How to Manage Portal Collections

Portal Collections let you organise assets within a Portal, making it easier for recipients to browse shared content. This guide covers how to create Collections, add assets to them, and customise their appearance with thumbnails.

Before You Begin

To manage Portal Collections, you need Portal permission capabilities (read, create, and update) or administrator access.

Creating a Portal Collection

Open the Portal record where you want to create a Collection.
In the Assets component, click Manage to open the asset view.
Click the folder configuration icon (Portal Collection Actions) at the top of the view.
Select Create Portal Collection.
Enter a name for the Collection and save.

The new Collection appears in the Portal. You can create Collections within other Collections, up to two levels deep.

Adding Assets to a Collection

In the Portal asset view, select the assets you want to move.
Use the move action to place the selected assets into a Collection.

Assets moved to a Collection will appear within that Collection when recipients access the Portal.

Setting a Custom Thumbnail

You can upload a custom image to represent each Collection, giving you control over how it appears to recipients.

In the Portal asset view, locate the Collection you want to customise.
Click the three-dot menu on the Collection.
Select Upload Image.
Choose an image file to use as the thumbnail.

The custom thumbnail replaces the default Collection appearance in the Portal view.

Editing a Collection

To rename or modify a Collection:

Click the three-dot menu on the Collection.
Select the appropriate action (rename, delete, or other available options).

Deleting a Collection

When you delete a Portal Collection, the assets within it are not deleted from the Portal or your Library. They return to the Portal's root level or parent Collection.

Click the three-dot menu on the Collection you want to remove.
Select Delete.
Confirm the deletion.

Tips

Plan your structure: Before creating Collections, consider how recipients will want to browse the content. Organise by asset type, product, campaign, or another logical grouping.
Use descriptive names: Name Collections clearly so recipients understand what they contain without needing to open them.
Keep it simple: With a maximum of two levels, avoid over-complicating the structure. Aim for easy navigation rather than deep hierarchy.
Use custom thumbnails: A well-chosen thumbnail helps recipients quickly identify Collections, especially in Portals with many groupings.