OrgChart Now Help Guide

Table of Contents

Working with Photos

Audience

Audience: Any User Edition: Team, Enterprise, & Premium

Overview

Employee photos can easily be included in your org charts. Once you have determined how photos are referenced (see below), you can easily use Box Styles and Chart Templates to automatically add photos to your charts.

Photo Integration

There are five ways that photos can be integrated into OrgChart:

  1. Some data connectors (ADP, BambooHR, PeopleHR, and SuccessFactors, for example) include photo support so there is no need to upload photos.

  2. Photos can be uploaded to your OrgChart account (individually, via a zip file, or using SFTP/FTP).Unzip UtilityFTP/SFTP Accounts

  3. Photos can be retrieved via URL.

  4. Photos can be synchronized with Active Directory.

  5. Custom photo queries (contact OrgChart technical support to discuss).

Preparing and Uploading Photos (Photo Sizing)

Photos should be resized to a smaller size prior to upload.

  • Uploaded photos must be in the .jpg format. Referenced photos can either be .png or .jpg. Photos will automatically be re-scaled and re-sampled when referenced in an org chart.

  • The recommended size for a photo is 150x150; however any size greater than 72x72 and less than 512x512 should work without any issues.

  • Wide photos are also supported, but are not recommended. Recommended sizes include 100x80 and 200x160 pixels.

  • Use the File Manager to upload files from your computer. Any directory in your account can be used for storing photos. However, using the "Photos" directory is recommended.

  • You can upload photos one at a time or upload using a zip file. You can also use an FTP or SFTP client to upload photos to your account.

Referencing Photos

If photos are named using a standard convention, then they can be referenced dynamically using a concatenate formula. This is the recommended approach (for example, <EmployeeID>.jpg is a commonly used convention).

If photos are not named using a standard convention, then a Photo field in the source data must be used to reference a photo. The Photo field can either be a URL or a folder/file reference. Some examples include:

fredsmith.jpg

"Photos" directory searched for applicable photo.

CompanyPhotos:fredsmith.jpg

'Company Photo' directly searched for applicable photo.

http://www.exampleURL.com/jsmith.jpg

The URL will be resolved to a photo.

Import Wizard and Photos

If you are importing an Excel spreadsheet or using the ODBC data connector, you can add a column called "Photos". This column should be populated with a photo reference.

The following formats are supported:

Photo.jpg (for example: "12555.jpg")

This format will search the "Photos" directory for a referenced photo.

Directory:Photo.jpg (for example: 'MyPhotos:12555.jpg')

This format will search the specified directory for the referenced photo.

Photo URL (for example: 'http://{yourwebsite}/photos/12555.jpg)

The URL will be resolved to a photo.

Manually Updating Photos

If a photo is missing, OrgChart will show a silhouette image instead of an employee photo. You can replace the default "missing.jpg" with your own missing image file if desired.Replacing the "Missing Photo" Image

Photo Tips

External Resources

There are many free tools available for masking, cropping, and resizing photos. Adobe products are considered the industry standard for photo editing; however, pretty much any photo editing tool will work. Our Professional Services team can help you resize your photos if needed.

Sizing

Make sure your photos are sized correctly. See Working with Photos for more information on photo sizing.

Photos that are too big:

  • will slow performance

  • will result in large PDF files when publishing to PDF

A simple solution is to use Paint (a program typically pre-loaded on all Windows computers) to resize photos.

  1. Open your picture in Paint.

  2. Crop your picture as needed (see next section).

  3. Select the Resize button.

  4. Select the Pixel ratio button.

  5. Enter desired pixel width or height ("Maintain the Aspect Ratio" should always be selected).

Cropping and Centering

Unnecessary background space around a person's face should be cropped out. The face should be centered in the photo.

Masking the Background

Some customers like to strip out the background from their photos. This is especially useful if you want to include borderless boxes in your charts.

This article provides some instructions on how to remove the background from a photo: Masking Photos.

Consistency

If possible, it is best to hire a professional photographer and instruct them to use the same background for all photos. Also, the photos should be relatively consistent (e.g. full body shots and head shots don't mix well).

More Tips

  • You can also use photos for purposes other than employee photos. For example, you can create a box layout containing a "star" to mark key employees.

  • The naming convention for photos should be associated with the employee name or ID (e.g. employeeID.jpg or employeename.jpg).

  • For URL photo links, only .jpg and .png files are supported. For uploaded pictures, only .jpg files are supported.

  • If you need to upload a large number of photos, contact orgchartnow@officeworksoftware.com and request an FTP account. You can then use any FTP tool to mass-upload photo files.