Managing Portals in Assets 10 – Help Center

Portals in Assets are used for promoting specific material such as brochures and products.

Portals make (part of) your archive available for colleagues, partners, resellers or clients. Visitors to the Portal can search through the files and folders that have been made available and download or share the relevant material, all in an intuitive and easy to use interface.

This can all be done without the need for a license or user account, although access can optionally be locked behind a password.

This article explains how to manage Portals.

Portals are used for showcasing specific material

Figure: A branded Portal.

Requirements

Managing Portals is done in the Management Console by the administrator and requires a Portal license.

Managing Portals

Access the Management Console by logging in to Assets and choosing Management Console in the Avatar menu. In the menu on the left, click Portals.

The Portals page in the Management Console

Managing Portals involves the following steps:

Configuring the Portal settings and access to the Portal and content in Assets.
Configuring the Portal Home page.

Each is explained in the following sections.

1. Configuring settings and access

In this step, settings such as the Portal URL, user options and accessibility to the Portal itself and content to Assets is configured.

Step 1. In the list of available Portals, do one of the following:

Click the +-sign to create a new Portal.
Select an existing Portal that you want to modify.

The list of Portals on the Portals page

The Access settings appear.

Step 2. Configure the settings:

Setting	Description
URL	Define a representative URL for the Portal. Use a hyphen (-) instead of a space; do not use characters such as \ / : * ? " < > \| # ;.
Allowed access	Define if the Portal is publicly accessible or password protected.
Sharing	Define if users should be allowed to share files.
Visible in Portal	Define which folders, Collections, and files should be accessible by selecting a folder and / or defining a query. Tip: We recommend selecting a root folder for a Portal, because the complete folder path will appear in the navigation and in the metadata.

Step 3. Click Save.

Optional settings

Optional settings for customizing the branding or configuring Download presets can be accessed by clicking one of the tabs at the top of the page.

Use the Branding settings to customize the look & feel of the portal to match the brand or product. For more information, see Branding your Assets 10 environment.

Use the Download presets settings to make custom presets available with which visitors of the portal can download files in specific file formats, quality settings and more. For more information, see Setting up Download presets in Assets 10.

2. Configuring the Home page

In this step, the header is set and the folders and / or Collections to promote are added.

Step 1. In the list of available Portals, select the Portal for which you want to configure the Home page.

Step 2. Click the Home page tab.

Options appear to set the header and promote folders or Collections.

The Portals home page in the Management Console

Step 3. Set the header by:

Entering a title and description.
Adding an image from your local system. The image should have a size of 1920x477px, be in JPG or PNG format, and not bigger than 3MB.

Step 4. Promote a folder or Collection by:

Clicking the +-sign under Featured and browsing to the folder or Collection.
Entering a description and a header image for that folder or Collection.

Tip: Once folders or Collections have been added, change their order by clicking the ^ button to move an item up in the order.

Step 5. To see the changes you made, click Open Portal at the bottom of the page.