# Configuring a Portal
With the Portal feature, you can curate and share specific content with your brand teams or medical communications departments in a simplified user interface. Curated content provides users with the most relevant material, and content filters aid users in finding the correct assets. You can easily create, configure, and populate Portals by creating individual _Portal_ object records through _Business Admin_ or a [custom tab](/en/lr/23516/). ## About the Portal Document Fields The _Portal_ (`portal__v`) and _Portal Widget_ (`portal_widget__v`) shared document fields are required on all document types available for use with your Portal. If these fields are not already configured in your Vault, navigate to **Admin > Configuration > Document Fields** and set each field to _Active_. Next, [assign the shared fields](/en/lr/4884/#use-shared-field) to all applicable document types. ## Creating a Portal To create your Portal, create a _Portal_ object record: 1. Navigate to **Business Admin > Portals**. 2. Click **Create**. 3. Enter a **Portal Name**. 4. Optional: Enter a **Description** for your Portal. This appears in the _About_ section on your Portal Homepage. 5. Optional: Enter a **Primary Color**. These must be six-letter Hex Color Codes. If you leave these fields blank, your Portal defaults to standard Vault colors. 6. Optional: Select a **Portal Logo** from your Vault library. The logo displays in the Portal's header and on the Portal Selector page. Your logo file should be an image file (PNG, JPEG, etc.) as opposed to a video file, audio file, or other Vault document. If you don't choose a logo, no image displays in the Portal Selector, and the standard Vault logo displays on the Portal Homepage. 7. Optional: Select a **Version** for the logo image document. This selection defaults to the latest _Steady_ state version. 8. Click **Save**. To create another Portal, click **Save + Create**. When you save your Portal, Vault automatically creates the [_Portal Widget_ object records](/en/lr/555512/#portal-widgets) that make up your Portal's object framework and Portal Homepage. To view your new portal, select **View Portal** in the _Portal_ record's **Actions** menu. Your Portal opens in a new tab. To configure the [object page layout](/en/lr/26387/) for your newly-created _Portal_ object, select **Configure Page Layout** from the **Actions** menu. This only affects the layout of the object record details page, and not the layout of the Portal homepage. ## Configuring the Portal Homepage {#portal_widget_object_records}
You can configure and populate the Vault-created _Portal Widget_ object records from your _Portal_ object record to build out your Portal Homepage and Library. ### About the Portal Widgets {#portal-widgets} When you create your _Portal_, Vault automatically creates the following _Portal Widget_ object records. You can populate some of these with content manually, while Vault automatically populates and updates others. * **Carousel**: You can display content as a large click-through banner at the top of the Portal Homepage with the _Carousel_ widget. * **Content Filters**: You can create custom views in your Portal Library and then assign them to your Portal. Your Portal users can use these content filters to easily find filtered content. * **Featured Items**: You can display the top content that you want Portal users to see in the _Featured Items_ widget. * **Most Popular Widget**: Vault automatically updates the _Most Popular_ widget with the _Steady_ state documents assigned to the Portal with the highest number of source file or rendition downloads from your Vault in the Portal in the previous 45 days. * **Recently Added Widget**: Vault automatically populates the _Recently Added_ widget with the steady state documents added to the Portal in the previous 45 days and reached steady state in the last 45 days. * **Coming Soon**: Vault automatically populates the _Coming Soon_ widget with the documents assigned to your Portal that are in the _In Review_ or _Starting_ state. This widget provides user visibility into content that will soon be approved and available. * **Most Active Widget**: Vault automatically populates the _Most Active_ widget with steady state documents assigned to the Portal with the most activity, including views, copies, downloads, and rendition downloads, in your Vault and across all Portals. Learn more about the [Document Usage object](/en/lr/555512/#document-usage) below. * **Most Viewed**: Vault uses the _Document Usage_ object to automatically populate the _Most Viewed_ widget with the most viewed _Steady_ state documents associated to the current Portal that exist in your Vault and across all Portals. Learn more about the [Document Usage object](/en/lr/555512/#document-usage) below. * **Additional Content 1-9**: You can manually select content that you want to appear in these widgets. We recommend renaming the widget to reflect the content. If you accidentally delete a _Portal Widget_ object record, you can recreate it. However, you cannot create more than one of each _Portal Widget_ type. For example, you can only have one _Featured Content_ widget per Portal. #### Portals Created Prior to 23R3 You must enable the _Additional Content 5-9_ widgets in Portals created prior to 23R3. We strongly recommend reviewing permission sets to verify that Portal consumers and editors can view the widgets. ### How to Configure a Portal Widget From **Business Admin > Portals**, open your _Portal_ object record. Within the _Portal_ record details page, open a _Portal Widget_ record from the **Portal Widgets** section and click **Edit**. You can edit the **Name** and **Display Max**, and populate the widget. See [Using the Portal Editor](/en/lr/555510/#display-max) about the **Display Max** and [how to populate a widget](/en/lr/555512/#populate). You can also set the **Status** to Inactive so that the Portal Widget does not display on the Portal Homepage. When you finish configuring a _Portal Widget_ record, click **Save**. Use the breadcrumb trail to navigate back to your _Portal_ object record.
