Managing Folder Contents, Details, Access, Cover Image, and Organization

In addition to controlling the Access Settings of individual Galleries, you can also control the Access Settings of Folders as well, giving you the ability to control how someone might be able to access an entire Folder of Galleries and/or other Folders.

In addition to changing the access settings of a Folder you can also set a custom Cover Image, add new Folders or Galleries to be contained within the Folder, and organize the contents of the Folder.

To manage a Folder that you've created within your account, follow these steps:

1. Click on the Galleries icon on the left-hand side of your account pages.
2. Navigate to and select a Folder within your My Library panel on the left-hand side.

Setting the Folder Access

Once you've selected the Folder, and you have that open, you can choose the Access settings.

1. Click on the Settings tab.
2. Go to Folder Access.
3. Here you will find the differe Access Settings available for your Folders.

Public

By selecting the Public setting, access will be granted to all individuals, regardless of whether they are reaching the Folder through a direct link or via your website. It is important to note that although the Folder itself may be set to Public, the Galleries and other Folders contained within will have their own distinct Access settings.

Additionally, you have the option to enable the Folder to appear in search results, as well as make further modifications regarding the visibility settings that decide the Folder's searchability.

With the selection of Public Access, you may utilize the Share button located in the top right corner to distribute the Folder through various methods.

Password Protected

To enhance the security of the Folder by limiting access, you may select the Password Protected option. This feature requires individuals attempting to access the Folder to enter the designated password. It is important to note that while the Folder itself may be password protected, the Galleries and other Folders contained within will have their own access settings.

Ensure that you establish a unique Folder Password to prevent unauthorized individuals from easily guessing the password, should they gain access to the link to the Folder.

Additionally, you have the option to enable the Folder to appear in search results, as well as make further modifications regarding the visibility settings that decide the Folder's searchability.

With the selection of Password Protected Access, you may utilize the Share button located in the top right corner to distribute the Folder through various methods.

Hidden

Selecting the Hidden Access setting will prevent access to the Folder for all visitors. It is important to note that while the Folder itself may be Hidden, the Galleries and other Folders within it will possess their own Access settings and may still be accessible through direct links or by integrating them directly into your website.

With the Hidden Access option, access to the Folder is completely restricted, resulting in the Share button becoming inactive. Consequently, you will be unable to select any options for sharing links to the Folder until the Access Settings are modified to either Public or Password Protected. Any previously shared links will display a message indicating that the page cannot be reached.

Furthermore, the Search settings will be automatically disabled, as this Folder is not accessible in any manner and should not appear in search results.

Viewing and Managing Folder Details

To access details about the Folder or to modify the Folder Title and Description, navigate to the Folder Details Settings.

1. Within the Folder, select the Settings tab.
2. Go to Folder Details.
3. Here, you will find information such as the Creation and Modified dates, as well as the Access Settings for the Folder.
4. If you wish to edit the Folder Title, you may do so in this section.
5. Additionally, if you would like to include a Folder Description, you can accomplish that here as well.

Viewing and Managing Folder Contacts

To access and manage the Contacts of the Folder, navigate to the Folder Contacts Settings.

1. Within the Folder, select the Settings tab.
2. Go to Contacts.
3. On the Contacts page, you may add contacts manually by inputting their first and last names, along with their email address.
4. Additionally, you have the option to add multiple contacts simultaneously to the Folder directly from your overall account Contact List, or by importing a CSV file containing contact information.

5. Once added, the contacts in your Folder will be displayed in the list on this page. You may utilize the three dots icon to view the contact in your account contact lists, edit the contact information, or remove the contact from the Folder. 
    

   Note: Removing the contact from the Folder Contacts will not remove the contact from your account contact list.

6. You may also Share the Folder from the contacts page, enabling you to select specific contacts with whom you wish to share the Folder.

Adjusting Folder Features

While the Folder Access settings allow you to choose if the particular Folder can be searched for, the Folder Features Settings allow you to display a search bar on the Folder page. Adding a Search bar to the Folder enables visitors to search for terms and find content within the Folder.

1. Within the Folder, select the Settings tab.
2. Go to Features.
3. Here you have the opportunity to enable the feature that allows for the display of a search bar on the Folder page. Upon activation, you may also configure specific settings related to the search bar; for instance, you can opt for the search bar to be collapsed by default or to mandate an exact match search. Additionally, you may include search instructions to assist visitors in utilizing the search bar effectively. This is especially beneficial for event and sports photography, where clients may need to locate images by using names, jersey numbers, or event tags.

Setting a Folder Cover Image

By default a Folder will use a stock folder symbol as its cover image; however, if you'd like to choose a specific image from your account or upload one from your computer you can do this for each Folder in your account.

1. When you have the Folder selected and open on your screen, click on the current cover image in the top left-hand corner.
2. In the window that appears, go to the Select Cover Image tab
3. Choose whether you want to select an image from My Folders in your Zenfolio account, or if you want to upload something from your Desktop. Cover images uploaded from your Desktop will be automatically added to the Thumbnails tab of the Smart Media Folder in your account.
4. Locate and select the image you want to use for your Cover Image in the different Folders and Galleries of your account. If you chose the Desktop option, locate the image file on your computer.
5. With the image selected, go to the Set Focal Point tab.
6. Use the target icon to indicate the Focal Point which will help you determine what part of the Cover Image will actually appear in the Thumbnails in your Folders and on your Website.
7. Once you've selected the image and Focal Point, click Done.

