Portal User Guide

Portals offer a simple and beautiful way to access a curated set of assets and content.

Login and account creation

Signing in

1. On the sign-in screen, enter your Username and Password.
2. Once you have filled in your username and password, click the Sign in button. If one or both of your login credentials are incorrect, you will be prompted with an error message. 

Resetting your password

1. If you are having trouble logging in because you have forgotten your password, click the Forgot password? link.
2. Input the username associated with your account, then click Send reset email. Completing and submitting this form will send a reset link to the email address associated with your NetX username.
3. If the username is associated with a NetX account, you will receive a success message. If it is not associated with any user in NetX, you will receive an error and have the opportunity to try again.

Registering an account

To create an account, click Register account at the bottom of the login screen (if available). If not shown, contact your administrator for an account.

1. To register a new account, use the Register account link.

2. Fill in your Name and Email, then create a Username and Password. Passwords must be at least seven characters long, though your administrator may require additional criteria.

3. When finished, click Create account.
4. Depending on your site settings, you may be able to log in immediately with your new credentials, or your account may be subject to approval by your NetX administrator.

Portal navigation

Portals are configured to display assets, folders, and collections from your NetX library, along with custom CMS content. The following navigational elements are common to all portals:

1. Navigation links: Access your portal's content through links and dropdown menus via both the header and footer of the portal. If you see a Templates link, your portal is configured with NetX's AdBuilder product.
2. Search: Search using single or multiple keywords. Click suggestions as they appear while typing, or use the Find in option to search within specific folders or collections, when loaded in the gallery. Color search and advanced search options are available in the search bar.
3. User menu: Access saved or shared Collections, switch your language, launch the Contact form (if enabled), or Sign out of the portal. Note: Sign out may not appear on portals with public access. In addition, your administrator may have set a custom logout URL that redirects you instead of returning to the portal sign-in screen.
4. Hover actions: Hover over gallery assets to access available actions (view, download, select, or share). Unavailable actions will appear disabled based on your permission level.

Contact

The Contact form lets you send messages to your administrator. Fill in the required Subject and Message fields. Check CC yourself for a copy of your message.

Asset gallery

Access the asset gallery through the Assets link (if present), collections, or folder blocks. Here you can view, sort, filter, and manage assets.

1. Breadcrumb navigation:

Navigate folders using breadcrumbs (folders separated by /). For deep folder structures, click ... to see the full folder tree. Use the < button to move up one level.

2.Gallery actions: Use the left slider to adjust asset thumbnail size. Sort assets using the right dropdown menu — click to reverse order. Type in the dropdown to filter available sorting attributes.

3.Search facets:

Toggle between search facets and folder view using the facets button. This button is disabled when a folder is empty (showing only folder tree) or the asset gallery contains no filterable attributes.

Search facets filter gallery results. Click arrows to expand/collapse facet categories. Each option shows the number of matching assets. Facets include system data and custom attributes. Click x to remove a filter.

4. Hover actions: Hovering over an asset will reveal certain actions including select download, share, and view asset. If your user does not have permission to perform any of these actions, these buttons will be disabled. 

Actions

Select

Click the plus + button on thumbnails to select assets. A selection toolbar will appear at the bottom.

From left to right:

Remove all assets from your current selection.

: The current asset count for your selection.

: Load all selected assets into the gallery.

:  Download your entire selection in one action. This will create a .zip file in your browser's default location. 

: Save all selected assets into a Collection.

: Share your selected assets as a link accessible to external NetX users.

Create PDF: Create a PDF of your selected assets. This option is available in the selection actions menu.

Export attributesExport attributes from your selected assets. This option is available in the selection actions menu.

View asset

Navigate to the asset's detail page to view attributes, perform certain actions, and zoom or preview the asset. The asset's detail page will include:

• The asset's name and any filled attributes made available to the portal.
• Click the center of an asset to preview or zoom in on the asset, subject to an asset's file type and extension. 
• Arrows along the left and right of the asset preview, allowing you to scroll through the current gallery's detail pages. 
• The Actions menu allows you to create a PDF, select, download, or share the current asset. Note: available actions depend on your user permissions.
• Return to list takes you back to the gallery.

