Access and search for a portal

Permissions

Visibility of portals

The visibility of portals for a user in the DAM depends on the portal's sharing settings. Refer to the sharing documentation for more details.

Visibility of assets within a portal

The visibility of assets within a portal is governed by the same rules as in the main DAM system. This means that users will only be able to view the assets they are authorized to see, even when accessing them through a portal.

For example, if a portal contains both assets a user is authorized to view and assets they do not have permission to view, the user will only see the assets they are permitted to access. This ensures that segmentation and access control are always maintained within the portal environment.

How it works

Access the list of Portals

1️⃣ Click on “Boards and portals”

2️⃣ Click on “Portals”

Refine the List of portals with Filters

1️⃣ Click on the 'Roles' filter to narrow down the list of portals based on the user's assigned role in the portal.

• Creator: These are the portals that I have created.

• Collaborator: These are the portals where I have been invited as a collaborator.

• Viewer: These are the portals where I have been invited as a viewer.

• No role: These are the portals where I do not have a specific role but am authorized to view because they are public or internal.

2️⃣ Click on the 'portal type' filter to narrow down the list of portals based on the portal type

Type:

• Public: These are portals that are shared publicly.

• Private: These are portals that are shared privately.

• Internal: These are portals that are shared internally.

➡️ Learn more about portal roles and sharing modes

➡️ Learn how to customize the portal list filters

Refine the list with keywords

Use full-text search to narrow down the list of portals. This search is based solely on the portal's title and description.

Display Archived Portals

1️⃣ Click Show archived portals to view the archived portals

Display Mode

By default, two display modes are available. The user can switch between modes based on their needs:

• Block

• List

Sorting Mode

By default, three sorting modes are available:

• Most recent

• Recently updated (default sorting mode)

• Name

Searching for a Portal through the DAM

The DAM search functionality now includes portals in its results. If portals matching the search criteria are found, a dedicated section will display suggested portals for the user. This section can show up to 10 suggested portals, allowing the user to directly access a portal by clicking on it.

1️⃣ Click the Search Field or Select a Filter in the DAM Search

Result Display Rules

• Priority based on title and description: For each search, the system checks if the titles or descriptions of existing portals contain the searched keywords or filters. If so, these portals are prioritized in the list of results.

• Priority based on associated media: If the search returns media that belong to a portal, the portals containing the highest number of matching media are prioritized. This ensures that the most relevant portals for the user appear at the top of the list.

Excluding Specific Portals from Search

It is possible to exclude certain specific portals from the search results. Exclusion can be based on an existing field in the portal data model (for example, private portals are excluded by default). If a project wishes to offer users the option to specify, during portal creation, whether the portal should be indexed in the search or not, this is possible by creating a new field in the portal structure and modifying the search query accordingly.

➡️ How to Configure the Search to Exclude Specific Portals