From MomaPIX

Contents 1 The structure of the MomaPIX website 2 Control panel at a glance 3 Main - loading and publication of photos 3.1 Loading a new photo series 3.2 Editing image metadata 3.3 Adding new images to a service 3.4 Change the order of photos in a service 3.5 Replacing an image (PLUS version only) 3.6 Image publishing (PLUS version only) 3.7 Rotate an image (PLUS version only) 3.8 Quick edit of an entire service 3.9 Moving images between photo series 3.10 Deleting images from the archive 3.10.1 MomaPIX ONE 3.10.2 MomaPIX PLUS 3.11 Batch upload 4 Promotion - html email and other tools 4.1 Using email as a promotion tool 4.2 Using Lightboxes as a promotional tool 4.3 Using of RSS Feeds as a promotion tool 4.4 Direct link to the archive pages 4.5 Syndicating 5 Accounts - customers, photographers and archive administrators 5.1 Creating a new account 5.2 Changing account’s properties 5.3 Deleting an account 6 Reports - downloaded photos, keywords searched and more 7 Preferences - server configuration and optional parameter settings 7.1 Main language 7.2 Secondary language 7.3 Photographer or agency name 7.4 Banner text or image 7.5 Footer text 7.6 Copyright Information 7.7 Watermark text or image 7.8 Homepage link 7.9 Administrator Email 7.10 Notifications 7.11 Archive access 7.12 Customer registration 7.13 List of Categories 7.14 Maximum image size 7.15 Maximum event size 7.16 RSS Feed 7.17 Event-specific field 7.18 Colour theme 7.19 Icon size 7.20 Preview size 7.21 Static pages 8 Subscription - MomaPIX subscription management 9 Appendices 9.1 The search engine and photo indexing 9.1.1 Search operators for refining results 9.1.2 A customised search algorithm 9.2 The infofile IPTC/XMP fields

The structure of the MomaPIX website

MomaPIX software was developed in order to create a complete and easy to use photo archive manager. This manual will help you discover the full potential of the software or provide answers to queries about all the available features.

Once created, your MomaPIX account has the following structure:

• Header: this is the horizontal strip at the top of the website normally used for insertion of the name or logo of the photographer/agency. It can be customised using the Preferences page.

• Toolbar: this is the toolbar beneath the header that contains the navigation links and the archive search facility.

• History bar: this is the horizontal bar beneath the toolbar. There is a list of active lighboxes and the menus for choosing the print layout and the screen display grid layout. There is also a list of links to the most recently opened pages which should be used to return to previously visited pages. Note: In a website created using Web 2.0 technology, the back button on the browser does not always take you back to the previous page. MomaPIX uses this technology because it is the best solution in terms of usability and accessibility for a website of average complexity

• Status bar: this is the vertical bar at the bottom of the webpage, just above the footer. Depending on which section you are viewing, this shows:

• on the left, the number of the page or photo that makes up the section.
• the links to the section’s previous or subsequent pages.
• on the right, the link to the photo series or enlarged photo.

• Footer: this is the horizontal strip at the foot of the website, customised using the Preferences page.

A MomaPIX website usually has two static pages (Home page and Info page). The appearance of these pages can be customised from the Preferences section and then using the Static Pages link from the menu. Contact MomaPIX customer service if you need help in customising the static pages, or if you wish to add pages to the MomaPIX website.

When the administrator logs in, the main structure, as described above, will also show the control panel as file tabs at the bottom of the page. The control panel is described below.

Control panel at a glance

After successfully Logging in to the website, you will see the Control Panel File tabs at the bottom left of the page. These are used to configure the MomaPIX server and control all photo archive management activities

The panel contains the following sections:

• Main: is the public section of the website. It allows registered photographers to upload images, and the photo editor to edit and publish them. It allows authorised customers to download photos, carry out searches, populate their own lightbox and many other things.

• Promotion: From this section you can automatically send HTML emails, containing links to archive photos, directly to customers. You can send emails using different templates to announce a particular photo series, all the new photo series of the day or the photos in a particular lightbox.

• Users: allows you to define and set the access permissions for customers and/or photographers. For each customer you can set whether to allow them to download photos at high or low resolution, the download methods they can use and many other things.

• Reports: allows you to access reports about the images downloaded by customers, keywords searched and emails sent. You can generate reports relating to specific customers and/or photographers over a specific time period as well as having a complete report showing all the photos sold in each month of the year.

• Preferences: Contains the tools required to configure the server ranging from the main language to the colour scheme; from the definition of series categories to the management of automatic announcements.

• Subscription: contains information relating to your personal MomaPIX account. It allows you to renew your membership and upgrade your website e.g. with additional disc space

Main - loading and publication of photos

The “Main” page is the public section of the website and contains tools for archive management. It allows photographers to upload images and the photo editor to edit and publish them. It allows authorised customers to download photos, carry out searches, populate their own lightbox and many other things.

On the Main page the tool bar at the top contains links to various sections of the website.

