FolioLink Image Archive

Transcription

1 FolioLink Image Archive Getting Started Guide NOTE: All of the information in this manual should be accurate. If you discover a topic that does not effectively answer your questions, please contact our support staff for assistance. Thank you, The FolioLink Team

2 Table of Contents I. About this guide (p. 3) a. Which sections should you read? b. Frequently used terms c. Where to go from here II. Activating your Image Archive (p. 6) a. Domain name activation b. Login instructions III. Control how your Image Archive looks (p. 8) a. Options link b. Display options c. Other getting started Options IV. Create and organize folders (p. 11) a. Creating a folder: basic setup steps b. Managing folders c. Folder options not covered in basic setup V. Allow files to be downloaded (p. 16) a. Download permissions for image files b. Download permissions for lightboxes VI. Batch upload images (p. 17) a. Preparing your images, file requirements b. Uploading images c. Controlling how the files are sorted VII. Edit images (p. 20) a. Image management b. Edit image settings c. Keywording individual images d. IPTC & captioning VIII. Customizing and sending slideshows to clients (p. 25) a. Customizing interactive folders b. Send a slideshow IX. Give your clients a private user area (p. 28) a. What users can do b. Create users c. Assign folders X. Adding prices and shopping cart functions (p. 30) a. Selecting your payment option b. Setting up your PayPal Business Pro account c. Pricing d. Shipping & tax XI. Keyword and caption templates (p. 40) a. Caption templates b. Keyword templates c. Assigning templates to images d. Assigning templates to folders e. Job status XII. Orders placed through the Image Archive (p. 44) a. Viewing and processing orders b. Notifying buyers XIII. Link your Portfolio website to your Image Archive website (p. 47) a. Add a link between your two sites b. Linking price details XIV. Amazon Cloud storage option (p. 51) a. Upload and store large files, virtually no limit b. Amazon price points c. Sign up for your Amazon account XV. Customizing the Front Page (p.54)

3 I. About this guide a. Which sections should you read? This guide contains the most commonly used features of the Image Archive. Each Chapter or section of this guide has a brief Things You Can Do synopsis at the start of the section. Browse through these synopses to see which sections contain information about functions of the Image Archive that you plan to use. Read and setup those parts of your Image Archive first, skipping any sections that you may not need right away or that don t apply to you. The Image Archive is loaded with features and functions that are not covered in this guide. If you have questions about your Image Archive site, please feel free to contact FolioLink. Throughout this guide you will find helpful side notes. Look for these symbols: IMPORTANT FAQs Toll Free in USA: TO-FOLIO International Calls: or send to info@foliolink.com. TIPS b. Frequently used terms Portfolio Website: An elegant, high impact website that showcases your best work and builds your brand identity. Image Archive Website: A powerful and fully searchable website designed to address your online sales, customer relations and workflow. Backend: Refers to the administrative side of your websites where you manage your content. Whenever you login to your account you are accessing the Backend. Frontend: What site visitors see when they visit your Image Archive or portfolio website by typing your domain name into an Internet browser. 3

4 Image Sizes: The Image Archive supports three display sizes for your images. Thumbnail view displays a small version of the image or a crop of the image. Image Details Page displays the image description, copyright info, price points and more (accessed from the thumbnail page). Large view can be set to display the original pixel dimensions or set to display a specific size (accessed from the Image Details Page). Interactive Folder: By setting a folder as Interactive you give your site visitors and clients the option to view your images in a FLASH slideshow gallery and/or in the standard three sizes supported by your Image Archive. Global Settings: These are settings that can be applied to your entire Image Archive (as opposed to settings on a folder-by-folder or image-by-image basis). Batch Settings: In the Image Archive, there are many functions and settings that you can control in batch. You can batch upload images, batch apply price points, keywords and captions. The Image Archive allows you to batch apply specific settings to selected group of images or to entire folders. Templates: In your Image Archive, you can use templates to store and apply settings in batch. You can create templates for price points, keywords and captions. Public Site Visitors or Unregistered Users, anyone who comes to your Image Archive and views the frontend or public area of your Image Archive without logging in. Any site visitor can Register on your Image Archive site to become a Registered User. 4

5 Registered Users: Users who login to your Image Archive site are considered registered users. Registered users typically have special permissions. All registered users can manage a lightbox, which means that they can save lightboxes and share them with others, print lightbox selections, download a lightbox and use a lightbox to place an order inquiry or place a direct order. You can also assign additional permissions to registered users such as exclusive access to private folders. Lightboxes: a saved selection of images. Public viewers to your site can create temporary lightboxes while browsing your public folders, but are not able to save a lightbox for future use unless they become a registered user. Registered users can manage a lightbox which means that they can save lightboxes and share them with others, print lightbox selections, download the lightbox and use the lightbox to place an order inquiry or place a direct order. c. Where to go from here If you have setup your domain name for your Image Archive website and can login to your Image Archive, skip to Chapter III. 5

