Fotoware Knowledge Base

Signing a consent form by QR code

Published April 30th, 2025 by Yesenia Starckjohann

Signing a consent form by QR code You can sign a consent form by scanning a QR code directly on your mobile device. You can also sign a consent form by opening a link sent to you by email. For more information about both options, see Requesting consent for use. If you are signing a consent form as a guardian, these steps vary slightly as you need to

Cropping images in an Action

Published April 30th, 2025 by Yesenia Starckjohann

When running an action that has the crop feature enabled you will be presented with the a crop window that allows you to apply a crop frame and size the image before proceeding. If several pictures are processed in the action, you can crop the images one by one. Cropping and sizing Set the crop by dragging a frame around the area you'd like to keep.

Configuring notifications when users sign up for an account

Published April 30th, 2025 by Yesenia Starckjohann

Using webhooks you can configure Fotoware to send notifications to third-party systems when a user has signed up for an account online, and/or when the administrator approves a pending signup. Configuring a signup notification Open the Fotoware site management (Tools - Site Configuration), expand the Integrations node and choose Webhooks. where you

Creating an album

Published April 30th, 2025 by Yesenia Starckjohann

How to create an album and add files to it Start by selecting the assets you want to add to the album. Then drag them over to the Albums section in the right side panel. You can either create a new album by dropping the assets into the area that says "Drop here to create new album" or simply drop them on top of an existing album to add them to that.

Cloning, editing or deleting a marker

Published April 30th, 2025 by Yesenia Starckjohann

Often when configuring markers you will need a "reverse" marker that displays when the metadata in a certain field has changed. Cloning markers is an easy way to achieve this. In the list of Markers in the site configuration, simply hover over the marker you'd like to duplicate and click on the Clone link. The cloned marker will be added to the bott

Creating queries to filter archive content (auto searches)

Published April 30th, 2025 by Yesenia Starckjohann

Basic searching When delivering a basic search without a field specification, the search is performed across all fields in the Metadata configuration. The following is an example of a basic search: 1 Summer holiday 2010 The search is interpreted as a string that has to appear in the files' metadata exactly as is. It may be more practical to search

Choosing an album cover image

Published April 30th, 2025 by Yesenia Starckjohann

Choosing an album cover Having created an album, click on the album title in the album list to open it on a new tab. When the tab opens, make sure the Grid view is enabled (press G) and then simply drag the picture you want to use as the cover image to the frame next to the album title and description.

Quickly downloading an image preview using Quick Renditions in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

How Quick Renditions work If the site administrator has defined Quick Renditions for an archive, you can request a preview of an image asset at any of the sizes the administrator has predefined. FotoWeb will resize the picture on the fly and deliver it in an overlay window in the browser to allow you to drag it directly to your desktop. Note that th

Previewing assets full-screen in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

To quickly preview an asset in full-screen mode, double-click the thumbnail in the grid. Now you can scroll through previews full-screen, select assets, and toggle the metadata display. Keyboard navigation Key Function Right and left arrow keys Browse through previews Spacebar Select/deselect asset T Toggle metadata display panel (read-only) Escape

Deleting an album using FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

Find the album you want to delete in the right side panel and click on the trashcan next to its title. You will be asked to confirm deletion of the album. If you're viewing the album on a separate tab you can also click on the trashcan icon next to the album's title. Users with access to the album will no longer be able to open it and view its conte

Adding metadata to an album

Published April 30th, 2025 by Yesenia Starckjohann

Adding metadata to an album To add metadata to an album, you first have to open it for viewing on a tab in the FotoWeb Pro interface: Locate the album in the right side panel and click its title to open it on a separate tab in FotoWeb Pro. The album metadata will be shown above the grid, and you can change its title and description and add any addit

Configuring notifications when assets change

Published April 30th, 2025 by Yesenia Starckjohann

You can use webhooks to configure the Fotoware system to send notifications when assets change in an archive. From the Tools menu (cogwheel icon), go to Site Configuration > Integrations. Select Webhooks. Three asset events are available for notifications: Asset ingested - Used to post a notification when an asset enters the system via the Fotow

Comparing assets (FotoWeb Pro)

