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Managing Portrait Data

After importing the portrait package, Editors/Editors-in-Chief may correct and make additions to the portrait data.

Note that changes may be made in the portrait manager at any time during the yearbook building process. Add and correct information as soon as the portrait package is imported, or after portrait pages have been created in the yearbook. Corrections and additions will cause existing portrait pages to automatically update with the new information.

To make changes to the portrait database, click on Manage Portraits on the left-side menu of the book manager

Check out the book.

The portrait manager featurestools to search, sort and filter your portrait database, as well as to alert you of potential problems.

Selecting, Searching & Sorting Portraits

Search and filter your database to find people with missing or incorrect data or to select a group for bulk editing.

Note that there is usually more than one page in your data table, so if you don’t see the information you are looking for when searching/filtering your data, look to the navigation tools at the bottom of the page. You may need to move to the next page to find the records you are looking for.

Searching by keyword

Use the keyword search field in the top right corner of the portrait manager to locate particular portraits.

Type into the search field – any portraits including this data will immediately be shown.

Type an individual name to locate a particular person. Type a grade or a homeroom number, or a teacher’s last name to see all portraits assigned to groups with that information.

To clear the filtered search, simply delete the information in the search field.

Sorting by Columns

To reorder the portraits in alphabetical order within a column, click on the arrows (up or down) on the column header.

Quick Access Filters

Use the quick access filters to find records that are missing important data. Select one of the error categories to display only the relevant portraits.

The portrait manager autodetects portraits missing potentially important information, and will display warnings & errors at the top of the page.

Note that all errors do not necessarily need to be resolved. For instance, you do not need to add a priority if all portraits will appear only in alphabetical order (by last name) on their pages. Staff members may justifiably not have a grade assigned to them, so you may ignore a warning about portraits missing a grade.

Adding / Editing Portrait Information

For a Single Person

To add or correct information for a single portrait, click into the relevant field. If the information is unique (eg. adding/updating a person’s name), start typing. Click Update to apply the change.

If (re)assigning a single person to a new group, click into the field to see the available options. You may start typing, which will filter your choices. When you have selected the correct group or added new information, click Update to apply the change.

For Multiple Portraits

To add or edit information common to multiple people, first checkmark the individual portraits.

Next, click Edit People on the portrait manager menu.

A form will appear, where you can add new information or assign existing groups shared by the selected individuals.

Click Update People at the bottom of the form to apply the changes.

Assigning Roles to People

Most portrait databases provide basic information about the people depicted in the portraits – their name, their grade and their classroom assignment. This basic information enables portraits to be placed on portrait pages in alphabetical order (Last name, then first name), but not to understand the complexities of social roles and groups at the school.

Use the Assign Role feature in the portrait manager to add priority rankings and other information, to facilitate making staff pages organized by department and to get teachers in front of their students on classroom pages.

The portrait manager includes the following preset roles. Use these to auto-assign departments and priorities to break strict alphabetical ordering on your portrait pages.

  • Student
  • Teacher (eg. homeroom teachers)
  • Assistant Teacher
  • Specialist (eg. science, music, art)
  • Principal
  • Vice Principal
  • Office Staff
  • Support Staff (eg. custodian, librarian, cafeteria).
Assigning a role to a single person

Assign a role to a single person by clicking into their Role column. Select their role form the list, then click Save. The person’s information will now include their selected role as well as a department assignment and a priority number.

Assigning to multiple people

To assign a common role to multiple people, checkmark all the portraits that will receive this role. Click on the Assign Role button on the top menu.

Choose the role common to all selected portraits then save the selection to apply it. The selected portraits will be assigned a role, a department and a priority.

Staff Job Titles & Salutations

After assigning roles to your staff members, you may wish to add job titles and salutations (Mr., Ms, Dr.) – this information can be displayed on the portrait labels.

To ensure that homeroom teachers and assistant teachers appear on their own classroom pages, make sure that their Grade, Teacher Name and/or Homeroom information matches the information associated to their students. The teachers may also appear on the staff page – use Assign Role to place them into a Department, which can be used to build a staff page.

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Assigning a Portrait to Multiple Groups

Portraits may be assigned to more than one group, allowing the portrait to appear on more than one portrait page. For instance, if an assistant teacher works in two homerooms, their portrait can appear on both classroom pages.

In the portrait manager, click into the column where the person needs to be double-assigned. Type in both group names separate by a simple comma. Do not include any spaces between the group names and the commaFor example, if an assistant teacher is assigned to two teacher’s classrooms, enter in both teachers’ names with a comma (no space) between them. Be sure to match the exact spelling and case of the existing groups.

Adding/Replacing a Portrait Photo

To replace an existing portrait photo or add a portrait photo to a person without one, click on their portrait preview in the data table to open the uploader.

Click Upload Photo under the existing portrait or portrait placeholder image.

Select the new photo on your computer, then upload it.

Click Save New Photo to complete this change.

If the person already appears on a portrait page, their image will be updated.

To add multiple photos (eg. a retake package), consult the Importing Portraits section to learn how to import portraits without a database.

Adding People Without Portraits

People who do not have a portrait image may still be added to your portrait pages as a placeholder image with a label. This will include the person in the portrait page grid, using a placeholder image.

In the portrait manager, click the New Person button.

Complete the form to add information about the person. Be sure to add the same group assignments as the person’s classmates, so they will appear on their group’s page.

Click Create Person to complete the record.

A new screen will prompt you to upload their portrait. Since there is no portrait to upload, click Cancel.

The new person will appear without a portrait in the portrait manager.

When the portrait page is created, people who do not have portraits will appear with a default placeholder image.

Excluding Portraits

To exclude one or more portraits inclusion on portrait pages, place a checkmark next to the portrait, then click Edit people on the menu.

Change the Excluded option to Yes.
The portrait will not disappear from the portrait manager, but will no longer appear on any portrait pages

This is useful if you have two images for the same person but do not want to delete the alternate image.

Deleting Portraits

To delete one or more poeple permanently from the portrait manager (as well as any portrait pages), place a checkmark next to the portrait(s). Click Delete people on the top menu.

Confirm your choice – keeping in mind that this process cannot be undone. The record will no longer exist in the portrait manager nor the portrait pages.

Deleting All Portraits

To clear the entire portrait database, click on the top checkmark box in the column header line of the table. All portrait on the current page will be selected.

Click Delete people on the top menu, then confirm your choice. All selected portraits will be deleted.

The next page of portraits will be displayed – repeat the selection & deletion process until all the portraits have been deleted from the portrait manager.

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