In your profile, you can customize your user information and configure additional personal system settings.
You can find your profile in the top right corner of the system. Click on your profile picture and select "Profile" to open the settings:
The personal settings are divided into the following areas:
Profile: User information and language
Security: Your password settings
System settings: Display options and module-specific settings
Downloads: Local installation of pre-installed plugins
Shortcuts: Operate the system using the keyboard
Notifications: Enable and disable emails from the system
Usage rights (optional): View usage rights
Profile
Under "Profile", you can customize your user information. This includes your profile picture and the user language in which the system is displayed.
Profile picture
The profile picture is displayed in the system, e.g., on your contact or on a collection you have created. It can only be seen by registered 4ALLPORTAL users.
If you have not yet selected a personal picture, your profile picture will be automatically generated from the first letters of your existing data (first and last name or email address).
To upload a personal picture, hover your mouse over the profile circle next to your user name:
Click on the Upload button
to upload an image from your computer to the system (via drag & drop or folder selection).Click on the Select image button
to select an image from the 4ALLPORTAL.Refresh your browser to see the new image at the top right next to your username.
All common image formats are supported for profile pictures, e.g.:
JPG, PNG, TIFF, EPS, AI, PDF
Username & assigned role
You log into the system with your username. If you did not register yourself, it was assigned to you by your administrator along with your user role.
The user role controls which modules, functions, or files you can see and use in the system. These user rights can vary for each role.
Please note
You cannot edit your user name and assigned role; only your administrator can change these.
This also applies if you registered yourself on the system and chose your own user name.
Profile name
Your first name is displayed at the top right of your profile picture. If only your last name or email address is stored in your profile, these will be displayed.
If you are mentioned elsewhere in the system, e.g., as the person responsible for a task, your first name, last name, and profile picture will be displayed.
User language
Use the drop-down menu in the "User language" field to select the language in which the system should be displayed.
The languages available here can be managed by your administrator.
Please note: The language of the in-app help is controlled by your browser language.
This email address is used when you receive notifications from the system, e.g. when you have been assigned a task or when you want to receive a copy of an eTicket as the sender.
The email address is a mandatory field for users and cannot be deleted.
Security
You can change your current password under "Security". You must comply with the password criteria specified by your company.
Enter your current password above and select a new password below.
Your new password will be accepted as soon as you meet all the required password criteria.
Repeat your new password and save it.
You will only need to use your new password when you log in next.
Two requirements must still be met in order to save the password
Please note
You can only change and save your password here if you can log in to 4ALLPORTAL using your username and password.
If your company has set up a provider login or automatic login for you, you cannot change your password yourself.
Details: Login & registration
System settings
You can customize the system to suit your needs under "System settings". Here, you can select a theme, specify your start module, or determine what should happen to files after they have been downloaded from the shopping cart.
The system settings are divided into general and module-specific areas:
Please note
Your company can add additional setting options for modules here or reduce the options described below.
General
Click on the "General" tile to customize the color scheme of the system ("Theming") and the structure of the mega menu ("Menu structure").
Theming
The color scheme of the system is controlled by the theme. By default, a light, a dark, and a high-contrast theme are offered.
The "Automatic" theme automatically adapts the 4ALLPORTAL to your browser settings.
Refresh your browser to see your newly selected theme.
Menu structure
Here you find all module groups (spaces) and modules that you can also see in the mega menu. You have the following options for customizing the mega menu:
Move space
Use the "Drag" button
next to a space, e.g., "DAM", to move the entire module group. The further down a space is here, the further to the right it appears in the mega menu.Move module
Use the "Drag" button
next to an individual module, e.g., "Files", to move this module within its group.Mark module as favorite
Use the "Drag" button
to move an individual module to the "Favorites" space. Once a module is in the "Favorites" space, it appears in the mega menu.Set module as start module
You can make any module your start module. The start module is the first module you see after logging in. To do this, click on the "Home" button
. It appears when you hover your mouse over a module.Your current start module is indicated by the colored house button
.Hide module
You can hide a module from the mega menu if you don't need it there. Click on the "Hide" button
. It appears when you hover your mouse over a module.Alternatively, drag a module to the "Hidden" space using the "Drag" button
.
Modules can be moved back from the "Favorites" or "Hidden" spaces at any time.
