Share and deploy files


The term file sharing refers to the sharing of digital files between at least two people via file sharing services. It is often used as a synonym for file access.

Share files with employees and partners

File sharing enables uncomplicated collaboration with internal employees and external persons, such as customers, suppliers and partners. Special file sharing services are used to share files. These offer faster and more secure data exchange in contrast to outdated methods such as e-mails and USB sticks.

File sharing in the 4ALLPORTAL DAM System as a basis for efficient digital collaboration

File sharing forms the basis for modern and digital collaboration. In everyday work, technical and legal hurdles make internal and external file sharing difficult. They are sent online via many different file-sharing services or by email to colleagues, partners, customers, dealers or agencies. However, these methods are often impractical because files are scattered uncontrollably and the amount of data for sending files is often limited. In addition, free file-sharing services carry the risk of security gaps, as there is no encryption of the files or the files are cached.

To successfully share your files, you need a good digital archive as a basis, a central place from which you can send your files to others. In combination with the file sharing functions in a DAM system, you enable fast and secure data exchange and more efficient workflows. In the 4ALLPORTAL DAM system with optional OCR text recognition, you manage and share files directly from a central system. It offers the perfect symbiosis of data security and convenience when sharing files with colleagues, customers and external service providers – in compliance with data protection laws.

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Share files fast and efficiently

With the 4ALLPORTAL DAM system, the internal providing and external sharing of files is secure and convenient. Offer your employees, partners and retailers fast, role-based access to your system. Internal file access is regulated by a role concept with which you define clear access and usage rights for each role. This way, everyone involved can access the company’s internal media library and find the assets they need on their own.

Share as many assets as you like with external users

Offer your customers, agencies and partners a particularly convenient service: Send a configurable eTicket with a live view of the files by e-mail. This way, external persons can browse the assets for a limited time, view them, compare them in the parallel view and then use them. Or you can make asset collections available in an uncomplicated way via a download package as a zip file.

Simple format conversion in file sharing

Depending on the use, you need files in different formats, qualities and resolutions. These have to be converted and adapted each time. Save yourself this repetitive work and create download profiles in the 4ALLPORTAL DAM system instead. Predefined sizes and file types allow you to convert the original file to the appropriate format with just one click.

The integrated sharing functions, in combination with the download profiles, enable convenient and channel-specific sharing of your assets. To do this, you already convert your original files into the required formats before sharing or let the recipients create desired files themselves.

Accelerated asset releases

Working together and sharing files is particularly easy with 4ALLPORTAL. This is ensured by the embedded sharing module. The function links communication on image releases and corrections to the respective asset. Bring decision-makers and creatives together in one place. Change requests to the graphics, editing orders to photographers – everything can be conveniently stored on the object and makes complicated e-mail exchanges and telephone calls redundant.

Work safely with customers and service providers

Working securely with clients and service providers has never been so straightforward. Share assets in their current state – either directly as a download or as a live view in a gallery. For large asset volumes, the system provides selected meta-data and offers a reduced search function. External service providers such as photographers who supply content upload their assets directly and tagged into the appropriate folders. This relieves the marketing team of entire work steps and gives them more time for the essentials.

Filesharing without security vulnerability

Share and send data securely and without delay. Avoid third-party file-sharing services and file-sharing programmes. Private file-sharing websites have serious disadvantages in terms of security, especially with regard to data protection and data security, because it is not clear where the files are stored. With 4ALLPORTAL, the files you share are on TÜV-certified servers in Germany that comply with the ISO standard for the security of information and IT environments.


  • Matthew Patulski

    Project Manager

    At the end of the day I was most impressed by the software’s flexible customization options. They really helped me to optimize my workflows.

  • Jeannine Walser

    Information Systems Manager for Digital Workplace and Collaboration

    In the past, people stored a RAW format on their PC, developed a TIFF or PSD from that, then stored that on the server. But people also sometimes kept the RAW file, made a JPEG out of it, and then stored the RAW, the JPEG and the TIFF. Now there is only one original, which can be downloaded in various formats using download profiles.

