What non-data Portfolio information can I copy or clone?- I (v6)

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The information below is derived from the International English Portfolio Network client v6.01 for Windows. Information noted as being stored in the Registry under Windows is stored in the user's Library:Preferences folder on a Mac though this may not be as accessible to users as Windows Registry settings are via Regedit.

Cloning Windows settings can be achieved via using '.REG' file on windows - not recommended for inexperienced user - or on the Mac by copying the [HD name]:Users:[username]:Library:Preferences:Extensis Portfolio:folder, though OSX users will need to reset permissions.

Item Location Export? Import? Notes
Client level settings: 1
Default access level logon Registry or Library:Preferences No No 2, 3
Preferences (Edit -> Preferences) Registry or Library:Preferences No No 3
'Save as Default' Gallery settings Registry or Library:Preferences Yes Yes 3, 23
'Open Catalog at Startup' setting Registry or Library:Preferences No No 3
Recently opened file list Registry or Library:Preferences No No 3
Toolbar/window locations/settings Registry or Library:Preferences No No 3
Programs for editing original files Registry or Library:Preferences No No 3
Scripts \Scripts\ sub-folder Yes Yes 4
Portfolio server info \Servers\ sub-folder Yes Yes 5
Portfolio client layout (palettes, etc.) Registry Library:Preferences No No  
Catalogue level settings:
Current Catalogue access type Catalogue No No 6
Catalogue passwords Catalogue No No
Default ('Untitled') Gallery settings Catalogue Yes Yes 7, 23
Cataloging Options - settings for all tabs Catalogue No No 8
Catalog Administration - settings for all tabs Catalogue No No 9
Text Import - saved sets Catalogue No No 10
HTML Templates Catalogue Yes Yes 11
List of all Keywords Catalogue Yes No 12
Master Keyword List (MKL) Catalogue Yes Yes 13
Custom field pre-defined lists Catalogue Yes Yes 13
Custom fields - field data type/parameters Catalogue No No 14
Startup settings Catalogue No No
Splash screens Catalogue No Yes 15
Disk Preview settings Catalogue No No 16
Thumbnail View - thumbnail frame images (Borders) Catalogue Yes Yes 17
Galleries - user set customisations Catalogue Yes Yes 18
List of saved Galleries Catalogue No No
Saved Finds (queries) Catalogue No No 19
Slideshow options Catalogue No No 20
Categories Catalogue Yes Yes 21
Background Cataloguing settings Catalogue No No 22
Saved View files (.PVW) Catalogue / installed \Saved views\ sub-folder Yes Yes 24
Customised QuickFind target fields Registry or Library:Preferences No No 25