Loading a new photo series

To up-load a single photo or an entire photo series to your archive follow the procedure below:

• In the Toolbar of the Main section click ARCHIVE.

An archive page appears which shows a box (top left) that contains two text links. The first link allows you to open a Java applet, the second takes you to the batch upload page.

• Click on the link to start the Java applet (See Note below). Information on the use of batch upload is found later in this manual

Note: Java Virtual Machine must already be installed on your computer before you use the Java applet. If it is not installed, the MomaPIX server will start a guided procedure to its installation, following which you will be able to load the applet.

Note: When you load the Java applet for the first time, you will be asked to accept the security certificate. To avoid having to repeat this at every access specify permanent authorisation.

File:Autorizzazione permanente en.jpg

Now a black square will appear in the centre of the box indicating that the server is ready to load a new photo series.

There are three possibilities for loading photos:

1. Copy and Paste: right click on the image you want to add to the archive, select COPY, go to the black square, right click the mouse again and select PASTE.

1. Drag and Drop: select the images you want to load from your hard disk and drag them onto the black box.

1. Upload selection from a folder: click once on the square and a small window will open showing a directory of files on your computer. Select the images you wish to upload to your archive and click the “upload” button

Choose your preferred upload method and wait for the image transfers to take place. When the operation is complete the new images will be shown in the archive.

Editing image metadata

After loading, the new photo series will be visible in the archive shown to the left of the box with the Java applet together with the previously loaded photo series. If the loaded images already contain all or part of the metadata (infofiles for photoshop or, generally, any program that uses IPTC fields), MomaPIX will have imported the contents automatically. If you have to add the metadata or modify the existing data for an image, click on the required field and modify it directly online, pressing OK to confirm the changes.

Note: with MomaPIX the background of editable fields turns yellow when the cursor is placed over it. So if you place your cursor over any field the background turns it means there is an editable field .

This way you can:

• specify the location (where the photo series took place)
• specify the date
• specify the category (Go to List categories for instructions on how to create categories inside your archive).
• specify the title of the photo series.

You have now modified the metadata that is shared by all photos in the service.

To modify the data for individual photos (caption, keyword, photographer etc.) click on the cover photo for the service to access a new page showing all the photos in the service. Click and modify the required fields directly online, as previously described.

Note: to carry out a quick check/edit on the metadata for all photos in a service, click the Quick edit button at the top of the page.

Adding new images to a service

To add new photos to a photo series that is already in the archive, follow the procedure below:

• log in to the website and go to the archive section
• click on the cover photo of the photo series to which you want to add a photo. The page for that photo service will open displaying all the photos belonging to the series plus a white photo upload box (top left). .
• follow the instructions for loading a new photo series to start the Java applet to upload the additional photos.

Change the order of photos in a service

To change the order of photos within a photo series you can drag and drop them in the desired position. To activate the Drag function click on the hand icon in the top right hand corner of each photo box.

Alternatively, you can change the order by editing the position number of an individual photo using the Quick edit page (described later in manual)

Replacing an image (PLUS version only)

To replace an image in a service without altering the metadata follow the procedure below:

• log in to the website
• click on the icon of the photo to be replaced
• place the mouse on the X that appears in the top left of the previewed photo
• select the replace option on the drop down menu
• load the new image from your disk by following the instructions for loading a new photo series to start the Java applet and upload the replacement image.

The replacement will take place when you refresh the web page.

Image publishing (PLUS version only)

If you have subscribed MomaPIX PLUS, images uploaded by photographers are not published automatically. The Photo Editor’s task is to, check the content of the new images in the Private section of the archive, select the images to be published and edit any related metadata before authorising the images to be shown on the website.

To publish images follow the procedure below :

• log in to the archive using an admin/photoeditor user name and password.

• select the private section of the archive from the drop down menu that appears next to the ARCHIVE link in the toolbar .

• if you wish, you can edit all information related to an individual image (title, caption, place, keywords etc.) before publishing the images to the public website

• publish images by moving them from the private to the public archive. You can do this for a whole photo series or a single photo. Clickon the X in the top left of the photo series cover photo or a single photo and select the transfer to publics site option.

Rotate an image (PLUS version only)

You can rotate an image by 90° left or right directly from the website by following the procedure below :

• log in to the website
• click on the icon of the photo to be rotated
• place the mouse on the X that appears in the top left of the previewed photo
• select Rotate R or Rotate L from the drop down menu

The rotation will also be applied to the photo icons on the right of the page when you refresh the page

Quick edit of an entire service

The metadata for each photo within a service can be easily edited using a form accessed by pressing the Quick edit button found at the top of the photo series page.

Using this form you can:

• Edit the metadata shared by each photo in the service
• Edit specific metadata for individual images within the service
• Move individual photos or the entire photo series between the Private/(Public) to the Public/(Private) sections of the website or place them in the Recycle Bin
• Edit the position number for each image. Note: the position number, which has a default value of 127, can be edited to any value between 1 and 255. The photos will be placed in order within the service that they belong to according to this number. Alternatively, you can change the order of images within a service by using the Drag function

The changes will take place when you press the Apply changes button at the foot of the page.

