Each calendar you create has an Images table. This table is where the image files you upload or link to are stored. That includes files for images used:
Tip If you allow event submitters to submit images along with event information, these images also appear in an Images table. Learn more.
Understanding how Images tables work is key to managing your images effectively and avoiding some common image problems.
I'm looking for instructions about how to add images to events.
To display the active calendar's Images table in the editing environment, click Images above the calendar.
The following Images table illustrates several key points about how images are stored. Scroll past the table to read the details.
By default, an image's display name is its file name but you can change the display name to anything you want.
Tip Use descriptive display names, like the ones in this table, to make it easy to distinguish one image from another.
When your images list grows long, you can click letters in the alphabetical search bar at the top of the table (2) to locate images by display name.
You can type a keyword into the Search field to find images, custom objects, or lists. Note that the search operates on individual words, as long as they are separated, for example, by a space, hyphen, or underscore. (So, the search won't return partial matches, only full-word matches.)
An image's type indicates how the image is used. Is the image associated with one or more events (Event type) or is it a custom button or icon (Calendar type)?
Assigning images to the correct type makes it easier for editors to add images to events and helps keep your image collection under control.
Learn more about image types and how they're assigned.
When you display the Images table, the images you see depend upon which calendars are selected in the editing environment.
Keep reading to learn about images and owning calendars.
A key point about images is that they are owned by calendars. This has several important implications:
Tip You can change an image's owning calendar at the time you add the image or later. Learn how.
When you display the Images table, you see only images owned by the currently active calendar and any calendars mixed into that active calendar.
To find an image, you may have to mix in an additional calendar or make a different calendar active.
For example, you might want to assign all of your calendar-type button and icon images to a separate calendar. Learn more about image types.
Images stored in an Images table can either be:
Event images are images associated with events. They can appear with their associated events in calendar views, event detail views, promotion spuds, calendar emails, and RSS and Atom feeds.
Tip Icons you add to custom fields are also treated as Event images.
Calendar images are images used as buttons, icons, or map pushpins. For example, custom previous and next paging buttons you upload are Calendar images.
Tip You can also tag any Event or Calendar image as Frequently used. As explained below in How the images lists work, images tagged as frequently used are listed first in the existing images list and, therefore, tend to be easier to find. However, the more images you tag, the less useful the frequently used list becomes so keep tagged images to a minimum.
If you're uploading a set of custom button and icon images that you want to apply across a number of publications, you might want to initially set all of these images as frequently used. After you finish customizing spud views, you can remove the frequently used tags.
There are three reasons it's important to understand the image type distinction:
For example, if you add a new image from the add/edit event form or the event submission form, the image is automatically assigned to the event type. If you add a new image from a spud settings form, the image is automatically assigned to the calendar type.
Or, suppose an editor adding an image to an event wants to reuse an image that was uploaded in the past. The only images that appear in the context of the add/edit event form are event-type images.
Or, suppose a publisher adding a custom map pushpin wants to reuse a pushpin icon that was uploaded in the past. The only images that appear in the context of the Map calendar view settings are calendar-type images.
If you have a bunch of images you want to upload or link to, it's probably fastest to add them directly from the Images table by clicking the Add Image button.
To add an image from the Images table, click the Add Image button.
In the Add Image window, you can set the image type. See: Image types: What they are and why they matter.
Tip If you're adding an image for use as a custom button or icon or map pushpin, for Image usage, select Calendars. Otherwise, leave Events selected.
What are images lists and how do they work?
Can editors search for images by display name?
To reuse images that you already uploaded or linked to, you display the existing images list. You display the list by clicking the existing images arrow to the right of any images field.
Clicking the existing images arrow to display the images list.
Which images are listed depends upon the context. For example, in the add/edit Event form, only Event-type images are listed; and in a Calendar view settings form, only Calendar-type images are listed.
As the previous examples illustrate, images lists:
As the following table describes, exactly which images are listed depends upon the total number of images in the account and how many images have been tagged as frequently used:
| If | Then the images list shows |
| All calendars contain <100 total images | All images |
| All calendars contain >100 total images and <100 frequently used images | All frequently used images |
| All calendars contain >100 frequently used images and the current calendar contains <100 total images | All current calendar's images |
| All calendars contain >100 frequently used images and the current calendar contains any frequently used images | First 100 of the current calendar's frequently used images |
| All calendars contain >100 frequently used images and the current calendar contains no frequently used images | First 100 of all calendars' frequently used images |
Tip If you know some part of an image's display name, you can skip the images list and search for the image you want.
You can update or delete any image file in an Images table.
The Edit Image window appears.
See the next section: What you can do in the Edit Image window.
Edit Image window.
More descriptive names are better. You don't have to include the file extension (such as .png or .jpg).
Drag and drop an image file into the Image field, or click inside the field to open a browse window where you can navigate to the image source file.
or
In the Web Address field, enter the web address (URL) for an existing image file.
Tip You can click Crop Image to make the following edits:
- Drag the blue circular selection handles to manually crop the image.
- Click and drag within the image to move the selected portion of the image.
- Open the Aspect Ratio menu to change the calculated width-to-height ratio.
Images tagged as frequently used are listed first in the existing images list and, therefore, tend to be easier to find. However, the more images you tag, the less useful the frequently used list becomes, so keep tagged images to a minimum.
Tip If you try to delete an image that is used in an event, you see a red warning message. You can delete the image anyway but the image will disappear from all published views. You don't see a warning message if you delete a calendar-type image (typically a custom button, icon, or map pushpin image), even if the image is used in a published view.
If you support event submission and you approve submissions before they appear on your live calendar, you have the option of letting submitters include event and/or detail images along with the other event information they submit.
How do I set up event submission?
With the images option enabled, submitters see, in the event submission form, image fields accompanied by Choose File buttons. They click the button to upload images from their computers.
For display name, each image is automatically assigned the name of the file the submitter uploads.
Images submitted with events are stored in the Submitted calendar's Images table. Even after you approve submitted events, the images are not automatically moved to the published calendar's Images table.
How does the submission approval process work?
There are advantages to storing submitted images in the Submitted calendar's Images table:
If you prefer, you can easily move submitted images from the Submitted calendar's Images table to the published calendar's table by changing each image's owning calendar.
Over time, especially if editors add events and/or you support event submission with images, you can end up with a fair number of duplicate images in your images collection.
This section answers some key questions about recognizing, avoiding, and handling duplicate images.
In the Images table, it's relatively easy to spot duplicate images if they have the same display name. Because images are listed alphabetically by display name, the duplicates will group together. A number is added to each additional instance with an identical name.
If duplicate images have different display names, you can spot them using the image thumbnails but they won't be grouped together in the Images table.
It's risky to delete duplicate images unless you know for sure that they aren't being used in events that currently appear or will appear in the future on published calendars.
If you systematically delete past events, you automatically delete the images included in the events.
If you support event submission with images, submitters who reuse images have no way to avoid uploading duplicates.
For editors and publishers who add images in the process of creating events and customizing spuds, there are some checks built in.
For example, if Trumba detects that you're uploading an image with exactly the same display name as an existing image, Trumba displays a warning.
However, you won't be warned when you add a duplicate image:
To minimize the number of duplicates, try these best practices:
