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Client submissions with selected photos

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Overview

After a client submits a selection form, you receive a submission containing the chosen photos, plus the client’s name and email. You can review all submissions, download the chosen photos, and manage them from the panel.

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Accessing submissions

Instructions:
  1. Sign in to PixDeliver
  2. Go to the Dashboard
  3. Open the gallery
  4. Click the Selection requests tab
  5. Find the selection request in the list
  6. Click the selection request’s name or the View submissions button
Result: You’ll see a list of all submissions for that selection request.

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The submissions list

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What you see in the list

For each submission you’ll see: Basic information:
  • Client’s name - provided in the form
  • Client’s email - the email address
  • Date and time - when the form was submitted
  • Number of selected photos - how many photos the client marked
Actions:
  • View details - open the full preview of the selection
  • Download photos - download the selected photos as a ZIP
  • Delete - delete the submission
Submissions are sorted from newest to oldest. The most recent submissions are at the top of the list.

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Reviewing a submission

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Submission details

Instructions:
  1. In the submissions list, click View details
  2. A view with the full information opens
What you’ll see: Client data:
  • Full name
  • Email address
  • Date and time of submission
Selected photos:
  • Thumbnails of all the marked photos
  • The number of selected photos
  • File names
  • The option to preview at full size (click a thumbnail)
Actions:
  • Download all selected photos (ZIP)
  • Download an individual photo
  • Open a photo at full size
  • Delete the submission

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Downloading the selected photos

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Download all as a ZIP

Instructions:
  1. Open the submission details
  2. Click the Download selected photos (ZIP) button
  3. The system generates a ZIP archive (this may take a few seconds)
  4. The archive downloads automatically
What the archive contains:
  • All the photos chosen by the client
  • In the compressed version (3840×3840 WebP)
  • File names the same as the originals
  • Format: selection-[client-name]-[date].zip
Handy for producing the album: Download the ZIP and you have all the photos chosen by the client in one place right away!

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Download an individual photo

Instructions:
  1. In the submission preview, hover over a photo thumbnail
  2. Click the download icon or right-click → Save image as
  3. The photo downloads

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Notifications for new submissions

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Notification email

When a client submits a selection, you automatically receive an email: Subject: “New photo selection from [Name]” Content: 
A client has submitted a photo selection!

Client data:
Name: Anna Kowalska
Email: anna@example.com

Gallery: Anna & Tomek's Wedding
Selection: Choosing for the wedding album

Number of selected photos: 78

Submission date: May 15, 2024, 2:32 PM

[Button: View the selection in the panel]

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Turning off notifications

If you don’t want to receive emails about submissions: Instructions:
  1. Go to Settings → Notifications
  2. Uncheck New photo selections
  3. Click Save
Result: You won’t receive emails, but submissions will still be visible in the panel.

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Comparing submissions

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Multiple submissions from different people

If you’ve sent the form to multiple people (for example, a couple, or parents), you can compare their selections: Instructions:
  1. Open the submissions list
  2. Click the first submission → View details → open it in a new tab
  3. Click the second submission → View details → open it in a new tab
  4. Switch between the tabs to compare
Result: You can see which photos each person chose.

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Finding shared choices

Manual method:
  1. Note the numbers/names of the photos from the first submission
  2. Compare them with the photos from the second submission
  3. Mark the ones that repeat
Example:
  • The bride chose: photos 1, 5, 7, 12, 15, 20
  • The groom chose: photos 1, 7, 15, 18, 22, 25
  • Shared: photos 1, 7, 15

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Multiple submissions from the same person

A client may fill in the form several times (for example, they changed their mind).

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Which submission should you use?

The newest is usually the final one:
  • The list is sorted newest first
  • The client probably changed their mind and sent a new selection
  • Use the most recent submission
Ask the client if in doubt: 
Hi Anna!

I received two submissions with photo selections:
- May 15, 2:32 PM - 78 photos
- May 16, 10:15 AM - 80 photos

Which one is final? 😊

Best regards!

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Exporting submission data

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List of selected photos (file names)

Instructions:
  1. Open the submission details
  2. Copy the file names of the selected photos
  3. Paste them into Excel, a text editor, or another tool
Example: 
IMG_0001.jpg
IMG_0005.jpg
IMG_0007.jpg
IMG_0012.jpg
...
Use cases:
  • A list for the print lab
  • Import into Lightroom (a collection)
  • Documentation for the client
  • Your own notes

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Deleting submissions

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When should you delete submissions?