Note: you can use the Quick edit function from lightbox pages and search results pages, as well as from the page associated with a particular photo series. In the first two cases a popup message warns you that the applied changes could modify the relationship of photos with their respective photo series. In particular, remember that photos in the same photo series all share the same values for a set of fields as specified in Preferences section of the of the control panel e.g. Title and Category may be common to all images in the series)

Moving images between photo series

To move images from one photo series to another follow the procedure below:

1. place the cursor on the X in the top left of the box of the photo you want to move and select COPY
2. move the cursor to the X in the top left of the box of the destination photo and select PASTE

You can use the same method to combine two photo series. Click on cross at the top of the photo series box and select copy then click on the cross of the destination series and select paste.

Note: the metadata fields that are common to all photos in a service (as specified in the Preferences page) are overwritten with the related information in the destination photo series service

Deleting images from the archive

MomaPIX ONE

To delete the entire photo series click on the X in the top left corner of the photo series box

To delete an individual photo, click on the X in the top left corner of the box for the preview of the image you wish to delete.

MomaPIX PLUS

To remove an entire photo series to the Recycle Bin, click on the X in the top left corner of the photo series box and select Trash.

To remove an individual photo to the Recycle Bin, click on the X in the top left corner of the box for the preview of the image you wish to remove and select Trash

Images in the Recycle Bin can be permanently deleted from the server or re-published on the website. Select the Trash using the drop down menu on the Toolbar (top left).

''Note: : photos in the recycle bin take up disk space. It is good practice to delete them regularly.

Batch upload

Batch upload means to upload one or more images that are grouped together, or grouped with other images already on the website, based on their metadata. All images that have identical values in the metadata fields that are shared within a photo series will be placed in the same photo series

Note: the common metadata fields for a photo series are defined in the Preferences section of the control panel. By default the Title, Category, Date and Place fields are common to all the images in a photo series

Batch uploads use a temporary folder, different folder for each photographer or desk user, into which the images can be uploaded. To access the batch upload page, select Archive from the tool bar in the Main section of the Control Panel, then click on the second link found in the box in the top left of the archive’s main page or any photo series page.

The following page will open:

All images in the temporary personal folder are listed on the right of the page. The box on the left of the page contains the Java applet that works in the same way as described above in the Loading a new photo series section. Now it can be used for loading files to the temporary folder.

When you have uploaded files to the temporary folder you can use the buttons at the bottom of the page to empty the folder or upload the images.

Promotion - html email and other tools

Using email as a promotion tool

After logging in select Promotion from the Control Panel tabs at the bottom of the page.

The following page will open:

Use this section to send customers a preview of your photos by email. There are three pre-defined email templates available, or you can produce your own messages using the html editor

The three pre-defined templates are:

• Single Event: use this to send an html email, to one or more customers, containing a photo series cover image from the archive. The cover image that will be sent is from the photo series currently selected in the main panel, or the last photo series uploaded if a particular photo series has not been selected in the main panel

• Today’s Events: use this to send an html email, to one or more customers, containing the cover images for all of the photo series uploaded during the current day

• Active lightbox: to send an html email, to one or more customers, containing the photos in the active lightbox. The active lightbox is the one currently selected in the Main panel

After selecting the template, an html editor appears on the right of the page with some default text, depending on the template chosen.

Finish writing the email with your personal text.

Quindi seleziona i clienti a cui mandare la mail attraverso i checkbox sulla sinistra.

Select which customers to send the email to by using the checkboxes next to the customer names listed in the left column. You may add additional email addresses in the “more recipients” box at the bottom. If it is more than one additional email address should they be separated with a , . To send the emails press the Send button.

Using Lightboxes as a promotional tool

MomaPIX allows every user belonging to the Administrator group, the Photo Editor group or a customer group to create one or more lightboxes in which to store images of special interest.

A customer creates a lightbox to store images for later use.

Administrators and photo editors can create lightboxes containing images intended for specific customers.

After logging in, every user belonging to one of these groups will have a default lightbox available. To enter images in the lightbox follow the procedure below:

• press the Add to lightbox Button that appears beside every preview image :

• press the L found beside every Image icon:

Note: if this does not exist in your MomaPIX installation, please contact customer service and ask for this feature to be enabled'

To view the images in the active lightbox, click on the LIGHTBOX link found in the Toolbar

The following page will open:

From this page you can:

• Create a new lightbox
• Empty a lightbox
• Delete a lightbox
• Remove one or more L photos from a lightbox (press the L beside the icon)

To move from one lightbox to another, use the popup menu on the left of the History bar:

Using of RSS Feeds as a promotion tool

Using RSS technology, you can constantly update your customers with news of new content in your archive’s.

