> For the complete documentation index, see [llms.txt](https://docs.couchdrop.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.couchdrop.io/file-sharing/web-portal-access.md).

# Web Portal Access

Learn about using Couchdrop's web portal

## Introduction

Couchdrop's Web Portal gives users browser-based access to exchange files and run predefined workflows without providing access to the underlying storage platform or Couchdrop administration.

Web Portal users can upload, download, browse, and manage files within their permitted location. They can also run **Actions** — predefined Automations that can accept a file or other inputs, or be manually triggered from the Web Portal.

Files shown in the Web Portal are accessed through Couchdrop virtual folders. These map to the storage behind them, such as SharePoint, Google Drive, S3, or SFTP, without exposing that storage platform to the user.

Virtual folders can also apply controls such as automatic PGP encryption on upload and decryption on download.

## How to create a Web Portal user

{% hint style="warning" %}

### Before you start

To create a Web Portal user for file exchange, you will need:

* Administrator access to your Couchdrop tenant
* A folder location for the user to access
* Any required filesystem permissions or access restrictions
  {% endhint %}

{% stepper %}
{% step %}

### Create a new user

Go to **Admin Panel** > **All Users**, then select **Create New User**.

Choose either **Team Member** or **External** depending on the type of user you are creating.
{% endstep %}

{% step %}

### Configure the user account

Set the user's **Username** and **Password**.

You can also provide an **Email Address**, although this is optional.
{% endstep %}

{% step %}

### Configure filesystem access

Under **Filesystem Access**, configure:

* **Set the home/root directory for this user**
* **Global filesystem permissions for this user**
* **Delete allowed**, if the user should be able to delete files

The home/root directory determines which files and folders the user can access through the Web Portal.

If required, assign the user to a group using **Group Membership**.
{% endstep %}

{% step %}

### Enable Web Portal access

Under **Access Controls**, enable **Allow Web Portal**.

This enables access to the main Couchdrop Web Portal at `my.couchdrop.io`.

If required, configure **Network ACLs** to restrict access to specified IP addresses or networks.
{% endstep %}

{% step %}

### Save and share the details

Save the user configuration.

Share the Web Portal address, username, and password securely with the user.
{% endstep %}
{% endstepper %}

## Settings

Additional controls can be configured after the user has been created.

### Account and access

<table data-search="false"><thead><tr><th width="374">Setting</th><th>Description</th></tr></thead><tbody><tr><td><strong>Username</strong></td><td>Sets the username for the account.</td></tr><tr><td><strong>Email Address</strong></td><td>Optionally associate an email address with the user.</td></tr><tr><td><strong>Password</strong></td><td>Set or update the user's password.</td></tr><tr><td><strong>User must create a new password at next sign-in</strong></td><td>Requires the user to replace their password when they next sign in.</td></tr><tr><td><strong>Require MFA/2FA</strong></td><td>Require <a href="/security-and-governance/user-and-account-policies/multi-factor-authentication-mfa.md">multi-factor authentication</a> when signing in.</td></tr><tr><td><strong>Network ACLs</strong></td><td>Restricts access to specified IP addresses or networks.</td></tr><tr><td><strong>Expiry</strong></td><td>Configure the account to never expire or expire after a specified period.</td></tr></tbody></table>

### Filesystem access

| Setting                           | Description                                                       |
| --------------------------------- | ----------------------------------------------------------------- |
| **Home/root directory**           | Sets the location available to the user through the Web Portal.   |
| **Global filesystem permissions** | Controls the user's overall access to files within that location. |
| **Delete allowed**                | Controls whether the user can delete files they can access.       |

### Transfer Shield

Transfer Shield can classify files uploaded by a Web Portal user and apply content rules when files do not match what you expect.

| Setting                           | Description                                                          |
| --------------------------------- | -------------------------------------------------------------------- |
| **Enable Content Classification** | Classifies files uploaded by the user using Couchdrop's DLP engine.  |
| **Block unclassified files**      | Denies files that cannot be classified for any reason.               |
| **Content Rule Groups**           | Applies a selected content rule group to files uploaded by the user. |

## Using Web Portal access in Couchdrop workflows

Web Portal access can be used as the user-facing entry point for file exchange and predefined Couchdrop workflows.

<table><thead><tr><th width="263.9609375">Workflow</th><th>How it works with the Web Portal</th></tr></thead><tbody><tr><td><strong>Web Portal to cloud storage</strong></td><td>Users upload files through the Web Portal directly into their permitted virtual folder and the connected storage behind it.</td></tr><tr><td><strong>Cloud storage to Web Portal</strong></td><td>Make files in a permitted virtual folder available for users to browse and download through the Web Portal.</td></tr><tr><td><strong>Web Portal to Automations</strong></td><td>Use files uploaded through the Web Portal as inputs for Couchdrop Automations.</td></tr><tr><td><strong>Runnable Actions</strong></td><td>Let users manually trigger predefined Automations from the Web Portal, with optional file or metadata inputs.</td></tr><tr><td><strong>Encrypted file exchange</strong></td><td>Use virtual folder settings to automatically PGP encrypt files on upload or decrypt files on download.</td></tr></tbody></table>