Manage your portfolios

Summary

A Portfolio is a curated selection of products that you share with specific User Groups. This article shows you how to create, edit, preview, duplicate, and delete Portfolios, so that each audience gets a browsing experience tailored to it.

Each Portfolio has its own Channel, Locales, currencies, and product configuration. For example, you can create one Portfolio for your European sales team with French and German Locales, and another for your North American team with English and USD prices.

You need the Administrator role to manage Portfolios.

 

Create a Portfolio

  1. Go to Admin > Portfolios.
  2. Click New portfolio in the top-right corner.
  3. Enter a Name. It must be unique across your organization; a real-time check tells you if the name is already used.
  4. Select the Channel. The Channel determines which Locales and currencies are available.
  5. Select one or more Locales. Product data is displayed in these languages.
  6. Select one or more Currencies. Price Attributes are displayed in these currencies.
  7. Click Create.
New portfolio dialog with name field and Channel, Locales, and currencies selectors

The Portfolio's edit page opens so you can continue configuring it.

When you select a Channel, all its Locales and currencies are selected by default. Remove the ones you do not need for this Portfolio.

 

The Portfolios list

The Admin > Portfolios page lists all your Portfolios in a table:

  • Name: the Portfolio name. Click a row to open the Portfolio.
  • User groups: the User Groups that have access to the Portfolio.
  • Created at: the creation date.
  • Actions: the Duplicate portfolio and Delete portfolio icons.

Click the Name or Created at column header to sort the table. Use the search bar to filter Portfolios by name.

Portfolios list with name, User Groups, creation date, and action icons

 

Edit a Portfolio

  1. Go to Admin > Portfolios.
  2. Click the Portfolio you want to edit.
  3. Select a section in the left sidebar.
  4. Make your changes and click Save.

The sidebar contains the following sections:

Section What you configure
Portfolio settings Name, Channel, Locales, currencies, User Groups, and product filters.
Navigation The Category tree users browse.
Attribute selection Which Attributes are visible.
Navigation filters The Attributes users can filter by.
Ranking rules Which products users see first, in the gallery and in search results. See Configure Ranking Rules.
Product gallery What users see in the product gallery, including the table columns.
Product details Featured Attributes and the product label.
Asset filters Asset Family and media type filters.
Sharing settings The sharing features turned on (PDF exports, Excel exports, Private Showrooms), the PDF options, and the Attributes included in exports. See Configure sharing settings.
Portfolio edit page with sidebar sections and the Portfolio settings form

If you move to another section with unsaved changes, an Unsaved changes dialog asks you to choose between Keep editing and Discard changes.

 

Preview a Portfolio

Check your configuration as users will see it, before you give User Groups access.

  1. Open the Portfolio from Admin > Portfolios.
  2. Click Preview Portfolio at the top of the page.

The Portfolio opens in a new browser tab, as a user would see it.

Admin can see all portfolios even if they are not assigned to the Portfolio user groups.

 

Duplicate a Portfolio

Duplicate an existing Portfolio when you need one with similar settings.

  1. Go to Admin > Portfolios.
  2. In the Portfolio's row, click the Duplicate portfolio icon.
  3. In Portfolio settings, update the name and adjust the settings as needed.
  4. Click Save.

The copy opens directly. Its name is the original name followed by a number, for example "Europe - 1".

The copy keeps all the settings of the original: Channel, Locales, currencies, User Groups, Category tree, Attribute selection, filters, Ranking Rules, product gallery and product details configuration, and sharing settings, including the cover PDF and which sharing features are on.

Private Showrooms are not copied. They stay attached to the original Portfolio.

 

Delete a Portfolio

Deleting a Portfolio is permanent and cannot be undone. It deletes the Portfolio and all its settings, and:

  • Users who accessed it through their User Groups immediately lose access to its products.
  • The exports generated from this Portfolio are deleted.
  • The Private Showrooms attached to it are permanently deleted, and their guests immediately lose access.
 
  1. Go to Admin > Portfolios.
  2. In the Portfolio's row, click the Delete portfolio icon (trash).
  3. In the Delete this portfolio? dialog, check the Portfolio name.
  4. Click Delete.
Delete this portfolio dialog with the Portfolio name and a Private Showrooms warning

To stop sharing Private Showrooms from a Portfolio without deleting anything, turn off Private showrooms in its Sharing settings instead. See Configure sharing settings.

 

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