| Please see this link for current Archive status updates: zenfolio.com/serviceupdate |
Zenfolio has launched an innovative archive tool that will help you effectively manage your business, keep your current Gallery organization clean and running smoothly, and continue to provide a safe and secure location for your images. The new Zenfolio Archive tool inside your account can be accessed and used to manage your archived content at any time.
Please visit our FAQ page for further details regarding the implementation of the Archive Tool and how it is impacting your account.
What does your Account look like?
Click on the image that matches your view for instructions specific to your interface.
Original Photos Page View
Gallery Archive Settings
- In your Zenfolio account, click on the Photos button from the top navigation menu.
- In the Organizer on the left-hand side, select a specific Gallery to open it.
- With that Gallery selected and open, click on the Gallery Access tab on the right-hand side.
- In the Access settings, go to the Archive tab.
Once you've reached the Gallery's Archive settings you will see the option to turn Archiving ON/OFF, the date this Gallery is currently scheduled to be archived, as well as restore privileges that can give clients and visitors the ability to restore the Gallery from the Archive.
| Please Note: Archive settings can only be set for one Gallery at a time. It is not possible to make a bulk change to this setting across multiple Galleries or Groups. |
Excluding Galleries From the Archive
Once you've reached the Archive area in the Gallery's Access settings, you can choose whether or not you want this Gallery to be included in the Archive. There is a limit of 20 Galleries that can be set to not archive in your account.
In the Gallery's Archive settings, toggle the Archiving option to OFF, and be sure to save your changes.
Galleries that have Archiving turned OFF will be indicated in the Gallery Organizer list of the main Photos page with a blue Gallery icon:
Once you've reached the limit of 20 Galleries that have Archiving turned OFF, any additional Galleries you attempt to make this change to will provide you with a message that you've already reached your limit. In order to turn OFF Archiving for this Gallery, you will first need to turn ON Archiving for another Gallery.
You can also postpone a Gallery's scheduled archival date by making any change to the Gallery that will cause the Last Modified Date to update, further extending the 14-month timeframe that the Gallery will remain active. A few examples of updates that will impact the Last Modified Date are:
- Uploading Images
- Changing Gallery Access Settings
- Setting a Gallery Expiration Date
Scheduled Archiving Date
In the Gallery's Archive settings, you will be able to see when this particular Gallery is scheduled to be archived. The date provided will be determined by the Last Modified Date of the Gallery – and Archiving will be scheduled to occur 14 months from that Last Modified Date.
| Please Note: With the initial release of the Archive Tool, Galleries that had a Last Modified Date older than 3 years were archived, with the oldest Galleries first. In early 2024, a permanent timeframe to archive Galleries that have a Last Modified Date older than 14 months was implemented. |
Restore Privileges
Once a Gallery has been archived, you will have the ability to restore the Gallery at any time through the actual Archive Tool. However, you can also give this ability to clients and visitors that may be visiting the Gallery in the future. This will allow clients and visitors to restore access to the Gallery without any additional action from you.
In the Archive settings of a Gallery, with Archiving turned ON, use the dropdown menu to determine if only clients can restore a Gallery or if anyone visiting the Gallery can request it to be restored. Keep in mind that if you set the Gallery to only allow clients to restore, anyone with a registered client account or the proper password to the Gallery will be able to request restoration.
And if you don't want clients or visitors to have the ability to restore the Gallery from the Archive, you can choose the option so that only you can restore Galleries.
Once you've made your selection, be sure to save your changes.
|
Note: Galleries will be restored to their exact previous state. The location, Access settings, assigned Price List, etc. will all be restored as they were when the Gallery was archived.
However, the photos that are contained within the restored Gallery will have new Photo IDs. If the direct link to the display versions of the uploaded photos have ever been given out or posted to other websites, these previous links may not lead to the photo since that link would contain the previous Photo ID. |
How to Find a Gallery's Last Modified Date
By default, Galleries will be archived 14 months after their Last Modified Date. While you can view the scheduled date that a Gallery will be moved to the Archive, you can also view a Galleries Last Modified Date using the following steps.
