Portal Records

Overview

A Portal Record represents a configurable container for sharing and distributing digital assets with external recipients. Portals are designed to support controlled, trackable, and branded content delivery across a range of use cases—whether for collaboration, outreach, or mediation.

The Portal Record enables users to link specific accounts and contacts to shared content while managing access, engagement settings, and external presentation.

Display Options

Portal Records can be viewed in both list and grid layouts, using the same display options available for most Records. Users can control how many records are shown per page and switch between view types based on preference.

• List View: Shows the name of the Portal, portal type, owner and created date.
• Grid View: Displays an image or initials, along with the name, assigned contact, and created date.

Key Fields

• Portal Name: Title of the portal as seen internally
• Account: Associated account for the portal
• Contact: Linked individual recipient of the shared content
• Owner: User responsible for the portal
• External Link: Direct URL to access the portal’s public view
• QR Code: Scannable code for mobile access to the portal
• Allow Download: Toggle to enable or restrict downloads
• Allow Share: Toggle to allow or restrict further sharing
• Audit Information: Created by, modified by, and timestamps

Components

Portal Records include several standard components:

• Comments: Internal collaboration and feedback module
• History: Record of changes or updates to the portal
• Activity: Timeline of actions and engagements
• Assets: The files and content linked to the portal

Relationships

Portal Records are connected to multiple record types in the platform:

• Users: Through the Owner field
• Accounts: Portals are linked to accounts to track external engagement
• Contacts: Individual recipients associated with the portal
• Assets and Folders: The content made available via the portal
• Dwellings: Optional connection for managing asset collections shared through the portal

Summary

Portal Records make it easy to manage asset distribution while controlling access and monitoring engagement. They are flexible containers for sharing curated sets of digital assets with external parties in a secure and trackable way.