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How to create a Photo Details Report

The Photo Details Report gives you a quick way to pull together the images uploaded to your entries — along with their reference data — into a single, browsable report. Instead of opening entries one at a time to review photos, you can view them all in one place, filtered by document template, creator, and date range.

Running the Report

From the Report Log, open the Photo Details report and click Configure to set up your criteria:

  • Source Template (required) — Choose which document template to pull photos from. Only templates you have access to based on your Project Role will be available. Defaults to the account's designated Item Source Template.
  • Creator (required) — Choose one, several, or all users who created the entries containing the photos. Defaults to all creators who have entries on the selected template.
  • Date range (required) — Choose the date range of entries to include. Quick shortcuts are available: This Week, Last Week, Last 7 Days, This Month, Last Month, or Reset to clear your selection. Defaults to This Month.

Click Run to generate the report, or Cancel to close the flyout without changes. You can reopen Configure at any time from the Report View page to adjust your criteria and re-run the report.

TIP: Double clicking the report will open and run the report using the most recently used report configuration criteria.

Viewing the Report

The report displays every image found in entries matching your criteria, listed in descending date order (most recent first). Each image is shown with its Reference data displayed alongside it — the same reference fields your account has set up to display, such as:

  • File name
  • Description
  • Creator
  • Date

Field labels appear in bold, with their values in regular text, matching the order your account's Reference List fields are configured to display.

Good to know:

  • If the same image is used in more than one entry (or referenced more than once within an entry), it will appear in the report each time — the report does not filter out duplicates.
  • If an image file type can't be displayed, you'll see a "This file cannot be displayed" placeholder in its place.
  • The report only includes entries you have permission to view. 

Exporting the Report

Click Export to generate a PDF version of the report:

  1. A notification appears letting you know your export is processing.
  2. Once ready, you'll receive an email with a Download link. This link expires 3 days after the email is sent.
  3. The downloaded file is named Photo Details Report Export [yyyy-mm-dd], using the date the export was generated.

The exported PDF uses the same standard header and footer as other document exports, and displays two images per page — each image on the left with its reference data on the right, in the same descending date order shown in the report. If a photo's source file can't be found, the export will show the standard "image cannot be previewed" placeholder instead of an error.

NOTE: The report must contain 500 images, or fewer, to allow for exporting. Reports with more images tend to create too large of a pdf file for most email clients to receive the view the pdf file. If this error message appears, please adjust the report filters (typically date range) to break the report into more management sizes.

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.