Modules marked as start module, favorite, and hidden
File transfers
Click on the "File transfers" tile to configure settings related to downloads.
Here you have the following options for customizing download behavior:
Removes files from shopping cart after ...
Here you can specify whether files should be deleted from the shopping cart after downloading or providing them as eTickets or download packages.
Sorted download profiles
Here you can arrange the download profiles displayed in the selection pop-up in a custom order. Move the profiles you want to sort to "Available items" using the "Drag" button
.Allow history
Here you can specify whether objects that you have viewed in the "File transfers" module should be listed in your history in the sidebar.
ZIP download name
When downloading multiple files, a ZIP archive is downloaded to your computer. Here you can customize the name of the archive folder.
Please note: This name will also be used for download packages if you do not change it in the respective download package.
You can find details on downloading here: Download & Share
Collections
Click on the "Collections" tile to configure settings specifically for the "Collections" module:
Default Collection upload folder
Here you can select a default upload folder that will always be used when you upload files directly to a collection.
Please note: This default can be overridden in the detail view of a specific collection, e.g., if there is to be a specific upload folder for all participants.
Allow history
Here you can specify whether objects that you have viewed in the "Collections" module should be listed in your history in the sidebar.
Files
Click on the "Files" tile to configure settings specifically for the "Files module:
Allow history
Here you can specify whether the files you have viewed in the detail view should be listed in your history in the sidebar.
InDesign Plugin
If you have installed the InDesign plugin, you can change the default settings here.
Please note: Only make changes if you are sure, as they will directly affect how the plugin works.
User
Click on the "User" tile to configure settings specifically for the "User" module:
Allow history
Here you can specify whether opening your profile should be listed in your history in the sidebar.
Downloads
In the "Downloads" section, you can install plugins for 4ALLPORTAL locally on your computer. Depending on which plugins your administrator has provided for your system, you will find the appropriate installation files here:
PowerPoint Plugin
Download an installation file using the "Download" button 
:
Shortcuts
You can trigger the basic functions of the system using keyboard shortcuts to save time when editing images or navigating, for example.
Under "Shortcuts", you can view and customize the available actions with their assigned keyboard shortcuts.
To edit, simply click on a keyboard shortcut:
Possible combinations
Please note the maximum possible key combinations:
Windows: Ctrl + Alt + Shift + a number 0-9 or a letter A-Z or the Enter key
MacOS: Ctrl + Option + Command + Shift + a number 0-9 or a letter A-Z or the Enter key
Accessibility: Keyboard usage
In general, 4ALLPORTAL allows you to navigate the system without using a mouse:
Use the Tab or Shift + Tab keys to move the focus to the next or previous element.
Use the Enter or Spacebar keys to select/activate the highlighted element.
Use the arrow keys to move the focus within drop-down menus.
Notifications
In the "Notifications" section, you can set for each module whether you want to receive an automatic email for certain events. For example, you will receive an email if you have been removed as an editor from a collection.
By default, all notifications are enabled. Your administrator can also preset a selection for your user role.
To change the settings, click on one of the modules and select or deselect the notifications using the checkboxes:
Configuration note for admins
The default notifications can be configured for each role and module in the administration area:
General system configurations > User settings > Role configuration > Role-based module settings
Clicking on "Tasks", "Collections", "Markups", or "Shares" opens the permissions pop-up with the "Notifications" tab.
Usage rights (optional)
If you had to accept usage rights when you first logged in, you can read through the text again in detail here:
Please note
This option is only available to you if your company has activated the usage rights.
💡Frequently asked questions
How can I change my profile picture?
Move your mouse over your profile circle, click on "Upload" to upload a picture from your computer, or click on "Select from 4ALLPORTAL" to use an existing picture.
What is the difference between a username and a profile name?
You use your username to log in to the system. It can only be changed by your administrator. Your profile name depends on your existing user data. You can customize your profile name.
Can I set the language of the system myself?
Yes. You can use the "User language" field to specify the language in which the system is displayed. The selection depends on which languages your administrator has provided.
Why can't I change my password?
If your company logs you in via a provider or SSO (single sign-on), you cannot change your password yourself.
What happens when I select a new theme?
The system immediately adjusts its color scheme. To see the change, refresh the page in your browser.