6 II. Activating your Image Archive Things You Can Do: Choose and register a domain name for your Image Archive website Setup your Image Archive with FolioLink Login to the backend of your Image Archive Learn the best way to manage your Image Archive (one administrator at a time) Preview your Image Archive as you build it TELL US YOUR DOMAIN NAME Once you have made your Image Archive domain name decision, be sure to your domain name to info@foliolink.com so that we can complete the process of setting up your Image Archive website. a. Domain name activation In order to access and begin setting up your Image Archive you will need a domain name. Select your domain name strategy from the following two options. Option 1: Choose a Cname for your Image Archive site. Samples: archive.yourdomainname.com images.yourdomainname.com stock.yourdomainname.com clients.yourdomainname.com anything.yourdomainname.com IS THERE A FEE FOR A CNAME? If FolioLink manages your Portfolio Website domain name there is no additional fee for this service. info@foliolink.com with the Cname you would like FolioLink to set for your Image Archive. NOTE: If you manage the domain name for your Portfolio Website outside of FolioLink be sure to setup a CNAME record for your domain name pointing to: wf.folioarchive.com. 6

7 Option 2: Choose a stand-alone domain name for your Image Archive site, which is not related to the domain name that you use for your Portfolio Website. A $30 additional fee may apply if you register this domain name through FolioLink. You can also register and manage a stand-alone domain name with a third party registrar. If you manage a stand-alone domain name outside of the FolioLink service and wish to use it for your Image Archive website be sure to setup a CNAME record for your domain name pointing to: wf.folioarchive.com. Some examples of possible CNAMES are listed above. WHERE IS MY LOGIN INFORMATION? If you have not received a confirmation from FolioLink with your Image Archive login information, please contact us. b. Login instructions Accessing the Backend or administrative side of your Image Archive ALTERNATE LOGIN Step 1: Step 2: Step 3: Step 4: Go to the backend of your site by typing /admin after your Image Archive domain name. EXAMPLE: images.mydomainname.com/admin At the login prompt enter your Image Archive username and password. Read over the User Agreement and click the checkbox to agree to the terms and conditions. You must complete this step each time you login. Click Login You can also access the backend/administrative side of your Image Archive by logging in to your Portfolio Website and clicking on the Archive tab. Then, just look in the sub-navigation menu and click on Archive Management for automatic login. IMPORTANT: TO AVOID CONFLICTING COMMANDS IN THE DATABASE, ONLY ONE PERSON SHOULD BE LOGGED INTO THE ADMINISTRATIVE BACKEND OF YOUR IMAGE ARCHIVE. 7

8 III. Control how your Image Archive looks Things You Can Do: Control some of the global settings in the Options Link Change the look of the frontend of your Image Archive Add a logo to your Image Archive Add your contact information to the Image Archive Add licensing information for registered users WEBSITE TITLE If nothing else, the one thing you will probably want to edit in your Options page is the website title for your Image Archive. HOW DO I PREVIEW? a. Options link The Options link in the main menu allows you to control aspects of the look and feel of the public side of your Image Archive. Settings controlled in the Options page are global. It is best to either rely on the default settings that come with your Image Archive or set them as you first put together your Image Archive site. There are many settings that can be controlled in your Options page; the following is an abbreviated list of popular settings. Front Page Types: There are currently 2 front page types to choose from: Thumbnails (default type) displays the folder menu at the left side and image thumbnails across the screen. Featured & Slideshow type displays a search bar, welcome text and featured folders (see Appendix A for instructions) Skins: Color theme options for your Image Archive include black, white, linen, and several shades of gray. Icon color set options include orange, red, white, and several shades of blue. Max Contents Width: The percentage of the screen reserved for content. The default percentage is 100%. If you change the setting to something less than 100% you will be padding the Image Archive site with left and right margins. While you are adding images and customizing settings in your Image Archive, you can click on the red Preview link at the top of the page to view your changes. CUSTOMIZE IT You can mix and match color themes and icon sets in the General Interface section of the Options area. You can even add your own custom background image! 8

9 Home link will display: This setting allows you to control how your site visitors view the contents of your Image Archive on the home page. Option 1: The default setting is All Archive Files which means that as a visitor accesses your site they are presented with the thumbnails of all of the images assigned to public folders in your Image Archive. Option 2: Display Top Archive Folder Contents. This setting is best described as a graphic overview of the parent s subfolders in your Image Archive. With this option selected your site visitors view thumbnails of the parent s subfolders that they then click to access the folder contents. Application logo: Customize your Image Archive by displaying a website title for your Image Archive. You can upload a JPG graphic title or specify a text title. Contact links: Create a personal message and include any or all of the following: contact, telephone contact, mailing address or your own custom text. Your contact link can be displayed in two areas on your Image Archive website. HOME LINK If you select Option 2, make sure the parent folders do not contain images. Only their subfolders should contain images. CUSTOM GRAPHIC LOGO The recommended maximum pixel dimensions are 60 pixels high by 900 pixels wide. 1. Add your contact link as part of the Top Menu. 2. And / or you can add the contact link as a Help option. Just select the radio button/s to publish the contact link/s on your site. Companion Website: Link to your portfolio site or any other external website. Enter in the Label (link name) that will publish as part of the top menu links of your Image Archive website. Then add the URL (Internet address) in the appropriate field. For example: Label: Online Portfolio URL: Set the linked site to launch in a new browser window or in the same browser window. Licensing Text: When site visitors and clients login to your Image Archive website, they view a login page with licensing text. If you do not enter any licensing text, it will remain blank by default. 9

