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Portals & Repositories

Portals and Repositories provide secure, permanent file storage spaces. Unlike regular file transfers that expire, files stored in Portals and Repositories remain available indefinitely.

Feature Availability

The availability of Portals and Repositories depends on your LeapFILE service plan. If you don't see these options in your account, contact your account administrator or LeapFILE support to inquire about enabling these features.

Understanding the Difference

Repositories

For sharing files among internal users within your organization.

  • Access controlled by administrators
  • Users see only repositories they have permission to access
  • Perfect for team collaboration and shared workspaces
  • Files stored permanently (no expiration)

Portals

For sharing files with external guests like clients, vendors, or partners.

  • Guest accounts created and managed by administrators
  • Guests access via your company's LeapFILE URL
  • No LeapFILE account required for guests
  • Files stored permanently (no expiration)

Setting Up a Repository

Step 1: Create the Repository

  1. Log in to your LeapFILE account
  2. Click Repositories in the top menu
  3. Click Add Repository
  4. Enter a name and description
  5. Click Save

Note

If you don't see the Repositories link in the top menu, this feature may be disabled for your account. Contact your administrator to enable it under Account → Account Setup → Feature Enablement.

Step 2: Add Files and Folders

  1. Click the File Explorer icon next to your repository name
  2. Click Add Files to upload individual files
  3. Click Add Folder to upload entire folders
  4. Use drag-and-drop to add multiple files at once

Copy to Repository

Step 3: Manage User Access

Control who can access the repository:

  1. Under the repository name, click User Access
  2. Click Add User
  3. Select users from your account
  4. Grant appropriate permissions:
  5. Read: View and download files only
  6. Write: Upload, modify, and delete files
  7. Admin: Full control including user management
  8. Click Save

Repository Operations

Downloading Files

To download a file:

  1. Open the repository
  2. Click on a file to view details
  3. Click the Download button

Sending Files from a Repository

To send files stored in a repository as a transfer:

  1. Open the repository
  2. Select files using the checkboxes
  3. Click the Send button at the bottom
  4. Add recipients and send as a normal transfer

Downloading All Files as a Zip

To download the entire repository:

  1. Open the repository
  2. Check the Select All checkbox at the top
  3. Click the Send button
  4. Send the transfer to yourself
  5. Go to Incoming Transfers to download the zip file

Deleting Files

To remove files from a repository:

  1. Select files/folders using checkboxes
  2. Click the Delete button
  3. Confirm the deletion

Warning

Deleted files cannot be recovered. Ensure you have backups before deleting.

Setting Up a Portal

Step 1: Create the Portal

  1. Log in to your LeapFILE account
  2. Click Portals in the top menu
  3. Click Add Portal
  4. Enter a name and description
  5. Click Save

Step 2: Create Guest Accounts

Before guests can access a portal, you must create guest accounts:

  1. On the Portals page, click Guest Accounts
  2. Click Add Guest Account
  3. Enter the guest's information:
  4. Name: Guest's full name
  5. Email or Username: Email address recommended (allows password reset)
  6. Password: Set an initial password
  7. Click Save

Guest Notification

No notification email is sent to guests automatically. You must manually inform guests about:

  • Your company's LeapFILE URL
  • Their username and password
  • How to access the portal

Step 3: Assign Guest Access to the Portal

  1. Under the portal name, click Guest Access
  2. Click Add Guest
  3. Select the guest accounts you created
  4. Click Save

Step 4: Inform Your Guests

Send your guests the following information:

LeapFILE Portal Access

URL: https://yourcompany.leapfile.net
Username: [their email or username]
Password: [their password]

Instructions:
1. Go to the URL above
2. Click "File Portals"
3. Log in with your username and password
4. Access the portal: [portal name]

Guest Access Process

When guests visit your LeapFILE URL:

  1. They click File Portals at the bottom of the page
  2. Enter their username and password
  3. View only the portals they have permission to access
  4. Download files, but cannot upload directly to the portal

Guest Upload Limitations

Guests cannot upload files directly to portals to prevent accidental file deletion or overwrites. Instead, guests should send a regular transfer to a user, who can then copy the files into the portal.

