School knowledge base and forum

Submit a ticket My Tickets
Login  Sign up

Adding or correcting information associated to portraits

Information may be added to individual portraits or to a selected group of portraits.  First & Last name information may only be applied to individual portrait. Categories that create groups - eg: Grade, Teacher, Homeroom - may be be applied to multiple selected portraits at the same time.

Correcting data linked to portraits that already appear portrait pages may trigger a reflow of those pages. Minor changes, such as correcting a typo in a person's name, may not provoke any major change (perhaps an alphabetical reordering). Major changes, such as adding priority ranking to multiple portraits or adding new people to groups, may change your page significantly, even causing it to spill over to an additional page.

Accessing your portrait database

Your portrait database is accessed via the book manager's Manage Portraits option. Your portraits and the information associated to them will be displayed, and may then be edited.

(If you are working in the Editor on portrait pages and need to get back to the portrait database, click Close in the top right corner to return to the book manager view, then access Manage Portraits.)

Adding or editing information to individual portraits.

To edit information linked to a single portrait, click into any column next to the portrait. Add new information to an empty field by typing into it. Click Update or press the Enter key to apply the information.

In the example below, a job title is added to a teacher's portrait.

To correct typos, click on the existing information, make the correction, then click Update or press the Enter key to apply the change.

To add or re-assign a single portrait to an existing group or category, click into the column, then use the dropdown list to select a pre-existing group. Click update to apply the change. In the example below, a student is re-assigned to a new Teacher group.

Batch-editing multiple portrait records

Information may applied to multiple portraits at the same time.  To select a group one portrait at a time, click on the checkbox next to each portrait.

Use the Search box to isolate portraits that share a common group assignment. In the example below, we are looking to reassign all people in the Teacher group of Pendergast by typing a portion of the Teacher's name into the search box.

When the portraits are filtered, click on the "select all" checkbox to checkmark all portraits on the current page. Be careful that you've only included the portraits you need to change, since your search term may be available in other non-related categories. For example, if a someone had the last name "Penderton" in this school, their portrait would be part of the search for "pender,", even though we are only looking for the "Pendergast" Teacher group. 

To batch-edit all selected portraits, click on Edit people over the portrait table.  Note that the number of selected records is displayed.  A form will appear displaying all categories that may be edited. These are limited to categories which may hold group information, so First & Last name will not appear.  

Click into the category that needs to be updated. A list of existing groups will appear. Either select an existing group, or type to create a new group or correct a typo to an existing group. 

In this example, we are correcting Teacher's name. Once the typo is corrected, click Update people to apply the change to all records.

All records will now show the updated info in the affected category.

Note that in this example, the individual teacher's last name was not updated with the correction. The correction only applies to the selected category, not to any occurence of the corrected word.

Important: Certain information may be added as a one-click batch selection via the Assign Role feature. Assign role adds information automatically to individual people or groups to help you build staff pages very quickly and get teachers in the correct position at the top of their classroom pages. Read about Assign Role in a detailed article on this subject.

Check your data with Smart Filters

Make sure your portraits have all the information needed by using Smart filters.  Smart filters show portraits that may be missing critical information.

Warning will also appear over the portraits - use the Smart filter to view the suggested areas to fix.

In the example above, the warnings suggest that Assign Role be used to add priorities to portraits, and that other potentially critical information is missing from certain portraits. Use these warnings to catch potential issues that would lead to mislabelling, misgrouping or excluding portraits from appearing 

Upper & Lower Case Sensitivity

All fields are case-sensitive - upper and lower case versions of the same name are seen as different from each other. For instance, if you have an entry for McKay and another as Mckay, they are treated as two separate names.

This is particularly important when using the Teacher column. If you assign half a class of students to McKay and the other half to Mckay, you will have two separate teacher groups, which may lead to students being excluded from their classroom page. Be careful to use the existing groups when re-assigning people to avoid typos or capitalization issues.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.