Welcome to Rave's brand-new Albums feature, which allows you to store, share, download, and reuse image and video files in Rave like never before! With Rave Albums, you can easily select and export your project photos to PDF - to share with clients, copy to messages (email), project files, notes, scheduled tasks, checklists to do's, and your financial documents.
Using Rave Albums
To start using Rave Albums, first navigate to your project from the Site/Build button. Once in the project you will find the Albums sub-tab sitting next to the Albums sub-tab. This is where you can see a list of all the albums created in your project. If no albums have been created, you will see white space.
Creating an Album
At the top right of the album page is a green Album button. Clicking on this button will open an 'Add a New Album' pop-up. Here you can:
- Add a custom name for the album
- Choose the level of access for Clients and Contractors:
- None - No access
- View Only - Viewing access only
- View and Upload - Upload and view their own content only
Note: If you choose no access at all, then only internal staff with album permission will be able to access that album.
Editing an Album
To the top right of the album is a set of icons:
- The first icon is of a single person that may or may not have a strike through it. This indicates if a client can or cannot see this album from the permissions you set when creating/editing it.
- The second icon is a set of three people that may or may not have a strike through it. This indicates if a contractor can or cannot see this album from the permissions you set when creating/editing it.
Hovering over these icons will tell you what permissions have been set for each group - view only, view and upload, or not visible.
There is also a 3-dot action dropdown menu that allows you to:
- Edit the album name
- Move the album to another project
- Export items from this album to a series of other places in Rave, or export to PDF (see instructions below on this feature)
Note: If you don't see some of these options, your permission does not allow you to do them.
Upload item/s to an Album
Once you have created an album, you can start loading images and/or videos into the album.
- The Upload button (to the top right of the album) will allow you to select content from your device, or if you are on mobile, you can take pictures and load them directly into the album as you go.
- Once the images are ready, you will be able to see them loading to ensure they are successful.
The same set of icon images is also at the top right of the album - near the Upload icon.
- The first icon is of a single person that may or may not have a strike through it. This indicates if a client can or cannot see this album from the permissions you set when creating/editing it.
- The second icon is a set of three people that may or may not have a strike through it. This indicates if a contractor can or cannot see this album from the permissions you set when creating/editing it.
Hovering over these icons will tell you what permissions have been set for each group - view only, view and upload, or not visible. In the example below, neither the client nor the contractors have access to this album or its contents.
- The edit icon allows you to change the album name, and change the visibility of contractors and clients.
When inside an album and hovering over an image, a 3-dot action dropdown menu will appear to the top right, which allows you to:
- Download this image back onto your device
- Set this image as the album cover photo
- Export this image as a PDF to share them to a range of other places in Rave
- or Delete this image - with permission
A checkmark on the top left allows you to select the image and decide to print or copy it to another part of Rave.
Once you select your first image, you can then click anywhere on multiple other images to bulk select them and choose to export these items from this album to a series of other places in Rave or the PDF (see instructions below on this feature)
Clicking on an image enlarges it, allowing you to scroll left and right through all of the images in that album.
When an image is enlarged, a 3-dot action dropdown menu will appear to the top right, which allows you to:
- Download this image back onto your device
- Set this image as the album cover photo
- Export this image to a PDF
- or Delete this image - with permission
You can also view the information related to that image via the 'i' (information) icon. The information provided depends on whether the image was loaded via a mobile device.
- File Name - the name of the image/video
- Uploaded By - the user who uploaded the image/video
- Size - file size of the image/video
- Original Filename - the default device name of the image/video
- Location - where a mobile uploaded image/video was taken
- File Extension - the type of image or video, i.e .jpg or .png
- Media Type - the media type
- Uploaded Date and Time - when the image or video was uploaded
- Description - a brief description (250-word limit) of the image or video that you can then search for via the timeline view
Moving Items
You can also bulk-select items within an album and move them to another album within the same project or a different project. A pop-up will ask you to choose the project and then the new album you want to move the images to, or you can keep the current project selected and choose the new album. If the New Project doesn't have an album, it won't let you transfer any images until you create one.
Exporting Items
To select items to export, click the icon with a check mark inside a circle. Once the first image is selected, you can click anywhere on the other images to select them in bulk.
Selecting a single or multi-image image(s) will bring up an Export To option. This option allows you to choose how many photos per page you want to export, name the export, and select an export method.
There are a number of choices for the export method, depending on your permission:
Download - This will download the image(s) as a PDF document
Project File - You can select which RAVE default folder you want this PDF saved to
Contractor File - You can select which Contractor Files folder you want this PDF to be saved to
Client File - This PDF will be saved under the Client Files folder of this project
Client Profile Notes - This PDF will be saved to the Client's Profile Notes in our CRM section
Site/Build Notes - This PDF will be saved with any comment you add to the project site build notes section of this project
Client Site/Build Notes - This PDF will be saved with any comment you add to the project's client site build notes
Schedule Task Comment - This PDF will be saved with any comment you add to the selected schedule task under the comments section of the task
Checklist To Do Comment - This PDF will be saved with any comment you add to the selected TO DO under the comments section of the checklist
Estimate Version Attachment - This PDF will be saved to the selected estimate version as an appended attachment
Quote Request Attachment - This PDF will be saved to the selected quote request as an appended attachment
Quote Attachment - This PDF will be saved to the selected quote as an appended attachment
Purchase Order Attachment - This PDF will be saved to the selected purchase order as an appended attachment
Bill Attachment - This PDF will be saved to the selected Bill as an appended attachment
Supplier Credit Note Attachment - This PDF will be saved to the selected Supplier Credit Note as an appended attachment
Progress Payment Attachment - This PDF will be saved to the selected Progress Payment Invoiceable as an appended attachment
Progress Payment Internal Note - This PDF will be saved with any comment you add to the selected invoiceable as an internal note
Progress Payment External Note - This PDF will be saved with any comment you add to the selected invoiceable as an external note
Invoice Attachment - This PDF will be saved to the selected Client Invoice as an appended attachment
Client Credit Note Attachment - This PDF will be saved to the selected Client Credit Note as an appended attachment
Note: If you don't see some of these options, your permission does not allow you to do them - or your business does not have those modules added.
When you select one of the internal ways to export the image, you will be required to select the sub-item such as quote number, bill number, purchase order number, schedule task, todo task, etc. The PDF will then appear as an attachment to that specific location.
You can also choose to include the photo details on the export, which will show the image name, upload date, and Album Name.
The Export to PDF will include the business name, project, contract name, site address, and your company logo. You can then either include or exclude the photo details.
Any time you export from the albums section, an entry will be added to the project's audit trail.