By enabling the use of RSS Feed option in the Preference tab, you give access to a web page in which details of the available RSS Feeds are displayed along with instructions for their use.

Thanks to the RSS system you can promote your photo archive to all users who have 'Feed reader', News reader or an RSS Aggregator software installed on their computers. This software is downloadable free of charge from the internet.

The RSS system allows real time updates to be received by customers about the new photo series that are published on your website. MomaPIX Photo Feeds include: a preview photo for each new photo series, the title, the location and a link to the photo series on your website

To make this tool available to all your visitors, enable Feed RSS using the Preferences tab in the control panel.

Once enabled, a new FEED link will appear in the Toolbar giving access to the list of available feeds.

Direct link to the archive pages

Sometimes it is useful to send customers a link to a page inside the MomaPIX archive. Copy and paste the web-address for the specific page required that appears in the bottom right corner of every photo series page or individual photo page on your website

Syndicating

The MomaPIX Syndication module allows high resolution images to be sent by ftp/http to one or more registered customers. The customers in this case may be other agencies representing your archive or customers who, through special business agreements, want to receive high resolution photos on their server.

In these cases distribution may be established by either:

1. using ftp protocol. You can configure the customer’s server address and access data from the User Management tab in the Control Panel
2. using http. In this case please request MomaPIX technical personnel to implement a tailor-made interface with the customer's server

When the Syndication module is activated a Syndicate button appears at the top of each photo preview page, photo series page, lightbox and search results page. When you press this button a new page will open and you are able to mark which photos you wish to be sent to a particular customer.

Pressing the Send Button at the bottom of the page causes the MomaPIX server to interface with the customer’s servers and distribute the images

Note: the distribution key is only available if you have subscribed for this module, and if there are customers in the users panel that are already configured for distribution

Accounts - customers, photographers and archive administrators

You can manage the site permissions and setting for your customers, photographers and archive administrators using the Users tab in the Control Panel.

After logging in click the Users tab and the following page will open:

Each user has a login id, name, email address and password.

Users are assigned to a group characterised by the functions they are allowed to perform.

Creating a new account

Click on + button to open a new account card (if it's not open on your screen) and fill in the form fields on the left (login, name, email, password)

Attributes of each user are assigned by checking one or more of the checkboxes on the right

The following groups are available only in the PLUS versions :

• Photographer: user enabled to upload photos
• Photo Editor: user enabled to upload and publish photos and to use the promotions options
• Administrator: user enabled to use all the control panel options

Note: users belonging to administrator or photo editor groups are able to download photo like any client account, but each download is tracked in report section as type D instead of S. See report section for detailed information.

Note: users belonging to administrator or photo editor groups are able to enlarge or print photos without watermark protection.

The following groups are available in both the ONE and PLUS versions of MomaPIX:

• Client - Print & Zoom function: user enabled to Enlarge image icons, Zoom preview images and use the Print key. 800 pixel, watermark protected images available for download
• Client - Download function  : user enabled to download high resolution photos. Select the

(Web resolution) option to limit downloads to low resolution photos of 550 pixels.

• Client - Events download function: user enabled to download an entire photo series or a complete selection of images
• Client - FTP Syndication: user whose server will receive photos using ftp.

Nota: A complete selection of images means all images that are on show at a given time. To download an entire photo series where photos are distributed over two or more pages, the customer has to carry out separate downloads for each page

Note: photos distributed by Ftp syndication are tracked in report section as type D instead of S. See report section for detailed information.

Note: In MomaPIX ONE only a single user with administration privilege is allowed to upload photos. No photographer account exists

For every customer account it is also possible to set the following parameters:

• Download limit: the maximum number of photos downloaded before the account is blocked
• Download method: download directly from website, or by automatic email sent by the server.
• Customer’s language This is the language used by the MomaPIX software to populate the metadata of photos downloaded by this client
• Current: the set of recent photos accessible to account
• Archive: the set of archive photos accessible to this account
• Accessible categories: the set of categories that are accessible to this account; if none is specified then no filter is applied to the categories
• Ftp distribution: the accounting data required for access to the customer’s Ftp server.

Click on the Apply Changes button to confirm entered data

Warning: make a separate note of new users’ passwords. If one of your photographers/customers loses their password, it will have to be regenerated

Changing account’s properties

Select the User Accounts tab from the Control Panel then click the name of the user account to be modified. Change the fields described above to the required values and click on the Apply Changes button to confirm entered data

Deleting an account

Try to avoid deleting account. If a user is deleted, the entire history of the user’s activity will be lost. It is better to disable an account than to delete it. To disable an account just disable all of the user’s group memberships.

Reports - downloaded photos, keywords searched and more

Log in and select the Reports tab from the Control Panel .

The following page will open:

Different types of report can be seen using this page:

• Downloaded photos: a list of photos downloaded by customers.

