How to access App Switcher:

This is the central hub for using the features for providing a more convenient location as they have been removed from the settings.

Written by Sushmitha Venkatesh  04/03/2024


Navigate to the top-right corner of the Canto interface and hover over the menu to choose apps based on your permissions.  

App switcher options:


Portals Overview:

Canto's portal feature helps you to share and present your assets with customers directly from within your library

Create new portal or edit existing to align their appearance to your own or your branding.


Navigation: App Switcher > Portals > New Portal

Info Tab:

Here you can add the following information, settings to your new portal by filling the description and URL.

Content Tab:
Under the Content sub-tab you can choose which folders/albums you want to include in your portal.

Custom Configuration Tab:
Customize your portal in the Custom Configuration sub-tab. 

Here you can adjust the layout options for Custom fields, Information page, Preview page and Filter panel.

Custom Branding Tab:

Under the Custom Branding sub-tab you can adjust certain areas of the Login Screen and the Portal Library Screen.

Landing Page Tab:

Under the Landing Page sub-tab to customize where you want your hyperlink to direct you and you can choose your content display options.

User Access Tab:
Under the User Access sub-tab you can specify which users you give permission to access your portal.

 Note: This tab will only be available if you set your Portal to Private in the Info sub-tab.

Group Access Tab:

Under the Group Access sub-tab, specify which user groups you give permission to access your portal.

 Note: This tab will only be available if you set your portal to Private in the Info sub-tab.


Workspaces overview:


Workspace is a collaboration space for content in mid-development.

Navigate to Workspaces from the App Switcher. You can create new Workspace by filling all description and custom URL for your portal. You can also edit the workspace through the tabs with its various properties.

Note: You need to be signed in using an administrator's account in order to edit or delete a workspace.

Contributors and Custom role users need to be assigned the corresponding privilege in order to manage workspaces.

You can edit your workspaces' properties at any time, set preferences or delete them.


How to clone and delete Workspace

You can use your existing Workspaces as templates by coning them.

Navigate to App Switcher > Workspaces and click on the clone icon. For deleting Click the trash bin icon next to the Workspace you want to delete.

Note: Files that have been developed in a Workspace can be moved to the Main Library.

Albums and folders that were created in a Workspace can be moved to the Main Library, too. This will also move any assets contained in the folder or album.

The selected folders/albums are moved with their contents to the Main Library. You will be asked whether the moved files should be removed from the workspace or whether the folders/albums should continue to be displayed in the workspace so that they can be edited there.


Upload links Overview:

The ability to upload links in Canto Workspace enhances the platform's capabilities as a centralized repository for digital assets, allowing users to easily incorporate web-based content into their asset library and manage it alongside other types of assets.

Users can share uploaded links without canto account with other team members, clients, or stakeholders using sharing options available within Canto Workspace. This can include generating secure sharing links, setting permissions and access levels, and integrating with collaboration tools.


Navigation: App Switcher > Upload Links > New Upload Links

Create an upload link by filling all the description of each tab and complete the configuration and send the emails with the upload link to the specified recipients.

Style guide Overview:

In Canto Workspace, a style guide overview typically refers to a feature or capability within the platform that allows users to create and manage brand guidelines, design specifications, and other visual assets related to brand identity and consistency.

Navigate to App Switcher > Style Guides


Create new style guide by filling all required fields and Files must be set to Approved to be visible in a Style Guide. Files with other status as pending or custom status do not appear in the Style Guide.


Organization and Accessibility:

Style guide assets are organized within Canto Workspace using folders, collections, or metadata tags for easy accessibility. Users can quickly locate and reference the latest brand assets without searching through multiple locations or versions.


Sharing and Distribution:

Style guide assets can be shared internally with team members or externally with clients, partners, or other stakeholders using secure sharing links or permissions settings. This ensures that everyone involved in creating or using brand assets has access to the necessary guidelines and resources.


Asset Requests Overview:

The asset requests feature in Canto Workspace streamlines the process of requesting and accessing specific digital assets within an organization. It helps ensure that users have efficient access to the 

assets they need for their projects while providing administrators or asset managers with visibility and control over the request process.


Navigation: App Switcher  >  Portals > New Portal / Edit Port > Info > Asset Request


Enable the Asset Request setting either for all assets or on an asset-level when creating new portal  or with existing portal.

When you choose Enable Asset Level an asset request will be determined by the approval status of the individual asset - Settings Custom Configuration Approval.

Workflow Overview:


Workflow in Canto Workspace refers to the systematic process of managing digital assets efficiently within the platform.

The workflow begins with the ingestion of digital assets into Canto Workspace. This can be done through various means, including manual uploads, bulk uploads, integrations with other software or cloud storage platforms, and automated workflows.


Asset Organization:

  • Assets are organized within Canto Workspace using folders, collections, albums, or tags. Organizational structures may be hierarchical, based on projects, departments, campaigns, or any other criteria relevant to the organization's workflow.
  • Organized assets facilitate easy navigation, collaboration, and access control within the platform


  • Canto Workspace facilitates collaboration among team members by allowing them to share assets, leave comments, annotations, and feedback directly on the assets.
  • Approval workflows can be implemented to ensure that assets meet quality standards and compliance requirements before they are published, shared, or distributed.

Navigation: App switcher > Workflows

Create new workflow by filling all the description with default set of rules. Create tasks and add multiple approvers for each tasks and set the status accordingly.


Reports Overview:

Reports in Canto Workspace enable organizations to gain actionable insights into their digital asset management practices, identify opportunities for optimization, and make informed decisions to maximize the value of their digital assets.

These reports provide information on how frequently assets are accessed, viewed, downloaded, and shared within Canto Workspace. Users can track the popularity of specific assets, identify which assets are most frequently used, and analyse trends in asset usage over time.

All available reports are displayed on the left, divided into several sections.

Most reports allow specifications to be made and if you want to view the entire data of a section, you can use Export > Export As CSV.



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