How to update a Profile Photo(s) in SS&E

Overview

Administrators may upload profile photos into SS&E via two ways:

• Bulk using a zip file
• Individually from People Administration.

These photos display alongside student and staff information throughout the application.

• By default, the most recent action is what applies to the profile photo displayed in SS&E.
• A user's profile photo in a zip file will replace the existing one in SS&E, no matter how the original was added (bulk or manual).

Note: Profile photos are cached to improve application performance at a couple of different levels, so you may or may not see the profile photo changes immediately after a bulk/individual upload is complete. If you aren't seeing photos change immediately, it may take a few hours for them to update, so either check back later, and/or use Ctrl+F5 to refresh your browser web pages and make sure that your browser isn't caching the old photos.

Bulk Photo Upload

The following steps explain how to upload user profile photos in bulk:

1. Login to SS&E.
2. Select the Administration app.
3. On the left navigation bar, click on the People & Roles menu.
4. In the submenu, click the Profile Photo Upload menu found here.
5. Choose and upload a zip file that includes profile photos.  

Note: The zip file can be named using any naming convention, but the photos must be saved inside the zip file without a subdirectory and must be named based upon the ID or username of the student or staff. For example, if a student's id is 0123456, the image must be named "0123456.png" or "0123456.jpg".  

1. • Only PNG and JPG file types are supported.
   • To add your zip file either:
     
     1. Click the Choose File button, select the zip file, and click the Upload button, or
     2. Drag and drop zip file into the box that is outlined.
     3. Your photos will be uploaded and will soon display throughout SS&E.
        

Individual Photo Upload

Photos may also be added/removed/replaced individually on the Person record from the People Administration menu found here.

The following steps explain how to manually update a user's profile photo:

1. Open the People Administration menu.

2. Search for the user either by name or Id, then select the user by their Institution Id.

3. Select "Change Photo" from the top menu bar.

• Select "Choose File" to upload/change the person's profile photo.
• Select "Delete" to remove the existing profile photo.

4. Select "Save" to complete this action.

Troubleshooting

When the error message says "Unable to upload file. Please make sure format is correct"

From past experience, if the above message appears in a red bar while the green progress bar shows "Processing Photos complete!" this is most likely a false error and the upload process is complete.

To verify that the profile photos uploaded successfully, please check the contents of the zip file associated with the error message and make sure that the updated photos display on the UI. If the photos do not update within 24 hours please try a smaller zip file and/or open a Support ticket to share the zip file.