  1. This is data stored on the PC on which the client is installed and affects any catalogue opened on that computer.
  2. This is the level at which the client will attempt to log on to any Catalogue opened. If the Catalogue cannot be opened at that level (only one user may access as admin and not while a Catalogue is served) the next highest access level will be suggested for log in.
  3. These are all set via the Edit -> Preferences dialog.
  4. This is the 'Scripts' subfolder within the installed Portfolio files (default location = C:\Program Files\Extensis\Portfolio 5.0\Scripts\). Most Windows scripts are single executable files which will require the v5 or v6 Visual Basic run-time files to be installed (depending on your OS version you may need to download these separately). Some scripts - such as FilFolio for reading EXIF data - are more complex and have their own installer, otherwise you can make a script accessible by simply dragging the executable (EXE) file into the Scripts folder. The scripts menu is only available when a Catalogue is open in the client. Note that Scripts are not supported in the desktop version of the client.
  5. This is the 'Servers' subfolder created within the installed Portfolio files when you create information about Portfolio Servers you access (default location = C:\Program Files\Extensis\Portfolio 5.0\Servers\). These data files have no extension in Windows. The files may be simply copied from one client's folder to another (on PC or Mac) to make the same servers available in the 'connect to Servers' dialog.
  6. These are the details and passwords for level-based and user-based types of access. It is not necessary to have any access passwords set but this is not advisable outside a single-user situation.
  7. When you save a Gallery named 'Default' or default', the catalogue uses these as the template for any automatically generated 'Untitled' type Galleries.
  8. General, Add, Update, Mappings, File Types, and Exclude Strings tabs. Although the latter 3 allow the adding, editing and deletion of new settings, these cannot be saved for import/export. The General, Add and Update tab options can be accessed and set via VB (and AppleScript?) automation.
  9. Keywording, Passwords, Custom Fields, Startup and Previews tabs. Keyword lists, Startup settings, Splash Screens and Disk Previews are referenced separately below.
  10. When importing data via text files you can save the field mappings you create as named items which can then be used as a time-saver when doing subsequent imports of a similar field set with new data. You can add, rename or delete these lists but not export them.
  11. HTML templates whether exporting direct to HTML or for use with PortWeb can only be used when stored within a Catalogue. However by opening a saved template in the Edit HTML dialog you have access to Import and Export buttons. It is important to note that the export process does not save two important setting, one is the template's internal saved name (used with PortWeb queries) and the other is the number of data rows/columns set in the Edit HTML dialog. When exporting templates you are advised to add this information as comments in the HTML: The data formatting in the comment doesn't really matter as the notes are only there to be read and used manually when importing the template. When you import a template the filename is not inserted in the name field, you must do this manually as well as set he row and column numbers in the Edit HTML dialog.
  12. From the Administration -> Keywording tab you can export a text file listing (one keyword per line) of all the keyword (not just the Master Keywords List - MKL). There is no import method as such but you could import the list as an MKL - see note 15 below. Be aware: some versions of the client do not properly add a carriage return/line feed after keyword on the last line which causes that item not to be loaded on import - you are advised to check this and add a cr/lf (use 'Enter' key) if necessary.
  13. Although you can't export this information, by going to the Administration -> Custom Fields dialog clicking a field from the list and then the edit button you can see - but not alter - the original settings. Where fields use pre-defined lists, you can import/export these as described in the next note below.
  14. The MKL and pre-defined lists (as used by custom fields) can both be imported and/or exported. The text file has one keyword/entry per line. Note the comment above about checking for correct termination of exported files.
  15. You can import but not export images to be used as splash screens via the Startup settings dialog. To export a splash screen whose original file you don't have, try doing a screen grab whilst the splash screen is active and crop out the area surrounding the splash. When you save the new image apply minimum JPG compression to avoid compression artefacts as the original artwork was already JPG compressed. Compacting a Catalogue should (not tested) remove unwanted/unreferenced images recovering the file space used.
  16. If you have set Disk Previews, this folder location should still be shown on the Administration -> Previews dialog.
  17. These images can be imported but not exported via the Gallery Customisation dialog -> Thumbnail View tab. To export you can use the clipboard to paste the image into and external image editor and save it that way. As with splash screen, unwanted images can most probably be deleted via compacting.
  18. See note 18 - use PVW files to import/export 'saved views' of Galleries.
  19. To check a Saved Find's arguments, open the Find dialog and then select the Saved find from the drop-down list, the Find dialog will updated to show the stored Find and you copy the settings manually.
  20. These options apply globally to any slideshow run in the Catalogue.
  21. This creates or reads in a '.PJD' file which lists the Catalogue's Categories and their hierarchy. The file can only be used to replicate Categories between folders but it holds no data about records and the Categories to which they are linked.
  22. Although different clients accessing a shared/served Catalogue can have different on/off states for (each) automation this information appears to reside in the Catalogue rather than the client.
  23. You can save this default view as a named view and export/import it as a PVW file. Take care that any custom fields specified for display in your saved view exist in the Catalogue into which you import the PVW file in case you get errors in the display (any specified fields not found should be ignored by Portfolio).
  24. Saved Views (PVW files) can be used to import/export 'saved views' of Galleries. These hold the Gallery's customisations except for the information on the Saved Options tab. They also only store customisations for their host OS. In order for view settings for both OSs to be captured, the customisations must be set via the Catalogue running on each OS in turn before the PVW file is (re-)saved. Due to OS limitations, font settings are not compatible cross-platform. Colour settings for fonts/backgrounds may vary across platforms and individual computers due to users' colour settings.
  25. Although you can set the QuickFind target fields on a per catalogue basis, for some reason they are not stored in the catalogue (what were they thinking?) but rather in the Registry (Win) or on the Mac in per-user Preferences ([HD name]:Users:[username]:Library:Preferences:Extensis Portfolio).

Question: What non-data Portfolio information can I copy or clone?- I (v6) [FAQ00293.htm]
Last Update:- 01 June 2006

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