Uploading Files to Portals/Repositories

Method 1: Via Web Interface

  1. Open the portal or repository
  2. Click Add Files or Add Folder
  3. Select files to upload
  4. Wait for the upload to complete

The LeapFILE Desktop Client provides better performance for large uploads:

  1. Compose a new email in Outlook
  2. Address the email to yourself
  3. Attach the files you want to upload
  4. Click the Send via LeapFILE button

Send via LeapFILE

  1. Log in to your LeapFILE web account
  2. Go to Transfers → Incoming Transfers
  3. Find your transfer and click → Repository or → Portal

Portal/Repository Selection

  1. Select the destination portal or repository
  2. Choose a specific folder (optional)
  3. Click Save

Folder Selection

  1. Optionally delete the transfer after copying

Performance Tip

The LeapFILE Desktop Client is more powerful, fast, and reliable than using the web client for uploading large files to repositories or portals.

Method 3: Via Desktop Client

  1. Right-click the LeapFILE system tray icon
  2. Select New Transfer
  3. Send a transfer to yourself or another user
  4. Log in to the web client
  5. Go to Incoming Transfers
  6. Click → Repository or → Portal
  7. Select the destination and save

Managing Portal and Repository Content

Organizing Files

Create folders to organize content:

  1. Open the portal or repository
  2. Click Add Folder
  3. Enter a folder name
  4. Upload files into the folder

Moving Files

To move files between folders:

  1. Download the files
  2. Navigate to the destination folder
  3. Upload the files to the new location
  4. Delete the files from the original location

Searching for Files

Use your browser's search function (Ctrl+F or Cmd+F) to find specific files in the file list.

Best Practices

For Repositories

  • Organize by Project: Create separate repositories for different teams or projects
  • Set Clear Permissions: Grant only the access level users need (Read, Write, or Admin)
  • Regular Cleanup: Periodically review and remove outdated files
  • Naming Conventions: Use clear, consistent folder and file names

For Portals

  • One Portal Per Client: Create dedicated portals for each external client or partner
  • Document Guest Credentials: Keep a record of guest accounts and which portals they can access
  • Regular Audits: Review guest access periodically and remove inactive accounts
  • Clear Instructions: Provide guests with detailed access instructions

Security Considerations

Security Best Practices

  • Change guest passwords periodically
  • Remove access for guests who no longer need it
  • Use email addresses for guest accounts (enables password reset)
  • Monitor file access through the Transfer History report

Common Scenarios

Scenario 1: Sharing Files with a Long-Term Client

Use Case: You work with a client who needs ongoing access to project files.

Solution: 1. Create a portal named "[Client Name] Files" 2. Create a guest account for the client 3. Assign the guest to the portal 4. Upload project files to the portal 5. Provide the client with login credentials

Scenario 2: Team Collaboration on Internal Projects

Use Case: Your marketing team needs a shared space for campaign assets.

Solution: 1. Create a repository named "Marketing Campaigns" 2. Add all marketing team members with Write permissions 3. Add executives with Read permissions 4. Organize files by campaign name in folders

Scenario 3: Receiving Large Files from External Sources

Use Case: A vendor needs to send you large files regularly.

Solution: 1. Create a guest account for the vendor 2. Instruct them to send transfers to your email via Secure Upload 3. When transfers arrive, copy them to a portal or repository for permanent storage 4. Delete the transfer after copying to free up transfer quota

Troubleshooting

Cause: The features are disabled in your account settings.

Solution: Contact your account administrator. They can enable these features under Account → Account Setup → Feature Enablement.

Guests Can't Log In

Cause: Incorrect credentials or guest account not assigned to the portal.

Solution: 1. Verify the guest account exists under Portals → Guest Accounts 2. Confirm the guest is assigned to the portal under Guest Access 3. Reset the guest's password if needed 4. Ensure the guest is using the correct URL (your company's LeapFILE site)

Upload Fails or is Very Slow

Cause: Large files or poor internet connection.

Solution: - Use the Desktop Client instead of the web interface - Upload files to yourself as a transfer first, then copy to the portal/repository - Check your internet connection speed - Try uploading during off-peak hours

Can't Delete Files

Cause: Insufficient permissions.

Solution: Ensure you have Write or Admin permissions for the repository or portal. Contact your administrator to grant these permissions.

Video Tutorials

Watch video guides for Portals and Repositories:

Next Steps