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  • Raymond Jackson

    Project Manager

    We have already received a great deal of positive feedback on the 4ALLPORTAL DAM: Our in-house colleagues praise the system thanks to the great user experience and seeing their actual workload reduce. Our marketing and graphics department alone saves about 20% time since data can now be found quickly by colleagues thanks to the excellent search function. As a result, the phone rings less and fewer support queries are landing in inboxes. And local dealers and window manufacturers are also just as enthusiastic: Finally, there’s no need to constantly send e-mails back and forth, and they can find their assets in a modern system.

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  • Matthias Wiediger

    Project Manager

    For us, this is tantamount to a quantum leap in our workflows: Inefficiently handling assets and metadata cost us a great deal of time and caused no end of stress. That is now a thing of the past since combining 4ALLPORTAL and the programming software. When you consider how central the topic of image data management has become for TV broadcasters and that we are now able to cut our working time by around 30% in this regard, we have taken a huge step forward in digitization.

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  • Anne Mette Alfken

    Responsible for maintaining the Online Shops

    It might take me fifteen minutes if I’m demonstrating the functions to someone. Otherwise, the only thing that helps is trying things out and asking questions. If we ever have questions, we get straightforward help. They’re very nice and quite patient.

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  • Katrin Meiners

    Senior Project Manager

    Rights sharing has also become much more efficient with 4ALLPORTAL. The same is true for agency access. Now we can quickly exchange assets with people outside the system. And we now have much closer collaboration with agencies and external retouchers.”

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  • Dominic Brezinski

    Head of CEWE MediaAssets

    I have a feeling that there is a willingness to work together long term on both sides. 4ALLPORTAL is not a provider that tells you to submit a ticket when you have a problem, and then takes three days to handle it because nobody cares.

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  • Janine Blechschmidt

    Project Management Advertisement

    4ALLPORTAL help us structure our media data and manage it from a central location. The software is well-designed and very user-friendly, and the service was always professional. 4ALLPORTAL always had expert answers to our trickiest questions and problems. If we had to do it all again, we would still choose 4ALLPORTAL!”

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  • Sven Feurer

    Brand Manager

    We were looking for a product that’s fast, can be connected directly to InDesign and isn’t licensed per user. That’s exactly what we found in 4ALLPORTAL and the DAM module from 4ALLPORTAL. It was also important for us to establish good contact with the provider, so that our product feedback would be taken on board and we’d be treated as more than a number. We found this and more in 4ALLPORTAL.

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  • Pascal Monnerat

    Media Consultant

    For us the 4ALLPORTAL was the first and right choice from the beginning. The team of developers can get a lot done in a short time and without complications.

  • Matthias Annaheim

    Digital Marketing Manager

    Working with 4ALLPORTAL was extremely straightforward and the system was installed amazingly quickly. With the help of training courses, video tutorials and manuals, and thanks to its highly intuitive user interface, the 4ALLPORTAL DAM was very quickly and positively received by our employees. For us, the investment has paid off enormously: our company employees spend about 50 percent less time searching for the right assets. We will achieve our return on investment – calculated very conservatively – after no more than two years.

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  • Ines Schwender

    Team Manager Advertisement

    With 4ALLPORTAL and the digital asset management module, we finally have a central system that can be accessed by different departments as a data source. This allows us to maintain consistency in our use of image materials—guaranteed. As a result, 4ALLPORTAL is an essential part of our workflow today. In 4ALLPORTAL, we’ve also found a partner with an in-depth understanding of our processes and a partner who offers dependable support.”

  • Helen Kamender

    Marketing Manager

    We have found with the 4ALLPORTAL DAM much more than just a system to structure our flood of data: in addition to data administration and file management, we now also handle the majority of our work processes and the associated communication via one central system. In addition, we have integrated a great feature with the full text search, which literally lets us find the needle in the text haystack!”

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Claudia Pavković

Marketing Development Representative

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