4.0 Extensis Portfolio Studio

Extensis Portfolio Studio

Digital Asset Management Software That Blends Seamlessly Into Your Workflow

Contact sales@toolfarm.com for a free trial


Stop Hunting for Files

Content owners, say goodbye to poorly organized filing systems that limit the use of your valuable digital assets. Our digital asset management software acts as a single source of truth for all your images, videos, audio files, and documents with relevant metadata.

Whether your teammates are in the next room or half a world away, Portfolio makes organizing, finding, and sharing your media assets easy – even as your collection grows.

Share and Deliver Digital Assets Easily

Portfolio makes it easy to share digital assets with your remote team members, partners, and customers no matter where they are. This digital asset management system allows you to send the right files to the right people at the right time, every time.

The result? Increased productivity and a better return on your digital asset investment.

Subscribe to Your Ideal Workflow

We’ve been working with teams across industries for years to build a flexible, powerful DAM that can meet unique requirements and optimize collaboration. From robust integrations to tools that make it easier to connect with clients and audiences beyond your organization, Portfolio empowers you to do more with your DAM.

Our straightforward and inclusive subscription offerings enable to you to hit the ground running at any price point.

Trusted and Driven by Innovation

Our experts will work with you to identify and implement an affordable solution that solves your digital asset challenges. Need more? Our top-notch technical support and customer success teams will get you the help you need quickly and easily. And for a simple, straightforward implementation, you can rely on our integration and consulting services.

We’re Here to Help

Extensis’ experts will help you to identify and implement a correct, affordable solution that solves your digital asset challenges. Need more? Their top-notch technical support and sales teams will get you the help you need quickly and easily. And for a simple, straightforward implementation, you can rely on their integration and consulting services.

Maximize the Value of Your Assets

More of what you need to easily organize, manage, protect, and share your digital assets

Automatic Keywording

Save time and resources by adding keywords to your assets with AI-enabled image recognition and metadata extraction from your files. You can also use batch tagging as well as develop your own custom metadata fields for business-specific keywords.

Fast and Easy Uploading

Add files quickly by dragging them into Portfolio or by mapping folders already organized on your network. Catalogs and galleries make it easy to organize and manage your assets by team, project, or purpose.

Powerful Search Tools

Use the keyword search (or more advanced Boolean logic) to pinpoint exactly what you’re looking for. Visual thumbnails and video previews also allow you to browse and find the assets you’re seeking when you need them.

Automate Your Workflows

Streamline and schedule DAM processes, whether working in Portfolio or using it with third-party business systems. Create automated workflows to simplify metadata entry, approval processes, asset archival, and more.

Drag and Drop Files

Conveniently drag and drop files between Portfolio and your folders, desktop, and any supported application, such as Adobe InDesign, Photoshop, Illustrator, and Microsoft PowerPoint and Word.

On-the-Fly File Conversion

Sometimes a lower resolution or resized version of an asset is needed. Portfolio can make this happen without the involvement of your graphics team. It puts the power of self-service in your user’s hands — letting them convert and download the assets they need, in the format they need them.

Web Builder to Share Assets

Create your own branded websites, connected to your DAM catalogs, to share select assets with select audiences. These dynamic and responsive sites can be accessed from any browser on any device. No HTML or Java coding skills required.

Ideal for Images, Videos, and More

Portfolio supports images, videos, audio files, documents, graphics, and large satellite and aerial images. Support for new file formats is updated regularly

Flexible Deployment

Portfolio can support physical or virtual file server instances, can be installed on-premise or off-premise, and can be deployed on AWS, Rackspace, Azure, or other cloud servers.



Portfolio and Portfolio Media Engines

Minimum requirements

  • An Internet connection is required for the activation and use of Portfolio.
    Please see Activating Portfolio for more information.
  • Windows® Server 2012 R2, Windows Server 2016, or Windows Server 2019—OR—macOS™ 10.13 to 10.15 or macOS 11 (Big Sur)
    Note: Extensis currently does not support running the Portfolio server or Media Engine on Apple M1 systems.
  • 2.0 GHz or faster 4-core processor (8 or more processor cores will improve performance of catalogs with over 500,000 assets)
  • 16 GB RAM
  • 100 Mbit/s or faster network connection (between the Portfolio server system and asset storage; 1000 Mbit/s recommended)
  • Microsoft® .NET Framework 3.5 and .NET Framework 4.5 (for Windows Server systems)*
  • Adobe® DNG Converter for converting Raw files to DNG format

* The .NET Frameworks must be installed before you install Portfolio. The .NET Framework 4.5 is usually installed by default on Windows Server.