10 b. Display options On the Options page, click to expand the Display Options section. Default Thumbnail Grid: Set the number of thumbnails you want to display per page on the frontend of your Image Archive website. Default Max Horizontal Separation: Control the space between thumbnails from side to side in a row. Default Max Vertical Separation: Control the vertical distance between thumbnails. c. Other getting started options Customize s sent to clients and user: On the Options page, click to expand the Options section. Add a text or graphical logo that will appear on notifications sent to clients, users and buyers. This logo, if graphical, should be a small jpg. Track statistics of traffic to your Image Archive: On the Options page, click to expand the Stats and Webmaster Tools section. When you sign up for a Google Analytics account, you will receive a code from Google. Copy and paste this code into the Google Analytics Account field in this section. Your statistics should start tracking within hours of saving the code in this field and you can login to your Google Analytics account to see the tracked statistics. Request a separate code for your portfolio site and the code to info@foliolink.com so that we can complete the stats integration for your portfolio website. Be sure to click the Save Settings button when you are finished. SEARCH ENGINE OPTIMIZATION On the Options page, click to expand the Search Engine Optimization section. Browser Title Metadata: The title will appear in the browser bar. Default Metadescription: Metadescription for your Image Archive. Default Keywords: Act as both content for search engine crawlers and default keywords for any images or folders that do not have their own keywords. TRACKING STATISTICS ON YOUR IMAGE ARCHIVE You need two separate Google Analytics tracking codes to track statistics on your sites. You need one for your Image Archive site and another for your Portfolio site. 10

11 IV. Create and organize folders Things You Can Do: Create and name folders and subfolders Control whether a folder is public, private, password protected or interactive Edit settings of images on a folder by folder basis Move files from one folder to another FOLDER STRUCTURE To minimize clicks for site visitors, we recommend not having more than three levels of subfolders. The best method to set up your Image Archive website is to first create your folder structure. Settle on a structure for all main folders and affiliated subfolders and then upload images to those folders. When titling folders use words that your site visitors can easily navigate and put subfolders in main folders that are logical subcategories of those main folders; for example, a main folder titled Portraits could have a subfolder titled Kids, but not vice versa. 11

12 FOLDER TITLES a. Creating a folder: basic setup steps Be sure you are logged into the backend of your Image Archive. Step 1: From the Main Menu, click the Organize tab. Then from the Folder Tree on the left side of the screen, highlight a folder where you wish to add a subfolder. If you have not yet added any folders, highlight the Top Folder. Step 2: Now from the central part of the screen click the Add Subfolder button. This will bring you to the Add/Edit Folder Form. Step 3: Fill in the following Folder Properties: Title: Enter a folder title. Used to create Search Engine titles for this folder. Access Type: Choose Standard or Exclusive. An Exclusive Folder will generate its own special URL address. If you send out a link to the Exclusive Folder address, the visitor will only see that folder and its subfolders, not the rest of the archive. Description: Enter a short description for this folder. Used to create Search Engine folder descriptions. Once you save a folder title, you cannot go in and edit the title field. If you need to make changes to a folder title you would have to create a new folder with the new title and then move all contents from the old folder to the new one. Name: Folder Names cannot contain unusual characters such as: \ / ; < > *? "". Use underscores _ instead of spaces. Remember once a folder has been created it cannot be renamed. RENAME TOP FOLDER The Top Folder can be renamed in the Options page. Step 4: Select Folder Permissions Interactive Folder: If you set a folder as interactive, you will be able to send your clients a personalized containing a link to the thumbnails of those images, and/or a FLASH slideshow presentation of the images. When viewing an interactive folder on the Image Archive site, a slideshow icon button will publish with the folder thumbnails allowing your site visitors the option to view the collection as a FLASH slideshow. Private: Private folders can be assigned to clients and are not part of the public site. After setting a folder as private you need to assign it to a client. Private folders can be assigned to multiple clients. Clients need a username and password to access their private folders. SUBFOLDER PLUS SIGN Please note: a plus sign next to a folder indicates any folder that contains subfolders. In the uploader a grey arrow will appear next to a folder with subfolders. 12

13 Step 4: Select Folder Permissions (Cont d) Password Protected: You should only make public folders password protected. Unlike Private folders, Password protected folders show up on the frontend of your Image Archive, but folder contents can only be accessed if a password is supplied. SLIDESHOWS with AUDIO Interactive folders support MP3 files. You can add up to 3 audio files to each slideshow. Show in Tree: Use this option to display your folder in the frontend Browse Menu located on the left side of your Image Archive website. If you do not select this option, your folder will only be accessible if someone types its distinct URL into a browser. Step 5: Once you have completed the basic folder setup steps, scroll down the page and use the dropdown menu to select Applying Settings To, and select This folder only. Step 6: Click Save Folder. b. Managing folders Manage your folders through the Organize Main Menu tab. For an overview of all of your first level folders click on the uppermost folder in the tree on the left hand side of the screen. To drill down to individual folders select a folder name from the folder tree or from the main viewing area in the center of your screen. By selecting one folder you are able to view that folder accompanied by any related subfolders. The folder menu displays the following: Number of files in the folder Public file uploading (enabled/disabled) Password protected folder (enabled/disabled) Private folder (enabled/disabled) Interactive folder (enabled/disabled) Browse files icon Options to edit and delete the folder. NUMBER OF FILES Under Files in the Folder Menu there is a number that indicates how many images each Folder contains. If you see 0/0 no images exist in that folder or any of its subfolders. If you see 0/X number it means that images do not exist in that folder proper but X number of images exist in that folder s subfolders. To Edit a folder, select the pencil icon for a particular folder. It is not possible to change the folder s name. 13

