New To Passcoding - Getting Passcodes Into Bulk Emails

Hi Guys - we are using passcode photos for the first time, we are using the -code- in the filename. Couple of questions, what happens when you come up against a hypenated names eg U15A_Peter Johnston-Smith-CODE-.jpg

Also is there a way to send out the passcodes from filenames when telling people the gallery is ready?

Really appreciate any help learning the subtlties of this feature - Thanks

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Do not use the persons name in the filename. Way too many variables that are completely out of your control.

Not that I know of.

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Hey Tim - in the next release is there any way we could set our own character for this? like between square brackets or use a carrot^

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Getting the passwords to the customer is something you have to do outside of Sytist. There is currently no way to do it at this time.

I probably won't change the password in the filename hyphen. You should just remove the hyphen from the name and inform the customer not to use it.

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Is there any way this could become a user changed variable?

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This is how we set up individual Gallery codes/passcodes for parents on our photos.

We use the parent's Last and First names. Eg if parents' name is Angie Duncan then their gallery code is Duncan_Angie.
if they have a - in their name it still works, if they have a name that has a space in the surname or first name, we change it on their account so that it works. Same with ' in surnames we remove them eg. O'Brian would be Obrian.

We do occasionally have issues if they put a space after their surname, they email us saying that their gallery code does not work and we then send them the correct code without the space in the code.

This has been working for us well, with only a small amount per gallery release emailing us with issues with their gallery codes.

Hope this helps!

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Thanks for your input. That would make it easy to email them through the gallery - which method of the passcode are you using? Excel sheet?

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we do email them through the website. or more specifically through each gallery.

We set up the Gallery Codes for each child in their photos as we process them.
We put the parent names in the Title under file properties.

Set up a draft email to say what you would like to tell them and for the gallery code use
Your gallery code is: [LAST_NAME]_[FIRST_NAME]

This will populate each email individually with the correct gallery code.

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Hi Angie, thanks so much for discussing this with me. Is populating the title field a manual process? I like your idea for code generation as its not obvious to guess it from the outside world while those in the club may be able to have a poke around by guessing but thats on them. It also allows a parent to see all their kids. I will digest this and ruminate on how I can incorporate this. Are you doing pre or post sales with a full database of kids and parents names or are you asking them to pre register? Thanks again Angie.

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Hi Darrell,
We take pre-orders so we have the parent's details before we do the photos.
it is a manual process that we do while we are processing. Once the photos are processed usually around 10 - 15 per parent gallery in our case. We select all the photos in that gallery and do the
gallery code in the metadata. It is just part of our process plus we tick it off as we process so that we know it's done.

We use a dedicated app designed for our business to store the order details so it's easy to find and do the gallery code for us.

Because we deal with parents somethings for 4 years in a row, they sometimes cheat the system and entre their gallery code before the photos are ready. We usually upload them just before we release them. Next year we are changing up the gallery code so that they can not guess it! We are simply going to add the year to the gallery code next year, so we will use [LAST_NAME]_[FIRST_NAME]2023 :-)

I'm glad that I can be of help :-)

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Hi Angie what part of the world are you? - similar timezone to OZ? Feel free to look us up in our profile be interested in what you are doing.

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Sydney NSW :-)
www.modernkindyphotos.com.au

Edited Mon Nov 28, 22 11:01 PM by Angie Duncan

I totally randomise my passwords - I don't want anyone guessing another's password due to the same formula applied to all.

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