This section covers:
- Queensberry's file specifications
- Renaming your files after you’ve finished post-production work on them
- Preparing the “CSV” that will match student and parent data etc to your image files in the Gallery
- Creating, uploading and sharing your Gallery.
Queensberry’s file specifications
Before exporting and uploading files for loose prints, frames, canvases, matted prints etc, please follow the link below for Queensberry's File Specifications.
JPEGs are required in volume accounts.
File size: Ensure the files are sized to suit the prints you want us to make from them. It's best not to make images unnecessarily large, in order to reduce data usage and make your site more responsive.
To calculate the minimum pixel size of an image, multiply the print dimensions in inches by 300. For example, to order a 12x8 print the file should be a minimum of 3600 x 2400 pixels (12x300 wide by 8x300 high).
If you're offering an image in a range of sizes in the shopping cart, size the image to suit the largest product.
If you haven't printed with us before: We strongly recommend ordering test prints early in the process — before preparing the files for your first School Gallery, and well before the delivery deadline! It’s important to give yourself plenty of time to make any necessary adjustments in the editing process.
Preparing and exporting your files ready for uploading
After completing your photo shoot, complete post-production on your files before you export them ready to upload.
Image files must be renamed before uploading to Workspace: That's because the file names need to work with our production software and with the CSV file that we’ll discuss next.
- CSV stands for "comma-separated values" and is a file type (.csv) widely understood by spreadsheets and database software.
- File names must comply with our requirements and be easy for both you and parents to understand (see below).
Preparing the CSV document
Once you’ve exported your files — renamed and ready for uploading — it’s time to to prepare the “CSV” document that will link each student’s details and the files relevant to them with the actual images in the Gallery.
1. Download the CSV template
In Volume Portrait galleries, the CSV we refer to is a downloadable .csv spreadsheet template that you download and populate with the information necessary to create your Gallery and the individual logins for each student.
Download the CSV template here.
Once you’ve downloaded the empty template you can start entering data to it.
2. Collect information from the school
Information from the school should be in spreadsheet form so you can copy and paste the data into the CSV. The minimum data ro be collected for each student includes:
- First Name
- Last Name
- Room Number (to allocate the appropriate class photo(s) )
This allows you to link individual and class photos foreach student.
Although it may appear complicated, for maximum benefit to both you and the parents the CSV has more (optional) fields in which to identify (e.g.) siblings, clubs and teams.
3. Generate a User ID and Unique Password for each student
A few tips about Logins!
4. Now you can add the image file names relevant to each student
Example of a good filename: WillSmith001.jpg (no special characters, student first and last name, trailing numeric characters to ensure accurate sorting).
What goes in each field (column) of the CSV
Each row in the CSV holds the information for one student.
The following is the data to enter in each column:
Column A: User ID: The code the client will use to login, together with their password, to view images and make purchases.
Column B: Password: The password the client will use to login.
Column C: First Name: The first name of the student. This will also be the name of the collection auto-created by Workspace.
Column D: Last Name: The last name of the student.
Column E: Image Start: The file name of the first individual photograph in which the student appears. File naming rules apply (see above)!
Column F: Image End: The file name of the last individual photograph in which the student appears. You can have as many images per student as you like.
Column G: Class Photo: The file name of the class photo in which the student appears. Multiple students will have access to this image file and be able to make purchases from it.
Columns H-P: These nine optional columns allow you to add extra photos such as sports photos, music photos, additional class photos etc. As with Column G, multiple students will have access to these images. Do not delete these columns.
Column Q: Room (optional): This is the “Room” data for each student (received from the school, see above).
Column R: Sibling image start (optional): If you have a system for identifying siblings in the student body, enter the file name of the first image in which the sibling appears in this column (i.e. what appears in Column E of the sibling’s record).
Column S: Sibling image end (optional): The file name of the last sibling portrait photograph in which the student appears.
Column T: Special Class Photo (optional): A special class photo is a custom product we offer that combines an individual portrait photo with their class photo on one print. If you'd like to offer this, please contact us and we can teach you how to set up your files for this product.
Column U: Personalise URL Slug (optional): The URL slug is the last part of a URL that serves as an identifier of the page. In this spreadsheet you can personalise the URL slug for each students image collection if you want to share a direct link to their gallery.
Once all the data has been entered, the completed spreadsheet will be ready to upload to Workspace, where it will be used to sort your Gallery into separate passworded Collections for each student, using our Auto-Create Collections feature.
Save the CSV file under a suitable name, making sure it’s still in .csv format.