### Document Usage Metrics {#document-usage} Vault includes a _Document Usage_ object that captures metrics to provide a more accurate view of document usage over time. Each time that a user performs specific actions on _Steady_ state documents, such as views, downloads, copies, and rendition downloads, Vault automatically creates a new _Document Usage_ object record. In Portal, Vault uses _Document Usage_ data to automatically populate the _Most Active_ and _Most Viewed_ Portal widgets. The _Document Usage_ object captures all activity that occurs in your Vault, and not activity in individual Portals. For example, a document's view count includes views by Portal-only users in the Portal as well as views by all other users in the PromoMats Vault. Note that if you [disable Document Usage Metrics](/en/lr/42968/) in your Vault, the _Most Active_ and _Most Popular_ widgets won't appear on the Portal homepage, even if they are set to _Active_. ## Adding Content to Portal You can add content to specific widgets in your Portal, or to the Portal Library overall. ### How to Populate a Portal Widget {#populate}
When you populate a widget, you create relationships between the various _Portal Widget_ object records and Vault documents. You can add documents to multiple widgets. 1. In your _Portal_ record, click a _Portal Widget_ object record in the **Portal Widgets** section to navigate to that Portal Widget. 2. In the _Portal Widget_ object record, click **+ Create** in the **Portal Widget Contents** section. 3. Choose _Document_ in the **Select** **Portal Widget Content Type** picklist and click **Continue**. 4. Leave the status as **Active**. 5. Click the binoculars icon to search for a **Document**. You can use various filters to drill down into your Library. 6. Click the green plus (**+**) icon to select your document. 7. Click **Save**. To populate more content, click **Save + Create**. When you add a document through the **Portal Widget Contents** section, Vault automatically creates a _Portal Widget Content_ object record, populates the document's _Portal_ and _Portal Widget_ metadata fields, and adds it to the **Documents** section in your _Portal Widget_ object record. Vault automatically populates and updates the _Recently Added_, _Most Popular_, _Coming Soon_, _Most Active_, and _Most Viewed_ object records. ### How to Add Additional Portal Content You can also add content to your Portal Library without adding it to a _Portal Widget_ object record. Content added to the Portal but not to a widget appears in the Portal's search results. You can associate documents to multiple Portals. 1. Search for and open a document in your Vault Library. 2. Click **Edit Fields**. 3. In the _Portal Details_ panel, select the Portals to which you want to add the document. 4. Click **Save**.
## About Custom & Panoramic Thumbnails You can upload specific document renditions for your Portal content to adjust the look of document thumbnails in the Portal Homepage and Portal Library. When available, Vault displays the custom thumbnail in the Portal as opposed to the default thumbnail for the content. Vault also supports an additional Panoramic Thumbnail rendition type only for the _Carousel_ widget. When creating an image to use as a panoramic thumbnail, we recommend uploading a 1280 x 300 pixel image. If the image does not fit the 1280 x 300 pixel space, Vault displays the image with white margins on the left and right sides. When uploading a panoramic thumbnail, note that Vault only displays image files and does not display files with viewable renditions. When available, Vault displays a panoramic thumbnail in the _Carousel_ before any other type of thumbnail. If a panoramic thumbnail is not available, Vault defaults to the next available thumbnail, for example, a custom thumbnail. ### Adding a Custom Thumbnail To add a custom or panoramic thumbnail: 1. Navigate to your document. 2. In the Doc Info Renditions panel, click the blue **plus** (**+**) icon. 3. Select **Custom Thumbnail** or **Panoramic Thumbnail** from the drop-down list. 4. Choose a file. The file must be an image file or a file with a viewable rendition. 5. Click **Upload**. You can set a custom thumbnail for a binder by enabling [binder thumbnails](/en/lr/4486/#binder_thumbnails) in your Vault. ### About Document States In the Portal Homepage or Portal Library, users launch a Quick Document viewer when they click content. The Quick Document viewer displays key document details, including the document's name, status, document type, and description. ## Content Filters With Content Filters, you can create a saved, filtered view that displays specific content for your users. Users can also see Content Filters in the left-hand panel of the Library. When a user selects a Content Filter, it returns a filtered list of related documents and binders. ### How to Create Content Filters 1. Navigate to your Portal Library and click **All Portal Library**. 2. Optional: Use the search bar to set up a search. 3. Optional: From the _Filters_ panel, set additional filters. 4. From the heading area, click **Save View As**. 5. Enter a **Name**, **Description** (optional), and **Icon** (optional) for the view. The description appears when users click the question mark (**?**) icon next to the heading when the view is open. The icon appears next to the filter name in the Library and _Content Filters_ widget on the Portal Homepage. 6. Click **Save**. This creates the [custom view](/en/lr/23830/). 7. Open the [Portal Editor](/en/lr/555510/). 8. Click **+ Content Filter**. 9. Select the saved view in the dialog. 10. Click **Continue**. Vault saves your view as a content filter and displays it in the _Content Filters_ widget in the Portal Homepage and Portal Library. ## Announcements {#announcements} You can create announcements in the **Announcements** section of your _Portal_ object record to share information with Portal users across a single or multiple Portals. Content on the **Announcements** page displays in chronological order from newest to oldest. When creating announcements, you can schedule them to post in the future by setting the publication date to a future date and time. These announcements do not display on the **Announcements** page in the Portal until the scheduled date and time.
