About Portal Records

A Portal Record represents a configurable container for sharing and distributing digital assets. Portals support controlled, trackable, and branded content delivery for both internal collaboration and external sharing.

Portal Records enable users to collaborate on internal and external distribution, manage visibility settings, control access, organize content into collections, and monitor engagement through built-in metrics.

Portal Type

Portals are created as either Internal or External, depending on your sharing needs:

Internal Portals are accessible only to authenticated workspace members. They do not generate a public link and are ideal for internal collaboration or review workflows.
External Portals generate a public link that can be shared with anyone outside the workspace. These are designed for distributing content to clients, partners, or other external audiences.

A portal can be switched from internal to external when ready to publish. Once switched, a public link and QR code are generated automatically.

Portal Visibility

Visibility controls which workspace users can see and manage a portal record. This is separate from portal type and applies to both internal and external portals.

Restricted (default) – Only the portal owner can see the portal. To grant access to other workspace users, the owner can add specific users from the portal details section.
Visible to All – All workspace users can see the portal record.

This allows teams to keep portals private during preparation, then make them visible to colleagues when ready—or share access only with select team members who need to collaborate on the portal.

Access Control

Access control for portal content works differently depending on portal type:

Internal Portals

Internal portals use contact-based access to control who can view the content. Specific contacts can be added or removed from the portal, and access changes take effect immediately. Only contacts assigned to the portal can access it after authenticating.

External Portals

External portals offer several access restriction options:

Open Access – Anyone with the link can access the portal.
Password Protection – Visitors must enter a password to view content.
Email Restrictions – Access can be limited by email in several ways:
- Any email – Visitors must provide an email address to access (useful for lead generation).
- Specific emails – Only designated email addresses can access the portal.
- Specific domains – Only email addresses from approved domains can access.

Expiration

External portals can be given an expiration date. Once expired, the portal is blocked from public access and visitors see an appropriate message.

Portal Content

Portals can include different types of content from your library:

Assets – Individual files shared directly through the portal.
Folders – Entire folders can be shared through a portal, making it easier to distribute structured collections of content.

Portal Collections

Assets within a portal can be organized into Portal Collections. Collections function like folders within the portal, allowing you to group and structure content for easier navigation. Each Portal Collection can have a custom thumbnail to visually represent its contents.

Content within portals displays in grid view by default.

Portal Metrics

Portals include built-in engagement tracking to help you understand how your content is being used:

Unique Visitors – Number of distinct individuals who accessed the portal.
Total Visits – Total number of portal views.
Total Downloads – Number of files downloaded from the portal.

These metrics are displayed directly on the portal record.

Display Options

Portal content supports the same display options as folders:

Views – Switch between list and grid layouts.
Grid Size – Adjust thumbnail size in grid view.
Sorting – Sort content by name, date, or other criteria.

Portal Records List

Portal Records can be viewed in both list and grid layouts:

List View – Shows portal name, portal type, owner, and created date.
Grid View – Displays an image or initials, along with name, assigned contact, and created date.

Users can control how many records are shown per page and switch between view types.

Creating Portals

Portals can be created in Simple or Advanced mode:

Simple Portals

Simple mode creates an external portal with default settings. This is the quickest way to share content externally without configuring detailed options.

Advanced Portals

Advanced mode provides full control over portal configuration. Users can choose between internal and external portal types, and access additional fields depending on the selection:

Advanced Internal Portals – Configure visibility settings (restricted or visible to all) and assign specific workspace users who can access the portal.
Advanced External Portals – Configure password protection, email restrictions, download permissions, sharing controls, expiration, branding options, and link accounts and contacts for engagement tracking.

Key Fields

Fields vary depending on portal type:

Common Fields (All Portals)

Portal Name – Title of the portal as seen internally.
Owner – User responsible for the portal.
Visibility – Restricted or visible to all workspace users.
Audit Information – Created by, modified by, and timestamps.

External Portal Fields

External Link – Direct URL to access the portal.
QR Code – Scannable code for mobile access.
Password – Optional password for access protection.
Email Restriction – Settings for email-based access control.
Allow Download – Toggle to enable or restrict downloads.
Allow Share – Toggle to allow or restrict further sharing.
Expiration Date – Optional date after which the portal becomes inaccessible.
Account – Associated account for tracking engagement.
Contact – Linked recipient for distribution tracking.

Internal Portal Fields

Assigned Users – Workspace users granted access to the portal.

Note: Internal portals inherit permissions from the library. Users can only perform actions on portal assets that their library permissions allow (e.g., download, share).

Components

Portal Records include several standard components:

Comments – Internal collaboration and feedback.
History – Record of changes to the portal.
Activity – Timeline of actions and engagements.
Assets – Files and content linked to the portal.
Metrics – Engagement statistics for the portal.

Relationships

Portal Records connect to multiple record types:

Users – Through the Owner field.
Accounts – Link external portals to accounts for engagement tracking.
Contacts – Associate recipients for access control (internal) or distribution tracking (external).
Assets and Folders – Content made available via the portal.

Filtering Portals

The portal list can be filtered to show:

My Portals – Only portals you own.
All Portals – Portals across the workspace (requires appropriate permissions).

Users with the right permissions can view and manage portals owned by others without needing full admin access.

Plan Limits

Portal creation may be subject to workspace plan limits. Check your current usage in the setup dashboard if you encounter restrictions.

Summary

Portal Records provide flexible, secure containers for sharing digital assets internally or externally. With portal types, visibility controls, access restrictions, Portal Collections, and engagement metrics, portals support a wide range of distribution workflows—from internal review to external lead generation.