How do I remove content pages from the left hand menu, that appear in my Portal?

If you view your Portal and see additional content pages in the left hand menu that you'd prefer to be hidden, then please:

Log into your Asset Bank

Visit:

Admin > Content > Menu Items (tab)

Find the page in question and click 'Set visibility'

To hide it from your Portal, untick the relevant box, but also make sure you untick the '*Public' group box too - as all groups inherit the permissions of the Public group.

I already use the *Public Group, will this conflict with my Portal?

If you make use of the *Public group in the Groups area (and thus have folders/assets that are publicly visible), then your Portal will also show this content (as all groups inherit the permission of the *Public Group).

If this is not desired, then you can stop this inheritance by visiting:

Admin > System > Portal Settings

And set "Include public assets in Portals" to No, then click save.

Any existing or new Portals will no longer inherit the Public group permissions.

Why am I not seeing some assets in my Portal?

The Portal will not show any inactive or expired assets by default.

Why am I not seeing some folders in my Portal?

It may be the case that when creating a Portal you picked some top level folders that contain sub folders that all have their own permissions. In this case it will not include these sub folders unless you explicitly pick them to be included in your Portal. Sub folders are only automatically included if they inherit the permission of the folder above. Finally, as per default Asset Bank configuration, folders are not displayed if they do not contain any assets that are visible to a given user.

Why am I seeing extra folders in my Portal, with assets that are view only?

This can happen if you are sharing a sub-folder that has its own permissions, that also has sibling folders (other sub folders on the same level) that inherit their permissions from their parent folder. 

This happens as when you share a sub-folder that has its own permissions, Asset Bank has to grant view permission on all folders above it (its ancestors) so that the user will see the top level folder when they visit the site, and can then step into this and navigate down to the folder you shared. So all assets in the ancestor folders will be view only.

Finally, as the other folders (that do not have their own permissions) inherit permission from the folders above it, these may also be visible and have assets in them that are view only.

To resolve this you have to configure things to avoid this situation (e.g. avoid having assets in ancestor folders and, if you have a sub folder with its own permissions, then ensure all the other folders on the same level have their own permission too). Please contact support if you need help with this. 

Note, this works in exactly the same way as if you are creating a separate permission group in the Admin > Groups area.

My Portal user has to browse into many folders before seeing assets. How can I just show them the sub folder I'm sharing?

If you are sharing the contents of a sub folder that is quite far down a nested structure, e.g.:

Top level folder > sub folder 1 > sub folder 2 > sub folder 3 > "Folder with the assets I'm sharing"

Then, to avoid the user seeing the top level folder and having to browse into four folders before seeing the folder that contains the assets, we can configure a solution which checks to see if a user can only see one folder. If so it auto steps into this folder and checks again.

(The setting we use is auto-browse-into-single-cats= true, and applies to both categories and folders when active.)

The result in the case above would be that the user accesses the Portal in question, and sees "Folder with the assets I'm sharing" on the homepage.

Do Portals respect 'Restricted' assets?

Yes, assets that have been changed to restricted will show as this in the Portal. I.e. like this:

Users will be able to view this asset, but not download it.

Can I add more restrictions to my Portal, e.g. additional 'Attribute Exclusions'?

Please contact support if you have additional configuration requirements that are not shown on the Portals creation page and we can review.

Do downloads from Portals appear against the asset in the main Asset Bank?  

Yes, downloads from Portals are recorded in the Asset Usage table against the asset in Asset Bank.

Do download from Portals respect any metadata embed rules I've set up?

Yes, download from Portals are like downloads from the main DAM and any 'embed this metadata into the file during download' rules are respected.