Publishing a Portal
A page is initially only visible internally. Only a Portal link makes it reachable from outside.
Creating a Portal link
- Open the page.
- Choose Share this page.
- Click Create portal link.
After that, these become available:
| Button | Function |
|---|---|
| Copy | Copies the link to the clipboard |
| Open | Opens the Portal in a new tab |
| Preview | View as Smartphone or Desktop |
| QR code | Downloadable code |
| Set restrictions | Restrict access |
| Add link | Another, independent link |
| Delete | Remove the link |
A Portal link is public by default
Without an additional restriction, anyone with the link can open the Portal. The link isn't guessable, but it's unprotected — if it gets forwarded, it keeps working there.
Decide who should have access via Set restrictions before distributing the link.
Preview
Preview shows the page as Smartphone or Desktop.
If you don't have a Portal link yet, ApptiveGrid asks:
Viewing this preview as a Portal requires a published Portal link. Would you like to create one now?
Create and show preview creates it for you. Back to editing returns you to the editor.
Always check both widths
Layouts that look right on desktop often break on smartphones — especially horizontal layouts with several evaluation blocks. The preview costs two clicks and saves you feedback from users.
Restricting access
Set restrictions opens Set access permissions with the question Decide who has access:
| Option | Meaning |
|---|---|
| Everyone | Anyone with the link can access it |
| With credentials | Access only with a username and password |
For the second option, you set a username/password pair. This has nothing to do with ApptiveGrid accounts — recipients don't need one.
Credentials are only visible once
After saving, Permissions updated appears with the note:
For security reasons, it's not possible to view the username and password later. However, you can reset them at any time.
Write both down immediately. Otherwise you'll have to set new credentials and send them to all recipients again.
Note: Portals use a different restriction model than forms. The comparison is in Access to shared content.
Multiple links to the same Portal
Add link creates further named links. Each can be restricted and removed individually.
Keep access separate
One link per audience — one for customer A, one for customer B, one for the intranet. When a collaboration ends, remove just that link. All the others stay valid, and no one needs a new password.
How many additional links are possible depends on your plan.
All links in a Space are collected under Overview of external links.
QR code
The QR code leads directly to the Portal — for posters, stands, and printed material.
Printed codes can't be recalled
If you delete the Portal or the link, a printed code leads nowhere. For printed material, use a dedicated, named link that you keep in place permanently.
What visitors see
The published Portal displays the page in the configured Page layout — Centered page, Full width, or Card view. The note Applies to the Portal display on that setting is meant literally: it looks different in the editor.
Editing controls only appear to the extent you've enabled them. For embedded Grid views, that's controlled by the block settings Entries read only and Don't open detail view.
Editing also still depends on the person's permissions
If Entries read only is off, that doesn't mean every visitor can edit. If the person is signed in to ApptiveGrid when opening the Portal link and has a role with edit rights on the underlying Grid, they can edit entries directly in the embedded view. Without being signed in, or without a matching role, it stays read-only — the server enforces that.
Check with fresh eyes before publishing
Open the Portal link in a private browser window — that is, without being signed in. Only then do you see what outsiders actually see. It's common to discover that an embedded view shows more columns than intended, and a test done while signed in with your own account may show editing options that anonymous visitors don't actually have.
Removing a link
Via Delete in the share dialog or in the links overview.
A removed link stops working immediately — even for people who saved it. The page itself remains.