Using QR Code Workflows

Exclusive to ProSuite subscribers. 

The QR Code Workflow is designed for volume photographers who need to quickly create and manage multiple client Galleries while providing an easy, scannable way for clients to access their photos. With this feature, you can bulk-generate Galleries in the system or import them from a CSV file, and each Gallery will automatically be paired with a unique QR code.

This article will walk you through:

• Bulk Generate Galleries Using the QR Code Workflow

• Create Galleries by Count or Importing Galleries from a CSV file

• Downloading and distributing QR codes

• Uploading photos post-photoshoot

• Folder Advanced View: Reviewing Errors

• Bulk Sharing by Email

Bulk Generate Galleries Using the QR Code Workflow

Access the QR Code Workflow

1. In your Zenfolio account, click on the Galleries icon on the left-hand side.

2. In the My Library panel on the left-hand side of the Galleries Dashboard, select a Folder you want to work in. If you do not already have a Folder for this particular instance, you can create a new Folder.

3. In the selected Folder, click the QR Code Workflow option on the right-hand side.

4. You'll then select the method in which you will generate Galleries.

Choose a Creation Method

You can create your Galleries in two ways:

• Create Galleries by Count - This method may be used if you do not have the information related to each of the individuals that you will be photographing.

  • Enter the number of Galleries you need.

  • The system will create placeholder Galleries for you to edit later.

• Import Subject List (CSV) - This method may be used if you have the information related to each of the individuals you have or will be photographing.

  • Download the provided CSV template.

  • Fill in the required information for each Gallery in the spreadsheet.

  • Import the completed CSV back into the system.

Create Galleries by Count

To begin bulk generation of Galleries by a simple count, follow these steps:

1. In the selected Folder, use the QR Code Workflow drop-down menu to select Create Galleries by Count.
2. In the window that appears, designate how many Galleries you want to create. The number of Galleries created will also be the number of QR codes that will be generated.

3. Designate the naming convention that will be used for the system to create each Gallery. 

   Example: If you're taking photos for the football team at a high school you may set the naming convention to "William McKinley HS Football". The system will then automatically create galleries in a sequential order using this naming convention like this: William McKinley HS Football 01, William McKinley HS Football 02, William McKinley HS Football 03, and so on.

4. Choose the Gallery Preset that will be applied to each Gallery being generated.

   Pro Tip: You can set up a Gallery Preset that has Gallery Registration enabled so that when someone visits one of the generated Galleries, using the provided QR code or otherwise, they will be required to provide you with the contact information that you may not have had prior to the photoshoot.

5. Use the Preview button to see how the Galleries will be named and what Access type they're being given based on the selected Preset. You will only see the first 10 Galleries to give you an idea of how they're being generated.
6. Click on Create Galleries to initiate the generation of the Galleries. This will continue in the background of your account as long as you keep the window/tab open. You can however navigate to other areas of your account while this is happening. 

Once the generation of the Galleries is complete you will be presented with a screen that will allow you to download a created CSV file which you can use in third party CRM tools if contact information was available for each Gallery generated. You will also be provided the option to download the QR codes generated for the Galleries.

Import Subject List (CSV)

To begin bulk generation of Galleries using an imported CSV file, follow these steps:

Preparing the CSV Subject List

1. In the selected Folder, use the QR Code Workflow drop-down menu to select Import Subject List (CSV).
2. Use the Download CSV Template link to obtain a properly formatted CSV file. This template will give you a starting point for creating the proper formatting to successfully import the CSV file.

3. Open the CSV Template in a spreadsheet software like Microsoft Excel or Google Sheets and add your information into the columns. You can add additional columns if necessary. Once completed, be sure to save the file as a CSV.

   Pro Tip: By default, Zenfolio utilizes the first three columns of your CSV file as the Gallery title. However, you have the option to modify this setting during the CSV upload process. To expedite the setup, it is recommended to organize your CSV so that the first three columns precisely represent your desired Gallery titles, thereby saving time during configuration.

