YSA Photo Directory

As someone who works in the IT industry and as Bishop of a YSA ward, I'm surprised with the number of YSA wards in the Church, that there isn't an easier way to develop a photo directory that can easily be managed. Or at least a recommended tool that will take an MLS export and let me upload photos. I've searched several forums and no one has a good recommendation. It needs to be an app that can be easily understood and assigned to a ward member. My ward changes every 9 weeks and I would like to print one more than once a year. There are commercial products for $100 to $200 but they almost recreate the MLS, I don't need that, just a nice photo directory. Is that to much to ask? Hasn't anyone developed a product like that?

The new Directory at http://beta.lds.org has the start of such a program. It allows you or the member to upload pictures and will allow the ability to print such a directory if needed. It is a start, and will only get better as time goes on.

You might also look at the existing LUWS. It's not optimal, but it works and is up to date. A website admin can manage it.

ccole59 wrote:As someone who works in the IT industry and as Bishop of a YSA ward, I'm surprised with the number of YSA wards in the Church, that there isn't an easier way to develop a photo directory that can easily be managed.

Welcome to the forum! As you and others try out the new beta.lds.org directory tool and its photo abilities as suggested, perhaps your feedback to the developers, via the "feedback link" on the site, will improve it, and help make what you suggest a reality to YSA wards around the world!

(make sure you log on with your LDS Account. There isn't much "online instructions" dealing with the photo aspect of the new directory in it's beta trial, but it is functional...your ward clerk (and maybe others,) has photo upload/approval duties and abilities.)

I have created a mail merge for my YSA ward. I use MS Office. I have a custom report that contains all the info I want in the directory. I save the custom report to file and then copy the results to my mail merge database (excel).

Also, we keep pictures of all ward members on the ward computer in a specific folder and w/ file names in a specific format (last name, preferred name.jpg). The mail merge pulls the directory info from the excel spreadsheet as well as a link to the picture. When I run the mail merge, it creates a word document with everything all put together.

I also created a macro that, when run, sizes all the pictures. They do need to be pre-cropped, but you don't have to worry about the size.

With this all done, it now takes our ward about 2 minutes to create a new directory. If you would be interested, I'd be happy to send you the files. Just send me a PM.

As others have mentioned here, the new Directory application at http://beta.lds.org/directory is being designed to meet this very need.
We recently added support for out-of-unit leaders (like Bishops in YSA wards) to view both their home ward, and their out-of-unit ward.

In a soon-to-come release (probably in July) we will give these out-of-unit leaders rights to manage photos as well, but until then, they'll need to rely on their in-unit clerks or councilors to help them.

Also coming soon (hopefully by the end of summer) we will have a full printing solution to allow members to easily print the ward photo directory on-demand.

The beauty of the new Directory application is that you don't really need to have an individual with the responsibility of maintaining the photo directory. Each member can upload their own photo, and an admin only needs to click a couple buttons to approve each photo.

This moves the burden from one 'Directory Coordinator' to each member of the ward. Of course, having someone called to follow up with those who are a bit sluggish to upload their own photo might still be a good idea.

If you have suggestions as to how we could make photo management better in this new directory, please let us know!

Is there or will there be a way to bring photos from Out of Unit leadership into our Ward directory or allow us to upload photos for them when they don't appear in the member list?

jdcr256 wrote:We recently added support for out-of-unit leaders (like Bishops in YSA wards) to view both their home ward, and their out-of-unit ward.

In a soon-to-come release (probably in July) we will give these out-of-unit leaders rights to manage photos as well, but until then, they'll need to rely on their in-unit clerks or councilors to help them.

Can you please get the Stake tools in soon. The YSA Stake I'm in charge of does not have any "local unit" leadership, including ward clerks (turnover was too high and it's YSA so there are no in-house councilors). I think the only one that can do anything is our Stake Clerk right now, not even the Stake President can do anything more than login.

Ok, decided to post the files here since I can't attach files to PMs.

There are several files in the attached zip. The office files use macros, so you must have your security set to allow them to run. The directory is made using mail merges. Plenty of online help for that if you don't know how to run one.

Here is a description of the included files

1) Creating new directory2003.docx or Creating new directory2007.docx
These are instructions written for how to use the files and mail merge in the corresponding MS Office version.

2) ward directory export.mls
This is the custom report that is used to export info from MLS to use in the directory. Import this into your custom reports

3) ward directory export.csv
A sample export (from the test ward database)

4) ward merge info.xlsm
This file has a macro that I wrote that sees if the picture file exists. You can edit the path (in the cell formula) to point to where you keep pics. All the formula does is stick in a dummy photo (included) if the pic does not exist. This is also populated with test ward data.

5) PersonPlaceholder.bmp
Dummy picture file for those missing a picture.