• Enlarged photos: list of photos that customers have viewed as print previews. These are images viewed using the Print or Enlarge buttons next to image preview. These options are only available to customers with permission to access Medium resolution, watermark protected images

• Searched terms: list of all terms that customer have searched for using the search engine The customer accounts is registered with each search term recorded. If the search was carried out by an unregistered user, the report shows the IP address (Internet computer identification number) of the users computer.

Note: searches carried out by the site administrator are not recorded

Note: if the search is carried out before logging in to the website but from an IP address already noted and associated with a customer, the report shows the customer account preceded by the tilde character ( ~ )

• Email sent: the list of promotional email sent by the Promotion tab.

• Activity log: list of db/admin activity on the site

It is possible to filter the report results by using the drop-down lists in the form at the top of each report page:

• Customer: you can select a single customer or choose to have a report complete with all the photos downloaded by all customers.
• Photographer: (PLUS version only) you can select a single photographer or a complete report of all photos "sold" by all photographers
• Type: allows the selection of the photos (S) sold, (D) downloaded, or (%) both.
• Period: allows a specific period to be selected .
• Show: the number of records to display on a page; the default is 100.

To generate a report, set the search criteria using the form and press Submit

The reports on downloaded and enlarged photos contains the following items:

• Photo Id: miniature of the downloaded image. Placing the cursor over or clicking on it enlarges the miniature.
• Photographer: name of photographer who owns the image.
• Customer: customer who has viewed or downloaded the image.
• Method: photos sent by email, or direct or batch download images downloaded with other photos.
• Day: the day on which the photo was viewed or downloaded.
• Price code: price code applied to customer

Only the downloaded photo report also contains the following items:

• o Type: the current status of the downloaded photo. There are two possible statuses: (S) Sold , (D) Downloaded. By default all high resolution images that are downloaded are marked as (S) Sold. However, maybe high resolution image, downloaded by the customer, has not been published or should not be counted as a sold photo. The Type of an image can be changed to (D), in order to separate it off exclude it from the report, by clicking the (S).

The Keywords searched report contains the following parameters:

• Keyword: the term searched for in the archive.
• Ip: Internet Protocol address of customer or a generic visitor who carried out a search.
• Customer: name of customer who carried out the search, where this is one of your customers who is logged in
• Day: the day on which the search was carried out.

Preferences - server configuration and optional parameter settings

Using the Preferences tab of the Control Panel you can configure the MomaPIX server therefore access is limited to the admin user.

After logging in and accessing the Preferences tab a page with the configurable parameters listed on the left will open, as shown here:

Each of the parameters can be configured by selecting on a menu item.

Main language

If you have purchased multi-lingual support, your website and archive will operate in two languages. You will be able to index each image in both languages and assign one of the languages as a preferred language for each customer. When customers download photos, the image metadata or infofile will then be populated with data in their preferred language .

You can use an automatic translator to complete the metadata in the second language which will then be added to the database.

Use the Main language item on the menu to choose the principle language used for your site. The language you choose as the Main language should be the one you generally use for populating infofiles associated with images.

Secondary language

If you have subscribed to multi-lingual support, your website and archive will operate in two languages. Use this item on the menu to choose the second language you wish to use for your site. Choose as the Main language the one you generally use for populating infofiles associated with images.

You can compile metadata infofiles using Photoshop or FotoStation (or similar software) so that data is automatically imported onto the server in both the main and secondary language. When entering the data you need to separate the information with the ‘’|’’ character. For example if you are entering an image with the title Sunset and the caption is ‘’Sea sunset’’and you are using a multi-lingual archive in English and Italian, the infofile metadata should be entered as follows:

Title: Sunset |Tramonto Caption: Sea sunset |Tramonto sul mare

Alternatively, you can use automatic translations to the secondary language available in the Quick edit page. When you translate using the translation button, wait for the translation to be completed and then ensure you press the apply changes button or the changes made will be lost.

Photographer or agency name

Enter here the name of the photographer or photographic agency that you want be placed as the last credit for all photos in your archive.

Banner text or image

The banner text will appear at the top of every page of your Momapix website. To edit the default text (usually associated with your name or company name) click on the existing text in the top box on the right of the page. Enter the your new text and then click OK. If you leave this field blank, no text will appear.

If instead of text you wish use an image as your banner go to the Preferences tab in the control panel and click the static pages section to load the banner image. The image file must be in .png format with the name: banner.png and contain an image no higher than 55 pixels

Footer text

Enter here the text that will appear at the foot of your web pages. Usually this space contains information enabling direct contact with your company eg address, phone number, fax, VAT code, etc

For the best page layout insert no more than two lines of text. To insert a new line in the text you must insert the code
at the point where the new line begins

Copyright Information

Copyright information will appear at the foot of every web page. You can use this space to show that the images on your site are protected by copyright law e.g.

XYZ photo Agency ©, 2000-200X - All rights reserved

Watermark text or image

A Watermark text is applied to all preview images in order to prevent their unauthorised use. To change the watermark text use the Preferences tab in the Control Panel then select the Watermark option from the left-hand menu. Then click on the existing text, which is shown in the top box on the right and edit the text, then click OK to save the changes

If instead of text, you would prefer a watermark image, select the static pages option from the menu on the Preferences tab. Upload a file with the watermark image in .png format with the file name: mask.png. The file should have a transparent background and be 800x800px.

