Using Portals for external reviews

Creating a Portal and adding Guests

Portals are created within workspaces For more information on creating workspaces, visit the article Creating and Accessing Workspaces.

To create a Portal from the Workspace landing page, select Create your first Portal or Create Portal.

In the Create Portal modal, you can title your portal, invite guests, add portal admins, and enable downloading. Downloading must be enabled at the workspace level before it can be enabled at the portal level. The creator of the portal is a default portal admin.

Click Create Portal to create the Portal.

You will be taken to the Portal landing page upon creation.

Managing Portals

All Portals will be visible from the workspace landing page. There is no limit to the number of portals that can be created in a workspace.

Portal Admins can manage portal settings and add additional Guests and portal admins from the portal landing page. To do so, Portal Admins can select View all under Guests, Settings under Admins, or the + in the top right corner.

All options open the same management modal. There are three tabs in the Portal Settings modal: General, Guests, and Portal admins

General

Here you can rename the Portal and enable downloading.

Guests

Here you can add or remove Guests from the Portal.

Portal gusts are users that have been added to a portal, and whom have limited visibility to other users.

Guests can see:

1. Other portal guests
2. Portal admins who have been invited to the portal

Guests can not see:

1. Your internal workspace members
2. Guests of other portals within the workspace

Portal Admins

Here you can add members of the parent Workspace as Portal Admins or remove Portal Admins.

Files & feedback in portals

Portal guests will only see the files that you share with them. New files and revisions uploaded in the Workspace will not be automatically shared to portals; sharing requires explicit action from you. You can choose to share individual or groups of files and have control over which revisions are shared.

There are multiple ways to share files to a portal.

Option 1 - Share from within the workspace

In a workspace, right click on a file in Drive and select Share to Portal. You can multi-select files using CRTL + CLICK to share multiple files. You can also share packages to portals using the same actions.

In the Share to Portals modal, you can select the specific portals you want to share the files with. If your workspace contains multiple portals, you can choose which files are shared with each portal individually. Sharing a file to one portal does not automatically share it with others. Additionally, if you or a guest upload a file to a portal, it will only be visible to that specific portal and workspace.

You can also specify the revisions you want to share.

Portal guests will only see feedback created in the portal and feedback explicitly shared from the workspace. You can filter the feedback you want to share. Filter options include tags, feedback type, assignee, creator, status, and priority. By default, feedback created in the workspace is not automatically shared to a portal, so you can keep your internal conversations secure from guests.

If you have multiple portals in a workspace, feedback created in one portal will not be shared to other portals.

You'll see a summary of what is being shared as a final confirmation.

Option 2 Share from within the Portal:

In a Portal, click + New in Drive and select Add File.

You can select file(s) from the Workspace or upload new files. Newly uploaded files will also upload to the workspace.

Feedback discussion

Portal Guests will only have access to feedback discussions on feedback that is visible within the portal. Your workspace team members can use an internal discussion thread to communicate privately, which will not be visible to guests. Additionally, they can choose to reply to a discussion thread that is visible to guests.