Administrator FAQ

Last updated 3 Mar 2019


Where can I find what has changed?

All changes to PhotoEntry are recorded in the Changelog.


What are the basic building blocks?

PhotoEntry uses the following entities:

Entity Description
Options An Administrator can set various Options for your club.
User Users must be created in PhotoEntry. They are identified by an email address which must be functional to receive emails such as their initial password. The User's email address, name etc can all be changed. A small number of Users are given Administrator rights.
Class Most clubs assign users into Classes such as Club, Intermediate and Advanced. You need to have at least one Class. You can change the Class that a User is assigned to, but it is best done at the end of a season.
Category It is sometimes necessary to assign Users to different Classes depending on the type of Competition. For example a User might be in Intermediate for Print, but Advanced for Digital. Categories allow this to be done: Each Competition is assigned to a Category, and Users are assigned to a Class for each Category.

You need to create at least one Category. Remember that if you define a new Category you will need to assign each User to a Class for that new Category.
Competition Group A Competition Group is a logical grouping of Competitions. It will typically be something like "2016-17 Club Competition", or "2016 Exhibition". Each Competition belongs to exactly one Competition Group. Some functions work only within a Competition Group (e.g. a User can view all Entries in the group; limits can be applied across Competitions in the group; Series work only within a group).
Competition Individual Competitions are created within a Competition Group. You generally only need one Competition for a night as Entries for different Classes are kept separate (there are exceptions to this).
Entry Users can make Entries into Competitions. The number of Entries that a User in each Class can make is specified in the Competition. An Entry has a Title and can have some other preferences. Scores may be entered for each Entry.
Image Each Entry has a number of associated images. Normal Competitions will specify exactly one Image per Entry; panel Competitions will specify more than one Image per Entry.
Series A Series accumulates scores from Competitions. It may represent, for example, all the scores for a season's Print competitions. Competitions that make up a Series must all be in the same Competition Group, and within the same Category if the Series is By-Class. Series may be defined or changed at any time as they are calculated on-demand from the original data.

How should I get started?

The following is a good order to perform initial setup. You can always go back and add/change things. We recommend you leave creating Users to last though, because each User will receive an email as they are created and it is better to have a working configuration in place first.

  1. You should have an email with your initial access details. Log on using these, and you will be prompted to change your password.
  2. Click on Options and ensure they are set appropriately.
  3. Click on Classes to create the Classes that you require.
  4. Click on Categories to create the Categories that you require.
  5. The next step is to create Competition Groups.
  6. Within each Competition Group, now create the individual Competitions.
  7. Within each Competition Group, create any Series that are required. This step could be left until later, but it would be wise to ensure that you do not need to fundamentally alter the Competition Group or Category structures before letting Users on.
  8. You are now ready to create the first Users.

What does Active mean?

In various parts of the configuration you specify whether something is Active or Inactive. Active items are visible to all Users, whereas Inactive items are not. Use this when setting up, for example, a new Competition Group that you don't want Users to see until you have finished configuring it.

For Users it has a more specific meaning. If you delete a User, everything to do with that User is removed. This could affect the results of Series competitions. It is generally better to mark Users Inactive if they have entered into Competitions. Inactive Users cannot login.


Can I safely change the name of various entities?

Yes. The names of entities (Classes, Users, Competitions, etc) are purely for display purposes. All the internal linkages are done using hidden fields that you do not see.


What do the Options mean?

The following Options are available:

