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Working with Student Portraits

WCPS uses a variety of companies for student portraits, which means that their delivery methods vary as well. Therefore, the first few steps for preparing the picture file will vary.

  • LifeTouch: Provides images for PowerSchool via their web portal. They have an option to download them in a format that is PowerSchool ready. Once you go through the process of selecting and downloading the pictures all you will need to do is locate the zipped picture folder along with the IDLink file, then skip to the upload instructions near the bottom of this page.
  • Sherry Grubb Photography: Provides images via email that requires the preparation steps before uploading.
  • PhotoGenius: Provides images via email that requires the preparation steps before uploading.

How to Prepare and Import Student Photos into PowerSchool

Before being able to mass import student photos into PowerSchool you must first provide the portrait company with a list of students along with their name and student number from Powerschool before picture day. Once the portrait company provides you the photo and student number files you must prepare them before being able to import them into PowerSchool by creating these two things.

  1. A flat ZIP file containing all the Student photos you wish to import.
  2. A tab-delimited text file that maps Student_Number to the exact filename of their Student photo.

ITRT's can assist in loading the annual student portraits into PowerSchool to correspond with the student's record.

Preparing the Picture file as a Flat ZIP File

So that you can import the photos all at once instead of individually, they will need to be packaged in a ZIP archive file.

  1. If portrait files are provided via email download the zip file and text file provided by the portrait company.
  2. Open folder to view files.
  3. Copy the images folder to desktop.
  4. Open images folder on desktop.
  5. Within the images folder, highlight all the student pictures that are named by the student ID numbers. (Ctrl-A)
  6. Note: Search for and omit teacher pictures as well as teacher portraits with a student number as the file name if applicable.
  7. Right-click over one of the highlighted pictures to access the menu.
  8. Choose Send to… from the list.
  9. Then choose Compressed (zipped) folder.

Create a Flat Zip File

  1. Click the compressed (zipped) folder.
  2. Within the same folder, a zipped folder icon is listed with the first student's ID number highlighted.
  3. Rename the zip folder to create a new .zip extension.
  4. After clicking to rename the folder, the list will appear alphabetically.
  5. Note: The zip file must be "flat" which means no other folders or subfolders exist inside the zip folder. Just the image files only.
  6. The zipped file may be relocated to the desktop for easier access, if desired.

The student pictures labeled as noid<>.jpg will need to be identified visually and uploaded into PowerSchool on an individual basis.

Preparing the Mapping File as a Tab-Delimited Text File

PowerSchool needs you to tell it which photo belongs to which Student. To do this, you must make a Mapping file that you will import at the same time as the photos.

To create the zipped mapping file, drag and drop the IDLINK.TEXT file to the desktop
Note: Photo Genius uses XREFDATA.TEXT-NOTEPAD

  1. Open MS Excel.
  2. Excel expects specific file extensions (.xl; .xlsx; .xlm; etc.).
  3. Change the file format to search All Files (*.*).
  4. From within MS Excel, select Open and change the file type to All Files (*.*).
  5. Open the IDLINK.TEXT (file when using LifeTouch) or similar name when using other portrait company.

Once the files are on the Desktop, proceed with the import.

Import the file into MS Excel using the Text Import Wizard

  1. Choose file type as Delimited.
  2. Click Next.
  3. Choose Delimited by a Comma.
  4. Click Next.
  5. Select General in the Column data format section.
  6. Click Finish.
  7. Note: If both the student number and picture file name are in one column separated by a comma rather than in two columns you will need to split them into two columns. If so, start with the next step. If not, skip to Step 13.
  8. Highlight Column A.
  9. Choose the Data tab and select the Text to Columns data tool to access the Text Wizard window.
  10. In Step 1 of 3 select Delimited and click Next.
  11. In Step 2 of 3 select Comma and click Next.
  12. In Step 3 of 3 select General and click Finish.
  13. Ensure the file extension in column B is the same as the file extensions on the actual filename of each student picture. This may or may not include case sensitivity (depending on the PowerSchool version). Try importing without matching the case. If that fails then change the file extensions by performing a find and replace. Example: Find *.img and Replace with *.jpg or find *.jpg and Replace with *.JPG (if file extensions in the picture file are capitalized).
  14. Save the file as Text(Tab delimited) (*.txt).
  15. Confirm saving the file and the format changes for all the popup windows. The example below is how the final mapping file should look.


Strip off the Header and Footer

  • For PhotoGenius portraits, the header and footer lines had to be stripped out before importing the IDLINK.TEXT file into PowerSchool.

Upload the images into PowerSchool

  1. Open PowerSchool.
  2. Choose the appropriate school for the image import.
  3. Under Setup, click System.
  4. Click Photo Management.
  5. Click Import Pictures.
  6. Select Group: Students.
  7. Zip File - browse and open the zip file with the pictures.
  8. Mapping File - browse and open the mapping file.
  9. Mapping Type - Student/Staff Number.
  10. Click Upload.

Correct the Import Failures

  1. The list of Import Failures will identify those with no ID associated with the photo. These students picture may be missing or a previous school year picture may still exist.
  2. To find students without pictures, search on "PhotoFlag=0".
  3. Go to the photo file provided by the company and find the students photo so you can copy it to the desktop.
  4. Rename it to the correct student number.
  5. Click on the student's name, then go to the Photo page.
  6. Click Submit a new photo for this student to load a single photo.
  7. If the student was not enrolled on portrait day/makeup day follow the instructions below on how to take and upload photos for individual students.


  • If the filename of the photo contains leading zeros (Example: 001.jpg), your mapping file must also contain leading zeros.
  • If the filename of the photo uses the .jpeg extension, your mapping file must also use the .jpeg extension. By the same token, if the filename of the photos uses the .jpg extension, your mapping file must also use the .jpg extension. The mapping file may also case sensitive.
  • You may have additional columns in your mapping file while you're constructing it, but you should save the final version with only two columns.
  • If the mapping file contains quotation marks after you've created it you can remove them by going to Edit > Replace in Notepad.
  • The photos must be in a ZIP file. Other compression types such as .SIT, .RAR, and .7z are not accepted.
  • If importing staff portraits there must be a separate mapping file for students and separate mapping file for staff.


How to Take and Upload Photos for Individual Students in PowerSchool

  1. Search on "PhotoFlag=0" to find a student(s) without a portrait.
  2. Take a picture of the student with a cell phone, email it to yourself, then download it to your desktop.
  3. Select each student in the list.
  4. Go to the Photo page for each student.
  5. Click on the "Submit a new photo for this student" button.
  6. Browse and select a valid picture file (Note: the photo must be in JPEG (.jpg or .jpeg) format).
  7. Submit the new photo.
powerschool/powerschool/studentportraits.txt · Last modified: 2024/05/13 09:58 by jrhea