At the end of the academic year, or when a child leaves your school/setting, you may want to export all of their media as well as a PDF of their learning journal for staff and/or relatives. Doing so will produce a ZIP file which will include all photos and videos for a child.
In this tutorial you can see how to do this for an individual child as well as in bulk for a group of children.
Please note, only managers on Tapestry can add, edit or delete staff from an account.
Navigating to Manage Children
To do this individually or in bulk you will need to navigate to the Configuration section of the Navigation menu.
From there select Children and then Manage Children.
You can then follow the steps in the tabs at the top of the page for either for an individual child or for a group of children.
Selecting a child
On the Manage Children page you will need to locate the child you want to export the media of from your list of children.
If you have lots of children on your account you may want to use the search box at the top.
Once you’ve found the child in the list, click on the cog button at the end of the row of their name and select Bulk export media.
Bulk export options
You will then be taken to this Bulk export page where you can check the bulk export options.
At the top of you will see the child you have selected.
If you decide to export the media for another child or children, you can always add them at this point by clicking on Select Children.
In the next section you will to decide who the recipient of the bulk export should be: staff and/or relatives of the child selected.
If you choose relatives as the recipient, you will then see a further section appear underneath asking how you would like to provide relatives with their copy. It’s completely up to you, but the easiest choice for you is to allow relatives to download the file when they login.
If you select staff as the recipient, you will see a further additional section checking if you would like the copies for staff only, to include media from observations that are staff only and not in journal.
You can then check you’re happy with the file name that will be given to the ZIP file. If not you can edit the file name in the field below.
Once you’re happy with everything, click on the Start Bulk Export button.
Downloading the ZIP file
After you’ve confirmed the bulk export, you’ll receive a confirmation message telling you that the file is now queued for generation.
Here you can either view your Downloads section, where you will be able to download the file once it’s ready, or you can return to the Manage Children page.
To download the file, click on View your Downloads.
On your Downloads page you will see a list of everything that has been exported from your account.
For each file you can see the following information:
- Who generated the file
- When the file will expire
- If it was exported for relatives, whether they can download it or not
- Whether anyone has downloaded the file
Clicking on the Download button will download the file to the device you’re using.
Selecting children
On the Manage Children page you will need to select the children you want to export the media for from the tick boxes at the end of the rows of their names. Doing so, will display a pop-up box in the bottom right-hand corner.
From the pop-up box, select Bulk export photos and videos and then press Go.
Top tip: you can select all children on the page using the Select all tick box in the top right-hand corner above the list.
By default you only see 20 children per page, so if you have more than 20 children on your account and want to select all children, you can change the 20 per page drop-down in the left-hand corner to All.
Bulk export options
You will then be taken to this Bulk export page where you can check the bulk export options.
At the top of you will see the children you have selected.
You can always add more children at this point by clicking on Select Children.
In the next section you will to decide who the recipient of the bulk export should be: staff and/or relatives of the child selected.
If you choose relatives as the recipient, you will then see a further section appear underneath asking how you would like to provide relatives with their copy. It’s completely up to you, but the easiest choice for you is to allow relatives to download the file when they login.
If you select staff as the recipient, you will see a further additional section checking if you would like the copies for staff only, to include media from observations that are staff only and not in journal.
You can then check you’re happy with the file name that will be given to the ZIP file. If not you can edit the file name in the field below.
Once you’re happy with everything, click on the Start Bulk Export button.
Downloading the ZIP file
After you’ve confirmed the bulk export, you’ll receive a confirmation message telling you that the files are now queued for generation.
Here you can either view your Downloads section, where you will be able to download the files once they’re ready, or you can return to the Manage Children page.
To download the files, click on View your Downloads.
On your Downloads page you will see a list of everything that has been exported from your account.
For each file you can see the following information:
- Who generated the file
- When the file will expire
- If it was exported for relatives, whether they can download it or not
- Whether anyone has downloaded the file
Clicking on the Download button will download a file to the device you’re using.