Photo Gallery Admin

The SOIN Photo Gallery module enables schools to post photographs of school activities and events.  To access the Photo Gallery, from the left side menu, click on Photo Gallery and then click on the Photo Gallery – Admin link from the dropdown menu.  The Photo Gallery Page opens. 

CLICK HERE to download the complete Photo Gallery Help file.

Create New Album

1. To add a new photo album, click on the ‘Add Album’ button. 
2. The Create New Album page opens.  
3. Enter the name of the album you are creating. 
4. You can enter a brief description of the Photo Album (i.e. Alumni Picnic). 
5. Then choose which groups are to have access to the photo album by selecting the desired division(s) and\or groups. 
6. Click ‘Save’.  After saving, the user will be brought back to the Photo Album list, with the newly created Album listed.
    

Add Photos

1. To add photos to the album, select the desired album by placing a check in the select box. 
2. Then click on the ‘Manage Album’ button. 
3. Once the Photo Gallery page opens, click on the ‘Add Photos’ button. 
4. There are ‘Normal’ and ‘Advanced’ photo upload pages.  First we will cover the Normal mode. 
5. Click on the ‘Normal’ radio button.  
6. The Add Photos page opens, click on the ‘Browse’ button. 
7. The browser window opens allowing you to select a picture to upload. 
8. Locate and highlight the desired photograph(s) and click on the ‘Open’ button to add them to the photo album. 
9. Repeat this photo selection process as needed. 
10. When complete, click on the ‘Upload’ button. 
11. The user will then be returned to the Photo Gallery page, where they can see the select photos in thumbnail view. 
12. They can also review the photos by clicking “Click here to see the as a slide show” link.  
13. Click on ‘Save’ when complete.

In the ADVANCED MODE – users can add several pictures at once, with Drag and Drop functionality.  Note:  the first time you use the advanced upload feature, you may need to update your ActiveX Control files. 

1. Highlight several pictures and either drag them to the bottom window (hold down the left mouse button and drag the curser to where it says ‘Drop Files Here’) or just click the ‘ADD’  button. 
2. If you click on the  ‘ADD ALL’ button, all the photos will be added to the album, whether they are highlighted or not. 
3. Once you have selected and added all the desired pictures, click the  ‘Send’ button to complete the upload process. 
4. When the upload is complete, you will see an ‘Upload Complete’ message. 
5. Click ‘OK’ and you will be returned to the Photo Gallery page where you can see the pictures you just uploaded.

Delete, Archive and Restore Albums

Delete an Album

1. To delete an album, select the album, and then click the ‘Delete Album’ button. 
2. This will erase the album completely, without having the ability to restore the album.

Archive a Photo Album

1. To Archive a photo album which is out of date, select the album, then click the Archive Album button. 
2. This will prevent users form accessing the album, but will not delete the album. 
3. Archived albums can be restored at a later date.

Restore an Archived Album

1. To restore an Archived Album, click on the Albums to Restore button.
2. A page will open displaying all archived photo albums (highlighted in red). 
3. Select the desired album to be restored and click on the ‘Restore Albums’ button. 
4. The selected albums will then appear on the Photo Album list after clicking on the ‘Restore Albums’ button.

Photo Gallery Sharing

Teachers who create Photo Galleries have the ability to share the galleries with their classes, other staff members, administrators and other users.  

1. To share a photo gallery, open ‘My Photo Galleries’ page and click on the ‘check sharing link or select the desired photo album and click on the ‘Share Album’ button.
2. Please note:
   • the red check mark next to an album indicates that the album has been posted to the school photo gallery. 
   • The red asterisk <*> next to an album indicates that the album has been submitted to post to the SOIN Administrator to post to the school website, pending approval.
3. The Share album page opens. 
   • By default, it shows the teacher’s classes. 
4. Share the album by selecting the classes, parents and or students, with which to share the album and click on the ‘Give\Remove Access’ button.  

The same procedure can be followed to share albums with staff members. 

1. Click on the ‘Staff Members’ radio button and a list of staff member will be displayed. 
2. Select the desired staff and click on the ‘Give Access’ button.

Users can also share with individuals (staff member, parents, alumni, others) by clicking the ‘Other Members’ radio button. 

1. A search field is displayed. 
2. Enter the name of the user and click ‘Go’. 
3. Select the desired users and click on the ‘Give Access’ button.

Posting Albums to the School Photo Gallery

Teachers can submit a photo album to an administrator to post to the School Photo Gallery page. 

1. In ‘My Photo Galleries’, select the desired album and click on ‘Submit Album to SOIN Administrator’ button.
2. After an album has been submitted to the SOIN administrator, the user who created the album can no longer manage or delete the album (hence no ‘select box’ for two of the albums shown above). 
3. Albums that have been submitted to the SOIN administrator can still be shared,

The SOIN administrator will then open up the Photo Gallery – Admin page and click on the ‘Review Albums to Be Published’ button.  

• If the administrator chooses not to publish, management control of that album is returned to the author, allowing them to add photos or delete the album.  
• If ‘Publish albums to School\s’ button is clicked, the administrator must choose which Photo Galleries to publish to album and then click on ‘Publish Album’ button.

Active-X Installation

When a user tries to upload photos in Photo Gallery module or tries to use a module that requires Active-X controls (special files) to be present on their PC, the user is prompted to install them.

• These controls need to be installed only once.
• After installation, the software automatically finds the Active-X controls on the user’s PC, and will not prompt the user to install them again.  
• If Active-X controls or plug-ins need to be updated on your PC, you will see a note along with a beige message bar at the top of the web page, just under the information bar as shown in the following image. 
• To install the ActiveX controls, right-click on the beige message and select ‘Install ActiveX Controls…’
• Windows may ask you to confirm that you want to install Active-X, or install ‘plug-ins’ and say ‘yes’, ‘allow’ or ‘continue’ when prompted.  
• When prompted to install the software, click ‘Install’. 
• When completed, you will be brought back to the uploader page, ready to load photos.