Published April 30th, 2025 by Yesenia Starckjohann

The Compare View is an aid to making selections in FotoWeb Pro, especially when you're working with a range of visually similar assets and need to reduce the selection. Using the Compare View Start by making a selection of assets in FotoWeb Pro. You can use the Grid View, the Filmstrip View or any other view to make the initial selection. Next press

Filtering albums in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

Using the album filtering function in FotoWeb Pro you can switch between your personal albums, albums that others have shared with you, albums that you have archived and albums pending deletion. To use the filter, find the Albums section in the right side panel in FotoWeb Pro. Click on the Filter button and choose the album type that you would like

Creating a screen for picture conferencing (Legacy)

Published April 29th, 2025 by Yesenia Starckjohann

Legacy note: This feature was discontinued on July 1, 2021. Versions released after that date don't contain this feature. Creating a screen To create a screen, first go to your FotoWeb site. If you see the login page, click on the Screens icon in the lower right corner and then choose Create screen: If you see the Home page with archives and albums,

Consent management general settings

Published April 30th, 2025 by Yesenia Starckjohann

Enabling consent management in Site Configuration is one of several steps in setting up the overall Consent Management functionality. This topic explains how to activate the consent management option and how to enter some general settings. From the Tools menu (cogwheel icon), go to Site Configuration > Consent Management > General. Turn on th

Controlling access to markers

Published April 30th, 2025 by Yesenia Starckjohann

Having configured a marker you can use the Access List tab in the marker setup to choose the groups and/or users that are allowed to see and use the marker. Also, the Archives tab in the marker setup lets you choose in which archives the markers should be visible. Thus, different archives can have different sets of markers. Users need "Workflow" arc

Adding assets to an existing album

Published April 30th, 2025 by Yesenia Starckjohann

Adding files to an existing album Having selected a number of files you want to add to an album (you may have selected them in the grid, added them to the Pins bar or isolated them on a separate tab) you can drag those assets into the album in the right side panel. Tip: You can open an album as a tab in FotoWeb Pro by clicking its title in the album

Recovering a deleted album using FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

An album that's marked as deleted will be purged permanently after 72 hours. Within this timeframe it is still possible to recover it as follows: Start by locating the Albums section in the right side panel. Click on the Filter button and choose My deleted albums. Now click on the title of the album you would like to undelete to open it on a separat

Archiving albums in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

How to archive an album Find the album you want to archive in the Albums section in the right side panel and click on its title to open the album on a separate tab in FotoWeb Pro. Next click on the storage box to archive the album. You will need to click the storage box twice for confirmation. The album will disappear from your list of albums, and y

Rotating pictures in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

If you have been given permission to rotate pictures in an archive, you can select one or several pictures and open the Asset Information panel where you find the Rotate buttons near the bottom of the Information tab. These button allow you to rotate the selected picture(s) in steps of 90 degrees. Simply click on one of the rotate buttons to execute

Consent management archive settings

Published April 30th, 2025 by Yesenia Starckjohann

Consent management archive settings Setting the correct archive permissions is one of several steps involved in setting up the overall Consent Management functionality. This topic explains how to enable consent management for an archive and how to configure user access. General To be able to associate assets in an archive with a consent form, you m

Picking files for actions or albums

Published April 30th, 2025 by Yesenia Starckjohann

Picking files To pick files to assign to actions or albums, click on the Pick files button below the list of actions in the right side panel. The Albums picker is located below the list of albums. Now, when you pick files (keyboard modifier keys can also be used for multi-file selections) they will be marked with a green checkmark after which you ca

Exporting assets to a CMS in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

How to export an asset to your CMS To export a picture for use on your CMS, select it in the grid and choose Export in the action bar. You can only export a single asset at a time. If multiple files are selected in the grid the Export button will show. You can also export a picture from the Details page by selecting Action and choosing Export. Expor

Managing consent

Published April 30th, 2025 by Yesenia Starckjohann

In an archive, you can manage consent for one or several assets, as required. You can use manage consent to link assets to consent forms, request a signature, and mark or unmark an asset as not needing consent or needing more consent. In the archive, locate and select the assets you would like to link with a consent form. You can select an individua