6) Ward directory_template.docm
This is the actual merge document. It also has a macro - resize. Once you merge to new doc, you must copy the macro from the original document to the new document. Then, when you run the macro (after updating the links - in the instructions) it will automatically resize all the images.

The main trick is to have a link in your merge document that accepts a merge field as part of the link. This is what connects it to the pictures. The "codebreaker" for me was from this website. I put all the pics in the same folder, and the merge field in the link is the preferred name (in the format last name, preferred name). All pics are named in the same convention (last name, preferred name.jpg)

This puts 25 people per page (I think)

When I export from MLS the first columns (A-E) include information that doesn't seem relevant, like head of houshold ID, MRN, HoH position, etc. Did I export the wrong list or shoul I just copy and paste the rows to match your example that was included in the attatchment?

Yes - wrong export. I would generally recommend not using File > export to export membership info. It exports too much confidential info. Instead, I generally advice my clerks to create custom reports to just export the info they want. This is in Membership > custom reports. Included in the zip file is the custom report I use to export just contact and address info (ward directory export.mls). For more info on custom reports, see here in the wiki.

Once you are in the custom reports screen, there will be a button on the bottom left that says "import". Click on that and then navigate to and select "ward directory export.mls". Once it is imported click on the blue hyperlink name. When the report opens, there will be a button on the bottom middle that says "Save to file". Navigate to some place you know and click save. The file will be saved as ward directory export.csv which can then be opened in Excel.

Thanks jdcr25 for your information about the LDS beta directory site. I am encouraged and excited to see this move forward. I look forward to having Bishop access to photos since I'm the one with them all (when a new person comes into the ward I meet them and take their picture). With the ability of the member to upload is even better. Here is one situtation to think about. YSA wards are fluid, so I have kids who leave to school and come back in the summer, or who are a different BYUI schedule. So their records move back and forth a few times a year. It would be great if I could have a database of those in the ward that we manage, or "in the future" have the picture travel with the record. More than willing to be an active tester of this application as I think it is my answer. I also really like that the member can print if they want.

I've had success using Indesign for ward directories too (love the page layouts). Out of most peoples price range, but it works well with the export files. You just have to add a column for the image file location. I would use a program like irfanview (poor man's photo editor) to resize and rename images (it has automate tools like photoshop, so you don't have to do each one by hand).

Biggest problem I saw, especially for YSA wards was the high turnover, so the thing was out of date as soon as it was printed, so we are leaning more towards the online directory.

A few wards started using the Ward Directory program distributed from ldswarddirectory.com, about $35 and can take mls export data easily (not an endorsement).

I noticed the other Day that the Beta Site now has an "Export" option that provides a CSV with all the same info available in the Directory, just what you need for printed directories... What I can't test is whether this export includes people who've "opted out" as in my new ward nobody else uses it yet...

ccole59 wrote: It would be great if I could have a database of those in the ward that we manage, or "in the future" have the picture travel with the record.

When the newest version of the image service rolls to production (hopefully within a month or so) member photos will move from one unit to the next along with their membership record. Once a member uploads a photo, they won't need a new one ever unless they want an updated photo.

The best part is, once they have a photo uploaded, you won't have to wait for them to upload a new photo when they move in. So when a family moves in, you can check out their photo in the directory right away and know who they are when they show up on Sunday.

Funny, I try to go to the beta site and it asks for my LDS login and then tells me it isn't correct, even though I'm already logged in to this site. Not sure why it isn't working (and yes I checked text, upper/lower case, etc, and tried it a number of times).

ccole59 wrote:Funny, I try to go to the beta site and it asks for my LDS login and then tells me it isn't correct, even though I'm already logged in to this site. Not sure why it isn't working (and yes I checked text, upper/lower case, etc, and tried it a number of times).

LDSTech Forums does not currently use the LDS Account logon credentials. Even if it did, logging onto one site that uses the LDS Account credentials does not automatically log you onto another site.

You may want to check not only your password but your username. Got to the LDS Account web siteand try logging on there. Then if you still have problems click the"Can't Sign In?" button for further help.

ccole59 wrote:Funny, I try to go to the beta site and it asks for my LDS login and then tells me it isn't correct, even though I'm already logged in to this site.

You need your LDS Account login for the beta site. That's the same as for LUWS. It is not the same as this forum.

I am an out of unit leader at a BYU ward. How do I access my BYU ward info on beta.lds.org?

coolhandace wrote:I am an out of unit leader at a BYU ward. How do I access my BYU ward info on beta.lds.org?

You can't do it right now, but it's coming soon:

jdcr256 wrote:Out-of-unit callings is a big part of our next release for both Calendar and Directory. Both applications should be fully functional for members who have callings in multiple units (at least for most roles).

There will still be some bugs to iron out, as we are dependent on some changes in some of our supporting systems to be able to fully support this type of functionality. Nevertheless, I think you'll be pleasantly surprised to see how well the next version works in this regard.