Option Description
Organisation Code This short code is assigned by PhotoEntry and cannot be changed. It appears in URLs for downloading images, and you will have an email address of "code" allocated which will be used as the From address in emails sent to your Users. Emails received to that address will be forwarded to your Administrator Email Address (see below).
Subscription Expires The last date of your PhotoEntry subscription. Administrators will receive on-screen warnings when expiry is within 30 days.
Maximum Image Width Default value used when creating new Competitions. Images will be resized to this or rejected if their width exceeds this according to the Competition's Image Resizing setting.
Maximum Image Height Default value used when creating new Competitions. Images will be resized to this or rejected if their height exceeds this according to the Competition's Image Resizing setting.
Minimum Image Width Default value used when creating new Competitions. Images less than this width cannot be uploaded.
Minimum Image Height Default value used when creating new Competitions. Images less than this height cannot be uploaded.
Default Colour Profile Default value used when creating new Competitions. It has 2 possible values: "sRGB IEC61966-2.1", and "Adobe RGB (1998)".
Default Image Resizing Default value used when creating new Competitions. It has 4 possible values: Resize down if required, Accept only if both width and height exactly match target dimensions, Accept without resizing, and Accept only if resizing not required.
Administrator Email Address The address to which administrative notices will be sent. See also "Organisation Code" above. This does not need to be the same as an individual administrators address.
Website Top Images Email Address When a Competition has been judged, you may request that an email containing all eligible images is sent to your website administrator for publishing. If this address is left blank, Users will not see any publishing options.
Website Top Images Publishing When the email of top images is being generated, it takes into account publishing options such as whether the image may be published at all, whether metadata is to be stripped, and whether a watermark with the author's name is added. If this Option is set to "Allow user to select" the User will be able to select publishing options for each Entry. If this is set to a particular publishing option, Users are not given the opportunity to select, and this value is used instead. Administrators may still override the value for a particular Entry.
Website Top Images Email #1 Email #1 only applies a watermark if the User has selected to, or the Administrator has chosen not to allow User choice and has selected watermarking. Email #1 can be disabled completely, and the Administrator can choose whether to append the User's Distinctions to their name.
Website Top Images Email #2 Email #2 always applies a watermark. It can be enabled or disabled completely, and the Administrator can choose whether to include the User's name, Distinctions, and/or the Entry Title.
Website Top Images Cutoff Score For Competitions that are scored, Entries with this score or higher are candidates for inclusion in the top images emails.
Website Top Images Cutoff Grade For Competitions that are graded (e.g. First, Second, etc) Entries with this grade or higher are candidates for inclusion in the top images emails.
Website Top Images Strip Special Characters Some buggy email clients (Outlook) don't handle special characters in attachment filenames well. Setting this option to Yes will strip out any non-alphanumeric characters (apart from _) from the attachment filenames.
Default Minimum Score Default value used when creating new Competitions. This is the minimum score that will appear in the dropdown when entering scores. A value of zero (e.g. for disqualification) can always be entered regardless of this setting.
Default Maximum Score Default value used when creating new Competitions. This is the maximum score that will appear in the dropdown when entering scores.
Default Half Score Default value used when creating new Competitions. This determines whether half-scores will appear in the dropdown when entering scores.
Default Uppercase Titles Default value used when creating new Competitions. This determines whether Entry and Image titles are forced to uppercase.
User Name Format Determines whether User's names are displayed as "First Last" or "Last, First". Regardless of this setting, lists of Users are always sorted by Last name.

What Grades are available?

If you select that a Competition is graded (rather than scored), the following grades are available. The choice of grades is fixed and cannot be customised:

  • First
  • Second
  • Third
  • Highly Commended
  • Commended
  • Selected
  • Not Selected
  • Disqualified

If you have not yet graded an Entry the grade will show as blank.


What Classes should I create?

These are simply the Classes that you divide Users into. Examples might be Club, Intermediate and Advanced.


What Categories should I create?

Categories serve a specific purpose within PhotoEntry: they allow a User to be in a different Class for each Category. Do not try to use Categories for other purposes!

You will have a pre-defined Category of "All Competitions". There are only two reasons to change this:

  • If you allow a User to be in a different Class for e.g. Print and PDI, then create Categories of Print and PDI, and delete the All Competitions Category. Then assign each Competition to ether Print or PDI category.
  • If some of your Competitions are run by Class, but others are not run by Class, then create a Category of e.g. Classless, and a Class of e.g. All Users. Assign your classless Competitions to the Classless category. Then ensure that all Users are in the All Users Class for the Classless Category.

Before creating Categories consider the following:

  • For each User, you will need to specify which Class they are in for each Category. Additional Categories means additional maintenance of Users.
  • When you define a Series you do not have to include all of the Competitions in it. In the above example, you might define a Series called Print Series and only include the Print Competitions in it. There is no need to define a Category merely for this purpose.

What Competition Groups should I create?

The two main reasons for creating Competition Groups are to group all Competitions for a season (e.g. 2016-17 Club Competitions), or for a specific event (e.g. 2016 Exhibition). Bear in mind the following:

  • Every Competition must belong to one Competition Group.
  • Users see the Competitions within a Competition Group ordered by Close Date.
  • Users can view all of their Entries within a Competition Group on one page.
  • Series competitions only work within a specified Competition Group.
  • You can optionally specify a maximum number of Entries that a User may make across all Competitions within a Competition Group.
  • You can optionally specify a maximum number of Entries that a User may make across all Competitions within a Competition Group that have the same Close Date.

