Creating a Portal

Creating a Portal

The creation of a portal starts within your Filerobot hub. Once you’ve logged in, navigate to the top left corner of the main page. Here, you’ll see three tabs displayed, named “library”, “portals” and “analytics”.

Click directly on the “portals” hub to access the main area of operations of your portals. Here, you’ll be able to see all the portals you have created. If you haven’t yet created any, the page will be blank. To start creating your first portal, navigate to the top right corner of the page, where you’ll see the button “+add a new portal”. Click on it, and start creating!

Once you have clicked on “+add a new portal” a modal will open. Through it you’ll be able to set the main elements of your portal. Choose the portal name, set a slug, determine a primary language, choose a theme (light or dark) as well as its primary colors. Everything can be modified later on.

When you are satisfied with the parameters you have set, simply click on the “add” button, and the new portal will be created and displayed in the main page.

*If the “portals” tab doesn’t appear, contact your hub administrator to be granted access.

Portal Details

Now that you have created your portal, you can get down to editing and modifying it as you wish. From the main page, you have access to everything you need. Hover over your portal’s thumbnail, and you will see three main elements: an “edit” button and a “publish” button right in the middle, and three small dots in the bottom right corner. We will go through these elements one by one.

The "Settings" Button

Let’s start by diving into the “settings” section, which can be found by clicking on the three buttons on the bottom right corner. Be mindful that only those hub users that have at least a manager’s access will be able to access the portal admin section. You will see different options when clicking on this button: “Settings”, “users”, “clone”, and “delete”.

Click on the “settings” button to access a new menu, through which you’ll be able to, at any time, modify the name of your portal as well as its slug. Here you can also determine a preview image for your portal.

Scrolling further down on the “settings” page, you’ll come upon the access settings for your portal. In this section, you may determine whether your portal is “public” or “private”. As a default, your portal will be set to “private” upon creation and will require identification. When the settings are set to “public”, anyone with the link may access your portal. Nevertheless, You can request a password to have some control over exactly who views the portal. This setting is ideal when your portal’s intent is to be shared with external users and stakeholders.

Conversely, you can decide to change the portal settings to “private”, in which case the access to the portal is much more limited and controlled. This option is perfect when your portal will be shared only internally, or with few external users and stakeholders. When the “hub users” option is enabled, all users, regardless of their level, can access the portal. When disabled, only manager and administrator-level users can access the portal. Similarly, when the “portal users” section is enabled, you can share the portal registration page with external users and through self-registration they can enjoy access to the portal. Finally, in this section you can decide to change the owner of the portal. Ownership of the portal will automatically be attributed to its creator unless changed. Ownership of the portal is relevant as only the owner can delete the portal.

The "Users" Button

You can access the users section directly through the three dots on the bottom right corner of your portal preview, or from within the settings section, in the tab right next to it.

This is the section where you can view the users of your portal. You will see that each user has a differently colored tag that classifies them. Let’s go through the different categories. “Active” members are those that can currently access and view the portal. “Pending” members are the ones who have requested access through the self-registration. After the self-registration, they receive a link via email to access the portal. The user will remain as “pending” until they click on said link. Their status will then be changed automatically to “active”.

This is also where you may search for specific users by using the search bar to directly type their names. You can also type specific attributes to view the corresponding users. You may also choose to use the drop-down menu right next to the search bar, where you may filter users by type so you can view admins, active users, pending users, etc.

Every user displayed on the user page has a number of associated user attributes that are defined and edited directly through the hub. This is a task only owners or administrators can carry out. It is done directly via the Filerobot Hub main page. Once on the main page of the hub, click on the settings icon located in the top right corner. A drop-down menu will open, and you can click on the first option, “users”. Once on this page, you will see three small dots next to the search bar. Click on it, and you will see a “manage user attributes” button. As you click on it, a modal will open, through which you can edit said attributes. There are some mandatory attributes that need to be filled out for every user, indicated with a lock. You may add as many attributes as you wish on top of the mandatory ones.

The "Publish" Button

At this stage of creation, the portal has not yet been published and will not be visible when clicking on the slug. To render it visible and thus be able to preview your work, click on the green button “publish” that appears when hovering over your portal preview. Don’t worry; you will still be able to edit your portal once it’s been published.

Since a preview functionality isn’t yet available for portals, you can make use of the live link in order to preview changes and edits. Click on the link at the bottom of the preview card and access the portal live.

The "Edit" Button

The edit button appears right next to the “publish” one in blue, or in the case of an already published portal, next to the “unpublished” button, in gray. Click on it to start creating content or to modify the existing content of your portal.