Assets, Cores, and Disk Space

Portfolio’s ability to deliver assets to your users depends on the resources available to it. In general, “more” and “faster” are desirable when describing server resources. We recommend the following, depending on the size of your catalogs:

extensis portfolio
The Data Drive space recommendations in this table do not include space for assets, including the Portfolio Vault. If you intend to use a Vault, you should have a very large directly-attached (internal) drive where you can locate it.

For assistance with complex integrations and migrations, contact your Extensis representative to discuss having a consultant complete your implementation and training.

Portfolio Administration application

Requirements for the computer that will be used for administration. Portfolio may be administered remotely.

  • 1280×1024 or higher resolution display
  • 10 Mbit/s or faster network connection (100 Mbit/s recommended)
  • Safari® 11 or later (macOS); or the current release of Microsoft Edge, Firefox®, or Chrome™ (Windows or macOS)

Portfolio Desktop client

Desktop application supporting drag and drop.

  • Windows 10 (64-bit only)—OR—macOS 10.13 to 10.15 or macOS 11 (Big Sur)
  • 4GB Ram
  • 1280×1024 or higher resolution display
  • 10 Mbit/s or faster network connection (100 Mbit/s recommended)

Portfolio Web client

Browser-based access to Portfolio catalogs using modern Web technologies.

  • 3 GB RAM
  • 1280×1024 or higher resolution display
  • 10 Mbit/s or faster network connection (100 Mbit/s recommended)
  • Safari 11 or later (macOS); or the current release of Microsoft Edge, Firefox, or Chrome (Windows or macOS)

NetPublish sites

Supported browsers for viewing NetPublish sites.

  • The current release of Microsoft Edge (for access from Windows or macOS)
  • The current release of Firefox (Windows or macOS)
  • The current release of Chrome (Windows or macOS)
  • Safari 5.1 or later (for access from macOS)

What’s new in v4?

Update instructions for 3.6.3 Owners:


  • Sometimes, you need a middle ground between private and public gallery options. That’s why Portfolio 4.0 gives you the option of private shareable galleries. You can share a gallery with the teammates you need to collaborate with while keeping it private from those who don’t need to see it.
  • Portfolio already empowers you to protect your intellectual property with watermarking. Version 4.0’s enhanced watermarks now include an outline shadow, which makes them clearer on various backgrounds and ensures that it doesn’t appear washed out on images with dark and light areas.
  • The latest release supports more camera RAW file formats for the newest models from manufacturers such as Nikon, Canon, Sony, and many more. Explore the wide variety of file formats supported by Portfolio here.
  • Portfolio 4.0 also features a user interface refresh which is easier on the eyes and boosts end user productivity.
  • Web security is an evolving process, so it should come as no surprise that this latest release includes security updates. We’ve ensured compatibility with the latest version of Microsoft’s Active Directory and employed Apache Tomcat to resolve recent issues with Windows, WebSocket Denial of Service, HTTP/2 Denial of Service, and other emerging security issues. Also, just like Portfolio 3.6.3, this latest release is Adobe Flash-free to keep things running smoothly and securely.
  • Great news for macOS users — Portfolio 4.0 is compatible with Big Sur macOS 11 on Intel chip machines. We’re still testing on systems with the new Apple M1 chip machines and don’t recommend installing Portfolio 4.0 on Apple M1 systems at this time. We’ll be sure to update this article as soon as we know more.

What’s new

  • Sever: Portfolio now supports Active Directory 2019.
  • Web, Desktop: You can now share private galleries with other users.
  • Server: You can now turn off the English option when you choose another language in the General Engine section of the Smart Keywords settings.
  • Web, Desktop: We have updated NetPublish Site Builder to allow you to add any number of metadata fields to be published. (You should confirm that your chosen fields will display as expected.)
  • NetPublish: We have increased the space available for details in the asset preview available on a NetPublish site.
  • NetPublish: In NetPublish Site Builder, you can allow site visitors to choose among multiple formats when they download assets.
  • NetPublish: We have improved watermarks created by NetPublish to include a white shadow for black text, and a black shadow for white text.
  • NetPublish: In NetPublish Site Builder, we have added an option for what a visitor can do when they try to download a file that can’t be watermarked.
  • Server: We updated LibRaw to version 0.20.2.
  • Server: We updated Apache Tomcat to version 9.0.43.