The following Competition Group attributes can be set.

Attribute Description
Competition Group Name The display name of the Competition Group. It must be unique.
Max Entries per User Across the Group (0=no limit) You may wish to limit the number of Entries that a User may make across all Competitions within this Competition Group. If so specify it here. Entering zero disables this limit. You will normally have a limit on each Competition as well.
Max Entries per User Across Same Close-Date Competitions (0=no limit) This is similar to the above attribute, except that it only applies to Competitions that have the same Close Date. This caters for a scenario such as having 4 types of Competition on a night, where a user can enter up to 2 in each but only up to 6 overall.

How do I create a Competition?

From the Main Menu, click on the Competition Groups button, and select the required Competition Group. Then underneath "Select a Competition" click "New...". Alternatively, if you already have a Competition (in that Competition Group) with most of the settings you want, you can clone it: click on the existing Competition, alter the fields you want to including the Competition Name, then click Create New Competition.

The following Competition attributes can be set. Note that you do not require a separate Competition for each Class.

Attribute Description
Competition Name The display name of the Competition. It must be unique within the Competition Group.
Category The Category to which this Competition is assigned. Note that you cannot change this if the Competition is part of a By-Class Series.
Closing Date The nominal closing date of the Competition. No automatic action happens on that date. The date is used to sort lists of Competitions. It is also used when applying an Entry limit per User to Competitions (within a Competition Group) closing on the same date.
Judge 1-3 Optional - names of up to 3 judges.
Judge 1-3 Website Optional - the full URL of the judge's websites. When specified the judge's name becomes a hyperlink to this address.
Hide Judge until Closed If set to Yes, the name and website of the Judge will be hidden until the Competition status is Closed or Judged.
Comment Optional - can be used to display any additional information to Users.
Colour Profile This specifies which colour profile images should have. The choices are "sRGB IEC61966-2.1" and "Adobe RGB (1998)". The default value is taken from the Default Colour Profile value in Options. Images submitted without a colour profile are assumed to be sRGB.
Image Resizing This specifies how uploaded images are resized if their dimensions differ from those specified for the Competition. It has 4 possible values: Resize down if required, Accept only if both width and height exactly match target dimensions, Accept without resizing, and Accept only if resizing not required. Note that images are never sized up, only down.
Maximum Image Width Images will be resized to this or rejected if their width exceeds this according to the Require Exact Image Dimensions setting. Images are never upsized.
Maximum Image Height Images will be resized to this or rejected if their height exceeds this according to the Require Exact Image Dimensions setting. Images are never upsized.
Minimum Image Width Images with both width and height less than the minimum values cannot be uploaded.
Minimum Image Height Images with both width and height less than the minimum values cannot be uploaded.
Competition Active Inactive Competitions are hidden from Users.
Scoring Selects whether the Competition is scored or uses grades.
Minimum Score This is the minimum score that will appear in the dropdown when entering scores. A value of zero (e.g. for disqualification) can always be entered regardless of this setting.
Maximum Score This is the maximum score that will appear in the dropdown when entering scores.
Half Scores Determines whether half-scores will appear in the dropdown when entering scores.
Uppercase Titles Determines whether Entry and Image titles are forced to uppercase.
Separate Author Field Required This is intended to support inter-club competitions where the "User" is in fact a club. Setting this attribute requires the competing club to enter the Author along with the Title. Author is displayed on appropriate screens, appears in the Zip file names, and is used in the watermarks.
Enable use of Awards Award information can be entered for each Entry, and for each Image in a panel Competition. To enable this you must set this value to Yes. Awards are free-format, and are displayed along with the Score/Place.
Images per Entry Min/Max These must only be set higher than 1 for a panel competition. For "normal" competitions they must both be left at 1. For most panels the min and max values will be the same (i.e. there is a fixed number of images required). The max value may be set higher than min if the panel can comprise a variable number of Images per Entry. Unless this is a panel competition you probably want to adjust Maximum Entries for each Class instead.
Minimum Entries Specifies the minimum number of valid Entries that a User must have for a Competition. If the User has less than that number, all of his/her Entries will be marked as invalid, and none will be submitted. Setting this to 0 (or 1) disables the feature.
Maximum Entries (Class) One of these will appear for each Class that you have defined. These are the attributes you will normally adjust to control how many Entries a User may make into a specific Competition. Note that setting this to zero will hide the Competition from normal Users in the corresponding Class.
Administration Delegated To Allow nomination of a User (which in an inter-club scenario would be a club) to have limited administrative authority over a particular Competition (changing Status, reviewing and deleting Entries, entering results, sending emails). An expiry date for the delegation may be specified. Once the expiry date has passed, the delegation will no longer be visible or active.
Presentation Sequence If set to Yes, PhotoEntry will generate random 4-digit Presentation Sequence numbers for each Entry in that Competition. These are visible on the user and management screens that show Entry details.
Status Refer to the User FAQ. Competitions usually start in a Future or Open state, then progress through each stage. The Competition must be manually Closed - it does not automatically close on the Close Date. You may re-Open a Competition if you wish. Note that as an Administrator you may make changes to User Entries using the Impersonation feature without having to re-Open the Competition.