Note:: registered customers belonging to the Client - Print & Zoom function can download and view watermark protected images before buying them. These images are downloaded by clicking on the Enlarge or Print key found after customer log in. Print preview images have maximum dimensions of 800x800px and are watermark protected.

Homepage link

Select the Homepage option from the menu on the Preferences screen if you already have a website and you only wish to use MomaPIX for the management of your photo archive.

To link your MomaPIX archive to your existing site you should do the following:

1. Click on the web address shown in the top box on the right of the screen and enter your internet site’s web address in the editable field (making sure you enter the complete address, e.g. http://www.mysite.com not just www.mysite . . . . . ). Then click OK to apply the changes.

2. Then enter a direct link to your MomaPIX archive page into your existing website e.g. http://www.yourmomapixsite.com/index.php?url=main.php

Administrator Email

Use this option from the Preferences menu to enter the email address to which all system service messages should be sent. To change the email address click on the current address shown in the top box on the right and enter the new email address to be used, then click OK to save the changes.

Notifications

The MomaPIX server can be configured to automatically send two different types of email notification to the Administrator email address:

• Notifications of photo uploads. This option should be enabled if you work with photographers who independently upload photos to the archive and you want to be notified by email every time a new photo series is uploaded.
• Notifications of photo downloads. This option should be enabled if you want to receive an email every time a customer downloads a photo.

Archive access

With this item in the Preferences menu you can set the access restrictions for your website. Click on the text in the top box on the right of the Archive access page and select one of the following three options from the dropdown menu:

1. “Allow free browsing of whole archive. Image downloads to registered users only.” This gives open access for everyone browsing the internet but image downloads are limited to registered users only

2. “Allow free browsing of home page. Further access to registered users only.” This gives everyone access to your homepage and initial archive page but browsing/searching the archive and further navigation is restricted to registered users only . Before some one can navigate around the site their username and password must be

3. “Browsing allowed to registered users only.” Archive access is restricted to registered users only. Before someone can access any part of your site their username and password must be authenticated

Customer registration

In this section of the Preferences page you can define your websites registration policy. You select a type of registration form to appear which guides users through the registration process. Click on the text in the top box on the right of the Service registration page and then select one of the four options from the dropdown menu. There are 4 choices:

1. No form registration page. If you do not wish customers to register themselves on the website.

2. Data collection form. Password allocated manually With this option new customers enter their data and apply for registration. The MomaPIX server then sends an email to the website administrator containing the new customer’s data. It will then be up to the administrator to contact the new customer by phone or email and supply the access password and to assign the correct user privileges eg to download only low resolution images with watermark protection or download high resolution images.

3. Data collection form with automatic allocation of a password for downloading low resolution images. In this case, after registration the MomaPIX server will automatically send a password to the customer allowing navigation of the archive and download of low resolution, watermark protected images.

4. Data collection form with automatic allocation of a password for downloading high resolution images In this case, after registration the MomaPIX server will automatically send a password to the customer allowing customers to download high resolution photos without watermark protection. This option should therefore only be used when the images are not destined for commercial use.

List of Categories

The images and photo series entered in the archive can be divided into a number of categories which are created using this item from the Preferences menu

Note: If you have subscribed multi-lingual support, you can also enter the category name in the second language, specifying required name in the second column

Next to each category name you must enter a three letter identifier code that is required to associate it with to the Category field in the metadata infofile. MomaPIX allows the fields in the Photoshop (or FotoStation or similar software infofile to be imported directly into the archive. For this reason it is important to choose these characters carefully to ensure fast upload of images into the archive.

Where possible, the MomaPIX software fixes these characters automatically three consonants in the name of the category being created. Eg if the category being created is Sport, the software allocates the letters SPT. However, you can choose any three letters to be allocated with a category as long as there are no duplications.

Note: the defined categories are displayed in the public section of the website only when they are actually used. So if you create a News category ,it will only appear on the drop down menu in the website’s public web pages when the category contains at least one photo.

Maximum image size

Use this item in the Preferences menu to set the maximum size of images that can be loaded into the archive. You can set the maximum to any size between 1M and 10M. This function is useful if you allow photographers to upload their own work but you wish to prevent then from uploading excessively large image files. This limit check can be disabled.

Maximum event size

Use this item in the Preferences menu to set the maximum possible size of a photo series that can be loaded into the archive. You can set the maximum to any size between 10M and 50M. This function is useful if you allow photographers to upload their own work but you wish to prevent them from uploading excessively large photo series into the archive. This limit applies to individual upload sessions. The size of a photo series can be increased by adding images in successive upload sessions. This limit check can be disabled.

