This article follows on from Part 1 and describes the functions available in the Member's Admin Area section of your WebGallery account.
Logging in
Your Account
Working with Albums
Working wih Orders
Setup Price Lists & Prices
Customize WebGallery Appearance
Logging into the Members Admin Area
You can log into the Members Admin Area for your account by either
- directly through the Upload Manager - choose Go to Member's Admin Area (under the WebGallery menu)
- Logging into your TimeExposure.com account, choose "My Membership Home" and then the link Login into your WebGallery Members Admin Page.
- Using your WebGallery account number and password through the WebGallery login link on the bottom right corner of TimeExposure's home page.
The best way to keep track of where you are in the Member's Admin Area is to watch the "snail trail" near the top left corner of the web page. eg
Admin Main Page > Album List > Album Details > Manage Photos
You can click on any of the levels in the above trail to return to that level.
Your Account
Click the manage link to view/change this information.
We have designed the WebGallery to support multiple users under one account. Since most people will not use this feature, it is not currently activated. If you need to support multiple currencies or different page styles, then you will be able to setup another user to make any of these changes.
Business Details
This section is initially setup with the data that you enter when you complete the trial account page (registration).
Ordering Details
This section is used to setup how your on-line ordering system works. Some of the new features include:
If you turn on Allow Order Tracking, your clients are able to log onto an order tracking page where they can view the status of the order that they place though the WebGallery system. They are allowed to view any change of status that you make in the ordering system as well as any notes that you add to an on-line order while you are processing it. When activated, you will find a link to this page in the Other Links section of the main page in the Member's Admin Area. You should add this link to your web site.
Payment Options
If you upload an album associated with a price list (so people can place orders), and you have selected that payment as either not required or optional for that album, then the text displayed under the No Payment Option will be displayed on the Check Order Page (during checkout) and the Payment Summary (after the order has been completed) pages respectively. The Payment Summary page is the same one that is emailed to the client.
Albums that you set for payments as optional or required will also display the other payment options that you have checked. If you have more than one of the following options checked, then your clients will be able to choose which payment option they prefer and use that. The options are:
Paypal - To use this option, you need a valid PayPal Business account that has been correctly setup to work with WebGallery. Details on how to do this are in the separate article titled Paypal Account Setup for WebGallery. Payments made this way are immediately credited to your PayPal account. This form of payment is good for lower priced, higher volume sales or where you do not already have a merchant account.
Other Payment Type - You can use this to enter a description of any other form of payment method that you wish to use, such as Direct Deposit details for your bank account. The text that you enter here is displayed on the Check Order Page and the Payment Summary pages respectively.
For example, for the Payment description you might enter "Direct deposit into our Bank account" and for Payment Details you would enter more information on how to make the payment including your bank account details and a reminder to include the order number as a reference for the transaction.
Tax
If you need to add tax to any of your price lists then you should enter the tax rate, a tax message (eg 9% California State Tax or 10% GST) and whether the tax needs to be added to the shipping cost as well.
Working with Albums
You can manage your uploaded albums in this section. It starts with the Album List which shows summary information for all the albums that you currently have uploaded to the server. You can sort the list by clicking on any of the headings. You can also view the album itself or the index page that it is located on, by clicking the album name or index page name respectively.
To see more details about an album, click the details link. Within the Album Details page you can also view and change the album's Set names and notes (previously called a Photogroup). Use the manage photos link to display a list of all images in each Set. The manage photos page also allows you to directly remove individual images from the album. Moving the mouse over the first three columns of the list of images will display the thumbnail image for the current row in a small popup window as a prompt for that image.
To make changes to the album settings that you first set when you uploaded the album, select the change link for the selected album.
Working with Orders
You can manage your orders with this section. All orders have a status (either New, Processing, Cancelled or Completed) and each order also has a number of associated history notes which can be used to track the progress of the order.
Some history notes are automatically added by the system, but you can also add additional notes yourself at any time. If you add a note that "requires attention", then that note will be shown in red in the history list and an "attention" flag will be set against that order in the order list. To clear the flag, select the change status and make sure that the Requires Attention box is unchecked.
You can select only list new orders, all orders or orders with a particular status.
You can also use List Combined Order to get a list of orders for one or more albums combined together so you can process them all at once.
Setup Price List & Prices
When your account is initially created, your price list is automatically populated with some sample items which you can either delete or modify.
Price Lists
WebGallery supports up to 10 different price lists. For each price list you can set the following:
Minimum Order is the minimum value of all orders, excluding shipping, before the order can be completed. Leave this value blank or enter zero for no minimum order.
Taxation Option. If you have setup a tax option in the Your Account > Change Ordering Details section, then you can select, for this price list, how the tax is applied to the order. If you select one of the optional settings, the user is free to include/exclude the tax from their order.
Review Notes are displayed on the Order Review page when checking out an order, eg "Please allow around 2-3 weeks for delivery of all orders".
Summary Notes will be displayed on the final summary page when an order has been completed, and will also be included in the confirmation email sent to the client. These could include contact details for your studio.
To encourage early orders, you can attach an automatic discount to any price list. If set, this will automatically apply to all orders made within a certain number of days after the album is first uploaded. The discount will be the set percentage of the total order excluding shipping. Any discounted offer setup is also automatically highlighted at the start of the photographer's notes.
