User FAQ

Last updated 25 Nov 2018

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Do I need Javascript enabled in my browser??

Yes, some screens do make use of Javascript, so it should be enabled. You will get a warning on the Login screen if Javascript is not enabled.

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How do I submit an entry?

The basic steps are:

  1. From the Main Menu select the Competition Group. This will be e.g. the competitions for a particular season.
  2. Select the Competition. You can only submit/change/delete entries when the Competition is Open (see below).
  3. Check the number of entries that you are allowed for this Competition. It is shown as "Entries Allowed" on the entry screen. The number of entries varies by Competition and by the class that you are in.
  4. Export your images as JPGs. Pay particular attention to the image dimensions, and the colour space (see below). It doesn't matter what the filenames are. You cannot upload a JPG that is larger than 10MB.
  5. Click on Add Entry.
  6. Supply a Title (watch out for the limited characters you can use), optionally supply a Reference, and select the publishing options and click Save.
  7. Upload the correct number of images. This will normally be one per entry, but could be higher (e.g. for a 3-of-a kind competition).
  8. Once the messages for the Entry are green, your entry is accepted. You may still have a warning about image dimensions (see below).
  9. Add further entries if you want to and have not already reached the limit for your class. The "Add Entry" button will only be visible when the Competition is Open and you are allowed more entries.
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What is the competition status?

Every competition has one of the following status values. The status is changed manually by the Competition Administrator.

Status Description
Future The competition has been created but is not yet open for entries. The Competition Administrator will open the competition when he/she is ready to.
Open The competition is open for entries. You may submit entries, modify them, and delete them as you wish but only while the competition is Open.
Closed Entries have closed, and you may no longer change your entries.
Judged The competition results have been entered and can be seen on the screens.
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Why is the competition still Open after the Closing Date?

The Closing Date is informational only. The Competition Administrator will close the competition when he is ready to, and may even re-open it if he needs to.

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Why am I getting a warning about image dimensions?

N.B. Different Competitions may require difference image dimensions. Always check the required dimensions shown on the image upload screen!

The projection software requires images to be sized correctly, and has been known to display images in a less than desirable way if they are not. To be absolutely sure that your image is displayed in the best form, you should resize the image before uploading it. PhotoEntry will do a good job of resizing it for you if necessary, although good results will only be obtained if the uploaded image is substantially bigger than the required dimensions. For example, if a 1600x1200 image is required, submitting a 1740x1305 image may not yield the best result, but submitting a 4200x3150 will be quite acceptable. Clicking on the thumbnail will show the resized image for you to check.

The warning is triggered when one of the image dimensions is greater than the target dimension, but less than 2 x the target dimension. So, for example, for a target width of 1600, it would trigger if the uploaded width was between 1601 and 3199. This is because the interpolation necessary to downscale under those conditions might lead to visible degradation compared to a downscale from an original with more pixels. Note that this is not related to any JPEG quality settings - it works purely from the pixel dimensions.

A very common mistake is to resize for the long side. Take the above example. The size requirements specify a maximum width (1600) and a maximum height (1200). This is NOT the same as specifying a maximum long side of 1600! An upright image would have been sized to 1600 high, which is too big. Most resizing options (e.g. in Lightroom) allow you specify a width and a height which is the correct option, and will retain the aspect ratio (unless you specifically tell it not to).

If you are not confident about resizing the image yourself, just submit a full sized image. PhotoEntry will then be able to do a good job of resizing it for you (unless it has already been cropped down below the above thresholds).

See below for instructions for common editing software.

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Why do my thumbnails (and sometimes images) have completely wrong colours?

You have probably uploaded an image which is not in the RGB colour space (note this is quite distinct from the sRGB colour profile). The image is probably in a colour space such as YCbCr, YCCK or CMYK. Please check your export settings to ensure you are exporting in RGB.

This will affect thumbnails. It may also affect the image we store if we had to resize it.

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Why am I getting a warning about colour profile not being sRGB IEC61966-2.1?

