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:
Each method provides tailored access, control, and visibility to meet different business needs across teams and audiences.
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.
Internal Portals are accessible only to authenticated workspace members. They do not generate a public link and are ideal for:
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 generate a public link that can be shared with anyone outside the workspace. They are designed for:
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.
Portals can include:
Portals include built-in engagement tracking:
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 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:
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 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.
Dwellings were an earlier way to group assets into internal collections. They are a legacy feature and are not available in new workspaces. Internal Portals replace them and offer visibility controls, Portal Collections, named contact access, and engagement metrics.
If your workspace still has Dwellings enabled, see About Dwelling Records.
| Method | Best For | Access Control | Tracking |
|---|---|---|---|
| Internal Portal | Team collaboration, internal review | Assigned workspace users | Yes |
| External Portal | Client sharing, sales enablement, lead generation | Password, email restrictions, expiration | Yes |
| Public Link | Quick image sharing, embedding | None (open access) | No |
| Showcase | Visual presentations, galleries | Via assigned filter | Limited |
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.