Adding SmartFolder entries

Published April 30th, 2025 by Yesenia Starckjohann

After logging in to FotoWeb or FotoWeb Pro you'll see the SmartFolders in the left hand side panel. Creating a SmartFolder entry Tip: Most users can only see the SmartFolders that have been configured. To change or add new entries, you have to have SmartFolder permissions on the archive in question. Click on the Add link to create a new entry. Label

Creating a public link to an album

Published April 30th, 2025 by Yesenia Starckjohann

Creating a public album link When you're viewing an album on a tab in the FotoWeb Pro interface, click on Get link in the top right corner. This will create a public link to the album that can be shared via email, instant messaging or by any other means, and anyone who gets the link can access the album. If you have permission to grant download righ

Configure a notification when an asset is published or revoked

Published April 30th, 2025 by Yesenia Starckjohann

Using webhooks you can configure Fotoware to send notifications to third-party systems when an image is published or revoked. Open the site management (Tools - Site Configuration), expand the Integrations node and choose Webhooks where you find the Exports webhooks related to signup notifications. Different webhooks can be issued when an asset is

Viewing the contents of an album

Published April 30th, 2025 by Yesenia Starckjohann

Viewing an album To view an album you've created, select it by clicking on the dotted line to the left of the album grid in the right side panel drag it to the area above the grid to create a new tab. When in Grid mode, the album cover photo and metadata will be displayed above the grid to allow you to change these, along with controls for sharing t

Sorting assets in an album

Published April 30th, 2025 by Yesenia Starckjohann

Overview How to reorder the assets in an album in the Pro interface. Sorting the assets in an album To sort the assets in an album, first drag the album from the right side panel to the tab area above the grid to create a new tab for it. To be able to drag the album, click on the corrugated left bar in the album and drag. With the Grid view active (

Commenting on assets

Published April 30th, 2025 by Yesenia Starckjohann

Adding comments to an asset To add a comment to an asset, click on it and open up the Asset information panel (press T). Select the Comments tab and then click on the speech bubble tab. Now you can add a comment to the asset, and it's possible to drop additional assets in to add those to your comment. This way you can for example ask other users of

Assigning album permissions to groups

Published April 30th, 2025 by Yesenia Starckjohann

Album permissions When adding a new group or editing an existing one in the Groups tab in the configuration, you find several album-related settings on the General tab in the Group properties: Create Allow members of the group to create new albums. This way, they can select files from all the archives they can access and add them to a new or existin

Requesting consent for use

Published April 30th, 2025 by Yesenia Starckjohann

Overview After creating a consent form template that contains all the information, categories, and fields you require, you can obtain the user's consent either by using the Fotoware Mobile app or by sending a request to sign from the consent forms management page in the Fotoware web interface. Requesting consent using the Fotoware web interface The

Getting the asset permalink in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

To get the permalink of an asset in FotoWeb pro, select the asset and press T to open the asset info panel, if it's not already open. Then click on the blue link next to the Permalink label to copy the full url to the clipboard. It can then be pasted into another application.

Reactivate an archived album using FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

An archived album cannot be modified in any way. If you want to reactivate an album that you've archived, here's how. To reactivate an archived album, locate it by clicking on the Filter button in the Albums section in FotoWeb Pro. Choose the filter My archived albums. Then click on the archived album you want to reactivate to open it on a separate

Printing images

Published April 30th, 2025 by Yesenia Starckjohann

The print feature in FotoWeb Pro lets you print: A single image with metadata (Title, Description and Tags) The contents of an album in a grid layout (including the filename of each asset) Printing a single image Select an image in the grid and open the info panel (keyboard shortcut T). Click on the Print icon at the bottom of the info panel to open

Duplicating assets in FotoWeb Pro

Published April 30th, 2025 by Yesenia Starckjohann

Sometimes you might need to duplicate one or more assets in an archive, for example, if you intend to edit a file and want to retain a copy of the original. To do so, select the file or files, and open the File info panel by selecting T on the keyboard. Select the Duplicate icon. To avoid the unintentional duplication of a large selection of assets