Further buttons appear after the list of attributes according to the Competition State. There then follows a summary of all the Entries for the Competition. If it is in the Closed or Judged state, you will also be able to enter/amend scores/grades.


How do I create a Series?

From the Main Menu, click on the Competition Groups button, and select the required Competition Group. Then click on "Series Competitions", then on "New...".

Series work in the following way:

  • Each Series works within a Competition Group.
  • Series are re-calculated on the fly from the underlying Competition data. You may add, modify or delete Series at any time without losing any data.
  • You select the Competitions that comprise the Series, and specify how many Entries (Maximum Entries) from each Competition may be considered. Setting that to zero excludes that Competition from the Series.
  • A Series option MaxPerAuthor can be set. This is for use in inter-club scenarios when the Competition attribute "Separate Author Field Required" has been set. Do not set this unless your Competitions have Author enabled! By default it is 0 (no limit). If it is set, then within each component Competition, only MaxPerAuthor entries from the same Author will be considered. Author names are matched using a case-insensitive comparison, and any entries without an Author are excluded. Note that the Author field is free-format, so "F Bloggs" in one Entry will not match "Fred Bloggs" in another.
  • For scored Competitions, the raw scores are used. For graded Competitions, you may specify what score value to use for each grade.
  • You may assign a weighting factor to the first and subsequent Entries from each Competition. This allows you to, for example, take the full value of the highest score and half the value of the next highest score from a Competition. A weight of 100 is neutral, 50 will halve the score, 200 will double it, etc.
  • From the candidate weighted scores from all of the Competitions, the top "Normal Entries" scores are then selected. For example if you had 2 Entries from each of 4 Competitions, you could then select the best 6. Weighting factors for the first Normal Entry, remaining Normal Entries, and Tie Break Entries may be specified. These weightings are applied across the sorted list of entries from all competitions.
  • The calculations are performed, and if there is a tie for first place, the additional scores are added in one at a time up to a maximum of "Tie-Break Entries". Setting Tie-Break Entries to the same value as Normal Entries effectively disables this.
  • Each Series may be By-Class, or Not-By-Class. If Not-By-Class, the processing is exactly as described above. If the Series is By-Class, the processing is performed once for each Class.
  • Whenever a User submits an Entry, their Class at that time is recorded against the Entry. This means that if you re-calculate a Series from an earlier season, the results should still be correct, even if that User has now moved to a different Class.

Note that if you move a User from one Class to another during a Season (or whatever time period the Series covers) their Entries that contribute to a By-Class Series will be split across the Classes. If you need to retrospectively change the Class that an Entry was submitted for there is a Change Class button alongside each Entry.

To calculate the results of a Series, go into the definition of that Series, and click on "Calculate Series Results". This will give you two tables for a Not-By-Class Series, and two tables for each Class for a By-Class Series:

  • The first table shows the interim working results for each Competition. Scores in black are those being considered, and the scores in red have been discarded.
  • The second table shows the final results. The black scores from the first table have been selected and ranked. The number of columns will be between "Normal Entries" and "Tie-Break Entries" depending on whether additional scores (shown in red) have been included to try to resolve tie-breaks. The rows are totalled and sorted.

You can choose whether to allow Users to view the results of each Series.


How do I create a User?

From the Main Menu, click on the "Users" button, then click on "New...". Note that completing this section will generate an email to the User containing their access details.

