Portal pages and Folders are both features that make it easier to find Manuals, but they serve different roles.
The Role of Folders
A Folder is a place to organize and manage Manuals.
Each Manual is stored in one Folder.
Who can view and edit a Manual is determined by the users and Teams that have joined the Folder.
Settings such as the Folder Administrator, Approval workflow, and Release Outside are also configured per Folder.
Related: Tell me about Folders
https://help.teachme.jp/hc/en-us/articles/36406905956505
The Role of Portal Pages
A portal page is a page that brings together in one place the information needed for a specific task or situation.
You can Add Manuals from across Folders, and also list Outside Links to pages outside of Teachme Biz alongside them.
The same Manual can also be added to multiple pages.
Access restrictions cannot be applied to the portal page itself.
Manuals from Folders that a Viewer has not joined cannot be viewed even if they are listed on the page.
Related: Tell me about the portal page feature
https://help.teachme.jp/hc/en-us/articles/21838465421593
How to Decide Which to Use
First, use Folders to determine "who can view"
View and edit permissions can only be separated using Folders.
Divide Folders by the audience you want to grant access to, such as by department or job type, and decide where to store your Manuals.
Related:
Planning your company's Folder and Team creation policy
https://help.teachme.jp/hc/en-us/articles/60772163786009
Creating a Sub-folder structure that makes Manuals easy to find
https://help.teachme.jp/hc/en-us/articles/60482306692377
Consolidate "what is needed for this situation" on a portal page
There are times when the Manuals needed for a given situation — such as a new employee's first day, the flow from opening to closing, or equipment inspections — are spread across multiple Folders.
In such cases, rather than reorganizing your Folders, consolidate them on a portal page dedicated to that situation.
Viewers only need to remember the page they open for that particular situation.
Related: Tips for creating and managing portal pages
https://help.teachme.jp/hc/en-us/articles/22757365070105
When there are people you don't want to grant access to, use Folder permissions to restrict access
Portal pages do not allow you to restrict Viewers.
For Manuals you want to show only to specific people, please restrict access using the Users joined and Teams Joined settings of the Folder where that Manual is stored.
Related: Can access be restricted on portal pages?
https://help.teachme.jp/hc/en-us/articles/44980790676633
A Quick Reference When You're Unsure
- You want to restrict which Manuals can be viewed by department: Folder
- You want to use Approval workflow or Release Outside: Folder
- You want to arrange Manuals from multiple Folders in the order of a workflow: Portal page
- You also want to show links to pages outside of Teachme Biz, such as internal systems: Portal page