Creating a Smart Gallery


Smart Galleries are only available within Media Approval Projects, an Enterprise workflow configured by the ScreenKey Team.

In a Media Approval Project, photos are organized into Galleries for review and approval.

A Smart Gallery, also known as a Deliverables folder, is useful for transforming completed approval decisions into organized deliverables, such as approved selects, publicity assets, talent-specific collections or final delivery packages.

Instead of manually copying selected photos into a new folder, you define the conditions for the Smart Gallery using Tags and approval status. ScreenKey then adds every photo that matches those conditions.

Smart Galleries are useful for creating:

  • Approved selects
  • Publicity or marketing deliverables
  • Talent-specific collections
  • Episode or campaign selects
  • Final delivery packages

How Smart Galleries Work

A Smart Gallery uses Tags and approval status to determine which photos should be included.

For example, you could create a Smart Gallery that automatically includes:

  • Photos tagged Selects
  • Photos that have not been rejected (includes both explicitly approved and non-rejected images)
  • Photos featuring a specific cast member

When additional photos match the selected conditions, they are automatically added to the Smart Gallery.

Before You Begin

Decide:

  • Which Galleries you want to collect photos from
  • Which photos should be included
  • What Tag will identify your selections
  • Whether approval status or additional Tags should refine the results

Use a clear and specific Tag name, such as Selects, Publicity Picks or Episode 1 Deliverables.

Create a Tag

  1. Open one of the Project Galleries containing the photos you want to collect.
  2. Select the three-dot menu in the upper-right corner.
  3. Open Manage Tags.
  4. Select Add New Tag.
  5. Enter a clear Tag name, such as Selects.
  6. Select Save.
  7. Close the Manage Tags window.

Apply the Tag to Your Photos

  1. Review the photos in the Gallery.
  2. Select a photo you want to include.
  3. Right-click the photo and choose Add Tag.
  4. Apply your custom Tag.
  5. Repeat this process in every applicable Gallery.

QUICK TIP: To tag multiple photos at once, hold Shift while selecting the photos. Right-click the selected group, choose Add Tag, and apply your custom Tag.

  1. Open the Deliverables tab.
  2. Select the three-dot menu.
  3. Choose Create New Smart Gallery.
  4. Enter a clear name for the Smart Gallery.
  5. Configure the Gallery conditions using Tags.
  6. Select the option to include all non-rejected photos so approved and undecided images remain eligible.
  7. Select your custom Tag.
  8. Add any additional Tags you want to use to refine the Gallery, such as a Tag for specific talent.
  9. Review the selected conditions.
  10. Select Save.

Every photo that matches all selected conditions will appear in the Smart Gallery.

A Smart Gallery updates dynamically.

After it has been configured, any additional photo that matches its conditions will automatically be added. You do not need to recreate the Smart Gallery or manually move the photo.

Likewise, changing a photo’s Tags or approval status may affect whether it appears in the Smart Gallery.

If a Photo Is Missing

Confirm that:

  • The correct Tag has been applied to the photo.
  • The Tag spelling matches the one selected in the Smart Gallery settings.
  • The photo meets the selected approval-status condition.
  • The photo meets every additional Tag condition applied to the Smart Gallery.
  • Your changes have been saved.

Because photos must match all selected conditions, adding too many Tags may unintentionally exclude otherwise eligible images.

QUICK TIP: Start with the minimum conditions required to build the Gallery. You can add more Tags later if you need to narrow the results.

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