You are getting this warning because the JPG you have uploaded contains colour profile information that indicates that the image does not use the sRGB IEC61966-2.1 colour profile.

Uploaded images are used for projection at PDI competitions, and potentially for displaying on the web site. Both of these can display only a limited number of colours, approximately those colours in the sRGB colour space. Several other colour spaces are common - particularly Adobe RGB, and ProPhoto RGB. These can display far more colours than sRGB.

JPG images usually contain colour profile information in the metadata. If the image does not contain any colour profile information we assume it is in sRGB IEC61966-2.1 (although if you have merely removed the profile information rather than converting to sRGB this won't have the desired effect!).

There are a number of sRGB-like profiles, often with "sRGB" in their name. An example is the Corel "sRGB IEC61966-2-1 withBPC" profile (a variation of sRGB with black point correction). These are generally not the same as sRGB IEC61966-2.1 and will be flagged with a warning.

You will sometimes also see a warning "[conflicts with Exif]". This indicates that there is conflicting metadata in the uploaded image: the Exif flag is set to indicate that standard sRGB is used, but the colour profile information contains a different profile. This is particularly bad as it is entirely down to the quirks of individual software (e.g. browsers, projection software, editors, etc) as to how they will interpret the colours, and we have seen huge differences even between browsers.

Although we do accept images with non-sRGB colour profiles, they have to be transformed for projection or display on the web site, and the result may not be all that you would hope for. We highly recommend that you export your images in sRGB, and check them before uploading. You may find noticeable differences in colour tones, and may want to adjust the image before re-exporting.

See below for instructions for common editing software.

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How do I export with the correct dimensions and colour space from Lightroom?

N.B. Different Competitions may require difference image dimensions. Always check the required dimensions shown on the image upload screen!

In the Library view, click on "Export..." In the "File Settings" section:

  • Set "Image Format" to "JPEG".
  • Set "Quality" to 100. (If the image is being resized down to the target dimensions this is unlikely to be a problem in terms of file size).
  • Set "Color Space" to "sRGB".
  • Ensure "Limit File Size To:" is un-checked.

In the Image Sizing section:

  • Ensure "Resize to Fit" is checked.
  • Choose the "Width & Height" option.
  • Set the "W:" and "H:" values to e.g. 1600 and 1200, and the units to "pixels".
  • Set "Resolution" to 300 pixels per inch.
  • Ensure "Don't Enlarge" is checked.

You may then want to save those settings as a Preset (use the "Add" button below the Preset pane on the left). Note that setting both the width and the height is correct, irrespective of the image's aspect ratio. Lightroom will adjust both the height and the width together (maintaining the aspect ratio) ensuring that neither is too big.

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How do I export with the correct dimensions and colour space from Photoshop (versions prior to Dec 2015)?

N.B. Different Competitions may require difference image dimensions. Always check the required dimensions shown on the image upload screen!

Note that this is for full Photoshop. For Photoshop Elements see below.

To correctly do the export directly from Photoshop is more fiddly than with Lightroom. There are several ways to do it, but none of them do all three of the things you want to (convert colour space, resize without having to manually tweak the dimensions, and export without risking changing the original). The following is one method. Once you have started, do not save the image or you may overwrite your original:

  • If you have been editing the image, ensure it is saved.
  • Click on "Edit\Convert to Profile". If the Source Space is already "sRGB IEC61966-2.1" just Cancel. Otherwise select "sRGB IEC61966-2.1" as the Destination Space. You will probably want to use Perceptual Intent, and Black Point Compensation.
  • Click OK, then review the image. If you are unhappy with the result, undo the conversion (Edit\Step Backward) and try with other options.
  • Click on "File\Automate\Fit Image...". Ensure the width and height are correct (e.g. 1600 and 1200 respectively). Select "Don't Enlarge" (you never want to up-size an image), then click OK. Note that, unlike elsewhere in Photoshop, this does not set the image size, it only limits each dimension individually so you don't have to manually jiggle the values until they fit. Photoshop remembers the values you last entered too.
  • Click on "File\Export\Export As...". Set the Format to "JPG", Quality to 100%, and verify the dimensions are now correct. (If the image is being resized down to the target dimensions, quality 100% is unlikely to be a problem in terms of file size).
  • Click on "Export..." and select where you want the exported image saved.
  • Click on "File\Close" and do not save the changes.