Importing the Prepared CSV Subject List

At this stage, return back to the Folder in your Zenfolio account and you will need to upload the CSV file that contains the information you want to use to create each of the new Galleries.

1. In the selected Folder, use the QR Code Workflow drop-down menu to select Import Subject List (CSV).

2. Use the Browse Files button to select the CSV file from your computer, or drag and drop the file from your desktop.

3. Select whether or not your CSV file includes headers.

   Note: It is strongly recommended to use column headers that clearly specify the contents of each column, such as First Name, Last Name, Email Address, and so forth. At least one row is required to contain an email address.

4. Select the Gallery Preset that will be applied to all of the generated Galleries.
5. Click Next.

After selecting your CSV file for upload, you must specify which information from the CSV will be utilized in the creation of the Galleries.

1. Choose the headers from your CSV file that will be used to generate Gallery titles.
   • Zenfolio automatically selects the first three columns from your CSV file for Gallery titles. You may remove these selections and choose others instead. To remove a header, simply click the X inside of the blue header you do not wish to use as a title.

   • To add a new header, click the Add Variable button. A list of all headers from your CSV file will be displayed.

     Note: If you intend to use a column from your CSV as passwords (for example, a student ID), ensure that this column is not included in the Gallery titles. CSV headers used for Gallery Titles cannot be assigned as Gallery Passwords.

2. Map the contact data from your CSV file to corresponding data points in Zenfolio. In most instances, the system will automatically map the majority of the data. Below is a summary of the available mappings and their purposes:

   • First Name (1): Maps to the contact's first name.
   • Last Name (1): Maps to the contact's last name.
   • Full Name (1): Maps to the contact's full name when first and last names are not separated into individual columns.
   • Email (1): Maps to the contact's email address.

   • Phone (1): Maps to the contact's phone number

     Note: SMS functionality is not currently supported. Phone numbers will be stored in the contact information within your CRM but will not be directly associated with the Gallery.

   All mapped contact details will be incorporated into the Galleries generated for each corresponding row of data. If your CSV file contains multiple contacts per row, you may map additional contact details, such as First Name (2), Last Name (2), and so forth.

   

3. Map additional data from your CSV file to Zenfolio data points. While the system may automatically match most data, certain data types may require manual mapping.

   • Group Identifier & Sub Group Identifier: These mappings are valuable for creating a Folder hierarchy that facilitates easier browsing and navigation of your Galleries.

     Example Use Case: Suppose your CSV file pertains to Mystic Falls Elementary and includes columns for "Grade" and "Homeroom Teacher." You would map "Grade" to the Group Identifier and "Homeroom Teacher" to the Sub Group Identifier. This configuration generates a Folder structure where each grade has its own Folder, containing sub-Folders for each homeroom teacher, within which individual Galleries are created for each student in that teacher's homeroom. This approach maintains an organized and efficient structure.

   • Gallery Password: Map this to any header containing passwords you wish to assign to each generated Gallery. This may include a student ID or a custom-generated password.
   • Gallery Keyword: Map this to a column whose values you want to assign as keywords to Galleries, aiding in future searches.
4. After completing all data mappings, click Create Galleries. Zenfolio will begin the process of generating your Galleries and QR codes. You should see the progress pop up in the activity monitor in the bottom right-hand area of your Zenfolio account.

Generate and Download QR Codes

1. When the process of generating Galleries is finished, a new screen will pop up automatically. Here, you'll have the option to download either a CSV file (best for importing into a third-party CRM or download your QR codes. You'll also have the option to select which data to include in the downloads.
2. Click Download QR codes PDF. Depending on the size and number of Galleries, this process may take a few minutes. You should see the activity monitor open and show the progress of generating a PDF which contains your QR codes.
3. Once the process is complete, you should be able to download the PDF from the Activity Monitor by clicking on the PDF icon, or from a notification in the bell icon at the top right-hand area of your account.

