After logging in to your 4ALLPORTAL, your start module will be displayed. By default, this is the Files module.
The Files module and most other modules are structured so that their main view always has the same basic elements:
main view of the Files module
As soon as you open an object from the results list, it is displayed in its detail view. Here you can view and edit all information.
The detail view is individually adapted to the respective objects of a module.
detail view of an image in the Files module
Fixed elements
The header, module bar, toolbox and in-app help form the framework of 4ALLPORTAL and remain unchanged regardless of the view and module.
Please note
The files displayed in the system, such as images, documents or videos, are previews and not originals. They do not reflect the quality of the original files.
Main view
Header
Your logo is displayed on the far left. Click on it to open your start module.
Right next to it, you will see the module group (space) to which your currently open module belongs. The Files module is located in the DAM space.
The following basic functions are available in the header by default:
Here you can search multiple modules, e.g. for an object name.
Click on your profile picture to configure global system settings, open the help section or log out of the system.
Use the button
to upload files to your 4ALLPORTAL.Move files to the shopping cart
and prepare them for download there.
Sidebar
Click on the buttons 
, 
or 
to open and close the sidebar. It appears to the right of the toolbox and remains open even when you switch modules. This lets you keep track of your history, favorites or file transfer at all times.
expanded sidebar with personal favorites
Module bar & mega menu
The module bar is located directly below the header. Here you can see all the modules that belong to the active space.
The active space is determined by the currently open module. The currently open module is underlined in color.
this module bar shows all modules that belong to the "Collaboration" space.
You can open the mega menu using the button 
. Here you have access to all spaces with the corresponding modules.
Administrators can access the administration area via the mega menu.
If you switch to another space via the mega menu, e.g. from "DAM" to "Collaboration" the space in the header also changes.
mega menu with the spaces DAM, Collaboration, General, and Administration
Search & Filter
In the left area of the main view, you can search for and filter the objects of the current module. In the Files module, for example, you can search for all files; in the Contacts module, you can search for all contacts.
Since the objects differ by module, search filters are always module-specific. This allows you to perform more specific searches.
standard search filter in the Files module with individually installed color search
The filter area is divided into several groups. By default, you have the following options:
You can search for specific objects using module-specific search fields. The search is based on the metadata stored for the object.
You can save the combination of filters used for frequent searches. You can also share saved filters.
Folder structure (in the Files module)
Select specific folders to limit your search to their contents only.
All search filters can be combined with each other. You can see the results of your search in the results list in the middle of the main view.
Customize the view of the filter area
You can expand and collapse a group using the buttons
and 
.Use the buttons
and 
to collapse and expand the entire filter area. This gives you more space for the main view.If several search filters have been set up for a module, you can select them from the drop-down menu at the top. Search fields can be grouped by topic in this way.
Please note
Search filters are always created on a customer-specific basis.
Search filters may also vary depending on the user role.
Results list
The results list is the central area of the main view. Here you can see all objects in the current module, either unfiltered or narrowed down by a search.
The objects are displayed either in tile view or list view. In both views, you can sort the results and select them with a checkbox to trigger actions from the toolbox.
results list in the Files module, narrowed down by active search filters
Sorting results
Above the results list, you will find additional information and sorting options:
Found results
Number of objects in the current module, limited by active search filters.
Results per page
Use the drop-down menu to set how many objects are displayed per page.
Results pages
Use the arrows
to scroll through the pages or enter a specific page number.Sorting
Use the drop-down menu to set how the results should be sorted, e.g. by creation date, display name, file type or file size.
Result order
Use the arrow
to change the sort order from descending to ascending.View
Use the buttons
and 
to switch between tile and list view.Zoom (tile view only)
Use the buttons
and 
to change the zoom level of the objects.
Tile view and list view
In some modules, you can use the buttons and to switch the display of results from tile view to list view. Selected files remain selected when you switch.
Tile view
The tile view focuses on the preview of objects. This is helpful if you want to view objects primarily visually, e.g. images, videos and documents in the Files module or in the Collections module.
If the tile view is available for a module, it is automatically set when you open the module.
the tile view in the Files module with focus on image preview
In the Files module, you can also assign the following markings to an object on the tile by default:
Star rating from 1-5
Color marking (red, orange, green, blue, magenta)
Note (readable globally by all users)
Favorite (only listed in your personal favorites)
The tile can display custom metadata as icons. This feature allows you to view an object's key properties without opening the detail view.
Almost every metadata field of a file can be displayed as an icon, for example:
a specific keyword
the creator
the release status
the TYPO3 status
example of additional metadata icons on the tile
List view
The list view focuses on the metadata of objects. This is helpful when you want to view or compare multiple pieces of information at once, such as in the Tasks or Contacts modules.
the list view in the Files module with focus on image information
Please note
The information displayed on the tile or in the list is adapted to the respective module objects and is therefore module-specific.
The information displayed can be customized for each customer or role.
Toolbox
In the toolbox, you can see all the actions you can perform on the objects in the current module:
actions in the Files module with exactly two objects selected
The actions available here depend on several factors:
Number of selected objects
Most actions, such as "Download", are only available once you have selected at least one object using the checkbox.
Some actions, such as "Mass change", are only available once you have selected two or more objects.
Some actions, such as "Compare images", are only available once you have selected exactly two objects.
Module
Many actions are offered across modules, e.g. "Create", "Delete" or "Download".
