Adding Staff Photos in ERP/Linq

Once a year, usually in February or March, request a document of staff photos from each school’s yearbook advisor. Currently this is Mark J. DiGennaro at MH and Jenny Malin at MK. Often, the photos are stored on Google and each advisor gives you access to this file.

To know which staff members need a photo added, first print out an ERP-Linq Analytics Report titled: Staff List for Photo Entry in Alio (Refresh and pick the current year).

• Export the file into an Excel spreadsheet.
• In the column Image ID, if there is NOT a number listed, then these are the staff members missing a photo.
• Then delete those that have an Image ID number, leaving only those staff members who will need a photo uploaded.
• Then, sort by Work Location Name, then Employee Name.
• Don’t upload ALL photos of staff each year. Only upload those who currently do not have a photo in ERP.
• Once every five-ten years or so, update all photos.
  

Once you have obtained the files, then it is time to upload photos into the ERP/Linq.

Download the photo:

You will need to down each employee’s photo first to your download folder. You can download all of the photos of the staff members missing a photo in ERP-Linq. Usually the file name is their staff ID, so you will need to use the Staff List document that is located in the photo file provided by the yearbook advisor, to locate the correct picture.

Upload the photo:

• Log into ERP-Linq, Modules, HRS Human Resource/Payroll, File Maintenance, Employee Master
• Click on the down arrow on the Last box and start typing the last name of the person whose picture you want to add.
• Find the Photo box (it is directly above the Set Profile box).
• Click on the icon of file folders.
• When you do that, you will be taken to your files. Locate the Download folder and then click on the picture file for the staff member. This will insert the picture.
• Click on the Save icon to save this picture.
• This brings you out to the staff member’s Master screen. Click on the Save icon on this screen as well, then “X” out of the Master screen.

To add a picture to another staff member, go back into the Master screen and repeat the directions above starting with Upload the Photo.