14 c. Folder options not covered in basic setup Under the Organize Main Menu tab, click on the edit/pencil icon for a specific folder. Click on Display Options to manage the public viewing of your folder. Featured: Featured Folders allow you to sort folders in order of priority. You can select the start and end dates to control how long a folder will appear ahead of others and you can control the prominence or position of a folder (1 being first under Top ). BROWSE FILES If you click on the blue icon to Browse Files for a specific folder, you will view thumbnails of all the images that exist within that folder. You can also arrive at this thumbnail view for a specific folder s content by clicking on Images/Files and selecting a folder. Folder Thumbnail: Click the checkbox to display a folder thumbnail in the thumbnail navigation area of your Image Archive site. Folder Thumbnail Image: Display a generic folder icon or upload a custom image by selecting Custom Thumbnail from the dropdown menu. Browse and upload a file from your computer or select an image already uploaded to that folder. Image Details Page: Control display options on a per folder basis from the administrative side of your image archive website. Options include: Show Location Show Tab "More" Show Pricing Grid Show Licensing Types Show Exif & IPTC info Show Terms Of Use in Pricing Grid Show Rating Show Tab "Related" Show 'Inquire about this image' Link Show Hits Show Enlarge Image Link Show "Project" in Pricing Grid Show Custom Pricing in Pricing Grid I CAN T SEE PRICING? If you add prices to your images and don t see them on the details page, revisit the Display Options for the folder and double check selected options. Be sure to select Show Pricing Grid. These settings are controlled on a folder-byfolder basis. 14

15 Folder Images & Sizes - Click to expand In this field you can control the frontend display size of your thumbnails and medium images. Default dimensions for image sizes are controlled in Options. Whatever dimensions you set in Options automatically publish in the folder edit page. You can override these preset dimensions on a per folder basis. Download Permissions: See next Chapter. Move File/Folder: Use this dropdown option to move all images from one folder to another or change the folder you are editing into a subfolder of another. Save Setting: To save your new settings for a folder click the Save Folder button at the bottom of the screen. The Applying Settings to dropdown menu allows you to choose to save the new settings to the folder and its subfolders. CAN I ADD A GLOBAL WATERMARK? In the Options page, click to expand the Image Enlarged and Protection Rules field. The Watermark Effect section allows to you add text or a graphic watermark. You can define the size of the watermark and set the location of the watermark display on the file. Best practice, add a text watermark in 18 pt black text with a transparency of 70-80%. Click Save Settings at the bottom. LARGE IMAGES Large images are controlled in Options. 15

16 V. Allow files to be downloaded Things You Can Do: Control on a folder by folder basis whether registered and/or unregistered users can download your images Set the size at which these files can be downloaded Select whether or not to apply a watermark and/or a caption to the downloaded image files Control on a folder by folder basis whether registered users can download saved lightboxes a. Download permissions for image files Step 1. Login to the backend of your Image Archive Step 2. Click on the Organize Tab Step 3. To Edit a folder select the pencil icon for that folder. Step 4. Click on Download Permissions & Sizes Look for a grid with two grey areas: the Image Details Page and Lightbox. You control the download permissions for these two areas separately. The Image Details Page is the standard page your site visitors view after clicking on one of your thumbnails. Image Details Page (already selected by default) Unregistered site visitors who do not have a username and password can be exempted from having file download permission or can be granted the option to download the Small or Big version of the file. Use the radio button to control unregistered users access to your files. Use Small File Size and Big File Size to define the pixel dimensions that people can download. You can also elect to add a caption (the image name, author and website) and/or display your watermark. Control this same set of permissions for registered users. Registered users include people who Register themselves on your Image Archive site and client accounts that you create manually under your Users tab. GLOBAL DOWNLOAD PERMISSIONS You can control download permissions globally in Options. CONTROL DOWNLOAD PERMISSIONS ON A PER FOLDER BASIS Each folder gives you multiple levels of control. 1) A folder can be set as public with download permissions for registered users only. All site visitors can view the files, but only registered viewers can download files. 2) A folder can be set as private and only registered users who have been assigned to that folder will see the download link. 3) A folder can be set as public and all site visitors can view the images. Public site visitors and those who are not logged in will see a download link that enables them to download a small version of the file that includes a watermark and caption. Registered users who are logged in will see the download link as well, but the download link will generate a larger file that only has a caption or a watermark but not both. 16