The following attributes are available:

Attribute Description
First Name Optional - The User's first name. This may be left blank (useful if the User is actually another club in an inter-club scenario). May be changed at any time.
Last Name The User's last name. Lists are sorted by Last Name, then First Name. May be changed at any time.
Distinctions Optional - Distinctions will be added to the User's name on entry lists, results lists, etc.
User ID This can either be:
  • a functioning email address - in which case the separate Email Address field must be left blank, or
  • a User ID (alphanumerics, hyphens and spaces) - in which case a functioning email address must be specified in the separate Email Address field.
The User logs on using their User ID. It may be changed at any time without losing the Entries associated with the User. The User ID must be unique throughout PhotoEntry.
Email Address An Email Address can be specified for a User providing that their User ID is in the ID format (see above). This allows multiple User accounts with the same email address to exist in PhotoEntry - either the same person with accounts in two Organisations, or several people who share the same email address. Unlike the User ID, the Email Address field does not have to be unique within PhotoEntry.
Membership Number Optional membership number.
Class for Category "xxx" For each Category you need to assign the User to a Class before they can enter any Competitions with that Category. If the Class for a Category is left as Unassigned, and the User selects that Competition, they will see their Class as Unassigned and Maximum Entries set to zero.
User Active If set to Yes, the User may use PhotoEntry and will receive emails from PhotoEntry. If set to No, neither of these will happen. Setting a User Inactive is the best action if a User leaves your club and has previously made Entries as it preserves all their information, and any Series will reflect this. If you were to delete the User, all their information will be deleted, and the results of any Series (current or past) will update.
Access Level As an Administrator you may nominate other Administrators. By default you are permitted only two Administrators. Be very careful when doing this as an Administrator has complete control over your data, and may change or even delete everything.
Reset Password & Email to User Users can now request an automated password reset from the login screen, so this option is not so vital any more. It may be useful if you wish to forcibly change a password. It will choose a random temporary one and email to the User.
Disable 2-Factor Authentication This only appears when a User has enabled 2-factor authentication. Setting it to "Yes" will disable 2-factor authentication for that User, and they can then set it up again if they wish. Note that you may have to do this if a User loses their mobile device.

Can two users share an email address?

It is possible for a User to have multiple PhotoEntry accounts with different Organisations, but to use the same email address. It is also possible for two different Users to have individual PhotoEntry accounts with a shared email address.

Users now have a User ID and an Email Address. If the Email Address is left blank, the User ID must be a valid email address - all existing User accounts were migrated to this format.

To specify a separate email address for a User: change their User ID to the new ID format (alphanumerics and spaces), and enter their email address in the Email Address field. User IDs must be unique throughout PhotoEntry, but the same email address can be associated with multiple User IDs.


How does Impersonation work?

Impersonation allows an Administrator to "pretend" to be another User. During impersonation:

  • Competitions behave as though they are Open. This allows an Administrator to adjust Entries after a Competition has Closed but without re-Opening it to Users. Adjustments could include changing a title, deleting an inadmissible Entry, or even creating a new Entry for that User.
  • Inactive Competition Groups and Competitions will be visible.
  • You will not have access to your normal administrative functions. They will be reinstated when you cancel the impersonation.
  • You can use the "Show Your Entries in the Group" button to easily review a User's Entries. This can be useful if you suspect the User may have already submitted an Image earlier in the season.

You start impersonation by going to the User maintenance screen and clicking "Impersonate User". Impersonation is cancelled by clicking on the "Cancel Impersonation" link in the navigation bar.


How do I download entries from a Competition?

This answer describes the general process for downloading entries. If you are using an integrated projection software package, please see the Integration section.

When a Competition Status is set to Closed or Judged, on the Manage Competition page a button labelled "Download Entries Zip File" will appear. Clicking on this will take you to a page where you define and select the format in which you want the filenames within the zip file.

If you have not yet defined any formats, a Default Format will be created as you display this page. It is suitable for many types of Competition, but you may remove or change it as you wish. A sample of the filename format is displayed beside each one.

Clicking on a format name will allow you to see the detail of that format. You may edit the format, and either update it (click on Update Zip Format) or create a new format by changing its name, etc and clicking on Create New Zip Format. You may also delete the format completely. If you delete the last format, and do not create any more, a new default format will be created the next time you try to download a zip file.

The following fields are available and will be used in the order shown on the screen. Note that fields will be separated by an underscore (_) where appropriate. Fields that do not have a value (e.g. "Author" when no Author value has been set for the Entry) will have the word "null" in the filename.

