How do we administer our portal?

Here we look at how you can administrate your portal, settings, user logins, meta data field visibility in the portal, etc.


Table of Contents:

Where can I find the settings for our portal?

Basic settings

Metadata settings

Security and login settings

Where can I find the settings for our portal?

Click Portals in the sidebar.

Here you see an overview of your portals.

The gear icon is used to edit the settings in your portal.

The settings box contains 3 parts:

  1. Generally
  2. Metadata
  3. Security

Basic settings (General)

Note that the Allow users to download original files in web shares option is not checked by default! This means that web shares created from the portal will not allow for the download of original files!

  • Name: This is what you have chosen for your portal to be called here in Mediaflow and can be changed if desired. It does not affect the portal's name externally in any way, but is primarily so that you can easily select the portal in the list of "groups" when handing out folders for display on the portal. Read more about this here.
  • Title (visible in browser window): Title in the browser tab when the portal is opened.
  • Portal URL: Is the url to which the portal is linked (contact support if it needs to be changed).
  • Show recently added in the folder tree: This option determines whether the "Recent" folder should be visible among your other regular folders in your portal.
  • Allow users to download original files: The visitor is allowed to download files in original format. If you check this option, visitors can only download images with the preset download formats from the portal. It also means that files other than images can not be downloaded if you do not have the option checked.
  • Require usage reporting for all downloads: The visitor must report what the files will be used for when downloading. This can then be traced inside Mediaflow under the "use" tab. Läs mer här.
  • Allow users to download original files in web shares: With this checked in, it is possible to download original files in a web link created from the portal. If you do not check this, sketch images will still be available for download. (Does not apply to sketch images for .PDF / .MOV / .MP4 / .AI This may vary slightly depending on the formats you upload!)
  • Show the number of uses on the thumbnails: This setting activates a small number on the thumbnail images. This number denotes how many "uses" a file has.

Metadata settings

Here you control which metadata fields in your Mediaflow account that you want to display in your portal. You can select both Mediaflow standard fields (as the name and description that always exist) but also your own fields.

  • The left column shows fields that are in Mediaflow and have not been selected to be displayed in the portal
  • The Right Column displays fields that appear in the portal in the order you want them to appear.

You can drag from left to right to turn these fields on and off, but you can also change the order of active fields so that certain fields are at the top of the portal

Drag fields from the left column to the right to activate them in the portal. You can also drag fields to the left column to deactivate them. This way you can control the visibility of different types of metadata shown for files in the portal.

Here is an example of how metadata fields are displayed in the portal when an image is selected:

Security settings

Under the security tab, you can choose to enter approved IP numbers here so that visitors from these automatically enter the portal without having to log in.

You can also activate password protection for your portal by checking "Password protect portal" and clicking "Save". You can now add multiple portal users as we call them. If you have several portals, in this step you choose which portal or portals this portal user should have access to.

This now means that you can click on "Add" to create a login to the portal. We call these "portal users".

Mediaflow users and Portal users are two different logins that do not affect each other in any way.

If you already have a portal, portal users from it will also appear in the list when you click on "Add". Here you can choose to create a new login by clicking on "New user".

It is possible to create a portal user / login that several people can share. This means that you can, for example, have one login per department or similar instead of creating a login for each individual.

you can edit portal users by clicking on the pen icon.