- In your Zenfolio account, click on the Photos button in the top navigation menu.
- Select a Gallery from the Organizer column on the left-hand side.
- With that Gallery open, click on the i icon at the top of the Details panel on the right-hand side of the screen. Here you will find the Last Modified Date listed as Modified.
Some of the changes that will cause the Last Modified Date to update for a Gallery are:
- Uploading Images
- Changing Gallery Access Settings
- Setting a Gallery Expiration Date
Accessing the Archive
Now that Galleries have been archived in your account, you can view the actual Archive Tool. To do this, follow these steps in your Zenfolio account:
- Hover your mouse pointer over the Photos button in the top navigation menu.
- Select Archive from the dropdown menu.
Once in the Archive Tool, you will see All Galleries that are currently archived. Let's take a look at the different areas of this page:
- In the center of the Archive page, you will see all of the Galleries that have been archived. You can select a particular Gallery for more information and options for that Gallery – which will appear on the right-hand side. Please Note: It will not be possible to view the individual images within an archived Gallery.
- At the top-center of the Archive page, you can use the Search bar to search for any specific Galleries related to the search, to narrow down what Galleries are being seen.
- To further assist you in locating a Gallery, you can use the Sort options to sort the displayed Galleries in ascending or descending order by Name, Date, or Size.
- You can choose to view the Galleries in a Grid view or a List view, depending on your preference.
- On the right-hand side, after you've selected a Gallery, you will be able to see the Group (Folder) location of the Gallery prior to it being archived. When the Gallery is restored, this is where it will be placed back within your account.
- You can use the Gallery Settings button to adjust who has the ability to restore this Gallery (anyone, clients, or only you).
- And finally, you can use the Restore button to request the Gallery to be recovered from the archive so that it can be visible and accessed once again.
Restoring an Archived Gallery
Galleries that have been archived can be restored, to be made accessible again, at any time. A restored Gallery will become accessible again for 14 months. The restored Gallery will be archived again unless it is selected as one of the 20 galleries that you can choose to turn Archiving OFF.
As the owner of the account, to restore a Gallery from the Archive, follow these steps:
- In your account's Archive Tool, select the Gallery you want to Restore.
- With that Gallery selected, click on the Restore button in the bottom right-hand corner.
- A window will appear for you to confirm you want to Restore the Gallery – click Confirm.
The gallery will begin its restoration process, which can take up to 12 hours. You will be notified, via your account's primary email address, once the Gallery has been restored.
Clients and/or Visitors, of a Gallery that has been archived, can also request for the Gallery to be restored, depending on the settings you've selected for who has the ability to restore a particular Gallery – by default all archived Galleries will be set to allow 'anyone' to restore.
When someone visits a Gallery that has been archived, they will see a page similar to the one shown below:
- If the Gallery is allowing 'anyone' to restore, the visitor can use the Restore Gallery button to provide an email address where they will be notified when the Gallery has been restored.
- If the Gallery is allowing only 'clients' to restore the Gallery, anyone with a registered client account or the proper password to the Gallery will be able to request restoration. If the visitor does not meet these requirements, the system will not recognize them as a Client and they will not be able to recover the Gallery on their own.
- And if the Gallery is not allowing anyone but you to restore the Gallery, the visitors will need to get in contact with you directly about restoring their Gallery. You can then use the restore option within your account to make the Gallery accessible again.
Statuses of Galleries within the Archive
|
Galleries that have been completely archived will be displayed without a spinning status icon, and the cover thumbnail of the Gallery will be visible.