Price List Items
WebGallery supports three types of Price List items:
Image Products - products that are associated with an image but do not have a height and width. eg a coffee cup or bag printed with the selected image.
Extras - products that are not related to any specific image. eg a CD collection, gift voucher etc. These items can also be setup to appear as recommended 'Add-Ons' on the review order page (see section below).
All price list items that you setup are "shared" between different price lists. If you enter any price for that item for a price list (including "0") then that item will appear in the list of items when that price list is selected for an album. If you enter an "N" for the price in a particular price list then that item will not be listed in that price list.
For each type of price list item, you can Add a New Item, make Changes and Delete items.
To change the order in which the items are listed, set the Listing Order numbers to the new order that you want, and click the Set New Listing Order link for that group of products.
Note: Listed products are always grouped with Print Products first, followed by Image Products and finally Extras.
The text at the top of each page explains in more detail what you need to enter for each price list item.
When setting up print products, you need to enter the size of the item (in the same units that you have selected in the Ordering details section).
Selling Add-Ons
Each Extra can be linked to one or more Print or Image Product. This is done by checking the box for the Print or Image Products at the bottom of the page used to Add or Edit an Extra. If one or more of the linked products are ordered then the associated Extra will be shown at the bottom of the Order Review Page as a Recommended Product which the client can choose to add to the ordered list. For Example, if you are selling an 8x10 print you could link an 8x10 frame as an Extra, or you could automatically add an offer for a gift certificate that will appear whenever any items are ordered.
Shipping Options
These are setup in a similar way to the price list items. Shipping options can be either a fixed amount or a percentage of the order total with a minimum amount.
Checking Your Setup
After you have setup your price list and shipping items, it is recommend that you check how they appear by assigning each one to an album then viewing the album to make sure that they are as you expect. Remember you can quickly change the price list for an album on the Change Album Details page (Admin Main Page > Album List > Change Album Details).
Customize WebGallery Appearance
This group is used to setup your WebGallery account structure and how it will look to your clients. It gives you the opportunity to customize your pages to blend in with your web site.
Album Index Page Setup
All uploaded albums reside on an Album Index page (even if you are using the direct album login method). You can create different Album Index pages to help categorize your album. For example you might have an index page for all Wedding albums and another for your Portrait clients. You can protect access to an index page with a password if you like. Normally in this case, you would then not put a password on the albums, but you still can if you wish!
If you are using the Album index pages to list the albums for your clients, you will need to add a link to at least one index page to your web site. To find the URL to use for this link, simply click on the name of the index page in the Album Index Page Setup list and copy the URL from your browser's URL box.
The format is:
As an alternative and to maintain compatibility with the earlier system, you can also use the format:
If you have one or more albums that you are using as Portfolio albums, then you should create a separate Album Index page for each one of these and just have the one album on that Index page.
Web Preview Area Appearance
This section controls the colors of the pages for your WebGallery account. You can select one of the available themes from the drop down menu or choose Custom (the last item in the menu list) to select your own colors.
Using one of the built-in Color Themes
Simply choose the theme that you wish to use from the drop down menu. A sample of those theme colors will be displayed below. If you are happy with using that theme click the Save button at the bottom of the page.
If you are using one of the standard theme colors then you can either select to use that theme's default header (the section shown at the top of each page) by checking the Use Theme's Header box, or leave this unchecked if you plan to add your own images to the top of the page (see Customizing the Page Header section below).
Using Custom Colors
Choose Custom from the drop down menu then click the Customize button to set individual colors.
These colors are in the format of RRGGBB where RR is the hex number for the red color, GG is the hex number for the green color and BB is the hex number for the blue color. The easier way to select the color that you want to use is to open Photoshop's color picker, select the color and copy the number from the box at the bottom (next to the #). The colors on the sample section will change as soon as a valid color number has been entered.
When you are happy with the color that you have selected, click the Save button at the bottom of the page.
If you are using custom colors, then you will also need to provide images for the header at the top of the page (see Customizing the Page Header section below).
Customize Page Header
This section is used to upload and position your images for display at the top of the page. As you make changes and select images, they will be immediately shown on the top of the setup page so you can see how they look. If you leave out any part, then the system will use the default text name for the item instead.
The most efficient way to design a header is to use a background image "slice" which is repeatedly tiled horizontally across the top of the page. When you have the image ready, click the Choose File button and select it. After it has been uploaded, the image will be ready to be displayed. Click the Use Image box and the Tiled box (to repeat the image across the page). You can also adjust the top left position if you need to align the image on the page.
Use a similar process to upload and position other images: Logo Image, Home Page Link Image and Index Page Link Image. Note: the Images Page Link Image is not shown on the Index Pages and you can check the Hidden Link Preview box to see how your header will look on the index pages.
When you are happy with the header that you have set up, click the Save button at the bottom of the page.
About Uploading Images for your Page Header
Please make sure that your images are no larger than the sizes shown on this page. Uploading very large images will not only slow your web site down, but may use up some of your upload credits.
If you are uploading .jpg files, then a compression quality setting of between 50 and 60 produces a good quality image that is not too large.
Safari Users: We have found that Safari sometimes has problems with the image upload functions on this page. If you experience this then we recommend that you use the free FireFox Browser to setup your custom header.
KnowledgeBase Article: Using WebGallery - Part 2