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How to create a Portal?

Validated

Last updated: March 22th 2026 · Article ID: 3621036

💻 Environment/Context

  • Portal
  • Portal creation
  • New Portal

 

If you’d like to enable the Portal feature, please reach out to your CSM for more details.

In order for you to view and/or create portal links, the External Distribution > Can view page permission should be enabled. 

If you don't see it, reach out to your admin and refer to the Account Type Permissions Overview article.

 

 

❓ Issue/Question

  • How do I create a Portal?
  • How to add a new Portal?

 

👌 Resolution/Answer

  • Go to Distribution > External Distribution > Portal tab
  • Click the New button at the top right corner

 

  • The new portal creation screen has 4 main parts (Setup, Access, Template, and Display/Grouping settings)

 

  • Below are the key components of the portal creation screen, each with a brief description and notes. You can use these details to configure your portal to meet your specific requirements and preferences.

Setup (General Settings)

Setup 

  • Internal name - input the name of your portal (this will be the name that will appear when you view the portal in Distribution > External Distribution page
  • Admin - select the admin that will be in charge of managing the portal, approving portal downloads, setting the price of paid downloads, and more.
    • This field is required, and only 1 admin can be selected at the moment (known limitation)ion Body
 
 

Pricing

Select the pricing model to determine if the asset downloads from the portal are free (can still require admin validation) OR paid (requires payment to download)

Free

Asset downloads from the portal are free

Note: If the pricing selected is Free, you will see the Validation required toggle:

 

Validation required = Yes

The download request from the portal will require admin validation before the user can download the requested assets

User’s POV if Validation required = Yes

View the assets(s) in your Cart and Confirm

Click Download and select your preferred download quality

Important Notes:

  • When downloading photo assets from the portal, you have an option to select the quality (Original OR Compressed).
  • When downloading video assets, you have an option to select quality (Original, 1080p, 720p).
  • If you download a combination of photos and videos from the portal, there’s no quality selection dropdown. You will only see a Download button
 
  • You will see this message that your request has been forwarded to the company. As soon as it's validated, you'll receive an email at the email address you specified with a download link. The message also advises that if you are facing any issues, you may reach out to the admin’s email address indicated.

  • You will receive an automated email indicating that your request has been submitted

  • Once the admin validates/approves the download request, you will receive another email message indicating that your download is ready. Click the Download Here button

  • This will open your portal’s download page. Click Download and select your preferred download quality

  • Once the download is ready, you will receive a notification at the top right corner. Click Download to save the file(s) to your device

 
 
 
 

Validation required = No

The download request from the portal will NOT require admin validation

User’s POV if Validation required = No

  • View the assets(s) in your Cart and Confirm

  • Click Download and select your preferred download quality

Important Notes:

  • When downloading photo assets from the portal, you have an option to select the quality (Original OR Compressed).
  • When downloading video assets, you have an option to select quality (Original, 1080p, 720p).
  • If you download a combination of photos and videos from the portal, there’s no quality selection dropdown. You will only see a Download button
 
  • You will see this notification that you’ll receive an email to download the files

  • Check your email inbox for the message that indicates that the Media is ready for download. Click the Download button to save the file(s) to your device

 
 
 
 

Admin’s POV when there’s a download that requires validation/approval

  • Admin will receive an email notification when there’s a portal download request to be validated. Click Review Request 

  • Alternatively, the admin can go to Distribution > External Distribution to check the relevant Portal
  • Under Validation, you will see requests pending for validation (if there are any). Click View

  • You will be able to see all download requests that require validation, requester’s info, number of media, total length (if video files), and usage.
  • Click View to view the download request
  • Click Validate

  • Add a comment (optional) and click Confirm & send to approve the download request

 
 
 
 

Paywall

Asset downloads require payment

The Paywall option for the portal is not currently recommended due to workflow inconsistencies. As a result, most platforms do not use this feature at this time.

Please note that media is delivered to the user only after an admin manually uploads a PDF or invoice and validates/approves the request.

 
 
 
 
 

Media visible

The options you configure in this section define which collection(s) the media in the Portal’s Browse tab will be sourced from. You can also set tag(s) and rules to include or exclude specific media, allowing for more precise control over what appears in the Portal

Select collection(s)

The collection(s) you select here determine which media are available in the Portal’s Browse tab

Example:

I added the “Jon Test Collection” to the collection list. This will allow the user to browse ALL the media inside the “Jon Test Collection”

 
 

Select tags, sponsors, and athletes

The tag(s) and rules you specify here determine which tagged media in the collection(s) will be included in the Portal’s Browse tab

Example:

You can input theVideotag so only the videos in the collection you selected will appear in the Portal’s Browse tab:

 
 

Select tags to exclude

The tag(s) and rules you specify here determine which tagged media in the collection will be excluded Portal’s Browse tab

Example:

You can input thelandscapetag so media withlandscapetag in the collection will be excluded/will not show in the Portal’s Browse tab:

 
 
 
 
 
 

Access

Require login

Toggling this on will require users accessing the portal to log in.

