In “Proofing” > “Orders” all your purchased orders and submitted collections display. This is a powerful area with a lot of tools to help make your workflow more efficient.
Each submission can be given a status of open, closed, archived or trashed. This allows you to easily filter which orders or collections are displayed.
Manually delete trashed submissions
ProPhoto Proofing automatically deletes orders and collections after 30 days in the trash. However, if you want to delete manually a trashed order immediately, use the “delete” button when viewing a trashed submission.
There are two types of submissions that will appear in this screen: submitted collections which are only images chosen by your client, and purchased orders which are images purchased by your client as a product you have created.
A purchased order will show up here as soon as a customer submits the products in their cart.
Collections are groups of images that clients have placed into specific groups that you have enabled for an individual gallery. Submitting a collection doesn’t require a purchase or even a product selection. It is only for submitting images a customer has highlighted. Collections show up in blue and will labeled as such. When a collection is submitted, the administrator will receive an email notification that looks like this.
Submitted collection options
1. Direct email link
Clicking this link generates an email you may send to the client who submitted the collection. The email will open in your computer’s default email software.
2. Gallery links
The “view” link takes you directly to the gallery page on the front end. The “edit” link takes you directly to the editing area for that specific gallery.
3. Display buttons
You have three options for how your collection images display in your “Orders” area – a small thumbnail grid, a larger thumbnail grid or as a list. The list view (shown below) will display more details about each image including a direct link to the image, the filename and a download link.
4. Get download link
Clicking this download link button sends you an email with a link to download ONLY the images selected by the client. You’ll be presented with the popup seen below. You can choose one of your email profiles from “ProPhoto” > “Customize” > “Site Settings” > “Email” to receive the zip file email.After the images have been zipped, a download link is sent to your chosen address, so you can download the images with or without a watermark.
5. Send download link
Clicking the email button sends an email to any address, containing a download link of ONLY the images selected by the client. The text in this email may be customized in “ProPhoto” > “Customize” > “Proofing Settings” > “Emails”.
The “from” name and email address for the message will be created using the first and last name entered in your email profile, and the address is formatted like this:
Seen in this example email:
6. Lightroom filename lists
This button creates a file in the comma-separated CSV format, listing the filenames and other details from orders/collections, which you can use for fast image selection in Adobe Lightroom.
Copy this list of filenames from the popup, and paste them into the search box when you are viewing your Adobe Lightroom image library. Images with matching filenames will be displayed so you may quickly select them for processing. See the Adobe Lightroom help & documentation if you are unfamiliar with the image search features.
Purchased order options
Purchased orders are not Submitted collections of images, but rather, Orders are the products and packages your client has added to their cart and submitted/purchased. See above for Submitted collections options.
1. Gallery links
Just like for a collection order, these links take you to the front and back end of the gallery page from which the order was created.
2. Payment and fulfillment status
For your payment status, select an option that applies from unpaid, pending, in process, and paid. When manually processing payments, you will change these yourselves. If using PayPal, the payment status should change automatically. The fulfillment options are pre-populated with some labels but you can add or change these status options in “ProPhoto” > “Customize” > “Proofing Settings” > “General“. These options are designed to help you keep track of where you are in the fulfillment process for each order.
3. Show/hide product details
Click the “show button” to see details for each product including the type, chosen variations, quantity and price. When viewing your product list, you can click “edit” to remove individual products or change their quantities. Changes will auto-save immediately. Click “hide” to slide the product information closed again.
To edit the quantity of a product in an order or to delete one entirely, click the “edit” button that shows up when viewing all the products in the order. If an order contains a package, you’ll see it labeled as such and will have the ability to expand the view to see all the products in the package.
4. Download links
These work the same way as previously described for collection orders. The download button is used to send yourself a zip file of ONLY the images included in the client’s order. The email button is used to send the download link to someone else. The text in the email may be customized in “ProPhoto” > “Customize” > “Proofing Settings” > “Emails“.
5. Lightroom filename lists
Just like for collection orders this button creates a comma-separated CSV file, listing the filenames and details from submitted orders/collections, to use for fast image selection in Adobe Lightroom.
ProPhoto creates reports to aid in the fulfillment process, including all the info seen on the order page in a format that can be easily printed or added to a database you use for bookkeeping. The HTML link generates a simple HTML page with all the order details, including individual image download links.
The Download Spreadsheet link creates a .csv file that you can open in your favorite spreadsheet software. An example below shows what an exported report looks like after opening in Microsoft Excel. Notice that information about any packages information is clearly identified using sub-item headings.