Bug fixes

  • We fixed an issue where a long field name was cut off when you added it to your site’s Grid Fields in the NetPublish Site Builder. [PORT-12930]
  • We fixed an issue where the NetPublish Usage report would display user names incorrectly.[PORT-13127]
  • We fixed an issue where Portfolio would remove a deleted asset from the Asset Deletion report after a few days, no matter what the date range for the report is. [PORT-13349]
  • We fixed an issue where a catalog created while logged in using a language other than U.S. English would display EXIF and GEO metadata fields in the wrong category in the client. [PORT-13354]
  • We fixed an issue where Portfolio couldn’t create a catalog with the General Use template when the user logged in with the International English language.[PORT-13365]

What’s new in v3.6.3

  • We have rebuilt the Portfolio Administration application to be completely Flash-free.
  • Portfolio no longer works directly with FADEL Rights Management.

What’s new in v3.6.2

New features

  • We have added new Smart Keyword Engines for Art Style, Art Movement, and Art Subject. These engines return identifying characteristics for images of artworks in your catalog.
    Art Style returns keywords such as Art Deco, Rustic, or Shabby Chic; Art Movement returns keywords such as Classical, Cubism, or Romanticism; and Art Subject returns keywords such as Abstract, Food, or Places.
  • We now support running Portfolio on Windows Server 2019.

Bug fixes

  • Fixed an issue where the Assets – Most Previewed report did not respect the selected date range when viewing the report. (The date range was applied correctly to the exported report.) [PORT-12778]
  • Fixed an issue where changing a search criterion from a field with a pre-defined list of values to a different pre-defined list field would not refresh the list of available values. [PORT-12816]
  • Fixed an issue where cataloging some PDFs could take take a long time. [PORT-12956]
  • Fixed an issue where a Catalog Administrator could not access the Reporting or NetPublish sections of the Admin app. [PORT-13070]
  • Fixed an issue where a custom text block metadata field only had the first 249 characters extracted to the asset’s original file. [PORT-13092]

What’s new in v3.6.1

  • Access Field Panel in Preview Mode – See and edit the asset’s metadata in that view.
  • New Support for JPG2000 Files – Extract and embed metadata into JPG2000 files. Click here for details.
  • Enhancement to NetPublish
  • Choose fields to view under each thumbnail image.
  • Add Terms of Service to NetPublish Site that users must acknowledge before they access your assets.
  • Unlimited Smart Keywording – Automatically tag any and all of your images with descriptive keywords so they’re more easily findable and usable.

What’s New in v3.5

New features:

  • Field list presets: Create lists of fields used for common tasks or specific roles
  • Video conversion in Batch Process: Create presets for common conversions to specific formats and sizes
  • Import and export metadata
  • Improved NetPublish site creation
  • Search and navigate cataloged PDFs
  • Extract Font Sense metadata from supported documents
  • Improved bulk metadata editing
  • Relative date searches in Advanced Find
  • Use up to 10 search criteria in Advanced Find and Smart Galleries
  • Custom Access Levels
  • Specify file types allowed in a catalog
  • Specify multiple sources for extracted custom metadata
  • Specify a target for embedded custom metadata
  • Easily request and import SSL certificates

Bug fixes:

  • Fixed an issue where embedding metadata in a file would change the creation date of the file. [PORT-4878, TS-2265]
  • Fixed an issue where upgrading or reinstalling Portfolio would reset modified log file locations to the default. [PORT-7640]
  • Fixed an issue downloading originals using the REST API. [PORT-8233]
  • Fixed an issue where the Portfolio API HTTP File Upload method failed due to an improper CORSFilter. [PORT-8663]
  • Fixed an issue where Batch Convert would resize Camera Raw images to 25% instead of 50%. [PORT-9017]
  • Fixed an issue where NetPublish SSL certificates were not included in a backup. [PORT-9114, TS-2422]
  • Fixed an issue where batch deleting keywords from multiple assets was treated as case-sensitive. [PORT-9138]
  • Fixed an issue where the installer for macOS did not install the update-paths script. [PORT-10278, TS-2476]
  • Fixed an issue where getting a user via the API would ignore the requested attributes and return all attributes. [PORT-10436]
  • Fixed an issue where a Restore would fail at the end of the restore process when the backup location did not exist. [PORT-10529]
  • Fixed an issue where the backup location could not be changed if it was invalid. [PORT-10578]
  • Fixed an issue where Portfolio running on Windows Server 2016 could not detect changes in watched folders shared via SMB from macOS High Sierra. [PORT-10639]
  • Fixed an issue where Portfolio running on macOS High Sierra would use a lot of processor cycles to watch a large number of watch folders. [PORT-10754]
  • Fixed an issue where timestamps in embedded metadata were off by seven hours. [PORT-10881]
  • Fixed an issue where sorting assets by Item ID would cause Batch Convert, Make PDF, and other actions to fail. [PORT-10887]

What’s New in v 3.0.4

  • Compatibility update for the Smart Keywords module.
  • Bug fixes.

