How to Add Headshots

Updated 2 months ago by Tori Scharadin

Before you can add headshots to a signature, the signature design’s HTML code must include a headshot placeholder. Contact help@opensense.com

Summary

Add a headshot to an employee’s Opensense signature. This how-to guide includes three methods:

  1. A photo field, which works like a name or title field but instead it contains a photo URL
  2. Automatically pulling employee directory thumbnail images into the Opensense signature (most common)
  3. Uploading images into Opensense, to be automatically pulled into users’ signatures as their headshot

Standard Method - Uploading Headshots

Upload individual headshots

  1. Once logged in, go to the image bucket by clicking on Images in the Marketing drop down menu

  1. In the Image bucket, click on the green + Add New Image button on the top left

  1. In the new box that appears, click the purple Upload Image button

  1. Upload employee headshot image
You can choose to make the image inline, which changes how images are delivered. For more information about inline vs hosted images please visit: https://support.opensense.com/in-line-vs.-hosted-images

  1. Once uploaded, click Save

  1. The headshot will now appear in your image bucket

  1. Click the Copy to Clipboard icon to copy the image link

  1. Click on the Signatures drop down and choose Compliance

  1. Search for the user by email address, and click Edit on the user's profile. Add a field with the + FIELD button and, where it says ‘name’, type in the headshot field (same as your csv column header). Where it says ‘value’, paste the url. Then click Save.

  1. If there is a photo field placeholder in the signature template in Designer Studio, the photo URL will now automatically populate in end users’ signature. It can be uploaded unlocked or locked. There is no additional effort needed by end users.

Bulk Upload Headshots

  1. Once logged in, go to the image bucket by clicking on Images in the Marketing drop down menu

  1. To upload multiple headshots at once, click on the SELECT FILES button in the Bulk Upload section on the left.

  1. Upload images

  1.  Click RELOAD IMAGES to see them in the image bucket

  1. Click EXPORT METADATA

  1. In the metadata CSV, copy the links in the ‘url’ column into a CSV with your user’s Opensense information in it

Important: If the image field name in Designer Studio is ‘photo’, you’ll use ‘photo’ as the column header. Headshots will not append to signature unless the correct headshot field name is used in CSV header.

  1. Once headshots urls are added, save the file as a .csv

  1. Navigate to the Signatures drop down and choose Compliance

  1. Expand Sync Tools

  1. CHOOSE FILE and select the csv

  1. Once “CSV looks ok” is showing and user information looks good, click SYNC CSV. Refresh the webpage and you will see the updated headshot in each user’s profile fields. 

Directory/Automatic Headshots 

Contact help@opensense.com for more information 

Headshots Using Directory Thumbnails

A URL in your signature design will automatically pull an image associated with an employee from your directory. If a headshot is not present, the photo file named default_photo in Opensense image repository will act as a placeholder. 

This link pulls images in the following hierarchy:

  1. Image bucket: username.png
  2. Image bucket: username.jpg
  3. Google/O365 Profile Photo
  4. Image bucket: default_photo.png

Email help@opensense.com for help using this URL

Upload Individual Headshots

Prepping Your Image Files for upload (jpeg, jpg, or png)

  1. Ensure user headshots are named via their username (tori.scharadin@opensense.com headshot image file is named tori.scharadin like in screenshot)

  1. Ensure the default photo that will appear if no headshot is found, is named default_photo (screenshot)

  1. Once logged in, go to the image bucket by clicking on Images in the Marketing drop down menu

  1. In the Image bucket, click on the green + ADD NEW IMAGE button on the top left

  1. In the new box that appears, click the purple Upload Image button

  1. Upload employee headshot image
You can choose to make the image inline, which changes how images are delivered. For more information about inline vs hosted images please visit: https://support.opensense.com/in-line-vs.-hosted-images
  1. Once uploaded, Click Save

  1. The headshot will now appear in your image bucket

Bulk Upload Headshots

Prepping Your Image Files for upload (jpeg, jpg, or png)

  1. Ensure user headshots are named via their username (tori.scharadin@opensense.com headshot image file is named tori.scharadin like in screenshot)

  1. Ensure the default photo that will appear if no headshot is found, is named default_photo (screenshot)

  1. To upload multiple headshots at once, click on the SELECT FILES button in the Bulk Upload section on the left

  1. Once you select the images and upload them, click Reload Images to see them in the image bucket

  1. Uploaded images with the specified names will show for the associated email address. The default photo will appear if there is an image placeholder, but no user photo to pull in.


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