Adding Data to an Event

Adding data to your photos helps customers find their photos quickly and easily.

To import your data manually please follow the steps below:

  1. Create an event in your PhotoReflect software and on the Security & Expiration page, choose Data Settings.
  2. Photo Name (from file name) is a data set that is already defined for your event photos. If you'd like to have your customers search by Photo Name, select the check box next to that option. Configure other data settings by choosing 'Add' and entering in a data field name, for example, Jersey Number, Bib #, School ID, etc.
  3. Click the Published button. If this is not chosen for your data settings, they will not be published on your store, and users will not be able to search your event.
  4. Complete the form by choosing Required, Prompted or Optional for the data field to determine how you would like your customers to find their photos. Select 'Required' to ensure your customers enter an exact data match to view photos. Choose 'Prompted' if you would like to offer the option to search by data before viewing the photos, and choose the data to be 'Optional' which will offer the ability to search a large event for data tags, but will not prompt the customer.
  5. After the data fields are created, add photos to your event.
  6. Select the first image in the event and double-click to open the workshop.
  7. Select the 'Data' tab located in the top right corner.
  8. You will see the data field label that you already configured. Place your cursor in the 'Data Value' column and enter in the corresponding data for this photo.
  9. Click the tab key to move to the next image and enter the data value for this photo. Proceed in this way until all photos are tagged.
  10. When complete, click 'Return to Events' and publish. You will now see the event on your storefront and the search query feature displayed depending on the preferences set.

To import your data from a spread sheet to apply Data Settings to your event, please follow these steps:

  1. Create an event, add your images and open the photo workshop by double clicking the first image.
  2. Instead of manually tagging photos with data, we will instead import the data from a spreadsheet. Locate the Import Data option in the Data tab of the photo workshop page.
  3. Browse and select the CSV file you created for this event. (For steps to create a CSV file which will tag the files upon import successfully, please follow the specifications below)
  4. After import of the data is complete, select the Data Options. Set your preferences for how you'd like this data to work on the store. Determine Required, Prompted or Optional for the data you'd like the customer to provide to help find their photos.
  5. When complete, click 'Return to Events' and publish. You will now see the event on your storefront and the search query feature displayed depending on the preferences set.

CSV Data File Definition:

  1. You must have a header line as the first line in the file that describes each column.
  2. You must have at least one column for the photo file name so we can match it to the event photo files.
  3. We determine the photo file column by: Finding the header that contains the word "image", "file", "photo" or "pose" and does not contain "path", "folder", "date", "time" or "photographer". We also look through the rows for any columns that have the extension of an image file such as jpeg, jpg, bmp, png, etc.
  4. The file column can contain the full path or just the file name of the photo.
  5. If the file column only contains the file name, then we look for a column containing the words "path" or "folder" as the path column.
  6. We then take the file name or the combined file path and file name to match the photos in the event.
  7. If we find a photo match, we assign all the data in that row to the photo.
  8. If your data file contains multiple pose file names per line, it will also search for the matching photo files and add the data to those as well.
CSV Examples      
Simple Case      
Path and File Separate Case      
Multi-Pose Case      
IDNameGradePathPose1Pose2Pose 3

If you have any questions, please email our PhotoReflect care team at

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