Other actions are only available for specific modules, e.g. "Start task" in the Tasks module.
Object type
Some actions are only available if you have selected objects with a specific file type, e.g. "Image editing" is only available for images.
User role
Some actions may only be enabled for certain user roles, e.g. "Refresh previews" or the ability to upload or edit files.
You can collapse and expand the toolbox using the buttons and if you need more space for the results list.
In-app help
The in-app help is integrated as a small menu in the lower right corner of the system. Click on it to open the available options.
Here you can read help articles, chat with our chatbot Ally about the system functions and learn about new products in the future.
Administrators can also contact our support team and open the tickets portal here.
Detail view
When you open an object, you will see it in its detail view. This provides you with all available information and metadata about this object, the option to edit it and links to other module objects, if available.
At the top left of the menu bar, you can return to the main view or reload the current detail view at any time: 
A detail view differs from module to module. Depending on the amount of information, it is distributed across sidebars, subpanels or the ribbon:
detail view of the Files module with sidebars, ribbon and image scroll bar
detail view of the Collections module with one sidebar and ribbon
detail view of the Companies module with one subpanel
All detail views
You can find all information about the module-specific detail views in the respective Help Center article for a module, e.g. here for the Contacts module.
Controls
The user interface can be operated with both the mouse and keyboard shortcuts. You can view and customize the keyboard shortcuts in your user profile.
Opening objects
You can open an object simply by double-clicking on it to see its detail view. This is possible for objects in the results list as well as for a "chip" with a link, e.g. a user name on a task.
Alternatively, you can select an object using the checkbox and select the "View object" action in the toolbox.
you can open "chips" containing links or items from the results list
Selecting objects
You can select one or more objects from the results list of the main view using the checkboxes.
In the tile view, the checkbox only appears when you hover over the upper right corner of a tile.
Use the following keyboard shortcuts when selecting via checkbox:
CTRL + A: Select all objects on this results page.
SHIFT+ click: Select clicked objects and automatically select all objects in between.
You can start actions from the toolbox for your selection or move or copy them using drag & drop, e.g. to the shopping cart.
You can see the number of selected objects above the toolbox. Click the "X" to deselect your selection.
manually selected images and images automatically selected by holding down the SHIFT key
Selecting across results pages
You can also select individual or all objects across multiple results pages.
After changing pages, make sure to hold down SHIFT again.
After changing pages, be careful not to click outside the results page so that you don't lose your selection.
Moving files using drag & drop
In the Files module and in the detail view of a collection, you can move or copy one or more selected files using drag & drop:
Click on your selection and hold down the mouse button.
When you move the mouse, a small list of the selected files will follow.
The locations to which you can move your selection are indicated by a colored frame:
.Drag your selection to the desired location and release the mouse button.
the list of selected files is dragged to the Collections module
By default, the available locations are the folder structure in the sidebar, the Collections module in the module bar, and the shopping cart in the header.
If you drag your selection to a folder, you will be asked whether you want to move or copy the files.
When moving, the original file including its metadata is moved to the new location.
When copying, a second, new data record without metadata is created.
If you drag your selection to a collection or the shopping cart, files are always copied in.
If a file with the same name already exists, the collision handling opens.
Open sub-elements automatically
Wait before releasing on a folder to open the subfolders.
Wait before releasing on the Collections module to switch to the main view and select a specific collection.
Drag & drop as upload method
You can drop files from your computer directly into 4ALLPORTAL. The default upload method set up for your role will then be started (more details).
Drag & drop to the desktop
If you use the Desktop app, you can drop files from 4ALLPORTAL directly onto an application, e.g. Photoshop.
Edit objects
To edit objects, you have the following options in the detail view:
Click in a metadata field that you can edit and add, change, or delete metadata there, e.g., keywords or a usage right (more details).
Select an action from the toolbox, e.g. "Edit image" or "Add to collection".
Upload a new version via the ribbon (more details).
In the Approvals module, you can leave comments on images.
In the main view of the Files module, you can edit the file name directly on the tile. To do this, move the mouse over the file name and click on the pencil icon 
that appears.
In the full-screen view in the Files module, you can customize markings such as stars or notes. To do this, move the mouse to the top edge.
Accessibility
Keyboard use
To make 4ALLPORTAL as accessible as possible, it can also be operated using only the keyboard.
To do this, you can move a colored focus frame over the control panels. The focus frame appears as soon as you use the tab keys:
Use the tab key to move the focus frame forward or the tab key + SHIFT to move it backward.
Press Enter or the space bar to select, open menus or trigger actions.
Use the arrow keys to control the focus within drop-down menus.
focus frame on a drop-down menu
Zoom
Text and controls can be enlarged up to a zoom level of 200% via the browser without the elements becoming unclear or disappearing.
Pop-up windows are enlarged as a whole, and collapsible menus are automatically minimized above a certain size. Views with a lot of information (e.g. lists) can be scrolled vertically and horizontally.
High-contrast theme
To display 4ALLPORTAL with increased contrast, you can select the high-contrast theme in your system settings.
system settings with high-contrast theme enabled
We want to further optimize the accessibility of 4ALLPORTAL and are currently working on supporting screen readers. 🔉
💡 Frequently asked questions (FAQ)
Can I select all search results across multiple pages?
Yes, select the first entry using the checkbox, hold down SHIFT and select the last entry using the checkbox. Then go to the next results page and repeat until all results are selected.