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Importing Portraits

Before you may use automation tools to create portrait pages, import your school’s portrait package into Memento Yearbook. The portrait manager associates information about the people in your school to their portraits – their names, the groups they belong to, and their priority ranking. This information is used to create customizable portrait grids across multiple pages of your yearbook in a few easy clicks.

Note that only Editors/Editor-in-Chief may import and manage portraits as the book must be checked out during this process.

Importing with a Database Package

The following video demonstrates how to import a PSPA-format database into Memento. (See below for full information on this format.)

1- Open the Portrait Manager

Click on Manage Portraits on the left-side menu of the book manager.

Check out the yearbook.

2- Import the Database File

Click on Import People on the portrait manager menu.

Click Upload PSPA Index.

Navigate to your portrait package, then locate the index.txt file, which is usually located next to the folders holding the portrait images.

Select the index.txt file, then Open the the file to upload it.

Review the data table, scrolling over to the right to see all columns.
Check to make sure the column headers match the data underneath them (eg. Grade information is not in the Last Name column) or if there are any warnings over the table.

If the data in a column is mismatched to the label above it, click on the on the column header to reassign the category.

Each category may only be used once.

If a column contains unnecessary information (eg. random codes), set the column to be ignored. This reduces clutter in your database.

If all important data is present – file names, first & last names, grade, etc. – and the column headers match the data beneath them, then click Import People on the top menu.

The data import is now complete.

3- Import the Portrait Photos

After importing your database, a warning will appear to remind you to associate photos to your database.

Click on Import Photos to get started.

Click on the upload icon to navigate to the folder(s) on your computer where the portrait photos are located.

Select all images (Ctrl-A on Windows, Cmd-A on Mac) to add all files within a folder at once.

You may also drag the photos (one folder at a time, if applicable) to the upload icon.

The portrait photos will begin uploading immediately, attaching themselves the people listed in the database.

4- Corrections & Additions

Once the import is complete, you may make corrections in the database (eg. fix typos, reassign people to different groups), import another index (eg. retakes, senior photos), assign roles to staff, or create portrait pages in your yearbook.

More information on editing portrait data is available in the Managing Portrait Data article.

Importing Portraits Without a Database

If your portrait photographer has only provided portrait photos without a database, or you wish to include photos for people who missed photo day (homemade portraits or placeholder images), you can import these into your portrait manager.

After uploading the photos to the portrait manager, complete the information describing the portraits in the data table – their names, grades, teacher/homeroom, etc. If you are adding retake or extra photos to an existing import, be sure to match the formatting of the portraits already in the database. Consult the Managing Portrait Data article to learn how to add/edit data in the portrait manager.

1- Open the Portrait Manager

Click on Manage Portraits on the left-side menu of the book manager.

Check out the yearbook.

2- Import Photos

Click on Import Photos on the portrait manager menu.

Click on the upload icon to navigate to the folder(s) on your computer where the portrait photos are located.

Select all images (Ctrl-A on Windows, Cmd-A on Mac) to add all files within a folder at once.

You may also drag the photos (one folder at a time, if applicable) to the upload icon.

The images will upload quickly.

Note that the images are not associated to a name in the database, and only shown as “new person.”

3-Add the Missing Data

After the upload has completed, the portrait manager will display a warning about portraits that are missing critical information.

Use the smart filter to show only the portraits missing their first or last names. Add the missing names to each portrait. Group information (grade, homeroom, teacher, etc) may be added to multiple portraits at once.

More information on editing portrait data is available in the Managing Portrait Data article.

Troubleshooting Import Issues

Below are some common errors when importing a portrait database package and suggested solutions.

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