The restoration process for these fully archived Galleries will require a duration of 12-24* hours. |
||
|
Galleries that are currently being archived, or awaiting their turn to be archived, will show a spinning "Archiving Gallery" status. These galleries can still be chosen for restoration, but please note that the restoration process for a gallery that has not been fully archived may take up to 24 hours.
|
||
|
After a Gallery has been requested for restoration and the restoration process is initiated, the Gallery will display a spinning Restoring Gallery status. Once the restoration is finished, the Gallery will be removed from the Archive Tool and will become active again in your account's Organizer, where it will remain before being archived again after 14 months. In certain instances, a Gallery may encounter an issue during the restoration process if the initial Group housing the Gallery has been removed. It is advised to refrain from deleting any Groups that may have contained archived galleries.
|
||
|
In the rare event you encounter any errors displayed during the archiving or restoration processes, please do not hesitate to contact our support team for further assistance. |
||
| *The estimated time for restoring fully archived galleries is 12-24 hours. However, this restoration time may be subject to delay depending on the overall volume of restoration requests being processed at any given time. |
Images not loading in active Gallery
If you encounter a gallery with loading symbols or a messages about images being retrieved, please first verify the date of the last modification of the gallery. If it was modified more than or approximately 14 months ago, this gallery is transitioning to the Archive. During this active migration phase, you may observe placeholders for images that have already been removed from the active gallery. Although this is not part of the Archive structure where a Restore can be initiated with a simple click, it is indeed possible to Retrieve these items from migration.
How to Retrieve Your Migrating Galleries:
In your Edit View, select all images, and then proceed to download the originals.
This action will automatically initiate the retrieval of the complete gallery. A dialog box will appear to confirm that you can expect the images to be restored within 12 to 24 hours, along with a link to monitor their status.
You may check the retrieval status here: https://www.zenfolio.com/u/e2/photos/galleryretrievalstatus.aspx
This page will display the date the retrieval was initiated. If it has been more than 24 hours, please contact Customer Support, and we will assist you in manually restoring your galleries.
Empty Gallery
Any actions such as deletion, relocation, duplication, or direct downloading from the archive cannot be initiated by you or the system.
The archiving procedure essentially involves a binary decision of either archiving (Yes) or not archiving (No):
- YES archive - IF Galleries are older than 14 months without being modified AND contain uploaded content they will be subject to archiving.
- NO archive - IF Galleries are older than 14 months without being modified AND contain no uploaded content no archiving will take place as they do not consume storage space.
Active Galleries not containing any content are likely to have been empty for a considerable period, possibly without ever containing any uploaded content, and are not empty as a result of the Archive functionality.
New Photos Page View
Gallery Archive Settings
- In your Zenfolio account, click on the Photos button from the top navigation menu.
- In the Organizer on the left-hand side, select a specific Gallery to open it.
- With that Gallery selected and open, click on the Access button.
- In the Access settings, go to the Archive tab.
Once you've reached the Gallery's Archive settings you will see the option to turn Archiving ON/OFF, the date this Gallery is currently scheduled to be archived, as well as restore privileges that can give clients and visitors the ability to restore the Gallery from the Archive.
Excluding Galleries From the Archive
Once you've reached the Archive area in the Gallery's Access settings, you can choose whether or not you want this Gallery to be included in the Archive. There is a limit of 20 Galleries that can be set to not archive in your account.
In the Gallery's Archive settings, toggle the Archiving option to OFF, and be sure to save your changes.
Galleries that have Archiving turned OFF will be indicated in the Gallery Organizer list of the main Photos page with a blue Gallery icon:
Once you've reached the limit of 20 Galleries that have Archiving turned OFF, any additional Galleries you attempt to make this change to will provide you with a message that you've already reached your limit. In order to turn OFF Archiving for this Gallery, you will first need to turn ON Archiving for another Gallery.
You can also postpone a Gallery's scheduled archival date by making any change to the Gallery that will cause the Last Modified Date to update, further extending the 14-month timeframe that the Gallery will remain active. A few examples of updates that will impact the Last Modified Date are:
- Uploading Images
- Changing Gallery Access Settings
- Setting a Gallery Expiration Date
Scheduled Archiving Date
In the Gallery's Archive settings, you will be able to see when this particular Gallery is scheduled to be archived. The date provided will be determined by the Last Modified Date of the Gallery – and Archiving will be scheduled to occur 14 months from that Last Modified Date.