When this setting is enabled/toggled on, you will need to select the user type and add at least one external group from the dropdown

 

For a successful login, the user accessing the portal must have a corresponding user account added in the external group(s) specified

When a user in the external group logs in to the account, the flow will be similar to the ScorePlay web experience and they will see the available portal(s) they have access to.

 
 

Embargo

This allows you to input an embargo date for when the portal will become accessible.

If a user tries to access the portal which on or before the embargo date set, they will be routed to this screen:

 
 

Expiration

This allows you to input an expiration date until when the portal will expire/become unavailable

If a user tries to access the portal on or after the expiration date set, they will be routed to this screen:

 
 

Can download

This toggle is enabled by default and cannot be disabled on the front-end. It allows users to add media to their cart for downloading

 
 

Password protected

Enabling this will require a user to input the portal’s password before accessing it:

 
 
 
 

Template (Design)

Portal UI / Appearance options

Title

Input the title/name of your portal

The title will appear when the user accesses the portal

 
 

Description

Input the text description of your portal.

This description will appear below the title

 
 

Watermark

Set a watermark that will appear when a user views and downloads assets

The watermark you set will appear when the user views a media/downloads the media

The watermark you can set here depends on your uploaded watermarks under the Configure > Branding > Photo watermarks page

 
 
 

Primary color

Set your portal color preferences

The color you set here will be the color that will be visible on highlighted elements in the portal (e.g., tabs, buttons, checkboxes)

 
 
 
 

Backgrounds

Home background

This will be the background image that will appear on your portal’s home screen

 
 

Login background

This will be the background image that will appear on your login screen (if your portal requires login)

 
 

Logo

This will be the logo that will appear on the top left corner of the portal and the login screen (if your portal requires login)

 
 

Thumbnail

This will be the thumbnail image of your portal that will appear on your ScorePlay homepage, which shows the available portal(s) you have access to

 
 
 
 
 
 

Display/Grouping Settings

Group by

The option you select here determines which collection(s) will appear in the Home section of your portal.

Tag group

You can display assets or collections in the portal based on a specified tag group.

Example:

There is a tag group called “Portal Test” with two associated tags: PBA and Jon Testing.

You can choose Group by>Tag Group option and select “Portal test” Tag group

This allows you to display the collections which has the tags PBA,Jon Testing) added to the “Portal Test” tag group in the Home section of the Portal:

 
 

Collections

You can display collections on the portal based on the collections you select

Example:

You can select your preferred collections in the Collections to display dropdown:

This allows you to see these 3 collections (”BGSM”, “Jon Collection”, “Coach TIm”) under the Home section of the Portal:

 
 

Collection and Tags

You can display collections on the portal based on the collections and tags you specify

Example:

You can search your preferred tag(s) and/or collections you wish to display

In this example, you can search for the test logos tag to choose the media that has that tag

You can also add a collection (e.g., “Coach TIm” collection). Noticed that when I type in my search keyword “coach”, the system displays the matching collection name, date, and path (which indicates a corresponding collection exists)

This allows you to see the collections which has thetest logostag and “Coach TIm” collection under the Home section of the Portal:

 
 
 
 

Filters

The filter(s) you select here determine which filter(s) will appear in your portal

 
 

Media page view

The option(s) you select here determine the media information you’ll see when browsing media in the portal

Media page (Photo)

Media page (Video)

Note: As you can see, when the Clipping tool, transcription options are enabled in the media view settings of the portal (for video assets). These tools will appear on a video’s right panel.

 
 

Freeze checkout form

This option will appear if you toggled on/enabled the “Require login” under the Access section of your portal setup page.

If toggled on/enabled, it prevents portal users from editing their email and name at checkout. User will not be able to type/edit in the fields (grayed out/not editable):

 
 

Hide checkout form

If toggled on/enabled, it hides from the portal users the field to specify the purpose of their requests at checkout.

 
 

Mandatory usage field

If toggled on/enabled, it requires portal users to specify the purpose/usage of their requests at checkout.

If there is no input in the Usage field, the Confirm button will remain grayed out

User will have to specify/type the purpose/usage in the Usage field for them to confirm their request (Confirm button will be clickable)

 
 

Terms and Conditions URL

If you have terms and conditions you’d like users to agree to and be aware of, input your terms and conditions URL here

The user will be prompted to review and agree in the checkout screen before they can confirm their request

 
 
 
 

 

  • After configuring your preferred portal settings, click Create in the lower-right corner.
  • Once the portal is created, click Copy to copy and share the portal link.

 

🔖 Notes