17 b. Download permissions for lightboxes Click the grey Lightbox tab at the top of the Download Permissions & Sizes grid. If you want to give a client the ability to download a lightbox. click the checkbox next to Permissions that reads Registered users assigned to this folder will have the option to download lightbox files. You can control the pixel dimensions for files downloaded from lightboxes or allow registered users to download the original file size. Like the Image Details Page you can elect to add a caption (the image name, author and website) and/or display a watermark. LIGHTBOX PERMISSIONS Please note, in order for a registered user to download images from a lightbox, you need to check the download permissions box for the folder and assign that folder to that specific user. Remember to click Save Folder when you are done. VI. Batch upload images Things You Can Do: Prep your images according to file requirements for your Image Archive Upload images to folders in batch with the Image Archive batch uploader a. Preparing your images, file requirements Whenever you upload images to the Image Archive service, the images need to be web ready and conform to the service requirements. Unless you are uploading images one at a time, this means that you are using an imaging program such as Photoshop, Aperture, iview or Lightroom to batch prepare images for the web. These tools allow you to target a set of images on your desktop and export them to the web. FOLDER PERMISSIONS BEST STRATEGY If you upload multiple folders for a registered user, be sure to allow the same download permissions for those folders, as that user may create a lightbox with images from multiple folders. USE VALID FILE NAMES Do not introduce any spaces in the file name or unusual characters such as #,, $ %,*, etc. For example, if you upload a file that is saved on your computer as John Doe s Logo.jpg, it will not appear. You would need to change the file name to JohnDoesLogo.jpg or John_Does_Logo.jpg. 17

18 b. Uploading images How to Upload Using Add Images Step 1: In the Main Menu, click Images/Files. GREY ARROW NEXT TO FOLDERS Please note: a grey arrow next to a folder indicates a folder that contains subfolders. Step 2: In the Submenu, click Add Images/Files. Step 3: Select a Destination Folder where you want to upload images. Select it by clicking on it. The folder should now be highlighted under Select Destination Folder. If you do not select a destination folder, your images will automatically upload to the Top Folder. Step 4: Click the Browse for Files button. Select the JPG images you would like to upload and open them. Click Upload. To highlight non-consecutive files, hold down the Control Key/Command Key and select the files you want. SELECT MULTIPLE FILES To highlight an entire column of files, click the first file, hold down the Shift key and then click the last file. This should highlight all files between the first and last. Then click Open or Select. Step 5: When you have finished selecting your image files, click Open or Select to put them into the Upload window and then click the Upload button to upload those files to your destination folder. How images are sorted using the Uploader: When you upload images to their target folders they appear in the order in which you uploaded them. You can change the sequence of image display in both the frontend and backend of your Image Archive. The default setting displays the files in the order which they were uploaded, the most recent being first. Other options are: Image Date Global: This will sort all files in your Image Archive by date. Image Date Folder: This will sort your files first in groupings based on which folder they are in and then based on date. 18

19 Image Name Sort your files alphabetically based on file names. If you do not rename your files after uploading them, the file names are the same as the Image ID or file name prior to uploading. Image ID This sorts your files alphabetically based on the original file name or ID associated with the files. Image Rating If you rate the images within your Image Archive, this will sort them accordingly. c. Controlling how files are sorted FRONTEND IMAGE SORT Changing the sorting method for the files on the frontend of your Image Archive is a global setting which controls how the files are sorted and ordered in every folder. Backend: Login to your Image Archive: Click on Images/Files. Near the top of the screen below the main menu tabs look for the dropdown Default Sort. Click on the dropdown and select the sorting method you prefer. Frontend: Login to your Image Archive: Click on the Options link at the top. Click to expand the Display Options field. Next to Default Sort Method: you will see the Default Sort dropdown menu. Click on the arrow and select the sorting method you prefer. Click the Save Settings button at the bottom. (Your site visitors will have the option to change how the files are sorted while they visit your site, but the sorting method you choose in Options will be the default setting. 19

20 VII. Edit images WEB READY FILES Things You Can Do: Edit image settings on an image by image basis Add price points on an image by image basis Add keywords on an image by image basis Manage IPTC tags and other captions on an image by image basis Image Archive web ready files are files no larger than 3.5 MBs, 8-Bit JPEGS with a jpg extension a. Image management The majority of image management takes place in the backend of your Image Archive in the Images/Files Main Menu tab. Login to the backend of your Image Archive and click on the Image/Files Main Menu Tab. In the sub-navigation menu notice that Images/Files is highlighted. To view the collection of images for a specific folder click on that folder in the Folder Tree on the left hand side of the screen. To view images in a subfolder select that subfolder from the Folder Tree. 20

21 Above the thumbnails look for the following actions: Select: use the dropdown to select either all images in the current page or all images in the result set. Display: select the number of thumbnails you want to view on each page. This setting affects your administrative backend pages only and does not affect how your Image Archive frontend appears to site visitors. Default Sort: select the order you want the images/thumbnails to appear on the screen (this only affects the backend view) b. Edit image settings REMOVE Click on remove to delete an image. ENLARGE Click on the yellow magnifying glass icon to enlarge the image and to control the level of sharpening for the thumbnail. CAN I UPLOAD LARGER FILES? CAN I UPLOAD VIDEOS ETC.? Please see Ch. XIV for more information on uploading files of virtually any size and format through the Amazon Cloud Storage integration CAN I BATCH APPLY PRICES TO MY IMAGES? Please note: The Image Archive service allows you to apply price templates to entire folders of images by using Templates. See Chapter X for this option. ROTATE Use the blue arrows located in the bottom corners of the thumbnail box to rotate your image. CHECKBOX FUNCTIONS Use the checkbox located next to the image title to select one or more images and then use the options found in the subnavigation bar above the thumbnails to: Move images to a different folder Assign templates (price, captioning, keyword) Save as a user lightbox - great for making quick picks for your clients Reposition Delete Selected EDIT Click on the Edit icon below the thumbnail. On the left side you will see editing options and on the right side the thumbnail image. 21