Please note that with the release of the Archive Tool, Galleries that have a Last Modified Date older than 3 years have begun archiving with the oldest Galleries first. Starting in early 2024, we will adjust to a permanent timeframe to archive Galleries that have a Last Modified Date older than 14 months.
Restore Privileges
Once a Gallery has been archived, you will have the ability to restore the Gallery at any time through the actual Archive Tool. However, you can also give this ability to clients and visitors that may be visiting the Gallery in the future. This will allow clients and visitors to restore access to the Gallery without any additional action from you.
In the Archive settings of a Gallery, with Archiving turned ON, use the dropdown menu to determine if only registered clients can restore a Gallery or if anyone visiting the Gallery can request it to be restored. Keep in mind that if you set the Gallery to only allow clients to restore, anyone with a registered client account or the proper password to the Gallery will be able to request restoration.
And if you don't want clients or visitors to have the ability to restore the Gallery from the Archive, you can choose the option so that only you can restore Galleries.
Once you've made your selection, be sure to save your changes.
| Note: Galleries will be restored to their exact previous state. The location, Access settings, assigned Price List, etc. will all be restored as they were when the Gallery was archived. |
How to Find a Gallery's Last Modified Date
By default, Galleries will be archived 14 months after their Last Modified Date. While you can view the scheduled date that a Gallery will be moved to the Archive, you can also view a Galleries Last Modified Date using the following steps.
- In your Zenfolio account, click on the Photos button in the top navigation menu.
- Select a Gallery from the Organizer column on the left-hand side.
- With that Gallery open, click on the Details button at the top of the Gallery.
- Then click on the i icon at the top of the Settings panel that appears on the right-hand side of the screen. Here you will find the Last Modified Date listed as Modified.
Some of the changes that will cause the Last Modified Date to update for a Gallery are:
- Uploading Images
- Changing Gallery Access Settings
- Setting a Gallery Expiration Date
Accessing the Archive
Now that Galleries have been archived in your account, you can view the actual Archive Tool. To do this, follow these steps in your Zenfolio account:
- Hover your mouse pointer over the Photos button in the top navigation menu.
- Select Archive from the dropdown menu.
Once in the Archive Tool, you will see All Galleries that are currently archived. Let's take a look at the different areas of this page:
- In the center of the Archive page, you will see all of the Galleries that have been archived. You can select a particular Gallery for more information and options for that Gallery – which will appear on the right-hand side. Please Note: It will not be possible to view the individual images within an archived Gallery.
- At the top-center of the Archive page, you can use the Search bar to search for any specific Galleries related to the search, to narrow down what Galleries are being seen.
- To further assist you in locating a Gallery, you can use the Sort options to sort the displayed Galleries in ascending or descending order by Name, Date, or Size.
- You can choose to view the Galleries in a Grid view or a List view, depending on your preference.
- On the right-hand side, after you've selected a Gallery, you will be able to see the Group (Folder) location of the Gallery prior to it being archived. When the Gallery is restored, this is where it will be placed back within your account.
- You can use the Gallery Settings button to adjust who has the ability to restore this Gallery (anyone, clients, or only you).
- And finally, you can use the Restore button to request the Gallery to be recovered from the Archive so that it can be visible and accessed once again.
Restoring an Archived Gallery
Galleries that have been archived can be restored, to be made accessible again, at any time. A restored Gallery will become accessible again for 14 months. The restored Gallery will be archived again unless it is selected as one of the 20 galleries that you can choose to turn Archiving OFF.
As the owner of the account, to restore a Gallery from the Archive, follow these steps:
- In your account's Archive Tool, select the Gallery you want to Restore.
- With that Gallery selected, click on the Restore button in the bottom right-hand corner.
