Gallery

Overview

The Gallery module provides a shared space for sharing and managing company photographs. Photos are organized into galleries and subfolders, which allows for clear sorting by themes, events, or departments.

Key features:

• Photo uploading using a modern drag & drop interface
• Organization into galleries and subfolders (maximum 2 levels)
• Display in a modern fullscreen viewer with thumbnails
• Adding captions to individual photographs
• Creating public links for external sharing
• Management of deleted items with recovery option
• Granular rights system based on user positions

Target audience:

The module is intended for all employees with appropriate rights. It is typically used by marketing departments, HR, company management, and other teams for sharing photos from company events, product photography, project documentation, and other visual content.

Prerequisites

• Required permissions: User rights rights_Gallery (minimum level 1 for viewing)
• Supported file formats: JPG, PNG, GIF
• Maximum file size: 100 MB
• Maximum number of files per upload: 60
• Required web browser: Chrome, Firefox, Edge, or another modern browser with HTML5 support

User Rights

The system distinguishes three levels of access to the Gallery module:

View

User can only view photos in galleries they have access to. Cannot add new photos, edit captions, or delete content.

Typical use: Regular employees who need only to view company photos.

Add and Edit

User can view photos, upload new files, and edit captions for existing photos. Cannot delete photos or manage gallery structure.

Typical use: Marketing department, HR, project leaders - users who actively contribute content.

Full Access

User has complete control over the gallery including deleting photos, creating and deleting subfolders, and creating public links for external sharing.

Typical use: Department heads, administrators, persons responsible for content management.

Recommended Rights Settings

Position	Recommended Level	Justification
Regular Employee	View	Access to view company photos
Marketing	Add and Edit	Uploading product photos and marketing materials
HR Department	Add and Edit	Managing photos from company events and team building
Department Head	Full Access	Complete gallery management including organization and sharing
Administrator	Full Access	System management and user rights

Rights Settings by Position

For each gallery, three groups of positions can be set:

• View (Rights_Position_1): List of positions that have the right to view the gallery
• Add (Rights_Position_2): List of positions with the right to upload photos and edit captions
• Delete (Rights_Position_3): List of positions with the right to delete content and manage structure

Users with a given position automatically receive the corresponding rights to the gallery. Rights can be set in the module administration using the gear icon.

Gallery Structure

Hierarchy

The Gallery module uses a two-level hierarchy:

Main Gallery 1
  ├── Subfolder A
  └── Subfolder B
Main Gallery 2
  └── Subfolder C
Main Gallery 3
  (no subfolders)

Important limitation:

• The system supports a maximum of 2 levels (main gallery → subfolder)
• Cannot create another nesting level under a subfolder
• Subfolder rights are inherited from the main parent gallery

Gallery Navigation

The user interface contains two navigation panels:

Top Panel - Main Galleries

• Displays all main galleries you have access to
• Each gallery is represented by an image icon and name
• Click on a gallery to open it
• Active gallery is highlighted in blue

Second Panel - Subfolders

• Displays subfolders of the currently open main gallery
• Up arrow icon allows return to the main gallery
• With Full Access rights, a Create Gallery Subfolder button is displayed
• In a subfolder, a Delete Current Subfolder button is displayed (only with full access)

Getting Started

Opening the Gallery Module

1. In the main menu of the eIntranet.net application, click on Gallery
2. The top panel will display all main galleries you have access to
3. Click on the gallery you want to open
4. If the gallery contains subfolders, they will be displayed in the second panel
5. Photos will be displayed in the viewer with thumbnails at the top

First Use

If you are opening a gallery for the first time:

• The system automatically creates a record of your access in the Gallery_has_User table
• Your rights will be set according to the gallery configuration and your position
• Action buttons will be displayed according to your rights level

Adding Photos

Requirements

• At least Add and Edit rights
• You must be logged in to a network with sufficient bandwidth for uploading
• Photos must be in JPG, PNG, or GIF format