✅ Recommended:
  • The client sent multiple submissions and you’ve confirmed which one is final (delete the old ones)
  • A test submission (one you sent yourself to check)
  • A submission from the wrong person (accidental)
  • After the project is finished and you no longer need the data
❌ Don’t delete:
  • Submissions that may still be needed
  • Before downloading the photos/data
  • If the project isn’t closed

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How to delete a submission

Instructions:
  1. In the submissions list, find the submission to delete
  2. Click Delete or the trash icon
  3. Confirm the deletion in the dialog
Result: The submission is permanently deleted.
Deletion is irreversible! Before deleting, make sure you have a copy of the data (downloaded photos, saved file names).

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Selection statistics

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Summary

In the selection view you’ll see basic statistics: Number of submissions:
  • How many people submitted a selection
  • Example: “Submissions: 3”
Latest submission:
  • The date and time of the most recent submission
  • Example: “Latest: May 16, 10:15 AM”
Status:
  • Active / Inactive
  • The expiration date (if set)

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A submissions workflow

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A typical process - Wedding album

  1. Creating a selection request
    • Title: “Choosing for the wedding album”
    • Description: “Choose 80 photos”
    • Deadline: May 31
  2. Sending the link
    • An email to the couple with the link and instructions
    • A reminder a week before the deadline
  3. Receiving submissions
    • The bride submits a selection (78 photos) - May 25
    • The groom submits a selection (80 photos) - May 27
    • The bride submits a new selection (80 photos) - May 28
  4. Reviewing and comparing
    • You open the bride’s latest submission (May 28, 80 photos)
    • You open the groom’s submission (May 27, 80 photos)
    • You compare the selections
  5. Contacting the clients
    • You ask whether they have a shared selection or need your help
    • You settle on the final list of 80 photos
  6. Downloading the photos
    • You download the final photos as a ZIP
    • You start producing the album
  7. Closing the project
    • Once finished, you can delete the unneeded submissions (keeping the final one for your records)

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Integrating with a photographer’s workflow

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Lightroom

Creating a collection from the selected photos:
  1. Download the ZIP with the selected photos
  2. Extract the archive
  3. In Lightroom, create a new collection “Client’s selection - [Name]”
  4. Drag the selected photos into the collection
  5. Work only on those photos (retouching, export, etc.)

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Capture One

A similar process:
  1. Download the selected photos
  2. Create a new album “Selection - [Name]”
  3. Import the photos or mark the existing ones as selected
  4. Export/retouch only the selected ones

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Excel / Google Sheets

Managing orders: Create a sheet with columns: 
| Client | Submission date | Number of photos | Status | Notes |
| Anna K | 2024-05-28 | 80 | In production | Premium album |
| Tomek N | 2024-05-27 | 80 | Waiting | Compare with Anna's selection |

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Tips and best practices

✅ Recommended:
  • Download the photos right after receiving a submission
  • Keep a copy of the submission (a screenshot or an export of the file names)
  • Compare submissions if you have several from different people
  • Ask clients to confirm the final selection
  • Use the latest submission if the client sent several
  • Respond to submissions quickly (a confirmation of receipt)
  • Only delete unneeded/test submissions
❌ Avoid:
  • Relying on memory alone (download and save!)
  • Deleting submissions before the project is finished
  • Ignoring multiple submissions from the same person (ask!)
  • Assuming the first submission is final
  • Losing track of submission information

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Troubleshooting

Problem: I don’t see any submissions, even though the client submitted a selection Solution:
  1. Check the SPAM folder in your email - the notification may have ended up there
  2. Refresh the page in the panel (Ctrl+F5)
  3. Check that you’re in the right gallery and selection
  4. Ask the client for a screenshot confirming the submission
  5. Ask the client whether they filled in the form all the way (clicked “Send selection”)
Problem: The submission is empty (0 photos selected) Solution:
  • The client clicked “Send selection” without marking any photos
  • Get in touch with the client and ask them to fill it in again
  • Send detailed instructions
Problem: The client chose too few/too many photos Solution:
  • Get in touch with the client: 
    Hi! I received your selection - thank you!

You marked 65 photos, but the album fits 80.
You can add another 15 photos 😊

Fill in the form again with the full number.

Best regards!
Problem: I can’t download the photos as a ZIP Solution:
  1. Check your internet connection
  2. Try again in a few minutes
  3. Download the photos one by one (slower, but it works)
  4. Clear your browser cache
  5. Try a different browser
Problem: I want to restore a deleted submission Solution:
  • Unfortunately, deletion is irreversible
  • The client can fill in the form again
  • For the future: make backups before deleting!

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Frequently asked questions

How many submissions can one selection request have? No limit! You can receive dozens of submissions for a single selection request. Can I edit a client’s submission? No. A submission is saved exactly as the client sent it. You can only view it or delete it. Does the client see their submission after sending it? The client gets a confirmation by email, but doesn’t have access to a panel where they can preview their selection. How long are submissions stored? For the entire validity period of the gallery (1 year) or until you delete them manually. Can I export all submissions at once? Currently you have to download each submission separately. Consider copying the data into Excel for better organization.