RSS Feed

Use this item in the Preferences menu to enable or disable access to photo series cover photos uploaded into archive by a feed reader. If enabled, a FEED link appears in the toolbar giving your visitors access to a page with a list of all available Feeds.

By default MomaPIX creates a global Feed for all the loaded services and a specific Feed for each category of photo in the archive.

Event-specific field

MomaPIX organises the archived photos by photo series. Each photo series is composed of one or more photos which share a common set of metadata infofile fields specified using this item in the Preferences menu.

When the contents of a shared field is altered in the metadata for any individual image the change will be applied to all the photos in the photo series

Colour theme

Use this item in the Preferences menu to select your preferred colour scheme for your website. There are 7 pre-set colour schemes or you can create your own customised scheme by clicking the MY THEME link. If you choose a preset format you need to refresh your page see the changes.

When you have created your desired look click the then “Save/Appply” button to set/apply your new scheme, then you must use the refresh button in you browser to see the changes on you actually website

Icon size

Use this item from the Preferences menu to change the size of the longest side of the icon images shown in search result and within a photo series. To change the value click on the current size shown in the top box at the right of the screen and then use the drop down menu to select a new value. The possible values range from 130 to 185px. Click OK to apply the change

Preview size

Use this item from the Preferences menu to change the size of the longest side of preview images, which are the enlarged images that appearwhen you click on an image icon. To change the value click on the current size shown in the top box at the right of the screen and then use the drop down menu to select a new value. The possible values range from 350 to 550 pixels. Click OK to apply the change

Static pages

MomaPIX allows you to independently manage the content of the Home page and the Info Page, which are know as static pages. It is possible to add additional static pages if you desire. The standard static pages are available in two different languages if you have registered for multi-lingual support.

Customisation of the static pages uses a HTML editor which allows you to directly edit the HTML code for the page. To access the HTML editor just click on the name of the page you wish to edit, do not use the selection box next to the page name as this is used if you wish to delete a file. When you have made the desired changes to the page click Save to apply the changes to your website.

By pressing Load new file you can load a new HTML file to link to your website or you can upload images you wish to use on your static pages

Subscription - MomaPIX subscription management

After logging in select the Subscription tab from the control panel at the bottom of the page:

The following page will open

You can use this section to check your membership status, pay your member subscription, contact MomaPIX or order additional services

Ten days before your membership expires the Subscription tab will start to flash to remind you that your archive service is about to expire. If you do not renew your membership before the expiry date , access to the website will be suspended.

To renew your membership and pay your subscription fee click the Renew your subscription now button which will take you to the MomaPIX website. Follow the instructions on the website to complete the renewal process

Note: you can pay your subscription fee by creditor debit or by bank transfer. Subscription fees can be paid:

• • quarterly payment
  • six-monthly payment giving a 5% discount
  • yearly payment giving a 10% discount

From the Subcriptions tab you can also:

• Order additional disk space. The amount of disk space associated with your membership and the amount of free space used is shown on the sbscrition page. If you have exceeded your limit, you can increase the disc storage space allowance clicking the Order button. Once you have selected the amount of space you require MomaPIX technical staff will complete the upgrade of your service it within 3 working days.

• Order multi-lingual support. This option allows you to operate your website and archive in two languages

• Order additional Customer account support. This allows you to have additional customer accounts or access your archive. There is no upper limit on the number of customer you can authorise

• Order additional Photographer account support. This allows you to increase the number of photographer accounts so that additional people can upload photos to your archive

• Order support for ftp Distribution. This additional service allows you to distribute your images directly to your customers’ servers. (see Customer for more information on this software module)

• Contact MomaPIX customer service and technical support teams. Messages sent to MomaPIX from the Subscription page of a MomaPIX customer’s website receive higher priority than those generated through the contact link on the MomaPIX website.

Appendices

The search engine and photo indexing

Of course, even the best search engines will not work if the photo indexing has not been done effectively in the first place. For this reason it is important to build the database that contains the right data, organised in the right way. MomaPIX has the following default index fields:

• place
• title
• caption
• keywords (highest relevance)

This means that all terms in these fields are indexed and can be searched. The title and caption fields usually have a linguistic meaning above and beyond simple search terms engine i.e. they describe the meaning of the photo and maybe the moment and reason for taking it. Consequently MomaPIX gives greatest relevance to the keyword field. This means that a word present in the keyword field of one photo will carry greater weight than the same word in the title or caption field of a different photo. Therefore you may decide to repeat some words in the keyword field that have already been used in the caption or title fields.

MomaPIX allows search results to ordered either by relevance (default option) or by date with most recent images shown first.

In a search ordered by relevance, if you write the keyword ‘’sea’’ the search result will also include all photos corresponding to the word seaside, but seaside will be rated as being less relevant, these will be placed at the end of the results. The first photos to be displayed will contain an exact match with the word sea in their keywords followed by images having sea in the photo title or caption.

