If you want to send a gallery to your clients, you can either copy & paste the link to the gallery and send it via any channel. Or you can send a mail using the “Send” button within the gallery. Here PicDrop gives you by default a general text, which fits every situation, but doesn’t look very individual.
If you would like to make this text more personal, you can adjust it in the account settings. Open there the point “Your text templates” and click on “Create new template”.
There you will see the standard text in an editor. In this editor you can customize the mail as you like and save it under a name. Beside the (only visible for you) name of the template and the subject the e-mail is divided into 4 areas:
- Greeting and beginning of the message
- Note to the gallery password
- Note on the PIN in the presentation view
- End of the mail and farewell
You can freely edit points 1 and 4 and be creative. It is important that you do not forget to insert the placeholder for the gallery link. All placeholders are already included in our template. However, if you have deleted them and want to insert them again afterwards, you can place them again in the text at any time using the “Insert placeholders” function. Make sure that the placeholders for the “Password” and the “PIN” end up in the respective areas 2 and 3.
You can also freely edit the already mentioned areas 2 and 3. But: It is important to know that these areas are only inserted into your mail when the respective function is active in the gallery to be sent. The sentence “The password is “password123″. (without quotation marks)” is only inserted if a password is active at all. This ensures that you will never forget to send the password for a gallery. PicDrop thinks about it for you. The same applies to the PIN to switch to the voting view. So it doesn’t make sense to put these topics in item 1 or 4. Just keep them separate and leave the rest to PicDrop.
Of course you can create as many templates as you want. Afterwards you can open your templates in the “Share” area of each gallery with one click and save a lot of work with each gallery sent to you. When sending, you can then decide whether you want to send the mail via your own mail program or via PicDrop.
The color markings, which you can find above each thumbnail in the image overview and below each opened image, are intended to better capture the different stages of image processing or image selection.
For example, you can mark pictures with the color “green”, which you feel is finished, and your client can set them to “final” if he agrees or downgrades them to “orange” if he still has change requests. This is just one example of many ways you can use the color markers.
We have deliberately kept the functionality open because every photographer and every client has his own way of working. Soon you will also have the possibility to label the three colors in your account settings yourself.
In many image editing programs, you can use the file search to display exactly the images of a selection of images from PicDrop. This saves you the trouble of searching for each individual file. Below we will show you how it works.
The steps in PicDrop
- Open in the gallery the selection that you want to filter out locally or mark the pictures with the selection function (blue plus sign in the picture overview)
- Click on the “Export Selection” icon in the selection, bottom right. There you will find the various possibilities to filter the selection in Lightroom or in your Finder/Explorer etc. – without a long search.
- Copy the corresponding file lists to the clipboard.
Please continue on your computer with your favourite tool:
The steps in Lightroom
- Open the Shooting folder in Library mode
- Press the ESC key to display the filters at the top
- Select the category “Text”
- In the drop-down menu, select “File name” and “Contains”
- Copy the file names into the search field
- Only the images that were previously saved in the selection are seen
The steps in Capture One
- Open the folder with the images to be filtered
- Click on “Edit” in the upper C1 menu
- Click on “Select by”
- Click on “File Name List”
- Copy the filenames from the Capture One filter field into the search field, making sure the separators are selected correctly
- Click on “OK”
- The images are now selected. Before you click anything else, you can make a selection in Capture One.
The steps in Photo Mechanic
- Open the corresponding project folder in Photo Mechanic and press Command+F (Ctrl+F under Windows).
- Now you can insert the filter text from PicDrop and check the box “Filenames”.
- Click “Find” and the corresponding images will be selected.
- Then you can close the search field and start the next steps with the marked files.
The steps in Mac Finder/Windows Explorer
- Open the folder where the pictures are located
- Click on the normal search
- Copy the file names into the search field
- Images that were previously saved in the selection will only be seen
Please note that the filter text in the Explorer is limited to 259 characters. The filter text in the Finder is limited to 2048 characters or 99 files.
There are four ways to rename a gallery:
- Open the corresponding gallery and click on the three dots in the upper left next to the gallery name. There click on “rename”.
- In the gallery overview (listing A-Z), move your mouse over the name of the gallery and click on the three dots in the upper left corner next to the gallery name. Click on “rename”.
- On the right side of your gallery overview, you will find the same three dots at each gallery, if you move the mouse over the gallery. There, too, simply click on “rename”.
- Finally, you can log in to your PicDrop account with your FTP program and rename the gallery there.
Please note, when you rename a gallery, the direct link to the gallery always changes. The old link becomes invalid and can no longer be accessed by anyone. If you have shared the link with someone before, send them the new link if necessary. The secure link to the gallery, however, remains and can be accessed further.
There are four ways to delete a gallery:
- Open the corresponding gallery and click on the three dots in the upper left next to the gallery name. There click on “delete”.
- In the gallery overview (listing A-Z), move your mouse over the name of the gallery and click on the three dots in the upper left corner next to the gallery name. Then select “delete”.
- On the right side of your gallery overview, you will find the same three dots at each gallery, if you move the mouse over the gallery. There, too, simply select “delete”.
- Finally, you can, as always, login into your PicDrop account with your FTP program and delete the gallery there.
To delete multiple images at once, select the images and click on the delete icon in the lower right corner.
To mark several images you can use the selection function or drag a “frame” around the desired images while holding down the left mouse button.
If you use the “Secure Link” function, you can give your clients or third parties a link to your gallery from the address with the exact structure of your folder and the gallery structure will not be visible.
For example, www.picdrop.com/photograph/client/project/shooting would appear as www.picdrop.com/photograph/PQd4HQ
Someone who only knows this shortened, secure address and has bad intentions cannot simply find out the addresses of your other galleries by analyzing or trying them out.
Of course, you should always protect your galleries with a password that only you and your client know. You can enter it under “Gallery Settings” and select “Gallery Password”. If the item “View sub-galleries” is activated in the parent gallery, your client can, of course, continue to navigate via the navigation on the left side and continue to access parent folders etc..
To ensure that visitors to a sub-gallery in the left menu do not have access to the parent gallery, the option “Navigation to sub-galleries and vice versa” must be inactive in this parent gallery. Therefore, no one in the parent gallery can see the sub-galleries – and vice versa.
In order to additionally prevent a “clever” visitor from shortening the address of a sub-gallery by one level and still being able to access the parent gallery, we recommend using the “secure link”. This link consists of only one code and does not allow any conclusions on your folder structure. You can find it in the “Send” section.