22 The File Path indicates where the image is located and displays the file name. Image Title: You can change the image title or upload the IPTC title tag that you assigned to that image. The title can be different from the file name (the file name being the file id on your computer such as xyz.jpg). You can later sort and search images by titles and/or file names). Description: Add a description to your image that will display on the Image Details Page. EDIT FILE NAME Note: In the Top menu Options link, you can select to display either the title or file name on the frontend of your image archive site. Under Pricing and Licensing, customize the pricing for each image. Click Add a Price Line to add pricing options for this image. Fill in the fields: First, fill in the Name, i.e. 8X10 glossy. Next, choose the Delivery Method. To add a Price input the numerical value. Do not include dollar signs, etc. For example, if you type in 50 it will display as $50.00 Next, indicate whether or not the item is Taxable. (You can create a Tax Table by going to Orders in the Main Menu, and then click on Tax Table in the Submenu.) If you choose, you can also add Description/Terms, i.e. Not for commercial use, etc. You may continue to add new price points as needed by clicking on Add a Price Line again. You are also able to delete prices line by line using the red X. The edit field for the image also allows you to enter copyright information, licensing information and special instructions for the image. This information displays on the Image Details Page. CAN I SELECT MY CURRENCY? Note: you can select from a large list of currency types in the Options link, but the Image Archive can only be associated with one type of currency overall. TERMS OF USE Note: If you do not wish to display Terms of Use, you can control whether this field displays on the frontend of the Image Archive on a folder-by-folder basis. To change this option, go to the Organize page and select the Pencil icon to edit a folder. Then scroll down to Display Options/Image Details Settings. Select the appropriate option for Show Terms of Use in Pricing Grid. Click Save Folder at the bottom of the screen to save your settings. 22

23 c. Keywording individual images How to Add Keywords on an Image-by-Image Basis In order to set and customize your keywords: login to the backend of your Image Archive, click on the Images/Files Tab, click on the edit icon for an image, and click Keywords to expand the Keywords tool. Type one of your keywords in the Suggest a Word text box. The keyword tool automatically generates a list of Suggested Root-Words, a list of Synonyms, and a list of Assigned Keywords. The image file name is automatically included in the Assigned Keywords. Select the synonyms you want to add as keywords. Note there is an option to Select All or None. Once you have made your selections, click the large red arrow to add your selected root-words and synonyms to your Assigned Keywords. Your original suggestion will always be included in the list of synonyms. Click Update Keyword Info to save your newly assigned keywords. KEYWORDS AND SEO Keywords make your images searchable within your Image Archive. Your clients and site visitors are able to find the images they want using keywords in the Search tab of your Image Archive. Providing keywords for your images will make each image more searchable within your Image Archive, and can potentially increase overall search engine visibility. HOW DO I ADD KEYWORDS TO IMAGES? There are three ways to add keywords to your images. You can assign keywords on an image-by-image basis, you can create a Keyword Template and apply it to one or multiple image selections or you can apply keywords to entire folders of images. CAN I ADD MY OWN KEYWORD LIST? You can copy and paste your own custom group of keywords into the Copy and Paste text box in the keyword tool (tip: make sure each keyword is on its own line). 23

24 d. IPTC & captioning Providing IPTC tags and captions for your images will make each image more searchable within your Image Archive, and can potentially increase overall search engine visibility. IPTC As a time saving measure it is recommended that you tag your images with IPTC fields before you upload them to your Image Archive. Fields included in IPTC settings typically specify the creator s name, location, copyright, keywords, and more. KEYWORD TEMPLATES You can create Keyword Templates and apply them in batch to folders. See Chapter XI for this option. Step 1: Login to the backend of your Image Archive. Step 2: Click on the Images/Files Tab. Step 3: Click on the Edit icon beneath a particular thumbnail If your file already contains IPTC information note that the IPTC fields are pre-populated for you. To view your IPTC fields click to expand File Properties, Pricing and Licensing, Keywords, HTML Code, and Captioning. If you need to modify and/or add to the IPTC information you can edit or add text in the text boxes and then click on the IPTC button next to the field you are modifying. Then just follow the prompts to update your image file. Once the file has been updated you can verify your changes by clicking on the IPTC button found under the thumbnail on the right hand side of the screen. As a final step in this process, click on the update image button located at the bottom of the page. Without this final step any changes you make will remain part of the local file, but will not become part of the search data in your image archive site. Please note: You can also edit captions in batch for groups of images. See Chapter X for this option. 24

