Q1 Release: Share Further, Start Faster

This quarter, we’ve focused on two things that matter most to growing marketing teams: making it easier to get content to the right people and making it easier to get started in the first place. A completely reimagined Portals experience gives you a new level of control over how you share content with partners, prospects, and agencies. A new self-serve sign-up flow and AI-powered setup tool mean that going from zero to a fully structured workspace is faster than ever. And a range of permissions and performance improvements make the platform more reliable for the teams managing it day to day.

Portals, Reimagined

Sharing content outside your organization has always required a careful balancing act — giving people access to what they need without opening the door too wide. This quarter, we’ve completely reimagined how Portals work, turning them into a single, powerful way to share content with anyone: internal teams, external partners, prospects, agencies, or press.

Think of a Portal as your own branded space: a Sales Room, a Digital Deal Room, a partner hub, or a press kit, curated exactly for the person or team on the other side. Whether you’re closing a deal, equipping a distributor with the latest campaign materials, or sharing a press pack ahead of a product launch, Portals give you the control to do it all from one place.

Internal and external Portals

Not everything you share belongs on the open web. Portals can now be set as internal or external. Internal Portals stay private to authenticated members of your workspace and never generate a public link, making them ideal for organizing content your own teams need to reach. When you’re ready to take one outside the organization, switch it to external and a public link is generated on the spot — the same space, now ready for partners, prospects, or press.

The right content, for the right people

Every private Portal can now have specific contacts added or removed, so access is always intentional. Instead of sharing a link and hoping it lands in the right hands, you decide exactly who sees what. Add a new agency partner, remove an old one, and changes take effect immediately, with no awkward link-sharing or expired downloads to manage.

As your external relationships grow — more partners, more regions, more agencies — your sharing model scales with you. There’s no need to rethink how you work as your audience expands; Portals are built to handle that complexity without adding it back onto your team.

Share entire folders through a Portal

Sharing is no longer limited to individual assets. Admins can now share whole folders directly through a Portal, so an entire campaign, product line, or brand library can be made available in a single step rather than asset by asset.

Know what’s landing

Sharing content is only half the story. Portals now surface key engagement metrics including unique visitors, total visits, and downloads, so you can see what’s resonating and what isn’t. Know which partners are engaging with your materials, which assets are being downloaded, and where attention is actually going. It’s the kind of visibility that turns content sharing into a conversation.

Built for how marketing teams actually work

The Portal creation and editing experience has been rebuilt from the ground up. The three separate forms of the past are now a single flow with simple and advanced modes, and the details page has been fully redesigned, so setting up a new Portal is faster and more intuitive. For teams managing multiple Portals, new filtering options make it easy to find and manage your own without sifting through everything else. And you can now set custom thumbnails on Portal Collections, so folders present exactly the way you want them to on the other side.

Getting Started, Faster

Getting a new team up and running on a DAM platform has never been the easiest part. This quarter, we’ve made it significantly simpler from the very first step.

Self-serve workspace sign-up

You can now create a Data Dwell workspace directly at login.datadwell.com/register, without needing to go through a sales process first. A new centralized login service lets you sign in with your email and password or connect instantly using your existing Google or Microsoft account. Every new workspace starts on a plan that fits — Free to get going, with Pro and Enterprise as your library and team grow — and your usage is tracked clearly as you scale.

Invite your team by email

Once you’re in, inviting your team is straightforward. Admins can send invitations by email directly from the platform and manage or cancel pending invites without any back-and-forth. New teammates receive a link to set up their account and get going right away.

AI Architect

And for teams starting fresh, the AI Architect is there to help you hit the ground running. Rather than staring at a blank system, you get intelligent suggestions for your folder structure and metadata taxonomy based on your specific use case, saving days of setup time and giving your library a solid foundation from day one.

A dashboard built for new users

New workspaces now open to a tailored dashboard rather than an empty screen, giving first-time users a clearer starting point and an obvious next step into the platform.

More Control, Less Guesswork

For the teams responsible for keeping a DAM running smoothly, this quarter brings a set of updates that make access management cleaner and more reliable.

Standardized roles and user groups

A set of standardized roles and user groups is now built into the platform, covering library access, sharing, user management, and more. Rather than building your permission structure from scratch, you start with a solid, consistent foundation that’s kept up to date as the platform evolves.

A single feature overview page

Managing which features are active in your workspace is now simpler too. A dedicated overview page in setup lets admins enable or disable features in one place, without needing to hunt through settings to find what controls what.

Instant permission changes

When you make changes to roles or group memberships, those changes now take effect immediately. There’s no delay between updating a permission and it being reflected for the user, which matters when you’re managing access across a large or fast-moving team.

Asset creator visibility

For teams that rely on Data Dwell’s audit capabilities, asset accountability is now more accessible. Who created an asset is visible directly in the asset detail view, complementing the full picture available through user profile activity and the system activity list, so you can get a quick answer without digging into the full history every time.

Under the Hood

Alongside the headline features, we’ve made targeted improvements that affect everyday performance.

Faster folder load times

Folder load times for non-admin users have been significantly reduced. Folders that once felt slow to open now load quickly and stay responsive, making a real difference for larger teams navigating complex folder structures throughout the day.

Improved mobile experience

Mobile layout has also been improved across Portals, asset previews, and folder settings, so the experience on smaller screens is smoother and more consistent with what you’d expect on desktop.

Smoother everyday workflows

A handful of smaller refinements add up across a working day. You can now choose which columns appear on the asset home screen, navigate a redesigned folder picker when uploading, filter on more metadata field types with autocomplete, and browse folders in a list view. Metadata fields that aren’t in use can also be hidden rather than shown as disabled, keeping the interface clean.

You can also catch up on what we shipped in our Q4 release, or book a demo to see any of these features in action.