The same principle applies to the place field. If your archive contains photos of Rome (e.g. images of the Colosseum), it is a good idea to include the word Rome among its keywords, as well as in the place field. In this way images of the Colosseum or similar places will be listed before images of other kinds such as demonstrations or general news items where the location in Rome is of secondary importance.

In relevance searches the search engine automatically carries out expansion of the search terms to include plurals and gender differences eg if you search baby the results will include photos containing the keyword babies and a search for lion will include the term lioness.

In date searches, the research is designed to be more exact. Therefore searching the keyword sea will only display images in order of date, that match this word exactly.

Note: If you do not have a substantial number of images in your archive, the search engine might not produce the results you expect. This is due to the fact that an indexed term is only considered significant if it appears in less than 50% of the images in the archive. This condition is usually true even when there are only a few photos in the archive

Search operators for refining results

If more than one search word is specified, by default MomaPIX lists all photos in which the search terms appear. Alternatively, by using the drop down menu in the advanced search panel, it is possible to specify a search for photos in which one or more of the search terms appears.

There are also some special characters that function as search operators:

Placing a + sign before a search term forces all images in which the term appears to be displayed.

Placing a – sign before a term forces images that include that term to be excluded from the results.

For example:

• +apple +pear: lists all photos is which both apple and pear appear

• +apple -pear: lists all photos is which apple appears but exclude any that also contain the word pear

• +apple pear: lists all photos is which apple appears, putting first any which contain the word pear

A customised search algorithm

Naturally, nobody knows your archive and the specific needs of your customers better than you so the MomaPIX software’s defaults might not be the best for your specific situation.

You may want to index the date field instead of the title or place field or maybe you want the search by date to be the default setting instead of relevance or decide that a search by photographer may be more useful than a search by category.

If this is the case please contact MomaPIX customer service to discuss the possibility of having a customised search algorithm created for your specific needs

The infofile IPTC/XMP fields

Every image in your MomaPIX archive is accompanied by a set of information (known as metadata) describing the contents and subject of the photo e.g. place, caption, subject, keywords etc. This set of metadata, that distinguishes each image, is required for the search function to work effectively.

The MomaPIX software allows you to directly edit all the metadata online as described in this manual, but it is also possible import the content automatically when the metadata had been attached to an image using any of the most widely used desktop photo-editing software packages such as Photoshop, PhotoMechanic, FotoStation, iView.

MomaPIX also allows users who have bought multi-language support, to automatically populate the metadata fields in different languages. If metadata is attached to an image using a desktop photo-editing suite the two languages must be separated by the language separator character "|”, eg if you want a photo entitled sunset to be immediately indexed in English and Italian, you should write in the Photoshop Title field:

Sunset |Tramonto

Alternatively, you can make use of the automatic translator available with Momapix multi-language support. In this case you attach the metadata in your principle language using the desktop software and then after uploading the images to your MomaPIX archive you can translate the metadata into the second language.

All the photo-editing software products listed below use their own terminology to refer to the same field and individual photographers have their own style when annotating an image with archiving or metadata information. For this reason MomaPIX's technical support team is at your service to provide an personalised filter that will make the importation process and initial migration to the MomaPIX service easier and more efficient.

In the following table we list the names of the IPTC fields used by the most common editing products and their matching MomaPIX database fields.

MomaPIX	Photoshop	iView	PhotoMeccanic	Aperture	Fotostation
Title	Document title (Headline)**	Product (Title)**	Object name (Headline)**	Object name (Headline)**	Object name (Headline)**
Caption	Description	Caption	Caption	Caption	Caption
Keywords	Keywords	Keywords	Keywords	Keywords	Keywords
Place	City & State/Province & Country	City & State & Country	City & State & Country	City & State & Country	City & Province/State & Country
City*	City	City	City	City	City
Province*	State/Province	State	State	State	Province/State
Country*	Country	Country	Country	Country	Country
Credit	Author (Credit)**	Author (Credit)**	Photorgapher (Credit)**	Byline (Credit)**	Byline (Credit)**
Date	Date created	Event date	Date created	Date created	Created date
Category	Category	Category	Category	Category	Category
	Supplemental categories	Supplemental categories		Supplemental categories
Instructions*	Instructions	Instructions	Special instruction	Special instruction	Instructions

* Fields not used in MomaPIX’s default configuration but available on request.

** If the first field is empty, the second will be used.

As well as reading the metadata directly from the image file, MomaPIX rewrites the metadata content in original software format when a customer downloads the photos. This means that the metadata contained in the image acquired by the customer is always correctly correlated with the original data that was uploaded to the MomaPIX online database.

Also, during download, some fields are automatically rewritten as follows:

• The URL field is rewritten with the link to the downloaded photo
• The copyright field is rewritten with the notes on copyright (just) as they were set in the Preferences page
• The Creator field is rewritten with the name of the photo’s creator followed by the agency’s name as they were set in the Preferences page impostato nella pagina Preferenze

If you wish to have a personalised filter to operate during the metadata rewrite phase when an image is downloaded to a customer then please contact the MomaPIX technical support team for more information.