25 VIII. Customizing and sending FLASH slideshows to clients Things You Can Do: Control the slideshow settings of Interactive Folders (add music, add a watermark, change the size and transition effect of the slideshow, and more) Send an invitation to clients to view the slideshow of an Interactive Folder a. Customizing interactive folders CAN I PREVIEW MY SLIDESHOW SETTINGS? You can preview your slideshow settings at any time before committing to them by clicking on the Small Preview button. If you customize a slideshow for one client folder and want to set it as the default for all slideshow presentations use the checkbox under the Default Tab. Login to the backend of your Image Archive. Click on the Organize tab. Then click on Interactive Folders. The subsequent screen displays thumbnails of your interactive folders. EDIT To control the FLASH Slideshow Settings for an Interactive Folder click on the edit icon below the thumbnail. Outlined below are all of the slideshow settings you can control using the slideshow editor. Option 1: Presentation Title: You have the option to title your slideshow. Control font, size and color. The title will appear for as long as you choose ( Display Time ). Slideshow Start Mode: Set your slideshow to start immediately when accessed by your clients or set it to begin in a paused mode with the automatic slideshow starting once they have clicked on the first image. Thumbnails Start Mode: Set your slideshow to display/hide thumbnails along the bottom of the slideshow. Image Change Interval: Set display time for images. Transition Effect and Effect Duration: Controls how your images transition from one to the next and speed of the transition effect. 25

26 # Thumbnails Visible: Control the number of thumbnails that display at the bottom of your slideshow. Thumbnail Scroll Speed: Control how quickly the thumbnails scroll along the bottom of the slideshow. Option 2: Layout Size: Select whether you want the Image Display Area to have the same dimensions (and choose those dimensions) for all images. Or select the Dynamic Size button which will enable you to format your images based on browser window sizes. Background: Customize the window color, X button color, X text color, Close Slideshow text color, border size, border color, border transparency and overall background color for your slideshow. Thumbnail Panel: If you display thumbnails in your slideshow, you can customize the background color and transparency, border color and transparency, loading progress line and color, thumbnail size, spacing, background color, border size and color. Panel Texts: Customize the font style, size, color and spacing of the image names and the image count indicator ( 1/100 ) that appear in your slideshow. Control Bar: Customize the background color, transparency, label text font and color, text size, play/pause button and symbol colors, and the hide/show thumbnails button colors and the font on the control bar of your slideshow. Option 3: Watermark You can choose to display a watermark on your images in the slideshow. Customize the text, size, color, transparency, position and effect of the watermark. As you try different options, you can preview these settings. Option 4: Sounds If you uploaded music to your slideshow you can control whether or not more than one song plays, the same song repeats, or set it so that the song only plays through one time. 26

27 b. Send a FLASH slideshow You can send invitations with a slideshow button. When the recipient clicks on the button they will launch the FLASH slideshow. SLIDESHOW MALFUNCTION NOTE: If you leave the Subject and/or Message text boxes empty, the link to the slideshow will not function properly. Step 1. Login to the backend of your Image Archive Step 2. Click on Organize Step 3. Click on Interactive Folders. Step 4. Click on the postcard icon below the thumbnail, and then enter your recipient s address. Step 5. Click on the checkbox that reads Slideshow. Step 6. Enter a Subject and Message in the text boxes provided. Step 7. Scroll down and click on the Send button. Upload Sound Files: you can add up to 3 MP3 files to each of your interactive folder slideshows. Step 1: Select and highlight the folder Step 2: Click the Browse For Files button. Step 3: Open the MP3 file you wish to add and click Upload. 27

28 IX. Give your clients a private user area Things You Can Do: Create users with their own private client area Assign private folders to users What Registered Users Can Do: Login to the frontend of your Image Archive with a unique username and password Access any private folders assigned to their account Enjoy increased capabilities for downloading files and lightbox selections Save lightboxes Make inquiries Place orders a. Create users Creating users will help you organize client information, and is a vital step in granting client access to private folders. To register a User: Step 1: From the Main Menu, click Users. Step 2: Click Add User on the right-hand side of the screen. Step 3: Enter Contact Information Important fields include: Last Name Username, and Password. Your clients will use their username and password to login to the frontend of your Image Archive, to view their private folders, make selections, request pricing, and more. Step 4: Click Add when you finish updating the user profile. 28

29 b. Assign folders If you created a private folder or one that enables registered users to download files and/or lightbox selections, you will need to assign that folder to specific users in order for them to view and/or download its contents. Step 1: Login to the backend of your Image Archive Step 2: Click on the Users tab. Step 3: Click on the Edit button. Step 4: Click to expand Assign Folders. If you set a folder as private, you must now assign that folder to your client or they won t be able to see the folder s contents. Step 5: Click the checkbox next to the folder or folders you wish to assign to your client. If desired, you can set an Expiration Date. Your client s ability to access the folder will automatically expire on the date you select. Step 6: Click Add when you have finished updating the user profile. IMPORTANT NOTE ABOUT FOLDER ACCESS Note: If a folder is private and allows for lightbox downloads, you will need to check the box in BOTH sections of the Assign Folders area: both for that folder under the Private folders list and for that folder under the Download from Lightbox folders list. I CAN T ASSIGN MY PRIVATE FOLDER? If you do not see the folder you want to assign, it means you have not yet made the folder private. You can do so by going to the Organize page and editing your folder by clicking on the Pencil icon. Choose the Private option, and click Save Folder at the bottom of the page. To assign the new private folder to an existing user, go to the Users page, and click the Pencil icon for that User to edit his or her profile. 29

