Create an Index Build the Book (category)
An index is a very useful way to find students in the yearbook. The Manage Index screen helps you manage your index list and select your index style settings. Important: All portraits are automatically tagged with their appropriate student names when imported.
Tag Student Names in the Yearbook
There are two ways to tag students in your yearbook. You can tag an image of them or you can tag a text box that refers to them. Note, these instructions assume your portraits are imported and in the Portrait Library. Best Practice: Create student tags throughout the year so you can track student frequency in the yearbook. Best Practice: Start tagging students as soon as portraits are imported. Waiting until AFTER portraits are imported alleviates spelling errors. Best Practice: Waiting until AFTER portraits are imported allows you to tag students directly in Page Builder. Before portraits are imported, you need to add the name manually in Manage Index in order to have the name available in Page Builder. đ&#x;šŠ Shortcut: If you reuse an image or text box that includes tagged students, using duplicates of the image or text box will automatically include the same tagging.
1. From the Page Builder, drag an image or text box onto the Canvas and modify it as necessary. o For more information on adding a candid image to a yearbook page, see the Add a Single Image Element help topic.
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For more information on adding a text box to a yearbook page, see the Add a Text Box Element help topic.
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2. Select Tag Students for Indexing from the image’s or text box’s Menu icon. (An image’s menu is shown.) o The Tag Students for Indexing dialog box displays.
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3. Enter a minimum of 3 letters from the student’s name (first or last name) in Student Name. o All matching names display along with each student’s grade. o ê Warning: If the student’s name you are looking for does not display, verify that the student’s portrait is in the Portrait Library. Best practice is to import the student’s portrait BEFORE tagging the student so the name automatically shows up. To have the name available in Page Builder without a portrait, you need to add the name manually in Manage Index. § For more information on verifying a portrait is in the Portrait Library, see the Edit a Portrait Group help topic. § For more information on adding a name in Manage Index, see the Create a Yearbook Index section below. 4. Select the correct name. o The full name displays is in Student Name. 5. Click Add. 2
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The name displays below. đ&#x;’ĄTip: If there are multiple names, arrows to the left of the names will appear blue. A blue arrow indicates the name can be moved up or down in the list. For example, a blue Up arrow means the name can be moved up at least one row. đ&#x;’ĄTip: To copy the list of tagged names, click the Copy Name List to Clipboard link to paste (CTRL + V) the name list into a text box. Note, if an image or text box spans two pages (across the gutter), the student will index on both pages. § For more information on editing the pages listed in the index for a student, see the Create a Yearbook Index section below.
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6. When done, click Save. o The tags are saved to the image or text box. o ĂŞ Warning: Names tagged to images are not automatically linked to text boxes and vice versa. You must tag the students in each element separately.
Run the Student Frequency Report
It’s a great idea to review how many times each student appears in your yearbook. In particular, it is important to find students who are not showing up a lot. Important: All portraits are automatically tagged with their appropriate student names when imported. Best Practice: Generate the Student Frequency Report often to identify students that need a larger presence in your yearbook. Wait to generate your index until you are satisfied with the numbers on your
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Student Frequency Report, otherwise, you will need to take down your index in order to make any tagging changes.
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1. From the Menu, hover over Manage Images and select Student Frequency Report. o The Student Frequency Report screen displays.
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2. Enter the quantity to base the report on. For example, if you want to see a list of all students with LESS THAN three images throughout the yearbook, you would enter ‘3’. 3. Click Generate Report. o The Report is generated. o ĂŞ Warning: This report can take a few minutes to generate based on the size of your yearbook.
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4. Click the format you would like your report in. Options include: PDF or CSV (spreadsheet). o The Report is downloaded to your computer. o đ&#x;’ĄTip: The report results display in alphabetical order. It also shows you which pages the student appears on.
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5. (Optional) If you need to run the report again, click the Start Over link. o ê Warning: If you do not click Start Over, you not be able to access the Student Frequency Report screen from step 1.