Document viewer

For documents such as PDFs, use the document viewer to browse and zoom on pages, search document content, download pages, and copy a URL link to a specific page. Note: available actions depend on your user permissions.

Related assets

Any related assets appear below the asset's preview under Related. Perform actions on individual assets or click Select all to select the entire group of related assets

Download  

Download options allow you to decide what kind of files and data are included in the download. You can select as many options as you like, but these options may be limited or change depending on the type of assets you are downloading and your site configuration.

• Original: shares the source asset in its native form. This option is always available, regardless of selection or attribute type.
• Thumbnails and Previews: derivative "proxy" files that are created upon upload for specific assets. If available for all shared assets, both proxy options will be displayed; thumbnails at around 150 pixels and previews at 500 pixels on the longest side, based on orientation.
• Presets: extra download options that may have been made available by your site's administrator. These options will depend on file type and selection. 
• Include subfolders: When sharing a folder, this option includes all subfolders and their assets in the downloaded zip file. 
• Export attribute: choose this option to export a CSV file of attribute data about your shared assets.
• Include PDF: this option will add a PDF contact sheet of your shared assets to the share link.

Share

Selecting Share allows you to generate a share link, from which external users will be able to view or download the chosen asset(s):

1. First, you will be prompted to select your download options. 

2. Next, configure your link's settings:

• Enable link: If toggled on, access to the link is active. If this link toggle is off, users will be presented with an error when accessing the form. 
  Title (required): A descriptive name for the share link. This title will be displayed at the top of the share link page.
• Expiration date: Set an expiration date for the link by either typing the date (YYYY-MM-DD) or using the calendar button. When the expiration date is reached, the link will automatically disable. Expired links can be re-enabled by modifying the existing expiration date or toggling Enable link on, which will automatically clear the expiration date.
  Password: optionally set a password that must be entered before a user can access the share link page.
• Allow download: If the Allow download option is enabled, users can download assets from the share link. If it is disabled, the assets will be view-only. Views, Repurpose Presets, Attribute Exports, and PDF contact sheets will not be shown on the share landing page when Allow download is turned off. Additionally, link recipients will receive an error message if the selected download options do not include Original, Thumbnail, or Preview when Allow download is disabled.

3. Choose which attributes to display on the share link's list view landing page. If no attributes are selected here, only asset names will be shown. Click Publish when ready to create the link. Lastly, your link may either be copied to your clipboard or emailed to a recipient.

The link

Using the share link you will be able to:

• View available assets using gallery or list view.
• View any attribute data included in the share link for the shared assets. This can be done while viewing the gallery in list view, or by previewing an individual asset. The name, file type, file size, and information regarding any shared assets (such as a video's duration) is shared by default.
• Preview individual assets by selecting them from either gallery view. Note that only file types with previews such as images, videos, and audio. Note that documents such as PDFs may not be previewed here.
• Download individual assets and any included derivatives while previewing them. 
• Download all button at the top right of the window allows you to download all assets and any derivatives that may be included. 

Create PDF

When you choose the Create PDF action, you will be walked through a multi-step process to configure your PDF:

1. Choose whether your asset or selection to be converted into a PDF should be downloaded immediately or turned into a share link.

2. You will be given three formatting options for your PDF: a 1x1 grid of assets with a maximum of ten included attributes, a 2x2 grid of assets with a maximum of five included attributes, or a 3x3 grid of assets with a maximum of three included attributes.

3. An option title for your PDF; note that if no title is included, the default will be PDF Contact sheet. 

4. Configure which, if any, attributes you would like to include. These attributes will appear beneath each asset, according to the grid selection you have chosen. You may either select attributes individually by clicking into the Add attribute field and selecting an attribute, or use an existing system or user attribute set. Any chosen attribute set will still allow you to edit individual attributes. Selecting attribute data is not required.

