Accidentally deleted a job? How to recreate it and generate new access codes

Table of contents

• Overview
• Why deleted job access codes cannot be reused
• How to recreate your job with new access codes
  • Option 1: You do not use a Name List
  • Option 2: You have a Name List
  • Option 3: Start over with new access codes
• Inform customers about the new access codes
• FAQ
• The takeaway

Overview

This article explains what to do if you accidentally delete a job after photographing it in GotPhoto. Because access codes are permanently tied to the original job, they cannot be reused once the job is deleted. Below, you’ll learn why this happens and which workarounds you can use to recreate your job and generate new access codes so your images can be shared and ordered as intended.

Why deleted job access codes cannot be reused

Access codes are unique identifiers tied strictly to the specific job for which they were originally created. If you delete a job, the associated codes cannot be recycled.

• Job Dependency: Access codes are permanently linked to their original job database.
• QR Code Limitations: If you have already printed QR cards or distributed codes, those physical cards will not work for any new job you create.
• System Security: If codes are reused, the platform will not show images as intended in the online shop. This is to ensure data integrity.

How to recreate your job with new access codes

Before choosing a method, determine if you have a subject data export or roster. If you export your names list from your deleted job anytime prior to deleting, we recommend using your export file because it contains vital subject names and contact data (emails/phone numbers for parents) required for communication and order fulfillment.

Option 1: You do not use a Name List

If you typically shoot without a roster and rely on using "blank" QR cards or manually tagging, follow these steps.

1. Create a new job within the platform
2. Download our metadata template from Upload metadata to GotPhoto without QR cards
3. Open your spreadsheet in your preferred editing software (e.g., Excel or Google Sheets).
4. Add your subject data and contact information into the correct fields if you have this information written down
   • If you do not know the subject data or jot them down on the blank QR cards, you will need to fill out the subject data fields in the spreadsheet with a unique placeholder for each individual subject.
     • Example: FirstName: Spare LastName: One
5. Locate the Access Code column.
6. Add the deleted access codes to this column. Modify the codes by adding onto the beginning or ending part of the code using the current year or school initials.
   • Example: Change abc123 to abc1232026.
7. Save this modified spreadsheet to your local drive and follow the remaining steps in our metadata article on how to upload your images into the new job.
8. Once your list has been successfully imported, your subjects will have new access codes that successfully connect them to the new job, as the access codes are unique.

Option 2: You have a Name List

Use this method if you still have your original roster (CSV or Excel file) that contains your subjects' data and contact information that was given by the school or organization, or the downloaded names list export from the deleted job. It is most efficient to use our metadata workflow to transfer your original roster with your subjects' data to our metadata template.

1. Create a new job within the platform
2. Download our metadata template
3. Open your spreadsheet in your preferred editing software (e.g., Excel or Google Sheets)
4. Add your subject data and contact information into the correct fields
5. Locate the Access Code column.
6. Modify the existing codes by adding onto the beginning or ending part of the code using the current year or school initials.
   • Example: Change abc123 to abc1232026.
7. Save and upload this modified spreadsheet to your new job.
8. Once your list has been successfully uploaded, your subjects will have new access codes that successfully connect them to the new job, as the access codes are unique.

Option 3: Start over with new access codes

Use one of these methods if the other options do not work with your workflow. These methods use our manual tagging workflow with bulk tagging steps or starting over from scratch.

Manual Tagging with Bulk Tagging Steps

1. Create a new job within the platform
2. Select the tagging method "Manual Tagging" and save the settings.
3. Create an album in your Photo Management tab
4. Upload your images to that album
5. Follow our Bulk Tagging method mentioned in our article: Manually tag photos and activate access codes without QR cards
6. Once you have successfully added a random access code to the first image of each subject's photos, activate the access codes to create your galleries
7. Now your subjects will have new access codes that successfully connect them to the new job, as the access codes are unique

Starting over from Scratch

1. Use our names list template by opening your spreadsheet in your preferred editing software (e.g., Excel or Google Sheets)
2. You will enter subject data and parent data in the correct fields, if you have it. If you do not have subject data, you will create spare placeholder names for each individual subject that you have for that job
   • Example: FirstName: Spare LastName: One
3. Save the spreadsheet under a different name than your previous spreadsheet, and create a new job within the platform
4. Upload your names list into the job and allow the system to create your access codes
5. Generate QR cards and then upload your images (including the QR cards) into an album
6. After you have ensured the QR cards and images are sorted correctly, activate the access codes
7. Now your subjects will have new access codes that successfully connect them to the new job, as the access codes are unique.

Inform customers about the new access codes

When codes are updated, it is vital to ensure that parents and organizations are informed of the new access codes to avoid login issues. Choose one of the options below based on what you have available:

1. No contact data is available: Inform the organization so they share that customers can log in using the QR on the card with the modification that you added to the beginning or ending part of their access code.
2. Some contact data is available: Inform the organization so they share the update within their internal channels and use an automated campaign for the contacts you do have information for.
   • For Steps 1 and 2, you can also Generate Contact Sheets to hand out to the organization, which they can share with parents or update within their internal channel
3. All contact data is available: Utilize our automated campaign in the new job to send out communications to your customers, including information about the new access codes, by adjusting the message in your first email, "Your photos are back online". We recommend that you create a duplicate of one of our campaigns if you are not using your own created campaign.

FAQ

Can I still see sales statistics if I delete a job that had active orders?
Yes. In order to see the statistics for the deleted job, click on the Statistics in the left side menu, then the Order Reconciliation Report. You will enter the timeframe for that deleted job and generate a report. You can find the generated report under the "Statistic Exports" tab and click actions to download.

The takeaway

• Once a job is deleted, its specific access codes are retired. Avoid recycling data. Using access codes or QR cards from old, deleted jobs can trigger errors.
  • For a smooth experience, always use a new set of codes for each unique job you create.
  • To move forward, create a new job and modify your codes to ensure that they are unique.
• Always communicate these changes clearly to your clients to ensure a smooth ordering process.