Photo Upload Procedure

1. Open the gallery or subfolder where you want to add photos
2. Click the green Add Photos button (plus icon)
3. A dialog window will open with an upload area
4. Upload photos using one of the following methods:
   • Drag & Drop: Drag files from Windows Explorer directly to the marked area
   • File Selection: Click in the area and select files in the dialog
   • Folder Selection: In some browsers, you can drag an entire folder
5. You can upload up to 60 files at once, each up to 100 MB in size
6. Optionally fill in the Description field:
   • Text entered here will be added to all uploading photos
   • You can edit captions later individually for each photo
7. Click the Save button
8. The system:
   • Uploads all selected files to the server
   • Automatically resizes photos to optimal size
   • Creates thumbnails for quick display
   • Adds photos to the gallery
9. After completion, the window will close and the updated gallery with new photos will be displayed

Tips for Efficient Uploading

• Batch uploading: Select all 60 files at once for maximum efficiency
• Prepare photos in advance: Organize files into a folder before uploading
• File naming: Clear file names help with later navigation
• Common description: Use the Description field for information common to all photos (e.g., "Team building June 2025")
• Format check: Before uploading, verify that files are in a supported format

Limits and Restrictions

Parameter	Limit	Note
Maximum number of files	60 per upload	For more files, repeat the process
Maximum file size	100 MB	Larger files will not be uploaded
Supported formats	JPG, PNG, GIF	Other formats are not supported
Automatic optimization	Yes	System resizes photos to appropriate size

Viewing Photos

Fotorama Viewer

When opening a gallery, photos are displayed in a modern Fotorama viewer with the following elements:

• Thumbnails at the top: Row of thumbnails of all photos in the gallery for quick navigation
• Large preview: Currently displayed photo in the main area
• Navigation arrows: Arrows on the sides to move to the previous/next photo
• Caption: Text description is displayed below the photo, if provided
• Fullscreen icon: Button to display across the entire screen

Viewer Controls

Mouse

• Click on a thumbnail at the top to go to that photo
• Click on arrows on the sides to move between photos
• Click on the fullscreen icon to display the gallery across the entire screen

Keyboard

• Right arrow (→): Next photo
• Left arrow (←): Previous photo
• ESC: Exit fullscreen mode

Fullscreen Mode

• Ideal for presentations and detailed viewing
• Photos are displayed in maximum quality across the entire screen
• Controls work the same as in normal mode
• Exit by pressing ESC key or clicking the X

Photo Actions

When displaying a photo, action buttons are shown below the viewer according to your rights:

Button	Color	Icon	Required Right	Function
Edit Description	Blue	Pencil	Add and Edit	Change photo text caption
Delete	Red	Checkmark	Full Access	Remove photo to trash
Create External Access Link	Blue	External Link	Full Access	Generate public link

Editing Photo Description

Requirements

• At least Add and Edit rights
• Photo must be displayed in the viewer

Description Editing Procedure

1. In the gallery, find and display the photo whose description you want to edit
2. Click the blue Edit Description button (pencil icon)
3. A dialog window will open with a text field
4. In the Description field, edit the text:
   • You can completely change the text
   • You can add new text to existing text
   • You can delete the description by emptying the field
5. Click the Save button
6. The dialog window will close
7. The system will return you to the same photo with an updated caption

Using Captions

Text captions for photos are useful for:

• Content identification: "Company logo - red variant"
• Dating: "Christmas party December 15, 2024"
• Names of people: "Marketing team: John, Petra, Thomas"
• Event context: "Award presentation to best employees"
• Technical information: "Product XY-123, series A"

Note: Each photo has its own caption. You can edit captions anytime without restrictions.

