Media Sets (media sets icon on bottom left)

Managing PhotoAudit+ Using The Admin Functions

 

A Media Set is a pre-defined group of photos that can be used and reused in different Job Templates. It acts as a building block to be used and reused, once it has been created. A Job Template can be made up of one or more Media Sets. It is best to create Media Sets first, then put them together into a Template.

What can I see in the Media Set grid?

  • Admins and Template Managers can view and edit all Media Sets from the Media Set grid.

The columns of the grid show:

  • An icon or 2 initials, to help quickly identify a Media Set.
  • The name of the Media Set – unique in its Org Unit.
  • Optional Notes, which provide extra information.
  • Org Unit – the home Org Unit of that Media Set.

How to create, view and edit a Media Set

  • Only Admins and Template Managers can create or edit the Media Set.
  • Click the name of a Media Set from the grid to open the Details window – the name of the Media Set is shown with its Home Org Unit in brackets.

  • Click the +Create Media Set button to create a new Media Set.

Details tab:

  • Name: Unique in the Org Unit.  This is the name of the ‘building block’ of photos, which can be used and reused, using a different name each time, if required.
  • File name part: letters or numbers to form part of the name of any photos taken for this Media Set.
  • Notes: optional additional information.

Status:

  • When drafting a Media Set, the default status is Inactive – it appears in the Media Set grid (so it can be completed and activated in due course) but does not appear on the Media Sets available to add to a Job Template.
  • When the Media Set is complete and you are ready to make it available to use, you can change the status to Active.
  • When you no longer need to see the Media Set in the grid, you can change the Status to Archived.

Media Subjects tab: These are individual photos that need to be taken.

For each Subject, you can explain what you need to see via:

  • Name of Subject – what you need a photo of.
  • Type – currently, only photos can be added to PhotoAudit+, but in future other kinds of media can be used.
  • File name part: letters and numbers that will form part of the file name when a photo is downloaded from PhotoAudit+.
  • Min/max: number of photos required for this Subject.  A min of 0 means a Subject is optional, or not required eg photos of damage.  If there is no maximum, this can be left blank.
  • Notes: optional extra information on what must be shown in the photo.
  • The order of the Media Subjects can be adjusted using the = sign to drag and drop.

Media Sets tab: these are smaller Media Sets that form part of this larger, parent, Media Set.

  • The tab shows the Media Sets that have been included within the larger Media Set.
  • The order of the Media Sets can be adjusted using the = sign to drag and drop.
  • Click + to add a Child Media Set.

  • You will see the Media Set library. It shows all those available to you. You can use the Filters to help find an existing Media Set.

Select a Media Set and it will appear as a Child Media Set.

  • You can then change the name if required.
  • You can add multiple copies of the same Child Media Set and give each a unique name eg the same ‘charging bay’ Media Set can be used multiple times and named ‘Charging Bay 1’, ‘Charging Bay 2’ etc.
  • If your Child Media Set does not yet exist in the Media Set grid, click Create New Media Set (using the instructions above).

What if I want a slightly different Media Set?

Open a Media Set from the Media Set Grid, make a change and Save As ‘new version’.

You can click the Save As button and  a new copy of the Media Set will be created.  This can be renamed, and then edited to suit.

What happens if I edit a Media Set?

When you add/remove or edit the contents of a Media Set eg remove a Subject, click OK and the earlier version is no longer saved.

OR

Open a Media Set from the Media Set Grid, make a change and Save As ‘new version’

You can click the Save As button and a new copy of the Media Set will be created.  This can be renamed and then edit to suit.

AI Media Sets

  • Let AI create a Media Set to meet your needs – then edit to refine.
  • Once you have completed the Details tab of your new Media Set, go to the Media Subjects tab and click the AI button. PhotoAudit+ will use AI to create a proposed list of Subjects, each with a name.

Complete your AI prompt:

  • Industry Sector – be specific for improved relevance.
  • Job Name – broadly, what is the work that requires photo evidence?
  • Task – specifically, what the on-site worker is doing in this part of the work.
  • Subject Count – how many photos you require for this task.

  • Click Generate and review the proposed list of Subjects.  If they are not appropriate, adjust the prompt and click Generate again.  When you’re happy with this draft list, click OK.

  • You can adjust this list of Subjects later

A proposed Media Set is shown for review or edit. You can:

  • Edit the Subject name, file name part or Notes.
  • Make a Subject optional, by changing the Min number of photos to zero or add a Max number of photos.
  • Change the order of Subjects by dragging the = symbol up or down.
  • Remove unwanted Subjects.

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