About Portal Collections

Portal Collections allow you to organise assets within a Portal, giving recipients a structured way to browse shared content. They function like folders inside a Portal, helping you present assets in a logical, easy-to-navigate format.

How Portal Collections Work

When you share assets through a Portal, all assets appear in a single view by default. Portal Collections let you group these assets into categories, making it easier for recipients to find what they need.

Collections are visible to Portal recipients. When someone accesses your Portal, they see the Collections you have created and can browse assets within each one.

Key Features

Two-level structure: Portal Collections support up to two levels of nesting, allowing you to create a Collection and place sub-Collections within it.
Custom thumbnails: You can upload a custom image to represent each Collection, giving you control over how Collections appear in the Portal.
Asset organisation: Move assets between Collections to arrange content in a way that makes sense for your recipients.
Portal-specific: Collections exist only within the Portal where they are created. They do not affect the organisation of assets in your Library.

Portal Collections vs Library Folders

Portal Collections and Library Folders serve similar organisational purposes, but they operate in different contexts:

Library Folders organise assets within your internal Library. They are part of your platform's folder structure and are governed by user permissions.
Portal Collections organise assets within a specific Portal for external recipients. They allow you to present content differently from how it is stored in your Library.

This separation means you can structure your Library for internal workflows while presenting assets to external recipients in a format tailored to their needs.

Permissions

To create and manage Portal Collections, you need Portal permission capabilities (read, create, and update). Administrators have full access to manage Collections in any Portal.

Common Use Cases

Organise by asset type: Create Collections for Images, Videos, and Documents so recipients can quickly find the format they need.
Organise by product or campaign: Group assets by product line, campaign, or project to help recipients navigate large sets of shared content.
Organise by usage rights: Separate assets by licence type or intended use, such as "Print" and "Digital" Collections.
Organise by audience: Create Collections for different recipient needs, such as "Press Images" and "Social Media Assets" within the same Portal.