The PDF will contain a page for every Gallery that includes the Gallery title, the QR code, the data you chose to include, and lines to write any notes.

Shoot Day and Uploading

Using the Generated QR Codes at the Photoshoot

The next part is up to you! After generating the QR codes, you can Print the QR Codes and take them with you to your photoshoot where you will need to:

	Photograph a QR code with your camera. This places the QR code at the beginning of each set of photos you're going to be taking.
	Immediately photograph the subject(s) that are/will be associated with the QR code. All of the photos that you take following the photo of a QR code will be associated with that QR code, and upon uploading the photos they will have the ability to be auto-sorted into their proper Gallery.
	After completing the photos for a particular subject(s) you can give the QR code to them or the parents. The QR code acts as a direct link to the subject's Gallery that they will already have in their hands! All they have to do is scan the QR code with their smartphone's camera.

Just repeat these steps for every subject you are photographing at the photoshoot!

Uploading and Auto-Sorting Your Photos

This is where the real magic of the QR code workflow comes to life! Upon completion of your photoshoot, upload all photos, including those containing the important QR codes. The Zenfolio system will then efficiently process these QR codes, automatically organizing each subject's photos into their respective individual Galleries.

Note: The files you upload must include a photo of the QR code before each subject's photos or videos. Whether you capture the QR code image physically before photographing the respective subject(s) or organize and rename the QR code files after the photoshoot, this step is essential to ensure the auto-sorting process functions correctly.

1. Within your Zenfolio account, navigate to the Folder where you have bulk-generated the relevant Galleries.
2. Access the QR Code Workflow drop-down menu located on the right-hand side.
3. Choose Upload Files (Include QR Codes).
4. Click the Browse Files button to select all photos from your photoshoot, or alternatively, drag and drop all files into the uploader, ensuring that QR code photos captured before each subject are included.
5. Configure the following settings to apply specific parameters to the uploaded photos:

   • Primary Matching Order - You can choose for the upload and auto-sorting to match the QR codes with the proper photos based on the Date Taken or the File Name. Using the Date Taken option is best when you have properly photographed the QR code with your camera before each set of photos of your subject(s). The File Name option is best for testing or if you need to do any manual sorting of the photos after the photoshoot.

     If you are currently in the process of testing the QR code workflow, it is highly recommended that you use the File Name matching order. This approach ensures a smoother and more accurate testing experience, as it allows the system to match files based on the naming order, minimizing errors during testing.

   • Hide QR Code – Enable this option if you prefer to hide photos containing QR codes from client view, maintaining a Gallery focused exclusively on their photos.
   • Multi-face Detection – This feature assists in identifying photos within a Gallery that may include unintended individuals. For instance, if each Gallery is intended for a single subject and a QR code was overlooked between subjects, the system can detect this discrepancy and prompt you to review the relevant Gallery. Please note that in scenarios such as family portraits or large events where multiple faces are expected, this setting may not be applicable.
   • Image Count Validation – Ideal for sessions where a predetermined number of poses per subject is standard. Activating this setting allows you to specify minimum and maximum photo counts for each subject's Gallery. The system will then flag any Galleries that do not meet these criteria for your review, assisting in identifying any missed or excess shots.
6. Click Start Upload to begin the uploading process.

The upload of your photos will begin, and all files will be placed into a temporary Unmatched Photos Gallery. Upon completion of the upload, the system will initiate the auto-sorting process. From the Unmatched Photos Gallery, the system will analyze the QR code photos and assign them, along with their associated photos, to the correctly linked Galleries.

The duration of these processes may vary depending on the size of your photoshoot. You can monitor the progress clearly through the Activity Monitor in your account. Once the entire process is finalized, your photos will be accurately sorted into their respective Galleries.

