Overview

GalleryID supports token-based automatic file renaming. Instead of keeping original camera filenames like DSC_0001.jpg, photos can be renamed using a customizable pattern built from tokens such as date, folder name, person names, photographer initials, and more.

Available Tokens

Tokens are placeholders that get replaced with real values when the rename runs. You can combine any tokens with separators to build your pattern.

Setting Up a Pattern (Org Admin)

Organization admins configure the default filename pattern from the Org Dashboard.

1. 1

   Open Org Dashboard → Gallery Settings → File Naming

   Navigate to Org Dashboard, open Settings, then click the File Naming tab at the top.
2. 2

   Build your pattern

   Click tokens or drag the badges to assemble your pattern. Click between badges to set the insert position. The pattern saves the moment you add, remove, or reorder a token.
3. 3

   Set the space replacement and toggles

   Pick how spaces in token values are handled (underscore, hyphen, or keep spaces). Toggle "Lock pattern org-wide", "Allow members to rename", and "Auto-apply to new uploads" as needed. All three commit on toggle.
4. 4

   Enter your Organization Token

   The Organization Token is a text input. Type your token (e.g. "CAL"), then click Save below the field. Click Cancel to discard.
5. 5

   Map photographer initials

   Use "Add from team" to pull a user from your org, or "Add external photographer" for outside contributors. Each row's initials cell is inline-edit: type new initials and click out (or press Enter) to save. Press Escape to discard.

Auto-Rename Behavior

When "Auto-apply to new uploads" is enabled, renaming happens in two stages:

1. 1

   At upload time

   Photos are immediately renamed with all available data — date, folder, gallery name, photographer, etc. Tokens like Persons will be empty at this stage since face recognition hasn't run yet.
2. 2

   After face recognition completes

   The system automatically re-applies the pattern with the now-identified person names filled in. This happens automatically — no action needed.

Gallery-Level Controls

Each gallery has a File Naming tab in its settings (click the gear icon inside any gallery). From here you can:

• •Override the pattern — use a different filename pattern for just this gallery. Click "Override for this gallery" to start with the org pattern and customize it.
• •Set a Custom Label — if your pattern includes the Custom token, you can set a per-gallery value (e.g., "Game1", "Headshots", "Action Shots").
• •Apply Pattern to All Photos — manually trigger a bulk rename on all photos in the gallery using the current pattern.
• •Reset to Original Filenames — remove all display names and restore original camera filenames.

Single Photo Rename

Individual photos can be renamed directly from the gallery browser using the right-click context menu.

1. 1

   Right-click a photo

   Inside any gallery, right-click on the photo you want to rename.
2. 2

   Select "Rename"

   Choose Rename from the context menu.
3. 3

   Type a new name

   The rename dialog shows the current filename. Type your new name — the file extension (e.g., .jpg) is preserved automatically.
4. 4

   Check for duplicates

   A live duplicate check runs as you type. If another photo in the same gallery already has that name, you'll see a red warning and the Rename button will be disabled.
5. 5

   Save

   Click Rename or press Enter to save. The new name takes effect immediately everywhere.

Where Renamed Names Appear

The renamed display name shows everywhere throughout GalleryID:

• •Gallery browser — grid view, list view, and lightbox
• •Photo detail and edit views
• •Public gallery pages and shared collection links
• •Buyer-facing views — favorites, cart, and purchases
• •Downloaded files — single downloads and ZIP exports
• •Purchase confirmation emails

Troubleshooting