Create a Yearbook Index
After you are satisfied with your Student Frequency Report, the last thing you will do is create your yearbook’s index. Once your index is generated, you can make any style changes or any manual updates needed. ê Warning: Generating the index is a slow process because it needs to pull all of the student tagging information from the yearbook. Best Practice: Do not generate the index until you have completed all the tagging in the yearbook. Best Practice: Wait to generate your index until you are satisfied with the numbers on your Student Frequency Report. Once you generate your index, you cannot modify any tags without taking down your index first. This will require you to rebuild your index and re-do any manual updates.
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1. From the Menu, hover over Book Builder and select Manage Index. o The Index introduction screen displays.
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2. Check that you acknowledge that prematurely generating the index may require additional manual work. o ĂŞ Warning: The Generate Index List button will not enable until you have checked the acknowledgement box. 3. Click Generate Index List. o The Manage Index screen displays the yearbook page(s) where each student is tagged and their overall tag count. o ĂŞ Warning: Students will not show in the index if they are not tagged. For more information on locating students that are not tagged , see the Run the Student Frequency Report section above.
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4. (Optional) Add any additional names and/or pages manually. o đ&#x;’ĄTip: This is useful if you have a student image or name that the system doesn’t automatically identify. For example, if an image or text box spans two pages and the student actually shows on the right side not the left side. This is also useful if you want to index someone other than a student or a staff—like a school mascot. § Enter the First Name. § Enter the Last Name. § Enter the Page #s where the person is found. Separate multiple pages by commas. § Click Add.
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5. (Optional) Click the Letter Headers Edit link to update the Letter Headers styles. o The Edit Style for Letter Headers dialog box displays. § Update the Font, font Size, Format, Alignment and/or font Color. o đ&#x;’ĄTip: To see what changes will look like prior to saving them, view the Preview area. § When done, click Save.
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6. (Optional) Click the Letter Headers Edit link to update the Letter Headers styles. o The Edit Style for Index Names dialog box displays. § Update the Font, font Size, Format, Alignment, font Color and/or Display Name Order. o đ&#x;’ĄTip: To see what changes will look like prior to saving them, view the Preview area. § When done, click Save.
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7. When done, click Save Index List. o All changes to the Index are saved.
Edit an Index 3
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(Optional) Before you make any manual changes to your index, click Reset Index List to reset your index from the information found in Page Builder. o The Reset Index List Confirmation dialog box displays. o ĂŞ Warning: This is only necessary if you have already flown the index to pages in the yearbook. o ĂŞ Warning: A reset will remove any manual page edits. It will also add back in any students that were manually removed. o đ&#x;’ĄTip: Resetting the index does not affect a manual add like adding the mascot name to the Add Name section of the Manage Index screen.
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A. Click Reset. 2. (Optional) To edit a student row, click the appropriate student’s Pencil icon. o The Edit Pages for Index Subjects dialog box displays. § đ&#x;’ĄTip: To delete a student row, click the student’s Trash icon.
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A. Update the On Pages field to reflect any page changes to where the person is found. Separate multiple pages by commas. B. Click Save. 3. When done, click Save Index List. o All manual changes to the Index are saved.
Search For a Student
There are two ways to search for a student in the Manage Index screen: Search functionality or manually scroll.
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1. Enter the student’s name or page number in the Search field. 2. Click the Magnify Glass icon. 3. (Optional) If you need to view additional search result pages, click on a page number to jump to that page OR click the First, Previous, Next, Last page buttons as needed.
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Flow the Index to the Yearbook
Once your index is done, you can flow it to your yearbook. ê Warning: You will need to unflow and reflow the index if you make changes to it. Best Practice is to wait to generate and flow the index until all tags and any manual index updates are complete. Fix a name or spelling error If you need to update a student’s name or fix a spelling error, where you go to make the update depends on the state of your index.
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If the index is ALREADY flown to the yearbook, you have to go back to the index and manually change it on the Manage Index screen. For more information on finding a student and updating student names in the Manage Index screen, see the Search For a Student and the Create an Index sections above. If the index is NOT flown, you can make the name/spelling change in the Manage Portraits screen. Then changes will automatically reflect in the index. For more information on editing student records, see the Edit a Portrait Group help topic.
Once you flow your index, you can always make font changes (size, color, etc) in Page Builder. Important: Information on how to flow your yearbook will be coming soon.
Export the Index
You can export the index as a PDF or Excel file.
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1. Click the PDF or CSV (Excel) link. o The file is downloaded to your computer.
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