What’s New in v 3.0.3

  • Bug fixes.

What’s New in v 3.0.2

  • Added the ability to page through PDF files in Preview.
  • Added the ability to regenerate thumbnails.
  • Added the ability to apply a custom preview to an asset.
  • Added the ability to batch Delete All text from a Text Block field in multiple selected assets.
  • Added the ability to use the arrow keys to navigate between assets in Portfolio Web.
  • Added a message showing what items were excluded during an import.
  • Added the ability to click on a keyword tag in an asset’s properties to perform a QuickFind for all assets with that keyword.
  • Added Single Sign-On to Portfolio Web.
  • The Status panel of Portfolio Administration will now display the reason if the Portfolio server fails to start.
  • The Windows installer now adds a shortcut to Portfolio Administration to the desktop.
  • Hovering over a field in the Grid view of the Desktop Client and Portfolio Web will display the entire contents of the field.
  • Fixed an issue where QuickFind would fail when the search string included a hyphen. [PORT-6863]
  • Fixed an issue where the built-in Media Engine could run out of memory. [PORT-7838]
  • Updated MuPDF to version 1.11. [PORT-8240]
  • Fixed an issue where entering content in a pre-defined list could move the cursor to the end of the editing field. [PORT-8572]
  • Fixed an issue where you could not delete multi-value decimal values that did not include a decimal point. [PORT-8936]
  • Fixed an issue where predictive search results for NetPublish sites was displaying light-colored text on a light-colored background. [PORT-9056]
  • Fixed an issue where the asset ID was not displayed in a PDF. [PORT-9291]
  • Fixed an issue where a multi-value field would not display a zero value in Portfolio Web. [PORT-9321]
  • Fixed an issue where attempting to remove a keyword from multiple assets treated the target keyword as case-sensitive. [PORT-9473]
  • Fixed an issue where deleting the contents of the QuickFind field would not clear the search results. [PORT-9658]
  • Fixed an issue where the “Copy Link” feature in NetPublish sites stopped working in recent browser releases. [PORT-9693]
  • Fixed an issue where the Desktop Client could not add watch folders by browsing a UNC path. [PORT-9706]
  • Fixed an issue where users could not copy asset property text from a NetPublish site. [PORT-9738]
  • Fixed an issue where the Desktop Client was not remembering the window size. [PORT-9757]
  • Fixed an issue where Advanced Search results would not reset to a non-scrolled position after performing multiple searches. [PORT-9814]
  • Fixed an issue where a user with the Access Level of Editor could not use Smart Keywords when given the permission to do so. [PORT-9876]
  • Fixed an issue where filename case was considered when checking a file back in. [PORT-9897]
  • (Windows) Fixed an issue where the Desktop Client would move files from a watch folder instead of copying them if it was installed on the same system as the watch folder. [PORT-9900]
  • Fixed an issue where users could not preview assets on a NetPublish site using Internet Explorer 11. [PORT-9933]
  • Fixed an issue where keywords were not displayed in alphabetical order in NetPublish sites. [PORT-9951]
  • Fixed an issue where an AutoSync folder would not be accessible if one of its subfolders is not accessible. [PORT-10001]
  • Fixed an issue where restoring a backup would fail if the exact path for the original backup does not exist on the restore system. [PORT-10087]
  • (Windows) Fixed an issue where Portfolio was not generating previews or thumbnails for SVG files. [PORT-10112]
  • Fixed an issue where a zero entry in a multi-value field could not be deleted using Portfolio Web. [PORT-10122]
  • Fixed an issue where entering a single value of zero in a multi-value field was not retained. [PORT-10123]
  • Fixed an issue where choosing 0 from a pre-defined list for a single-value field would display nothing. [PORT-10141]

Extensis Portfolio: Sharing Assets Tutorial

This tutorial shows you how easy it is to collaborate amongst teams and vendors using Extensis Portfolio.


Extensis Portfolio: Organizing Assets with Metadata Tutorial

Watch this short tutorial to learn how Extensis Portfolio can help you be much more productive with metadata organization.


Extensis Portfolio Searching & Finding Assets Tutorial

How can you be productive when you can't find anything?  It's hard.  Extensis Portfolio make it easy to quickly locate the assets you need. Learn how with this tutorial.