30 X. Adding prices and shopping cart functions Things You Can Do: Add Shopping Cart functionality to your Image Archive Select offline payment processing or integrate a PayPal account with your Image Archive Setup your PayPal Account settings Add prices on an image by image or folder by folder basis Create a pricing template with multiple price points for batch application to folders Create and Add Shipping and Tax price points globally to your Image Archive a. Selecting your payment option Step 1: Login to your Image Archive backend Step 2: Click on the Options link at the top. Step 3: Click to expand Pricing & Payment Processing Ecommerce currency: Select the currency you wish to use. Support PayPal: Use the checkbox if your Image Archive will support the use of PayPal and enter in the address associated with your PayPal account under PayPal Account. Payment Type: Select the Payment Type you will be using. WHAT ARE MY PAYMENT OPTIONS? You can choose Offline Payment Processing, which means that a buyer can place their order online with their credit card information, but the order will not be processed until you retrieve their encrypted payment information, access it with a password and then process the credit card with your own merchant. The other payment processing options rely on two different types of PayPal Business Accounts; those are PayPal Standard and PayPal Pro. This section covers how to integrate the different payment processing options with your Image Archive, how to sign up for PayPal Pro, and how to apply prices, shipping and tax to your images. Offline Processing receive payment only in encrypted format and key in credit card information with your own merchant. Paypal Standard verify payment in your Paypal account before processing the order in your Image Archive. Paypal Pro real time credit card processing, great for immediate digital delivery of files and no need to verify payment in PayPal. Change Payment Retrieval Password: This option applies to PayPal Pro and Offline Payment Processing only. When employing either of these payment options, you will need a password to retrieve encrypted payment information associated with a particular order. 30

31 Terms of Use default setting: Turn this option on or off to control whether terms of use are visible to buyers when they place an order. Shipping additional info: Add any additional shipping information you want your clients to know. Tax additional info: Add any additional tax information you want your clients to know. Order confirmation custom text: When a user places an order through your site, you can customize the text that appears once the user has completed the order. Based on your process for fulfilling orders, there are essentially three different scenarios for which you may wish to construct a different message to your clients, 1) Message when an order includes items for Physical Items Only: Example: Items ship in approximately 2-3 business days. You will be notified once your items have shipped. 2) Message when an order includes items for Digital Delivery Only: Example: Your order is pending verification of payment. You will receive instructions describing how to retrieve your files within 24 hours. Message when an order includes items for Physical AND Digital Delivery: Example: Within the next 24 hours, you should receive instructions describing how to retrieve your digital files. Items for physical delivery generally ship within 2-3 business days. What is PayPal? PayPal is a service that allows you to process payment transactions online. To learn more about this service, visit **Visit the following links for information about the two payment types: Website Payments Standard - standard (This is the most common option and usually does not require a fee to maintain your PayPal account.) Website Payments Pro pro (This option usually requires a fee to maintain your PayPal account.) PAYMENT PASSWORD Best practice, choose a password and stick with it. If you change your password, any orders received when a former password was in effect require the old password to retrieve the associated encrypted information; only new orders following the change in password will require the new password. Be sure to set a password before taking any orders. 31

32 Order contact information: Beneath the order confirmation text the system displays your contact information. Display Contact Information as: choose how you would like your contact information to display. Scroll to the end of the Options page and click Save Settings. If you have completed the steps above, selected the option for Website Payment Standard, and have already integrated your Paypal account with your archive site, your site is now ready to accept online payments. AM I READY TO ACCEPT ONLINE ORDERS? Preview you Image Archive and look for the Add to Cart message that appears over thumbnails on mouseover. When this displays, your shopping cart is setup and ready to take online orders. b. Setting up your PayPal Business Pro account If you selected Website Payments Pro, this option requires further setup within your PayPal account. Step 1: Log in to your account at Step 2: Click the Profile subtab (ignore the options that drop down below it): 32

33 Step 3: Click on the link that says My selling tools in the grey area under the My Profile heading. AM I READY TO ACCEPT ONLINE ORDERS? Preview you Image Archive and look for the Add to Cart message that appears over thumbnails on mouseover. When this displays, your shopping cart is setup and ready to take online orders. Step 4: Look in the left column for where it says API Access and then go to the right of that line and click Update. Step 5: Click the Grant API Permission link. (Note: if you have previously set up API permissions, click the Add or edit API Permissions link.) You will come to a window that says Give Third-Party API Permission 33

34 Step 6: In the Add New Third Party Permissions screen, enter the following information: rjarquin_api1.infosrc.com and then click on the button that says Lookup. Step 7: Select the following Available Permissions: 34

35 Step 8: Click Add. Step 9: You should see the following message You have successfully added rjarquin_api1.infosrc.com letting you know the permissions were created. At this point, you can log out, or continue to Step 11 below: 35