Don't use the "Assign Profile" option - it merely tells Photoshop the image is in a particular colour space without actually converting it! There is also a "File\Export\Save for Web (Legacy)" option which is obsolete and has problems.

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How do I export with the correct dimensions and colour space from Photoshop (versions from Dec 2015)?

N.B. Different Competitions may require difference image dimensions. Always check the required dimensions shown on the image upload screen!

Note that this is for full Photoshop. For Photoshop Elements see below.

In Dec 2015 the export feature in Photoshop was enhanced to make this easier. In this example the target dimensions are width 1600 and height 1200.

  • Click on "File\Export\Export As..."
  • Ensure Format is JPG, and Quality 100%. (If the image is being resized down to the target dimensions this is unlikely to be a problem in terms of file size).
  • You now need to manually tweak the dimensions. First try setting the Image Size Width to 1600. If the Image Size Height now exceeds 1200, set it to 1200 (the width should drop down accordingly).
  • Default resampling is Bicubic Automatic. Try this first and if not happy experiment with others.
  • Ensure "Convert to sRGB" is checked.
  • Click "Export All..." and select where you want the exported image saved.
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How do I export with the correct dimensions and colour space from Photoshop Elements?

N.B. Different Competitions may require difference image dimensions. Always check the required dimensions shown on the image upload screen!

Note that this is for Photoshop Elements. For full Photoshop see above.

To correctly do the export directly from Photoshop Elements is more fiddly than with Lightroom. There are several ways to do it, but none of them do all three of the things you want to (convert colour space, resize without having to manually tweak the dimensions, and export without risking changing the original). The following is one method. In this example the target dimensions are width 1600 and height 1200.

Once you have started, do not save the image or you may overwrite your original:

  • If you have been editing the image, ensure it is saved.
  • Click on "Image\Convert Color Profile\Convert to sRGB Profile".
  • Click on "Image\Resize\Image Size...". Ensure that "Constrain Proportions" is checked, "Resample Image" is checked, and that "Bicubic" is selected in the bottom dropdown.
  • You now need to manually tweak the dimensions. First try setting the width to 1600 pixels. If the height now exceeds 1200, set it to 1200 (the width should drop down accordingly).
  • If you are in a 16-bit format (it says RGB/16 in the title) you need to convert to 8-bit before saving as a JPEG. Click on "Image\Mode\8 Bits/Channel".
  • Click on "Save As...", ensure you are saving as JPEG and select where you want the exported image saved.
  • Click on "File\Close" and do not save the changes.
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How does the club website top images publish option work?

Normally the best competition entries are uploaded onto the club website and are publicly available. Some people do not wish their images publicised, and others are only happy for them to be published if metadata is stripped and/or some form of copyright notice is applied.

You may mark an entry as not to be published. In that case PhotoEntry will not supply it to the website.

PhotoEntry normally passes all the metadata (Exif, IPTC and XMP) to the website. Do note however that this can contain personal information such as tagging keywords. You can request PhotoEntry to strip out all metadata before sending the image. If you do wish some metadata (e.g. exposure settings) to be included, you should take care that the metadata does not contain other personal information that you do not wish published before uploading the image.

You can also request that PhotoEntry generates a copyright watermark on your image. This is in the form of a semi-transparent horizontal ribbon near the bottom of the image, with the copyright symbol and your name on it. See this example of an image with the copyright ribbon. The copyright ribbon is only included on an image published on the club website, and not on the image entered into the competition itself.

The publishing options are set for each entry, and the default is to include metadata and not generate the copyright ribbon. You may change the setting for any entry while the competition is Open. Selecting the "Remember for next time" option will change your default setting.

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Can I see all my entries for the season?

