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Bulk Upload of Student Photo - PosiEd

Bulk Upload of Student Photo - PosiEd

Bulk uploading student photos allows schools to efficiently add or update student images in the system in a single operation. Instead of uploading photos one by one, administrators can import many files at once, saving time and reducing manual effort.

Before you begin, please check if the following configurations have been completed. If not, follow the steps below.

Assign Permission Set

This is required to create and manage Salesforce Libraries and folders

  1. Go to Setup -> User

  2. Select User record and under Permission Set Assignments, click Edit Assignments

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  3. Add [PosiEd] Edit Accounts to Enabled Permission Sets

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    1. The permission required for Bulk Upload Photo is Manage Salesforce CRM Content, which we have added to the [PosiEd] Edit Accounts permission set.

    2. Recommended User Profile: System Administrator

Enable Salesforce CRM Content User

This is required to upload and start the bulk update of Student photos. To enable Salesforce CRM Content User for each relevant user:

  • Go to Setup > User and tick Salesforce CRM Content User on the User record

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Set up the Student Photos library

Make sure the Student Photos library and the Active Student Photos folder exist before running the bulk upload.

Make sure all users who need access to this feature have the Salesforce CRM Content User checkbox enabled on their User record. The user who created the library is the owner and is set as the Library Administrator by default.

  • In the App Launcher, search for Files.

  • Go to the Libraries and click New Library to create a folder called Student Photo.

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  • Create Subfolder: Active Student Photo.

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  • Click Manage Members to give other Users access to the Library.
    Add Members and give selected Users access: Library Administrator or Author.

    • Make sure the Users who need access to this feature have Salesforce CRM Content User license. This also allows them to upload photos to the library.

    • The User that created the Library is the owner and is set as Library Administrator by default.

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Enable Content Delivery

To enable Content Delivery for the library:

  1. Switch to Salesforce Classic and go to Setup.

  2. In the sidebar, go to Customize > Salesforce Files.

  3. Click Content Permissions.

    1. The User must have the Salesforce Content CRM User license for this to be visible

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  4. Edit the Author (or your custom library permission).

  5. Check the Deliver Content checkbox.

  6. Click Save.

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Uploading Files to your org

Before you begin, confirm each photo is a .png, and the filename exactly matches the student ID (e.g., 123456.png)

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  1. In the App Launcher, search for Files.

  2. In the Files, select Libraries

  3. In the Libraries, go to Student Photo.

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  4. In the Student Photo library, upload the files by clicking Add Files.

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Uploading Bulk Student Photos to Accounts

  1. Go to Accounts.

  2. Open the School Account that the students belong to.

  3. Click Update Student Photo.

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  1. The system will process the uploaded files and upload or update the student photos on the related student records whose IDs match the file names.

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