Adding New Folders and Galleries within a Folder

While you have the Folder selected, you can also create new Galleries and other Folders to be contained within the selected Folder, using the Add Folder and Add Gallery buttons, you can even add Galleries in bulk. The Galleries and Folders that are created can be accessed through the My Library panel on the left-hand side of your Galleries page, or through Organize view of the Folder itself.

Add Folder

When selecting the Add Folder button, you will be presented with two options:

• Create Folder - A new window will appear where you will need to fill in the required information. When creating a new Folder, the current Folder you're already looking at will be selected as the default location for this new Folder to be contained in.
• Upload Folder - Upload an entire Folder structure from your desktop.

Add Gallery

When selecting the Add Gallery button, you will be presented with a few different options: a

• Create a Gallery - New window will appear where you will need to fill in the required information. When creating a new individual Gallery, you will go through the full process of creating and new Gallery, including the option to upload images.
• Bulk Generate Galleries - These bulk options will allow you to create multiple Galleries within this Folder, at one time. This can be done by importing a CSV file containing the information for each of the Galleries, or you can manually enter in the information that will be used to create the Galleries.
  • Manual Entry
    1. Navigate to the Galleries section of your Zenfolio account.
    2. Select the folder in which you wish to create galleries.
    3. Click on the Add Gallery button.
    4. From the dropdown menu, select Manual Entry under the Bulk Generate Galleries option.
    5. At this stage, you will specify the number of galleries you intend to create.
    6. Subsequently, you will establish the naming convention that all galleries will adhere to. The system will automatically increment the names of the galleries. For example, if you opt to initiate the gallery naming convention with "mf_student," the system will automatically generate galleries named mf_student_01, mf_student_02, and so forth. If you require each gallery to have more unique titles, you may consider utilizing the CSV Import option.
    7. Finally, you will need to select which gallery preset will dictate all settings for the gallery, including access, downloading, selling, and more.
    8. You may then click on the Preview button to review a list of the galleries that will be created.
    9. Once you are prepared to commence the creation of these galleries, click on the Create Galleries button.
       
       The Activity Monitor will be displayed in the lower right corner of your account, allowing you to monitor the status of the bulk generation of Galleries. You may continue to perform other tasks within your Zenfolio account while this process occurs in the background. Provided that you remain logged into your account and do not log out or close your browser window/tab, the process will proceed uninterrupted. 
       
  • Import from CSV
    1. Navigate to the Galleries section of your Zenfolio account.
    2. Select the folder in which you wish to create galleries.
    3. Click on the Add Gallery button.
    4. From the dropdown menu, select Import from CSV under the Bulk Generate Galleries option.
    5. At this stage, you will need to upload the CSV file that contains the information you want to use to create each of the new Galleries. For more details information about bulk generating Galleries by importing from a CSV file, click HERE.
       

For more information about creating new Folders or Galleries in general, click HERE.

Folder Organization

1. With this Folder open, to manually change the order of the Folder contents, you can click and drag the icon next to an item to move that Gallery or Folder up or down into a new location.
2. If you'd like to apply an automatic sorting order, you can click on one of the column headers (Title, Type, Content, Modified) to sort the contents into an ascending or descending order of that columns data.
3. You can also use the gear icon to choose what columns of information are visible.
4. The three dots icon next to each of the items in the list of Folder contents will allow you to do a variety of tasks like Copy Direct Link, Renaming Gallery/Folder, Move, Delete, Edit, etc.

Bulk Folder Actions

While viewing a Folder, you will have the ability to make a few different Bulk Actions on the containing Folders and Galleries. 

1. To perform bulk actions, in the Folder, use the check box to the left of each item contained in the Folder to select which 
2. With those items selected, click on the Bulk Actions dropdown menu.
3. Within the dropdown menu, you will see a few different options
   • Move, Delete, Apply Preset, Update Price List

Move

Choosing the Move option allows you to move the selected items to a new folder within your account.

Delete

Choosing the Delete option will remove the selected items from their current folder. The deleted items will be relocated to your account's Trash folder, where they will remain available for recovery for 30 days before being permanently deleted.

Apply Preset

Choosing to apply a Preset for the chosen items enables you to modify settings in bulk. Please note that applying a Preset may significantly affect how Clients and Visitors access the Galleries. For instance, if a new Preset is applied to the selected Galleries, existing Passwords for those Galleries and Folders may be altered. It is essential to fully understand which settings will be modified before proceeding with this bulk action.

Update Price List

By using the Update Price List feature, you are able to perform mass updates to the Price Lists across multiple Galleries and Folders simultaneously. This process streamlines the management of your pricing structure and ensures consistency throughout your Galleries. Importantly, when you use this option, the existing passwords for each Gallery remain unchanged. This is a significant advantage compared to applying a preset, which would typically reset all Gallery passwords and potentially disrupt client access. Therefore, the Update Price List option offers a more efficient and secure way to update prices without interfering with the security settings of your Galleries.
 

Bulk Gallery Creation

Another bulk action that can be done in a Gallery is creating Galleries using the QR Code Workflow and Volume Wizard.

1. The QR Code Workflow allows you to create a bulk number of Galleries through either importing a Subject List or by determining how many Galleries you want to create. 
2. The Volume Wizard is a guided setup process of the options available from the QR Code Workflow.

For more information about using the QR Code Workflow, click HERE.

For more information about using the Volume Wizard, click HERE.