Yes you can. From the Main Menu select the appropriate Competition Group. At the top there is a Show Your Entries button. This will show all of your entries, along with the judging results.

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What is this system actually doing?

The following functionality is visible to all users:

  • Secure login.
  • Upload of entries into competitions, with unlimited changing and deleting before competition close.
  • Advance submission should you be away at the time of a competition.
  • Validation of entry title formats (to fit projection software constraints).
  • Validation of the number of images submitted according to competition type and member class.
  • Validation of image sizing, and automatic resizing if you do not wish to do so yourself.
  • Validation of the colour space in the uploaded image, with warnings if it is not sRGB.
  • Ability to specify whether top (high-scoring) images are published onto the club website, and if so whether metadata should be stripped and/or a copyright watermark applied.
  • Display of all of your entries for the Competition Group (season), together with their judging results when available.

In addition, it provides the following to the administrators:

  • Automated download of entries into the projection software. The above validations ensure that the entries already have acceptable titles, dimensions, etc.
  • Entry of judging scores.
  • Automated generation and emailing of competition results.
  • Automated generation of top images (sizing, metadata, watermarks) for publishing on the club website and transmission to the webmaster.
  • Automated calculation of the end-of-season Competition Series results.
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Do I need cookies enabled?

There are two types of cookies:

  • You must allow session cookies. PhotoEntry uses one session cookie (JSESSIONID) to for the duration of your login. It contains only a random number, and is not saved on your computer disk. It is automatically discarded when you close your browser. If you do not allow session cookies, you will continually end up back at the login screen.
  • If, at the login screen, you opt to have PhotoEntry remember your UserID, PhotoEntry will attempt to store it as a persistent cookie. These are the cookies that are saved on your computer. If you do not allow persistent cookies, it will not be saved and your UserID will not be remembered. If you find that your UserID is not being remembered, it is almost certainly because your browser is set to not allow persisent cookies, or to delete persistent cookies as you close the browser (e.g. this is now the default in Firefox). The same will also occur if you are using a "private" browsing mode.
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Can I use the browser's "Back" button?

You never actually need to. There are always navigation links provided - either in the menus or the crumbtrail (just above the page title) - that will take you to useful places including the previous screen. The "Back" button can be used, but with one important limitation.

By using the "Back" button you are effectively going back in time, and the actions available on that screen may no longer be relevant or possible. For example you could choose an option to delete an Entry, then go back to the screen with that Entry, and attempt to change its title. To help guard against this, PhotoEntry records when you make a change (adding, modifying or deleting something). If you use the "Back" button to go back beyond that change, the next time you click on anything you will get a warning and be taken back to the Main Menu. No harm will be done, and this allows you to use the "Back" button when you are simply browsing through the screens.

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What does the asterisk (*) beside some input fields mean?

The asterisk simply indicates that the field is mandatory.

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Why do some messages have a dotted underline?

The dotted underline indicates that additional information is available by hovering the mouse over the message. Don't click, just move the mouse pointer over the message.

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How do I change my password?

Click on your name (in the top right corner) and select the Change Password option.

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How does 2-factor authentication work?

2-factor authentication is an optional security mechanism. To use it you must have the Google Authenticator application on one or more mobile devices. It is a free download available on most smartphones.

Once enabled, whenever you login you must also enter the 6-digit authentication code that is being displayed on your mobile device. The code changes every 30 seconds.

To enable 2-factor authentication, go to the Change Password screen (click on your name in the top right corner). Enter your current password and click on "Enable 2-factor Authentication". You will then see a confirmation screen. BEFORE CONFIRMING, you must load the secret information into the Google Authenticator application on your mobile devices. Although you can enter the secret manually, it is much easier and more foolproof to allow it to scan the square QR barcode. If you have more than one device, load this onto all of them before confirming. The next time you login you will need to supply the authentication code as well as your password.

If you lose your mobile device, you will need to contact your administrator and ask them to disable 2-factor authentication on your account.

If you disable 2-factor authentication (including having your administrator do so), you will have to delete the old information from your mobile devices and start again.