How do I import a database (PSPA) file (via My Book tab) ?

NOTE: If your YearbookFusion license includes cloud storage and launches with the My Book tab, the following article will explain the process of importing the PSPA portrait database. If you launch YearbookFusion and see the Start Zone (New / Open / Recent Projects) and can only save your projects to your local drive, please consult the portrait database import article specific to your license

Importing the database index via My Book tab

Panel pages  – grids of portrait photos with name labels and page titles – are created by importing the photos and a database file into YearbookFusion. Your school photography company will most likely provide your portrait package on a CD or USB key, following the PSPA format standard.

To begin the import, insert the CD or USB stick into your computer to access the files. You can copy the CD//USB to your local system (eg. make a folder on your desktop) or leave them on the CD.

On the My Book tab, click on the Portraits tab at the top of your page (Managers & Co-Managers Only)

Choose IMPORT PORTRAITS to start the process:
Screen Shot

You’ll be directed to point to the database file on your computer.
Navigate to your CD, USB or local drive where the portrait database is located.
Fine the file named index.txt. This is the database file that describes your portraits.  Select it and click OK.

Next, you will see the information contained in the database file. Review it for major errors before completing the import.
Check to see the headers over each column match the information beneath them. Are the first and last names under the correct column? Is homeroom and/or teacher information lined up? If there are discrepancies, right-mouse click on the column header to reassign it to the correct information.

step-3-review-the-index-fields-and-click-import
If your PSPA includes a header line, where the column titles are repeated, click Ignore header line to remove it.

When the data looks correct, click Import.  Don’t worry about typos or missing portraits information at this point.

After the import is complete, you will see all the portraits under the Portraits tab.

You can edit the data associated to the portraits – select portraits to access their associated data under the Custom Attributes area. Update names, change or create groups, etc., as required.

To speed up the process of making panels, tag your portraits with additional information to describe and group the portraits according to their roles at the school. Teachers, Students, and Administration can be quickly identified using the Make Into feature.

When you are finished making changes, click Save & Close. Don’t navigate off this page or start to make panels.  Simply save the database to upload the portraits and information to remote storage.

Once the database is saved, you can now add Portrait sections to your Book ladder.
add portraits
Adding a Portrait section will copy your entire database, and allow you to create panels using the photos and data.

Keep in mind that the database can still be edited on your panel projects if you don’t have all the information you need at the time of import. You can correct spelling, add missing photos, and make other changes, on a per section basis.
Learn how make panel pages sections for your book.

Did you find this article useful?

+15
-5