assets nobody has used in a period you define, so you can retire stale content based on evidence. Every change is kept in a full audit trail.
What teams use the asset lifecycle for
- Product launches: embargo images and documents, then release them together on launch day
- Seasonal campaigns: expire campaign assets when the campaign ends
- Licensed photography: retire images when the licence runs out
- Rebrands: replace the logo once and retire the old one
- Regulated documentation: keep only the current approved version in use, with a full history
What customers say
"We just publish and store. It saves so much time."
Devyser, a genetic testing specialist in a highly regulated industry, keeps controlled documentation for around 150 SKUs accurate in Data Dwell, with full version tracking for compliance. Read the Devyser case study
Included on every plan
Asset Lifecycle is part of Data Dwell on every plan, from Free ($0) to Starter ($89/month), Pro ($165/month) and Enterprise. There is no separate workflow or approvals module to buy. See pricing
Frequently asked questions
Can I automatically remove expired campaign images?
Yes. Set an expiry date on an asset, or create a rule that expires every asset matching a condition, and Data Dwell retires it when the date passes.
What happens to an asset when it expires?
It moves to the Expiration state and is retired from everyday use, so teams can no longer find or download it as a live asset. It stays in the platform for the record and can be archived or restored.
Do expired assets disappear from portals and shared links?
Yes. Expired assets are removed from portals and public links, so partners stop seeing them on the same day your team does.
Can I hide launch content until a set date?
Yes. Embargo keeps assets hidden from general users until the release date and time you choose. You can group assets to release together, release early, or cancel.
How do I stop teams from using an old logo?
Upload the new logo as a new version of the same asset, so every portal and link shows the update. Then expire or lock the old version so it no longer appears in search or downloads.
Can assets require approval before they go live?
Yes. Review and approval chains support sequential or parallel stages, deadlines with escalation, and required metadata before an asset moves forward.
Can I see who used an asset before it expired?
Yes. Each asset records downloads, views, shares, portal activity and showcase appearances, and every change is kept in an audit trail.
Is asset lifecycle management included on the free plan?
Yes. Lifecycle governance is included on every Data Dwell plan, including Free.