5. Choose whether or not the attribute names will appear alongside the attribute data using the checkbox beside Display attribute names.

Export attributes

Users with appropriate permissions can download or create a share link a CSV of attribute data for a single asset or selection of assets.

1. Use the Export attributes action for an asset or selection.

2. Choose individual attributes with the Add attribute button or use preset attribute sets. Edit or remove attributes using the x button. If no attributes are selected, all will be included in the download.

3. Click download to finish the export and receive the metadata.csv file.

Collections

Collections are custom groups of assets you can save for future use. Keep them private or share them with colleagues. All users can create and share collections using permitted assets.

Collecting assets

1. Select assets and click Collect in the selection bar.
2. Name your new collection and click Save. Your selected assets will be added automatically.

Adding to a collection

1. Select assets, then click Collect when the selection bar appears.
2. On the Collections pane, there are two tabs: Browse and Selected. Check the collections to which you want to add your selection. You may remove a collection by un-checking its option from the Browse tab or the x icon in the Selected tab.
3. Once you have chosen all relevant collections, hit Save.

Removing from a collection

 

To remove an asset from a collection, load the collection's assets into the gallery (see below). Right-click on a single asset and select Remove from collection. 

Accessing collections

You can access all personal and shared collections via the Collections item in your user menu.

Click a collection to view its assets. View all loads all collections into the gallery, where you can download, delete, or share collections based on your role.

Sharing collections

Depending on your user role, you can share a collection with other NetX users or create share links for external recipients.

 

1. Use the share button located on the collection card, then select Share with team.
2. Type the user(s) or group(s) you wish to invite and select the desired Role. Note: if a user is added via multiple groups, the most permissive role will take precedence.
3. Optionally add a message that will be included in the invitation email.
4. Once you are finished, click Send. Each new team member will receive an email.

Roles

Viewer: Viewers can view the collection and download, share, or create a PDF. They cannot add or remove assets from the collection, share with team, or delete the collection.

Contributor: In addition to all Viewer privileges, contributors can add and remove assets. They cannot share internally or delete the collection.

Managers: Managers can view, add or remove assets, share internally, and delete the collection. Creators of a collection will be given the Manager role by default. Note: the last manager may not be deleted or demoted, but you may add a new manager and delete or demote yourself.

Content blocks

Admin-created CMS pages can display assets, carousels, collections, folders, and HTML content. When content pages include assets, user permissions still apply.

Asset

When a single asset is displayed on a content page, it displays hover actions, and an optional title and/or customized URL. 

   

Carousel

Carousels cycle through a pre-selected number of assets in five-second intervals. To manually cycle between carousel assets, use the navigational arrows beneath the carousel content.

Collection

Collection content will appear as a series of thumbnail-sized assets, each with hover actions. 

Folder

Folders can appear with an optional custom image, description, or placeholder folder icon. 

Folder assets

Folder asset blocks may include a title, the names of the assets, and the hover actions your portal administrator has allowed on these assets. Sizes may differ from a thumbnail size. 

HTML

HTML content — unlike the other potential content elements — is distinct from content stored within NetX. This content may be highly variable and personalized by your portal's administrator, and may be a combination of text, media content, and links to external sites. 

Link types

Top navigation links can include individual assets, folders (much the same as the assets tab, other pages, or external URLs. 

Asset

An asset link will take you to the asset's detail page.

Folder

Folders load child assets into the gallery. Navigate subfolders as permitted. The breadcrumb's top-level folder links back to your main Assets view.

Page

Pages are created by your site's administrator, and consist of content blocks. An example of an administrator-created page is your portal's homepage. 

URL

URL links may direct you to external websites when clicked.

AdBuilder

If your site has AdBuilder enabled, you'll see a Templates link in your top navigation bar. This page will show any AdBuilder templates configured by your Portal's administrator.