Understanding Index Text and CSV File Formats

Modified on Mon, 19 Feb 2024 at 10:00 AM

Memento Composite supports the import of data in either text file or CSV file formats, specifically formatted as either comma-separated or tab-separated. 

his method is the standard way to import your data into the software. The files can reference portraits in the standard PSPA format, sport team poses, or any other types of photos used for your composite photography. We also refer to these index files as "Portrait Packages!"

They are often generated automatically by specialized portrait software or can be created manually using spreadsheet software.

The Index file Structure

Index files can be opened in spreadsheet software. Sometimes, the first row contains labels that describe each column; this specific row is known as the header row.

Below are examples of how the index file might look when opened in Notepad or Excel, both with and without a header row.

TXT file in NotepadCSV or TXT  in Spreasheet

No Header Row

With Header Row

Minimum Requirements for Index Files

Memento Composite requires three essential columns of data to import an index file.

  • The image file name, including extention (eg. DSC2596.jpg, IMG0002.png). If a header row is included in the index, this column must be labelled FileName.
  • The last name of the person depicted in the portrait. If a header row is included in the index, this column must be labelled LName.
  • The first name of the person depicted in the portrait. If a header row is included in the index, this column must be labelled FName.

Folder structure

The Index file may be placed in the same folder as the portraits. If this is the case, the index file will have no reference to the folder name - only FileName, LName and FName are required (additional to any other identifying information, such as grade, department, classroom number, titles, etc.).

If the portrait images are organized into one one or more subfolders, then a fourth mandatory column is required to specify the name of the folder. If a header row is included in the index, this column must be labelled Folder.
Note that the index file must sit next to the subfolder to recognize it.

Below is an example of a csv format index that sits next to a single subfolder (IMAGES) containing the portrait images. The index contains a row indicating the folder name.

Index files may also point to multiple nested subfolders. 

In the example below, a folder named IMAGES houses three separate subfolders which hold portrait images. In the Folder column, this is indicated by including a / between the folder and subfolder name.

Supported Default Header Names

Volume - for media or top level folder name is an arbitrary name.

Folder - The folder holding the images is located directly under the root volume .

Filename - The file name for an image, with extension .

Grade - - The grade data assigned to the individual, if applicable. Example: “4”

LName - The individual’s last name. Example: “Smith”.

Fname - The individual’s first name. Example: “John”.

Hroom - – An identifier for the individual’s home room. Example: “AA” .

Period - An identifier for the individual’s period. Example: “6” .

Teacher - The name or identifier for the individual’s teacher. Example: “Jones”. 

Track - The name or identifier for the individual’s track.

Department - Indicates which role the individual plays at the school. Recommended values are “Faculty”, “Administration”, “Support Staff”, “Student” and “Teacher”. 

Title - Indicates courtesy title such as Mr. Mrs. And Dr

Priority - Establishes an order of priority for more detailed sorting beyond just the last name. This is a unique feature of Memento Composite.

Role - Allows you to specify roles with greater detail in the index file for more straightforward query assignment.

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