Creating a Subfolder

Requirements

• Full Access rights
• You must be in a main gallery (not in a subfolder)

Subfolder Creation Procedure

1. Open the main gallery in which you want to create a subfolder
2. Verify that you are in the main gallery (second panel does not contain an up arrow)
3. Click the green Create Gallery Subfolder button
4. In the dialog window, enter the subfolder Name:
   • Use a descriptive name (e.g., "Team building 2025", "Product photos Q1")
   • Name should be understandable for all users
5. Click the Save button
6. The subfolder will be created with the following properties:
   • Will be subordinate to the current main gallery
   • Will inherit all rights from the main gallery
   • Will be displayed in the second panel
7. You can immediately open the newly created subfolder by clicking on it

Limitations and Rules

• Maximum 2 levels: System supports only main galleries and subfolders
• Cannot create subfolder under subfolder: If you try to create another level, the system will display an error message
• Rights inheritance: Subfolders always inherit rights from the main parent gallery
• Only in main gallery: Button to create a subfolder is displayed only when you are in a main gallery

Organization Using Subfolders

Examples of logical division:

Company Events
  ├── Team building 2024
  ├── Team building 2025
  └── Christmas Parties
Marketing
  ├── Product Photos
  ├── Banners and Flyers
  └── Social Media
HR Documentation
  ├── New Employee Onboarding
  ├── Training
  └── Certificates

Deleting Photos and Folders

Requirements

• Full Access rights

Deleting a Photo

1. Display the photo you want to delete in the gallery
2. Click the red Delete button
3. A confirmation dialog will appear: "Do you really want to delete this record?"
4. Confirm by clicking Yes or OK
5. The photo will be moved to trash (marked as deleted=1)
6. The viewer will automatically move to the next photo in the gallery

Important: The photo is not immediately permanently deleted. It is only moved to trash, from where you can later restore it or permanently remove it.

Deleting a Subfolder

1. Open the subfolder you want to delete
2. Click the Delete Current Subfolder button
3. A confirmation dialog with a warning will appear
4. Confirm the deletion
5. The subfolder including all photos in it will be moved to trash
6. You will be redirected back to the parent main gallery

Warning: Deleting a subfolder will move all photos it contains to trash. Make sure you no longer need any of the photos, or move them to another gallery before deleting.

Security Measures

• Each deletion requires confirmation in a dialog window
• Deleted items are not immediately permanently removed
• All deleted items can be found in the Deleted section
• You can restore items from trash or permanently delete them
• Only users with Full Access rights can delete content

Deleted Items Management

Requirements

• Full Access rights

Accessing Deleted Items

1. In the Gallery module, look for the red Deleted button (trash icon) in the top right corner
2. Click the button to open the deleted items overview
3. All photos and subfolders marked as deleted will be displayed

Restoring a Deleted Item

1. In the deleted items list, find the item you want to restore
2. Click the Restore button for that item
3. The item will immediately return to the original gallery
4. The photo will be visible again to all users with access

Permanently Deleting an Item

1. In the deleted items list, find the item you want to permanently remove
2. Click the Permanently Delete button
3. A confirmation dialog with a warning that the action is irreversible will appear
4. Confirm permanent deletion
5. The item will be permanently removed from the system including the physical file

Warning: Permanent deletion is an irreversible operation. The file will be physically removed from the server and cannot be restored.

Recommended Practices

• Regular check: Once a quarter, review the trash and clean up unnecessary items
• Archive before deletion: For important photos, consider archiving them outside the system before permanent deletion
• Consultation with team: Before permanently deleting photos from team events, consult with others
• Space savings: Regular trash cleaning frees up space on the server

External Sharing (Public Links)

Requirements

• Full Access rights
• Photo or gallery must be displayed

Creating a Public Link

1. Display the photo or open the gallery you want to share externally
2. Click the blue Create External Access Link button (external link icon)
3. The system will generate a unique public link protected by a hash
4. The link will be displayed in a dialog window
5. Copy the link to clipboard using the button or manually
6. Share the link with the target audience

Using Public Links

Public links are suitable for:

• Sharing with external partners: Business partners, suppliers, clients
• Publishing on website: Embedding in company website or blog
• Newsletters: Link in email campaigns
• Client presentations: Showcasing product photos without login required
• Social media sharing: Promoting company events

