Portrait data includes all the information associated with student and staff photos in your eDesign yearbook library. This includes names, grades, custom text fields, and other identifiers. You may need to edit portrait data to fix misspellings, correct names, update custom information, or reconcile data differences between your name list and portrait library.
What Portrait Data Includes
Portrait data is the metadata associated with each photo in your portrait library. It typically includes:
- First name and last name
- Grade or class level
- Custom text fields (defined by your school)
- Any other fields configured in your portrait groups
How to Edit Portrait Data
You can edit portrait data directly in eDesign by accessing the portrait library:
- Log in to eDesign as an Adviser or Editor
- Go to the Library module
- Select the Portraits library
- Find the portrait record you need to edit
- Click on the record to open the edit panel
- Update the name, grade, or other fields as needed
- Save your changes
Common Fixes
Fixing misspelled names: Edit the first or last name directly in the data record. This will not affect portrait flows already created on pages.
Updating grades: If a student’s grade changed or was recorded incorrectly, update the grade field. This allows proper sorting and filtering in portrait flows.
Reconciling names: If a portrait name doesn’t match your current name list, you can manually edit it to match, or use the Name Check feature to find the correct spelling.
💡 TIP: Editing portrait data updates the information for all future flows using that portrait. Any portrait flows already placed on pages are not affected by these changes.
⚠️ NOTE: Portrait data edits should be made before you flow portraits onto pages. While later edits won’t affect placed flows, it’s cleaner to standardize your data first.
Related Articles: Using Name Check, Importing the Name List, Running the Missing Portrait Report
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