If you wish to disable _Announcements_ in your Portal at a later time, you can set the Announcements _Portal Widget Content_ object record to **Inactive**. ### Creating New Announcements After you create the _Announcements_ content filter, you can create announcements from the **Announcements** section in your _Portal_ object record. To create a new announcement: 1. Click **+ Announcement**. 2. Enter a **Title**. The limit is 128 characters. 3. Select a **Publish Date**. Then, click into the field to edit the publish time. You can schedule an announcement to publish in the future by setting this to a future date and time. 4. Optional: Enter an **Author**. The limit is 100 characters. If left blank, this field displays the name of the object record creator. 5. Optional: Enter **Body** text for the announcement. The limit is 1,500 characters. We recommend drafting your announcement outside of Vault, and pasting the announcement text into this field when you are ready. 6. Click **Save**. ### Reusing Announcements You can use one announcement across multiple Portals by creating the announcement directly from the _Announcements_ object in **Business Admin**. This is helpful when you want to share an announcement across several Portals. Click into an _Announcement_ object record and click **Add** in the **Portals** section to share an announcement with different Portals. ## Portal Subscriptions & Notifications With Portal Subscriptions & Notifications, users can subscribe to a Portal to receive a weekly digest email listing the announcements and documents added to the Portal within the last seven days. To ensure that users receive weekly digest emails, Admins must enable the _Portal Digest Notifications_ scheduled job under **Admin > Operations**. You can adjust the _Vault Time_ value to determine when the job will run and the _Status_ value. ## Portal Maintenance You can maintain and update your Portal by adding new content to your _Portal Widget_ object records. Vault updates the _Most Popular_, _Recently Added_, _Coming Soon_, _Most Active_, and _Most Viewed_ object records daily. To update manually, select **Synchronize Assets** in the _Portal_ record **Actions** menu.
## Assigning User Permissions You can grant users access to Portals in two ways: ### Portal Users You can set users as Portal-only users when they only require access to your Portal and do not need additional Vault access or in-depth Vault training. These users only see Portals and have no other access to or permissions in Vault. To set a user as a Portal-only user, create and assign them a security profile with the following permissions: * _Object: Portal: Read_ * _Object: Portal Widget: Read_ * _Tab: Portal: Read_ ### PromoMats & MedComms Users To grant PromoMats and MedComms users access to Portals, you must assign them a security profile with the following permissions: * _Object: Portal: Read_ * _Object: Portal Widget: Read_ * _Tab: Portal: Read_ ## Portal Access Control If you've created multiple Portals, you can use [Dynamic Access Control](/en/lr/33946/) or [Custom Sharing Rules](/en/lr/25494/) to grant or deny users access to specific Portals. This is useful if you manage multiple teams, and each team only needs access to the Portal for their brand or therapeutic area. ## Related Permissions for Creating Portals {#related_permissions} The following permissions control your ability to create and edit Portals: | Type | Permission Label | Controls | | --- | --- | --- | | Security Profile | Object: Portal: Read, Create, Edit, Delete | Ability to see, create, edit, and delete _Portal_ object records. | | Security Profile | Object: Portal Widget: {Portal Widget}: Read, Create, Edit, Delete | Ability to see, create, edit, and delete _Portal Widget_ object records; you need this for each individual _Portal Widget_ object to work with records of the type. | | Security Profile | Object: Portal Widget Content: {Portal Widget Content}: Read, Create, Edit, Delete | Ability to see, create, edit, and delete _Portal Widget Content_ object records; you need this for each individual _Portal Widget Content_ object to work with records of the type. | [1]: #populate