Folder Advanced View: Your QA Hub

Once the uploading and auto-sorting is complete, you'll be automatically redirected to the Folder Advanced View. If you've navigated away from Zenfolio, simply go back to the top-level Folder where you uploaded your photos and click the Advanced View tab at the top of the Folder.

The Folder Advanced View is your central hub for quality assurance, allowing you to quickly review your Galleries and correct any potential errors. Here's what you'll find:

• Flat List of Galleries: All your Galleries, regardless of their sub-Folder location, will be displayed in a flat list for easy scanning.
  
• Toolbar Options: At the top, you'll see a toolbar with a thumbnail slider to adjust the size of the photo thumbnails when you expand a Gallery.
• Filtering and Sorting: You can filter to view all Galleries or only Galleries with errors. You also have options to sort Galleries A-Z or Z-A, as well as an option to expand all Galleries for a quick overview.
• "Unmatched Photos" Gallery: By default, we automatically create a Gallery titled "Unmatched photos." Any photo or video that didn't get sorted into a specific Gallery will be displayed here. You can also use this as a temporary holding spot for photos that might be in the wrong Gallery, allowing you to come back later and correct them.
  

Reviewing and Correcting Errors

By default, all your Galleries will be collapsed in the Folder Advanced View. Each Gallery will display a thumbnail, the Gallery title, the number of photos and videos it contains, and any flags for potential errors.

To review the photos inside a Gallery, simply expand the Gallery. Within an expanded Gallery, you'll have additional options:

• Filter Photos: You can filter to see all photos in the Gallery or just the ones that have been flagged as errors.
• Remove All Error Flags: If you've reviewed a Gallery and confirmed there are no issues, you can remove all error flags with a single click.

When reviewing individual photos:

• You can remove an individual error flag from a photo if it's not actually an error. Keep in mind that removing all error flags from all photos in a Gallery will also remove the flags from the Gallery itself.
• Hover over a photo to select it. Once selected, you'll have options to hide/show, move the photo to a different Gallery, or delete the photo. You can also multi-select photos to apply these actions to several at once.
• Double-clicking on a photo will open it in the lightbox view for a closer look.

Don't forget to remove the flags from the previously flagged Galleries once you've completed any necessary changes/reviews.

Once you have thoroughly reviewed all the Galleries and corrected any errors, you're now ready to Bulk Share.

Bulk Sharing Your Galleries and Folders via Email

Once you've meticulously reviewed your Galleries and Folders, ensuring every photo and video is exactly where it should be, it's time to share your work with your clients! Zenfolio offers a powerful Bulk Share by Email feature that streamlines this process, allowing you to send personalized links to all your assigned contacts.

How to Bulk Share by Email

1. Navigate to your top-level Folder where you've generated the Galleries from.
2. From inside the Folder you wish to share, click on the Share drop-down button.

3. Choose Bulk Share by Email from the options. Do not select the Share Folder option, as it represents a different type of sharing method.

   This action will open a new window, displaying all the sub-Folders and sub-Galleries within your current Folder. By default, anything that has contacts assigned to it will be pre-selected. Don't worry, any Folders or Galleries without assigned contacts won't be selected.

4. Choose Your Content: You can refine your selection by using the checkboxes at the top of the modal to choose only Galleries or only Folders, or manually selecting Folders and Galleries.
5. Once you've made your selections, click the Compose Email button.

Composing Your Email

In the Email Composer, you'll see a clear indication of how many contacts will receive emails. If you selected both Folders and Galleries in the previous step, you'll notice separate tabs for editing and previewing the Gallery emails and Folder emails. It's super important to review both before sending!

Need help editing your email templates? Learn more about customizing your email templates here.

Sending or Scheduling Your Emails

Once you're happy with your email content, click the Schedule or Send Email button.

• If you're sending emails for both Galleries and Folders, a confirmation window will appear.
• If you're only sending for Galleries or only for Folders, your emails will be sent or scheduled immediately, based on your selection.