- A window will appear for you to confirm you want to Restore the Gallery – click Confirm.
The Gallery will begin its restoration process, which can take up to 12 hours. You will be notified, via your account's primary email address, once the Gallery has been restored.
Clients and/or Visitors, of a Gallery that has been archived, can also request for the Gallery to be restored, depending on the settings you've selected for who has the ability to restore a particular Gallery – by default all archived Galleries will be set to allow 'anyone' to restore.
When someone visits a Gallery that has been archived, they will see a page similar to the one shown below:
- If the Gallery is allowing 'anyone' to restore, the visitor can use the Restore Gallery button to provide an email address where they will be notified when the Gallery has been restored.
- If the Gallery is allowing only 'clients' to restore the Gallery, anyone with a registered client account or the proper password to the Gallery will be able to request restoration. If the visitor does not meet these requirements, the system will not recognize them as a Client and they will not be able to recover the Gallery on their own.
- And if the Gallery is not allowing anyone but you to restore the Gallery, the visitors will need to get in contact with you directly about restoring their Gallery. You can then use the restore option within your account to make the Gallery accessible again.
Statuses of Galleries within the Archive
|
Galleries that have been completely archived will be displayed without a spinning status icon, and the cover thumbnail of the Gallery will be visible.
The restoration process for these fully archived Galleries will require a duration of 12-24* hours. |
||
|
Galleries that are currently being archived, or awaiting their turn to be archived, will show a spinning "Archiving Gallery" status. These galleries can still be chosen for restoration, but please note that the restoration process for a gallery that has not been fully archived may take up to 24 hours.
|
||
|
After a Gallery has been requested for restoration and the restoration process is initiated, the Gallery will display a spinning Restoring Gallery status. Once the restoration is finished, the Gallery will be removed from the Archive Tool and will become active again in your account's Organizer, where it will remain before being archived again after 14 months. In certain instances, a Gallery may encounter an issue during the restoration process if the initial Group housing the Gallery has been removed. It is advised to refrain from deleting any Groups that may have contained archived galleries.
|
||
|
In the rare event you encounter any errors displayed during the archiving or restoration processes, please do not hesitate to contact our support team for further assistance. |
||
| *The estimated time for restoring fully archived galleries is 12-24 hours. However, this restoration time may be subject to delay depending on the overall volume of restoration requests being processed at any given time. |
Images not loading in active Gallery
If you encounter a gallery with loading symbols or a messages about images being retrieved, please first verify the date of the last modification of the gallery. If it was modified more than or approximately 14 months ago, this gallery is transitioning to the Archive. During this active migration phase, you may observe placeholders for images that have already been removed from the active gallery. Although this is not part of the Archive structure where a Restore can be initiated with a simple click, it is indeed possible to Retrieve these items from migration.
How to Retrieve Your Migrating Galleries:
In your Edit View, select all images, and then proceed to download the originals.
This action will automatically initiate the retrieval of the complete gallery. A dialog box will appear to confirm that you can expect the images to be restored within 12 to 24 hours, along with a link to monitor their status.
You may check the retrieval status here: https://www.zenfolio.com/u/e2/photos/galleryretrievalstatus.aspx
This page will display the date the retrieval was initiated. If it has been more than 24 hours, please contact Customer Support, and we will assist you in manually restoring your galleries.
Empty Gallery
Any actions such as deletion, relocation, duplication, or direct downloading from the archive cannot be initiated by you or the system.
The archiving procedure essentially involves a binary decision of either archiving (Yes) or not archiving (No):
- YES archive - IF Galleries are older than 14 months without being modified AND contain uploaded content they will be subject to archiving.
- NO archive - IF Galleries are older than 14 months without being modified AND contain no uploaded content no archiving will take place as they do not consume storage space.
Active Galleries not containing any content are likely to have been empty for a considerable period, possibly without ever containing any uploaded content, and are not empty as a result of the Archive functionality.