PrePay with Data Project Setup

This section will cover the following Topics:

1. Before Getting Started

2. Setting Up your Data Match PrePay Project

3. Adding Data to Your Data Match PrePay Project

4. Reviewing your Consumer PrePay Project

Data Match PrePay is the most efficient way for you to manage and submit your volume school projects on Order School Pix. PrePay with Data works with both OSP’s QR Code or Opticon image match captures, and is very easy to set up and submit to ACI for printing. Data Match PrePay will automatically match OPS’s prepaid package orders to their student data and record for future use (by you) your client’s mailing and email addresses. OPS systems will collect and manage and store your client information for you. (Note ACI does not sell or use your client’s email addresses with the exception of your OPS email marketing campaigns.) 

1. Before Getting Started

Acquiring your project’s school data prior to setting up your PrePay with Data project is critical. We recommend you contact your school(s) well ahead of the fall shoot season asking them for a .CSV file of their student data. If you are unable to secure your school data file by the time you were planning on announcing their School Picture Day, you will have to create a standard PrePay project and match up your images and package orders manually in OPS. (Please do not attempt to change a Standard PrePay project to a Data PrePay project if you have already started receiving standard prepay orders.)

Questions about setting up a Standard PrePay project with no data? Click on this Link and go to pages #22 - #24..

2. Setting Up your Data Match PrePay Project

Please note there’s one important change to setting up a Data Match PrePay project. It's very Important for you to type Hide in the Password field. Doing this will eliminate the password field on the consumer storefront and focus them to search for their child by name. If the child’s name is not in the school database file, your client should select the New Person option so your client can create an order along with a barcode or QR code for your shoot. Please be sure your client child’s name isn’t in your data by double checking your school list. It isn’t unusual for the school to have a more formal name such as William and the child is known best by a shorter name such as Billy. Sometimes searching by the child’s last name works better when a parent can’t locate their first name. 

After you have completed the remainder of your OSP Data Match PrePay project setup, your next step is to add your school data to your PrePay Project.

3. Adding Data to Your Data Match PrePay Project

Importing Your School Data

School data typically include Last and First Name Columns (it's important that they are in separate columns), Grade, Student ID, and Teacher or Home Room. OPS only accepts .CSV files for importing, as a result we recommend you request a .CSV format Student List from your school. Your school may send you an Excel .Xls file instead of an .CSV file, if they do it’s not a problem as .Xls files can be converted to .CSV files easily. We also recommend you get as much data info as possible, especially email addresses so you can take advantage of OPS’s email marketing campaigns to your student’s parents for reorders. Also please note if you are planning on using our Ship to Home service for all your package orders, please be sure the students home mailing addresses are included in the data the school sends you. 

(Note! If shooting Group Photos are required for your school project, please be sure to review our Auto Group Matching instructions BEFORE uploading your project data.)

After you have reviewed your school data, simply login to your new Data Match PrePay Project and Click on the Subjects Tab > and then the Subject Action Dropdown Arrow > In the drop-down window select the Add / Merge Subject Data Only line.

Important Note! Your Project’s Data can only be Imported once. If you need to add or correct your project’s data after uploading your school data, we strongly recommend you reference our Appending Your Data instructions first.

After clicking on the Add/Merge Data Line, the Upload Data CSV Window will open, Click On> the Choose File Button and then navigate to and Select the .CSV Data File you are using for this project. After you have selected your file, Click On the Upload File Button. 

(Note your data file must be in a .csv format file.)

A new Map Fields window will open and must be confirmed before your .CSV file can be uploaded. If your .CVS file headers match the OPS fields your data will map automatically. However, if they do not match it is especially important for you to click on the drop-down arrow next to the field name to match your .CSV Data columns to OPS’s. 

Please note: Passwords are an integral part of OPS’s ability to deliver individual password protected galleries to your client’s. If your data does not contain a Password column with data, the OPS software will automatically assign a password to each subject line required. Requesting Passwords via OPS is easy, simply click on the drop-down arrow in the Password Box and select the Generate Passwords line. Doing this will enable OPS to create a password for each subject’s gallery. 

(Note: You can use the school’s Student ID numbers as passwords in OPS. If you decide to use Student ID’s as the passwords, we recommend you map the same Student ID data field for the Student ID map field. Which means you'll have both fields mapped with the same Student ID data.)

As soon as all your data is imported into OPS, your Subjects Window will open displaying a list of the subject data you just imported. In the image below you can see the first and last names along with the New OPS Password Generated for you as well as each Student’s ID.

4. Reviewing your Consumer PrePay Project

After posting the school data to your Consumer side Fast Match PrePay Project, we recommend you login to your project to confirm it’s performing as expected. 

Before navigating away from the Subjects page, we recommend you write down one or two of the subject student’s names so you can use them when testing your PrePay project with data. 

Now go to the Options page of your project, and click on the Links tab. Next select the Visit link on the Short Url line. After you click on the Visit link you will be automatically redirected to your project’s PrePay page.