This article details how you can use our built in portals migration tool to migrate your workspace to Lingo's new portal based sharing architecture. Below is a brief summary on this architecture change. If you want to read a more in depth explanation, read this help center article.
In Lingo's previous architecture, each workspace had a single portal—a home page that displayed selected kits to users. When inviting team members, you could choose which kits they could access within this single portal.
With Lingo's new architecture, you can now create multiple portals in a workspace, and each portal is fully customizable. Instead of selecting kits for individual users, you now invite team members directly to specific portals that contain kits. This allows you to create custom tailored content environments for each of the different groups of people you need to distribute content to.
The migration tool will convert your workspace over to Lingo's new architecture and will automatically create portals based on your existing user roles and permissions. This way all your team members will have access to the same set of kits as they did before, and their experience will remain unchanged.
Where to find the portals migration tool
If you're an admin in your workspace you can find the portals migration tool by clicking on your Settings tab in the left rail.
How it works
The portal migration tool will show you a preview of the portals that will be created for you based on your existing user permissions. If you want to make changes to your user permissions in order to adjust the number of portals you'll be able to do this directly inside the migration tool.
Let's look at an example:
Let's say your user roles in your existing workspace are configured in the following way:
3 admins
5 members
8 limited members
The admins and members have access to all of the kits in your workspace. Six of your limited members have access to the same set of kits and the other 2 limited members has access to a slightly different set of kits.
Based on this setup, our migration tool shows that you will have 3 portals automatically created for you when you migrate.
A portal that contains all your kits. All your team members with the "Member" role will be joined to this portal.
A portal that contains 5 kits. 6 of your limited members will be joined to this portal.
A portal that contains 4 kits. 2 of your limited members will be joined to this portal.
When you see these different portals you realize you want the two limited members who only have access to 4 of your kits to actually have the same kit access as all of your other limited members. To change this you can simply click on their name and adjust their kit access settings. When you select "Done" the portals table will be adjusted based on your changes.
Now that you've made this change you can select "Done" and you'll see that now only two portals will be created for you.
A portal that contains all your kits. All your team members with the "Member" role will be joined to this portal.
A portal that contains 5 kits. All 8 of your limited members will be joined to this portal.
When everything looks correct, you can select "Continue" and you'll be converted to the new architecture!
What should I do once my space is converted?
Once you have converted your workspace over to the new architecture there are a couple of things we recommend you do to ensure everything is configured properly.
Rename your portals
The portals that are automatically created through the migration tool will be given generic names. To make the portals more easily identifiable you'll want to rename the portals so they make sense for your use case, for example "External portal".
You can do this by navigating to your dashboard and clicking on the overflow menu of the portal you want to rename. In this modal you can also add a portal avatar, this is the avatar that will display in the upper left corner when viewing a kit contained inside the portal.
Configure your portals
Now that your portals are fully customizable you'll want to open each portal and see if it's configured the way you want it to appear. In a portal you can:
Re-order kits
Add contextual information like notes, headings and support content directly alongside your kits to make your portal page easier to understand.
Customize the appearance of you portal by adding a header image, your logo and changing the accent color of the portal.
