About Digital Asset Distribution

The Data Dwell platform supports structured distribution of digital assets, designed for both internal collaboration and external sharing. Distribution is enabled through three key features:

• Portals: internal collaboration and controlled external delivery
• Public Links: quick direct access to individual assets
• Showcases: curated visual presentations

Each method provides tailored access, control, and visibility to meet different business needs across teams and audiences.

Portals

Portals are the primary method for distributing digital assets, supporting both internal collaboration and external sharing. They can be configured as Internal or External depending on your needs.

Sharing from the Library

Select assets in the Library and share them to create a Portal in one step:

• Quick Share: creates a Portal without linking it to an Account or Contact. Useful for fast, one-off shares.
• Standard Share: creates a Portal and lets you assign an Account and/or Contact, which suits ongoing collaboration and account-based engagement.

Both create a Portal record with its own link. You need sharing permissions to see these options; if you cannot find them, ask your workspace admin.

Internal Portals

Internal Portals are accessible only to authenticated workspace members. They do not generate a public link and are ideal for:

• Internal collaboration and review workflows
• Sharing curated content with specific team members
• Staging assets before external distribution

Access to internal portals is controlled by assigning specific workspace users. Users inherit their library permissions when working with assets in an internal portal.

External Portals

External Portals generate a public link that can be shared with anyone outside the workspace. They are designed for:

• Sales content distribution with usage tracking
• Marketing or partner resource hubs
• Client presentations and proposals
• Lead generation through gated content

External portals offer several access control options including open access, password protection, and email restrictions (any email, specific emails, or specific domains). Expiration dates can also be set to limit availability.

Each Portal can also allow or block downloads and re-sharing, and can show its own welcome text on the portal page and on its sign-in screen.

Portal Content

Portals can include:

• Assets: Individual files shared directly
• Folders: Entire folders from the library
• Portal Collections: Assets organized into groups within the portal, each with a custom thumbnail

Portal Metrics

Portals include built-in engagement tracking:

• Unique Visitors: Number of distinct individuals who accessed the portal
• Total Visits: Total number of portal views
• Total Downloads: Number of files downloaded

When accounts and contacts are linked to external portals, engagement tracking extends to those records, providing visibility into how specific clients interact with your content.

Learn more in the About Portal Records article.

Public Links

Public Links offer a fast and straightforward way to share individual image assets externally. Unlike Portals, these links do not require user identification or access control.

They are ideal for simple use cases where an asset needs to be made available quickly and openly:

• Embedding images directly in websites, emails, or documents
• Sharing a stable URL that always serves the latest version
• Quick access without portal setup

Public Links are available directly from the asset details page and can be disabled at any time.

Learn more in the How to Use Public Link article.

Showcases

Showcases provide a curated visual experience for presenting digital assets. The current template supports image galleries, making them ideal for product displays, portfolios, or campaign visuals.

Showcases are ideal when presentation and layout matter, offering a polished way to present assets to clients, partners, or the public.

A Showcase draws its content from a saved filter, so the gallery stays up to date as matching assets change.

Learn more in the About Showcase Records article.

Choosing a Distribution Method

Summary

The platform’s distribution tools ensure your assets reach the right audience, at the right time, with the right context. Portals provide flexible options for both internal collaboration and external sharing, while Public Links offer quick access for simple use cases. Showcases deliver polished visual presentations for high-impact sharing.