Field Description
None This field is simply ignored.
Slash A slash character (/) is added to the filename. This will cause the following part of the name to appear in a subdirectory within the zip file. Do not include a slash as the first field. Note that zip files always use a forward slash - on Windows systems it will be automatically changed to a backslash (\) by your computer.
Class Name The name of the Class that the User is in. This is often used as the first field, followed by a Slash, so that entries for each Class appear in separate subdirectories in the zip file.
User's Full Name This inserts "FirstName LastName". For a federation, the LastName field is usually used to hold the competing Club's name.
Membership Number This inserts the User's membership number.
Author This is mainly used by federations, where the User is in fact the competing Club. This inserts the Author of the each Entry.
Sequence Number This inserts a 3-digit sequence number for each Entry. If it is a panel Competition, each Image within the panel Entry will have the same sequence number. The number reflects the order in which the Entries were made.
Entry Title Inserts the title of the Entry. For a panel Competition, each Image within an Entry will have the same Entry Title (but be differentiated by the Image Number field).
Entry OID Inserts the internal PhotoEntry object identifier for this Entry.
Image Number Inserts the position within a panel for this Image. For non-panel Competitions this value will always be 1.
Image OID Inserts the internal PhotoEntry object identifier for this Image.
Image Title Inserts the optional title for this Image.
Entry Reference Inserts the optional reference number for this Entry.
Image Reference Inserts the optional reference number for this Image.
Presentation Sequence Inserts the PhotoEntry-generated 4-digit Presentation Sequence for this Entry. If the Competition Presentation Sequence attribute has not been set to Yes, this field may not have been generated and will be output as 0000.

Finally just click the Download button beside the format that you wish to use.


How do I actually run a Competition?

The steps are:

Setup Create the Competition and set its Status to Open. This could be done for all Competitions at the beginning of a season.
Review If you wish to, check the Entries periodically.
If you wish to extend the Close Date, update the Competition appropriately, and notify Users. Adding a Comment to the Competition is useful, as is using the Send Ad-Hoc Email button.
Update the Competition Status to Closed. This is necessary to prevent Users making any further changes. It is a manual operation - the Competition will not automatically close.
Review the Entries and ensure you are happy with them. If necessary Impersonate a User to make changes. If you wish to allow a User to resubmit an Entry, they should either send the amendment to you by email for you to change on their behalf, or else you will have to re-Open the Competition (which means others could make changes too).
Delete any partial Entries. If there are any Entries without Images a button will appear allowing you to delete them quickly.
On the Actions tab, click on Entry Report. This will construct a report showing the Entries. Use the Settings tab to tailor it if necessary. You can then use the Email button to send it either just to the administrator or to all active users. If you wish to print a copy, on the Settings tab change the Display Type to Printable and Re-Display, then print directly from your browser. This is useful for printing score-sheets.
Run For a Digital competition, click "Download Entries Zip File", and load into your projection software (e.g. DiCentra). If you judging by Class you will load the directories within the Zip file as separate DiCentra competitions.
Run the actual competition, recording the scores on the score-sheet.
Enter the scores from the score-sheet into PhotoEntry. This can be quick as they are all in the correct order.
Set the Competition Status to Judged. Scores will now be visible to Users.
Generate a results sheet using the Email Report function as described above. Because the Competition is now Judged the scores will appear, and further options are available.
Click on the "Email Top Images" button on the Actions tab if you wish to. This will send emails with the top images to your webmaster, as configured in Options.

Can PhotoEntry help me to project images during a print competition?

PhotoEntry version 11 introduced support for projecting print Competitions. If you enable Presentation Sequence on a Competition, PhotoEntry will assign a random 4-digit sequence number to each Entry in that Competition. Users should be instructed to write the sequence numbers on the back of their physical prints before bringing them along to the actual Competition.

To prepare the images for projection, set the Competition status to Closed, then click on "Download Entries Zip File". At this point you should ensure that you have a Zip Format which includes Presentation Sequence as the first field in the filename. For example:

  • Class name, Slash, Presentation Sequence, User's Full Name, Entry Title, Image Number (for a Competition judged by Class)
  • Presentation Sequence, User's Full Name, Entry Title, Image Number (for a Competition not judged by Class)

Once downloaded, the images will all then be in a single directory ordered by Presentation Sequence, and can be projected using any standard photo viewer that preserves filename order. (Do ensure that you are using one that supports colour management though. In particular the default Windows 10 photo viewer does not apply colour profiles!).

As prints arrive on the night, sort them by Presentation Sequence (within Class if appropriate). Delete any digital images where the physical print does not materialise. You should then be able to project images in the same order that the physical prints are displayed.


How should I respond to a User request to be "forgotten" under GDPR regulations?

