The Photo Import Utility allows you to import existing member photos into your RecTrac database and associate them with their proper family members. Photo file images can be .jpg or .JPEG file types and can reside anywhere on your network. The utility imports them directly into the RecTrac database.
The Photo Import Utility is a good solution for organizations that have existing photo images of their members and want to use them in RecTrac. It is also a good option for organizations that allow members to use their personal photo images as opposed to those taken through the department at the time of membership/renewal.
The import can work from a properly formatted semicolon-delimited (;) text file or it can import images directly from a Windows directory/folder. Depending on your Conversion Option, photos can be imported using their existing file names (Input from Text File) or they can be renamed in advanced and imported directly (Input from Folder with Images).
See Also: Photo Import Option Examples.
From the bottom of screen…
Click Process to run the Photo Import Utility.
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
PhotoImportUtility_Tab1
Match Option (PhotoImportUtility_MatchOption)
Expand the Drop-down list to select your Match Option for the import process. The option you choose determines what the program will look for when matching photo image files with the family member to whom it belongs.
- Household Number - The program will match photo image files to a household number and assign the photo image file to Family Member 1 in that household. This is a good option for databases where there is one (1) Family Member per Household only, such as a most University and College databases. This option CANNOT be used to assign photo image files to Family Members in a household other than Family Member 1.
- Household Number and Family Member Number - The program will match photo image files to a household and assign the photo image file to the family member identified. This is a good option for databases that allow for multiple family members in a household. This option can be used to assign photo image files to any family member in a household.
- Social Security Number - The program will match photo image files to a family member based on social security number match.
- Cross Reference Number - The program will match photo image files to a family member based on finding a Cross Reference Number (Xref) match.
Conversion Option (PhotoImportUtility_ConversionOption)
Expand the Drop-down list to select your Conversion Option for the import process. The option you choose determines how your photo file images will be imported into the RecTrac database.
- Input from Text File - The program will use a .txt file to manage the import. This is the better option if you are importing a large number of images, as entry to a text file gives you the opportunity to proof the data before running the import. When this option is selected, Mandatory fields for your import file location and your image location will appear. When using a text file images can retain their original file names; the import process will rename them automatically within the database. See Also: Photo Import Option Examples.
- Import from Folder with Images - The program will import images directly from a folder. No .txt file is needed but images must be renamed. This is a good option if you are importing individual images for a few family members at a time only. When this option is selected a mandatory field for your image location will appear. Photo file images must be named according to the Match Option you selected. See Also: Photo Import Option Examples.
Overwrite Images If They Already Exist (PhotoImportUtility_OverwriteImages)
Enable this option to replace existing images, if any, with the image files being imported, if desired.
Leave this option de-selected to have any existing images remain linked to their family member.
Note: One (1) image only can be associated with a Family Member. Depending on how this option is set you will either copy a new image to a Family Member or use the existing one.
Import Path/File Name (Relative to Appserver) (PhotoImportUtility_ImportFile)
This field is applicable only if your Conversion Option is Input from Text File
Enter the windows directory (folder) and full file name of the text file from which you will import images is stored. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary. The text file and photo file images can be stored in the same location if desired.
The file location must be relative to your Database Event Server. UNC pathing is allowed. The location must include the full file name and extension. For Example: \\<your_event_appserver>\member_photos\import.txt
DeleteLocation Of Photos (Relative to Appserver) (PhotoImportUtility_PhotoLocation)
Enter the windows directory (folder) in which the photo files you will import are stored. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
The file location must be relative to your Database Event Server. UNC pathing is allowed. The location must include a terminating backslash. For Example: \\<your_event_appserver>\member_photos\
Delete