There is no specific announced date for release of the "next version," but I would guess it's a matter of weeks, not months.

coolhandace wrote:I am an out of unit leader at a BYU ward. How do I access my BYU ward info on beta.lds.org?

Problem solved. The Stake Clerk added me as an out of unit leader. I can now access my home ward website and my student ward website.

coolhandace wrote:Problem solved. The Stake Clerk added me as an out of unit leader.

Where did he do that? Stake MLS, Ward MLS, existing LUWS or is there a feature in beta I'm missing?

coolhandace wrote:Problem solved. The Stake Clerk added me as an out of unit leader. I can now access my home ward website and my student ward website.

Yes, that is nothing new. What about beta.lds.org?

I am glad to see the new Beta up and going, but it is still a beta. Does anyone know of an easy way to do a nice photo directory for my bishop (again a YSA ward) without using the beta? I did one using Access in the past and will again if I have to, but I am hoping someone on here has an easier answer.

dscbigeagle85 wrote:I am glad to see the new Beta up and going, but it is still a beta. Does anyone know of an easy way to do a nice photo directory for my bishop (again a YSA ward) without using the beta? I did one using Access in the past and will again if I have to, but I am hoping someone on here has an easier answer.

The site has moved beyond the "beta" state to the "new" state. The site is quite functional, and the data is guaranteed to be preserved. So I guess I'm wondering why you would go to all the work of figuring out an alternate way when the capability is available right now. I don't see any reason why you wouldn't use the new.lds.org/directory as it stands now. That is the easiest answer of all.

Thank you for your quick response Alan. I have started importing my wards pictures into the website but can't seem to print a photo directory. Is that possible in the new state or are we waiting for that?

dscbigeagle85 wrote:Thank you for your quick response Alan. I have started importing my wards pictures into the website but can't seem to print a photo directory. Is that possible in the new state or are we waiting for that?

That's a good point, which I should have remembered before replying. I'm sure that the ability to print the photo directory is coming "soon", but there is no clear indication of when that will be, beyond this post:

jdcr256 wrote:Also coming soon (hopefully by the end of summer) we will have a full printing solution to allow members to easily print the ward photo directory on-demand.

It was a lovely day today in the Salt Lake Valley, almost like summer, but I think we'd have to acknowledge that the "hopefully by the end of summer" timeframe has passed.

So if you need a solution fairly quick, you'll have to look at some of the other solutions mentioned in this thread.

Well until that is running I don't see any point in using the new website as it is still in it's infant stage. I will have to find another solution until this problem is solved. Thank you for your help Alan.

dscbigeagle85 wrote:Thank you for your quick response Alan. I have started importing my wards pictures into the website but can't seem to print a photo directory. Is that possible in the new state or are we waiting for that?

I printed a very simple photo directory using the "manage photos" link. This brings up all the photos, one page at a time with only the members name. I then did a screen capture, pulled the photos up in Photoshop, edited them where necessary, and then printed them. It wasn't nearly as labor intensive as it sounds and it produced a very minimal photo directory.

Unfortunately my Bishopric also requests phone numbers and addresses. I am in the process of creating a new way of doing it that I am hoping will be convenient, and I will be more then happy to share if it works as well as it does in my head.

Here's our ward's solution for printing photo directories:

https://tech.lds.org/forum/showthread.p ... ry-scripts

It would also be nice for the clerks and other "directory coordinators" who may be called to have a better tool for uploading multiple photos without the dialog boxes to accept terms and for those of us in a YSA ward the need to upload the same picture twice for each individual. It certainly is a chore to do the work when the general membership does not submit their own photos or priesthood leaders have directed individuals to mass update the online tool.

GreenwoodKL wrote:... and for those of us in a YSA ward the need to upload the same picture twice for each individual. It certainly is a chore to do the work when the general membership does not submit their own photos or priesthood leaders have directed individuals to mass update the online tool.

Agreed. I've been quite baffled with the poor ease of use when working with the directory. When I upload a picture and attribute it to the individual (and not the household) then the picture shows us just fine when browsing the list of callings but it doesn't show up on the photo directory. And vice versa when I set the photo to be for the household (instead of the individual) it shows up in the photo directory but not in the list of callings. Perhaps I'd understand it better if I were in a family ward.

Either way uploading photos is really really slow and I'd rather not have to upload the same file twice.

My understanding is that the current photo directory shows household photos and household information for phone/address/etc...
My understanding is that the callings list utilizes individual photos and individual information for phone/address/etc...

Therefore in our YSA ward we have to upload the same picture twice to both individual and household as well as maintain synchronization between household and individual contact information.

Therefore in a family ward I would assume clerks should ensure that household and individual photos as well as household and individual contact information are all updated to properly populate both photo directories and callings lists.