Exactly how you should respond will depend on your own club's agreement with its members. PhotoEntry provides a Forget User capability that can aid you in fulfilling the request. Although you could simply delete the User from PhotoEntry, this will change the result of any Series that the User's Entries had contributed to. Forget User works by overwriting the User's personal data, while retaining their Entries.

Forget User performs the following operations on the User record:

  • Clears User First Name, Email Address, Distinctions, and Membership Number.
  • Sets User Last Name to "<Forgotten>".
  • Sets User ID to "<Forgotten>-"<random string>.
  • Sets Active to false.

Can an administrator build a new Competition from Entries in other Competitions?

An Import capability has been added to allow an administrator to copy Entries that already exist in other Competitions. It can be found in the Manage Competition screen on the Actions tab. The import is done in two stages:

  • The first stage select the Competitions that you want to import from, and optionally a score/grade cutoff value. This stage does not actually perform the import, but allows you to preview and fine-tune what will be imported. Expand the Competition Groups to locate and select the required Competitions. If you want to pre-select Entries by numeric score, ensure that the Competition you are importing into uses scores (and similarly for grades). If you want to e.g. select by score, but then run the new Competition by grade, set it to be by score at first, then change it to grades after the import is complete.
  • The second stage displays the available Entries, with any that match the cutoff value already pre-selected. A message tells you how many were pre-selected. If you want to start again, just use the browser "back" button to go back to stage one. Otherwise adjust the selections if required, then start the import.

If your new Competition is a panel (i.e. Max Images per Entry is greater than 1) then only panel Competitions are available for import. Similary if it is a normal Competition, only normal ones are available for import.

During the import you may exceed entry limits. The import will succeed, and you will see orange warning messages detailing which Users are above the limits you have set. You can adjust the limits, delete some Entries, or simply ignore the warnings. You may also end up with duplicate Entry names for the same User if you imported multiple Entries with the same title from different Competitions.

Importing Entries is a fast operation, simply copying database rows that still point to the same physical images. After the import, either the original Entry or the imported Entry can be changed or deleted without affecting the other. Entries may be imported an arbitrary number of times.


How do I allow Users to import Entries from existing Competitions into a new Competition?

A common activity, especially near the end of a season, is to create a best-of-year type Competition from Entries made during the year. This can be done either by the Administrator (as described above), or by Users selecting their own Entries. This section describes the latter.

The first step is to create the new Competition. In the General tab, there is an option to allow Users to import Entries. Select either this, or if you wish the option to allow both upload of new Entries and import of existing ones.

Once this is set, Users will see a button to Import Entries from an Existing Competition. They can then choose from their existing Entries, subject to the normal Entry limits. For a normal non-Panel Competition they will only be able to choose from other non-Panel Competitions, and vice versa.


Can I create a link on my own web site, or in an email, that takes the User direcly to a particular Competition in PhotoEntry?

Administrators may now embed a direct web link to a Competition on their own web site, or even within emails. The link can be found at the bottom of the General tab of the Manage Competition screen. When Users click on this link, they will be taken directly to the corresponding Competition page (after login if necessary).


How do I put our club's logo on the PhotoEntry screens?

If you'd like your logo at the top of each page, just email it to us. It must be gif, jpg or png. For a "square-ish" logo with "PhotoEntry" beside it, the logo should be 100 pixels high, with minimal white space around it (PhotoEntry adds a little space). Alternatively if you have a wide banner-style logo, I can place it across the top with "PhotoEntry" below it. In that case the logo should be 60-80 pixels high. It should be as small a file size as reasonably possible, ideally less than 25KB. If it is a jpeg, using a modest quality setting usually reduces file size significantly without undue degradation.


How do I allow a judge to preview a Competition?

PhotoEntry allows you to create Preview snapshots of a Competition that judges can use to examine the images in advance. From the Manage Competition screen, go to the Actions tab, and click on Judge Previews. Note that creating a Preview "snapshots" the Competition at that point in time, so you would normally only create a Preview when the Competition is in a Closed state and you have finished making any adjustments to it.

When a Preview is created, PhotoEntry makes copies of the images stripping out any identifying metadata. For a large competition please allow PhotoEntry time to do this processing.

The judge name must be specified, along with the expiry date after which the Preview will be deleted. The expiry date can be set up to 30 days ahead, and the Preview will be deleted shortly after midnight.

You may create as many Previews as you wish, and you should always create one for each judge (see next paragraph). When the Preview has been created you will see a URL that you can use to check the Preview if you wish. If you select the "Email Preview Information to Judge" option PhotoEntry will email the Judge the access details. You may wish to follow up with any additional information and guidelines. Note that anyone who is given this URL may preview the images.

