You can attach files stored in your OpenAsset system to employees. This can make the process of finding images featuring specific staff members much quicker.
Attaching Images to Employees When You Have the Employee Name in the File Information
If you have the name of an employee stored in the filename or the file metadata of an image, you can quickly attach images in your system to this employee.
From the Employees page, select an employee or create a selection of employees by clicking the checkbox on the image thumbnails. You can use the Filters menu to search for specific employees by name or code, use a Field Filter to search by metadata stored in employee fields, or use the Data menu to identify employees with few or no images attached.
Select the 'Primary Photo and Files' icon to the right of the page.
Using this menu you can attach or detach images from Employees, as well as assign a Primary Photo that is visible on their profile page. The search facility will search on filenames and metadata across your system database.
Select an image from the 'Find files to attach' tab to attach it or detach it from an employee. You can edit the name entered into the search menu, as well as specifying which category to search in for files. The search will default to your 'Staff' category, but you can select others as well.
Select the employee names on the left of the menu, or click 'Next' to cycle through the employees in your selection.
Finding Employees without Primary Photos
You can quickly identify Employees that do not have primary photos assigned by navigating to the Employees page and using the Data menu to the left side of the page.
Select the 'Has primary photo' field and click 'No' from the drop-down menu. This will filter your results to include only employees without primary photos.
Assign a Primary Photo to an Employee
Create a selection of employees, then select the 'Primary Photos and Files' icon to the right of the page.
Use the 'Set Primary Photo' tab and select an image to assign it as the Primary Photo. Click 'Assign & Save' to cycle through employees in your selection.
Attaching Images to Employees from the File Overview Page
Attaching Images to an Individual Employee
You can also assign individual images to an Employee by navigating to the File Overview page of a chosen image.
From the top-right of the page, select the 'Attach File to Employee' icon.
Use the menu to search for an employee. You can select 'Attach file' or 'Replace primary photo', then click 'Save and Close' or 'Save' if you wish to attach the file to additional employees.
A link to the employee page will then appear within the File Info tab for this particular image.
Attaching Images to Multiple Employees
If you have a selection of images that you wish to attach to more than one employee, this workflow will enable you to do this.
Create a selection of images that you wish to attach, then select the 'View all' button from the carousel.
This will launch a new search with your selected files. Click the first image in your selection.
Select the 'Attach File to Employee' icon from the top-right of the screen.
Use the following menu to find the relevant employee, then select 'Save and Close'.
Select the arrow icon next to the image, which allows you to cycle through the images in your selection. You can then repeat the steps above for each file.
Note: the Employee Module is available as an add-on in your OpenAsset system. Contact your CSM to discuss enabling it.