Sharing settings control what users can share from a Portfolio and how the files they export look. For each Portfolio, you choose which sharing features are on, set the defaults for PDF exports, and pick the Attributes included in PDF and Excel exports.
Sharing settings were previously called Export settings. The Excel export options, which used to have their own article, are now in the Included attributes tab described below. You need the Administrator role to change sharing settings.
Open the sharing settings
- Go to Admin > Portfolios and click the Portfolio you want to configure.
- Click Sharing settings in the left sidebar.
The page opens on the Features tab. The PDF options and Included attributes tabs hold the options of each feature.
Click Save on each tab before moving on. If you switch tabs or leave the page with unsaved changes, a confirmation dialog asks whether you want to discard them.
Turn sharing features on or off
The Features tab lists what users can do with products from this Portfolio. Each feature has its own switch.
| Feature | What it does |
|---|---|
| PDF exports | Lets users download a PDF of products in this Portfolio. |
| Excel exports | Lets users download an Excel file of products in this Portfolio. |
| Private showrooms | Lets users share products from this Portfolio on a private page for their buyers. |
- Open the Features tab.
- Turn each feature on or off.
- Click Save.
All three features are on by default, for new Portfolios and for Portfolios created before this setting existed. Under PDF exports and Excel exports, a link takes you directly to the tab that holds their options.
When an export feature is off, users can no longer use it from this Portfolio. In the Share selection menu, the matching option (Export as PDF or Export as spreadsheet) is disabled, with the notice "Turned off for this portfolio" under it.
Private Showrooms
Private Showrooms are available with the Sell package. If your plan does not include them, the Private showrooms switch is disabled and shows "This feature is not included in your plan." Contact your Customer Success Manager to add them. To learn more, see What is a Private Showroom?
When you turn off Private showrooms for a Portfolio that already uses them, the Turn off private showrooms? dialog shows how many Private Showrooms are currently active in this Portfolio, explains the impact on guests and sales, and reminds you that nothing is deleted.
- Click Turn off to confirm, or Cancel to keep the feature on.
- Click Save.
Once you save, while Private Showrooms are off for this Portfolio:
- Guests can no longer open its Private Showrooms. The link shows that the Private Showroom is no longer available.
- Sales cannot create Private Showrooms from this Portfolio. In the Share selection menu, the Private showroom option is disabled with the notice "Turned off for this portfolio", and the Portfolio is labeled Turned off when they create a Private Showroom.
- Creators still see their existing Private Showrooms from this Portfolio, with a Disabled badge, but can only read them: they cannot edit, share, preview, duplicate or delete them. Their activity and analytics stay available.
- Administrators see these Private Showrooms as faded rows with a Disabled badge in Admin > Private showrooms.
Nothing is deleted. When you turn Private Showrooms back on, the Private Showrooms of this Portfolio are available again. Private Showrooms whose expiration date passed in the meantime are expired.
Set the PDF options
The PDF options tab only applies to PDF exports. It sets how products are ordered and which pages open the file.
If PDF exports are off, a PDF exports are off notice appears and the options are disabled. Click Go to Features to turn PDF exports back on.
Set the default product sort order
The sort order determines how products are arranged in generated PDFs. Users can change it when they create an export.
- Open the PDF options tab.
- Under Product Sorting, select an option in the dropdown.
- Click Save.
| Option | Products are sorted by |
|---|---|
| Selection order | The order in which the user selected them. |
| Label (A → Z) | Label, ascending. |
| Label (Z → A) | Label, descending. |
| Category (A → Z) | Category name, ascending. |
| Category (Z → A) | Category name, descending. |
Use Selection order when users carefully curate their selections, and Label (A → Z) for large batches that need a predictable order.
Upload a cover PDF
Add a PDF file as the opening pages of all PDF exports from this Portfolio, for example a branded cover, a table of contents, or a disclaimer.
- In the PDF options tab, go to the Cover PDF section.
- Click Select PDF File.
- Choose a PDF file of 10 MB maximum.
- Check the thumbnail of the first page and the page count.
- Click Save.
Only PDF files are supported. Other file types, or files larger than 10 MB, trigger an error message.
Replace or remove a cover PDF
To replace the cover, upload a new file and click Save. To remove it:
- Click Delete Cover next to the cover preview.
- Click Save.
PDF exports from this Portfolio no longer include a cover.
Choose the Attributes included in exports
The included Attributes define which Attributes users can add to their PDF and Excel exports. Both formats use the same selection. If you include none, exports contain no Attributes.
- Open the Included attributes tab.
- Turn on Visible in exports for each Attribute you want to offer.
- Click Save.
- Only Attributes from the Portfolio's Attribute selection can be included. If the Portfolio has no Attribute selection yet, configure it first.
- If both PDF and Excel exports are off, a PDF and Excel exports are off notice appears and the Attribute list is disabled until you turn an export back on.
- In an Excel export, each included Attribute that the user keeps becomes a column. Column headers and values use Attribute labels in the Locale the user exports in, and values come from the Portfolio's Channel.
How users experience exports
Your settings act as defaults when users create exports:
- Only the export formats you turned on can be used.
- The product sort order is the default sorting option for PDF exports.
- The cover PDF, if any, appears as the first pages of PDF exports.
- All included Attributes are selected by default. Users can deselect any of them, but cannot add others.
A single export can contain up to 100 products for a PDF export and up to 1,000 products for an Excel export. Completed exports remain available for 30 days after generation; after that, users must generate them again.