Public Link Properties

Property	Description
Access without login	Recipients do not need an eIntranet.net account
Security hash	Link is protected by a unique hash, cannot be guessed
Permanent validity	Link is valid until the shared content is deleted
Read-only	External users can only view, cannot edit

Security Recommendations

• Share only necessary: Create links only for content intended for public sharing
• Content check: Before creating a link, verify that the gallery does not contain sensitive information
• Limited recipient circle: Share the link only with trustworthy persons
• Sharing documentation: Record to whom and when the link was shared
• Regular review: Periodically check the validity of shared links

Module Settings

Section for administrators with access to module configuration

Accessing Settings

1. In the Gallery module, click the gear icon in the top right corner
2. The module's administrative interface will open

Main Gallery Management

In administration you can:

• Create new main gallery: Enter name and basic configuration
• Edit existing gallery: Change name and rights settings
• Delete main gallery: Removal including all subfolders and photos

Basic Rights Configuration

For each main gallery you can set:

• read_all: Gallery is visible to all users with access to the module
• write_all: All users can add photos
• delete_all: All users have full access

Note: These settings work as global rules. For finer control, use position-based rights.

Position-Based Rights Settings

For each gallery you can define three groups of positions:

Rights_Position_1 - View

• Selection of positions that can view the gallery
• Users with these positions will receive View rights (level 1)
• Serialized field with position IDs: position_id

Rights_Position_2 - Add

• Selection of positions with rights to upload photos and edit captions
• Users with these positions will receive Add and Edit rights (level 2)
• Serialized field with position IDs: position_id

Rights_Position_3 - Delete

• Selection of positions with full access including deletion
• Users with these positions will receive Full Access rights (level 3)
• Serialized field with position IDs: position_id

Automatic Rights Assignment

The system automatically assigns rights when a user opens a gallery for the first time:

1. User clicks on a gallery
2. System checks the Gallery_has_User table
3. If record does not exist, it is created with rights according to:
   • Global rights (read_all, write_all, delete_all)
   • User's position and Rights_Position_X_ser settings
4. Rights are stored in the rights field (0-3)

Configuration Example

Gallery: "Marketing Materials"
├── read_all: No (not public)
├── write_all: No (controlled uploading)
├── delete_all: No (only selected users)
├── Rights_Position_1: [All Employees] → View
├── Rights_Position_2: [Marketing, PR, Department Heads] → Add
└── Rights_Position_3: [Marketing Head, Administrator] → Full Access

Tips and Tricks

Efficient Uploading

• Batch uploading: Select all photos at once (up to 60), saving time compared to gradual uploading
• Drag & Drop: Fastest method - drag an entire folder from Windows Explorer directly into the browser
• Preparation before upload: Organize photos into folders by theme before uploading
• Size check: First convert large RAW files to JPG, saving time and space

Browsing Galleries

• Keyboard shortcuts: Use ← → arrows for quick navigation between photos
• Fullscreen: Ideal for presentations - press the fullscreen icon and navigate with arrows
• Thumbnails: Quick overview - use thumbnails at the top to jump to a specific photo
• Bookmark favorite galleries: Create browser bookmarks for frequently used galleries

Content Organization

• Logical structure: Create subfolders by theme (Team building 2025, Christmas party, Product photos Q1)
• Consistent naming: Use uniform schemes for names (including date or series number)
• Captions with context: Add date, people's names, or event description to photos for better searchability
• Archiving older galleries: Create a separate main gallery "Archive" for historical photos

Sharing and Collaboration

• External links for partners: Share only a specific subfolder, not the entire gallery
• Informing the team: After uploading new photos, inform the team by email or chat
• Common captions: Use batch description during upload for basic information, add details individually
• Delegating rights: For team galleries, assign Add rights to more people for shared management

Maintenance and Cleanup

• Regular cleanup: Once a quarter, review the Deleted section and permanently remove unnecessary items
• Duplicate check: When uploading, check if the same photos are already in the gallery
• Optimization before upload: Very large files (tens of MB) should be resized before uploading
• Rights review: Periodically check who has access to which galleries

Common Problems and Solutions

Cannot upload photos - button not visible

Cause: You do not have sufficient rights to the given gallery.