When the judge uses the URL you have given them, he/she will see a page with basic information and instructions. The judge's browser MUST have Javascript enabled to use the preview. The judge may print a score/comment sheet to make notes on. However, as of PhotoEntry version 32.0, the judge may make notes online as they view the images. Below each image is a field where the judge can enter free-format notes. The notes are saved whenever the judge moves to another image (or explicitly clicks a save button). The notes will then appear on the score sheet. Typically a judge will either print the score sheet without notes and write them on by hand, or make the notes online then print and/or have the score sheet emailed to them. As an administrator you will be able to see any notes made by accessing the preview yourself (this is noted in the instructions displayed to the judge).

For each Class, there is a link that will start a slideshow of Entries within that Class. This shows the Entry title, and the Entry number as printed on the score sheet. The judge may scroll forward and back through the Entries.

For a Panel Competition, each Image within each Entry is displayed. If Image Titles have been made mandatory for the Competition, the Image Titles are also displayed after the Entry Title. Regardless of whether Image Titles are mandatory or not, an additional notes field is available for the individual Image. This is always displayed immediately below the Entry notes field.

When a Preview is created, the Presentation Sequence option is automatically turned on for that Competition. This allows you to run the Competition itself displaying the Entries in the same order as the shown on the judge's score sheet. Please see above for information on using Presentation Sequences, particularly in conjunction with Di Centra. This is not mandatory but will help a judge who is referring to his/her notes while judging.

By returning to the Judge Preview screen, you may see the date and time when the judge last accessed the Preview.


Can I clone an entire Competition Group ready for the next season?

You can now clone an entire Competition Group. This includes all of the Competitions and Series within that Competition Group. Any Entries themselves are of course not cloned. The new Competition Group is set Inactive so that Users won't see it until you are happy with it and mark it Active. Before doing that you should manually update the Competition Close Dates and any other changed information such as judges. The cloned Competitions will all have status Future so you will need to set these to Open before Entries can be made. You will find the Clone Competition Group button on the Manage Competition Group screen, in the Settings tab.


How do I setup inter-club Competitions?

It is possible to run inter-club Competitions alongside your normal club Competitions. The basic process is to create a separate Category and Class for the inter-club ones (so that only clubs can see the inter-club, and vice versa), then create a PhotoEntry "User" for each participating club.

The recommended steps are:

  1. Create a Category (e.g. InterClub).
  2. Create a Class (e.g. InterClub).
  3. Create a "User" for each participating club. Leave the FirstName blank and enter the club's name in the LastName field. The email address for each "User" should be that of the person making the entries on behalf of that club. Use a UserID that reflects that it is that particular club for your interclub (e.g. myinterclub-club1).
  4. Assign each of those "Users" to the InterClub Class for the InterClub Category.
  5. Create a Competition Group for the interclub competitions.
  6. Create Competitions in that Group with Category=InterClub, and Max Entries at whatever level you want for the InterClub Class only. Ensure the Competitions have Separate Author Field Required set to yes.

I have too many Entries in a Competition. How can I reduce them?

It is not uncommon to end up with more Entries than a judge can comfortably cope with, and the administator needs to be able to cull some Entries out. This is normally done according to a "priority" order that each User sets for his/her Entries. It has always been possible to do this manually, but there is now a Cull Entries action available to help.

The prerequisite is to ensure that Users have their Entries in descending order of priority - i.e. with the highest priority at the top of their Entry list. If necessary the User can use the little blue buttons beside each Entry to re-order them.

Once the Competition is Closed, you can use the Cull Entries action to show you tables, by Class, of how many Entries would remain if the maximum Entries per User was reduced to various values. Note that the counts in these tables only include valid Entries. Invalid ones (with a red error message) are ignored by the Cull Entries action.

One Class at a time, choose a level to reduce to and click Cull Entries. This will permanently delete User Entries, starting from the bottom of their list, until the required level is reached. Note that this is a permanent deletion and cannot be undone. If you want to send an email to each affected User informing them which Entries have been culled select that option before culling - it cannot be done afterwards.

You can do the culling gradually (i.e. reducing the maximum entry count one at a time) if you wish. However if you are generating emails to Users it may generate more than required (each time a cull is performed the batch of emails is sent). Being able to see the effect of reducing to various levels means gradual reduction should not be necessary.

Although the Cull Entries action removes Entries down to the specified maximum per User, it does not modify the Max Entries settings for the Competition itself.