Solution:

1. Check if you see the green "Add Photos" button below the gallery
2. If the button is not visible, you only have View rights
3. Contact the administrator or department head with a request to grant Add and Edit rights
4. After granting rights, refresh the page (F5) and the button should appear

Photos didn't upload after clicking Save

Possible causes and solutions:

• Files too large:
  • Check the size of individual files (max 100 MB)
  • Resize larger files using a photo editor first
• Too many files:
  • Check the number of selected files (max 60 at once)
  • Split the upload into multiple batches
• Unsupported format:
  • Verify that files are JPG, PNG, or GIF
  • Formats like BMP, TIFF, or RAW are not supported
• Connection problem:
  • Check internet connection
  • Try uploading a smaller batch (e.g., 10 files)
  • With slow connection, wait longer before clicking Save

Cannot create subfolder under subfolder

Cause: System supports only 2 levels of hierarchy (main gallery → subfolder).

Solution:

1. Click the up arrow to return to the main gallery
2. In the main gallery, create a new subfolder
3. Alternatively, create a new main gallery for additional organizational structure

Tip: If you need more levels of organization, use a combination of names. For example, instead of the structure "Marketing → Products → Phones", create a subfolder named "Products - Phones".

Photo displays blurry

Cause: System displays thumbnails in low quality for fast loading.

Solution:

1. Click on the photo to display in the main viewer area
2. The photo will load in full quality
3. For maximum quality, use fullscreen mode (fullscreen icon)
4. In fullscreen, the original resolution of the photo is displayed

Accidentally deleted a photo

Solution:

1. In the top right corner, click the red Deleted button (trash icon)
2. In the deleted items list, find the accidentally deleted photo
3. Click the Restore button
4. The photo will immediately return to the gallery

Note: Photos are kept in trash until permanent deletion, so restoration is possible even after a long time.

Cannot see some galleries

Cause: Galleries are displayed according to your rights and position.

Solution:

1. Check if all expected galleries are displayed in the top panel
2. If a gallery is missing, you do not have access rights to it
3. Contact the administrator with a request to add you to the appropriate rights group
4. Specify the exact name of the gallery you need to view
5. Administrator will adjust the Rights_Position_X_ser settings for that gallery

External link doesn't work

Possible causes and solutions:

• Incomplete link:
  • Verify that you copied the entire link including the hash parameter
  • Try copying the link again
• Deleted content:
  • If the photo or gallery was deleted, the link will stop working
  • Restore the content from trash or create a new link
• Expiration:
  • In some cases, links may have a time validity
  • Generate a new link and share it

Dropzone not responding (cannot drag files)

Possible causes and solutions:

• JavaScript problem:
  • Refresh the page (F5)
  • Clear browser cache
• Incompatible browser:
  • Check if you are using a modern browser (Chrome, Firefox, Edge)
  • Update browser to the latest version
  • Internet Explorer is not fully supported
• Alternative method:
  • Instead of dragging, click directly in the upload area
  • A classic file selection dialog will open
  • Select files using Ctrl+click or Shift+click

Photo uploading takes too long

Possible causes and solutions:

• File size:
  • Very large files (tens of MB) take longer to upload
  • Try resizing files in a graphics editor first
• Slow connection:
  • Check internet connection speed
  • Upload fewer files at once
  • Use off-peak hours (morning or evening)
• Server load:
  • During high load, uploading may take longer
  • Wait a few minutes and try again

Related Documentation

• File Management: Files module - complete management of all files in the system
• User Rights: Documentation of the positions and permissions system
• Documents: Documents module - management of text and office documents
• Module Settings: Administrator guide for gallery configuration

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Last updated: 2025-01-09
Documentation version: 1.0
Module: Gallery (module_gallery)
Module ID: galerie