Controlling Access

You can specify who can access each individual photograph or you can apply access settings to a gallery or an entire group.

To setup your default setting for groups, galleries and photos, make changes to the All Photographs to level group. Since all of the groups, galleries and photos, are placed within All Photographs, its setting are the default for all of your photographs. You can also make settings changes to multiple items within a group.

For a presentation on the available options found in Access Control, please watch the video below.




The following access settings can be applied to your Groups, Galleries and Images:

Access settings may be inherited by items contained inside. For example, if you make a gallery Private, and all the photographs inside the gallery have an access setting set to Same as a containing item, then all of these photographs will automatically become Private as well. This is a convenient way of applying the same setting to a large number of items.

Items with access settings other than Public do not show up in Search and Browse. You can also explicitly choose not to include an item in Search and Browse, even though it is open for public access.

You may also decide to protect your photographs from being Added to Collections by other users.

While it is possible to edit the Access Control settings for every item, including individual photos, it is recommended that the Access Control changes be made at the gallery or group level.  When applied at the gallery level, by default the settings will also apply to all of the photos in the gallery.

To make a Gallery or Group Public

Any Zenfolio registered or unregistered visitor can view items designated as Public. By default, all photos that you upload to your Zenfolio page will be public unless you change the access.

  1. Go to Photos in the main menu in the Dashboard.
  2. Select the desired gallery in the Organizer
  3. Under the Toolbox column, click on Gallery Access. An Access Control window will appear.
  4. Uncheck the 'Same as Containing...' if necessary.
  5. In the Access tab, mark the circle for Public - open to all visitors.
  6. Click Save for the new settings to take effect immediately.

Access Control Public New Edit View

Alternatively, if the container is public as well, you may check Same as containing item to have all items within inherit the setting. This will allow you in the future to change settings globally and have them propagate to all the items inside.

Note: The above steps can be applied to multiple selected items as one operation.

To make an item Private

Only you, the owner, can view items designated as Private. You have to login to the Zenfolio Web site for the system to recognize you and to show your Private items.

This setting can be applied to photographs, galleries, and groups.

A quick way to hide all your photos is to set 'All Photographs' to private (as long as the Groups and Galleries are set to "Same as a containing...").

  1. Go to Photos in the main menu in the Dashboard.
  2. Select the desired gallery in the Organizer
  3. Under the Toolbox column, click on Gallery Access. An Access Control window will appear.
  4. Uncheck the 'Same as Containing...' if necessary.
  5. In the Access tab, mark the circle for Private - open and visible to owner only.
  6. Click Save for the new settings to take effect immediately.

Access Control Private New Edit View

Alternatively, if the container is private as well, you may check Same as containing item to have all items within inherit the setting. This will allow you in the future to change settings globally and have them propagate to all the items inside.

Note: The above steps can be applied to multiple selected items as one operation.


Using the 'Private' Setting and Search Engine Optimization (SEO)

The top level group in the account is called the All Photographs group. This group contains all of the galleries and photos in your account. If this group is set to 'Private' in its Access Control settings, it will cause the site's homepage to not be indexable by search engines like Google. This will cause your site to not appear in search results.

So if you would like your site to appear in search results, make sure that the All Photographs group is not set to 'Private' in its Access Control settings.

You can protect your images and keep them private by locking the individual groups and galleries that contain your private photos. You can also set individual groups and galleries to not be searchable by search engines.



 

To lock an item with a Password

Any Zenfolio registered and unregistered visitor who is given the password can view items designated as Locked with a Password.

This setting can be applied to photographs, galleries, groups, and even the Home page.

You can also assign a password to select photographs in a public gallery. Visitors will be able to view only public photographs in this gallery and they will be required to enter a password to see the protected photos.

While you are logged in, you will never need to enter a password to view any of your own galleries as the system recognizes you as being the owner of your account. 

​If you want to see exactly what your visitors will see when accessing your site, please first make sure you are logged out of your account.  Once logged out, you will be able to see your site exactly as your visitors will including the need to enter passwords to access your galleries.

To enhance the security of password-protected galleries, entering an incorrect password too many times will lock that user out of the gallery for a period of time. 
After entering the incorrect password too many times, we will display the following message "You have one more attempt remaining before this gallery may be locked. Please contact photographer if you do not remember the password". If they enter an incorrect password again, we will send a notification e-mail to the photographers main email address on file. 

Check out this section of the Help guide on setting a visible cover thumbnail for a password-protected gallery.

While it is possible to edit the Access Control settings for every item, including individual photos.  It is recommended that the Access Control changes be made at the gallery or group level.  When applied at the gallery level, by default the settings will also apply to all of the photos in the gallery.  This is specially important when locking galleries with a password.  If individual photos are locked, then the system will ask the site visitor for the password to view every photo in the gallery.  When applied at the gallery level, they will only be asked for the password once when they first reach the gallery.
 
  1. Go to Photos in the main menu in the Dashboard.
  2. Select the desired gallery in the Organizer
  3. Under the Toolbox column, click on Gallery Access. An Access Control window will appear.
  4. Uncheck the 'Same as Containing...' if necessary.
  5. In the Access tab, mark the circle for Locked with password.
  6. Enter the desired password into the fields provided.
    A hint can be added as well.  If preventing unauthorized access is important, no hints should be provided.
  7. Click Save for the new settings to take effect immediately.

Access Control Password New Edit View

Alternatively, if the container is locked with a password as well, and you would like the same password to apply to the new item, you may check Same as containing item to have it inherit the setting. This will allow you in the future to change settings globally and have them propagate to all the items inside.

Note: The above steps can be applied to multiple selected items as one operation.

You can change the password in the access control window at any time. If you forget the password you set, you can override it with a new password without needing to remember the old one or you can click Show to view the password.

 

Tips for creating strong gallery passwords:

-use a mix of characters including upper/lower case, numbers, & punctuation
-never use the same password for more than one gallery
-make all passwords at least 7 characters long
-only share with trusted people, and encourage clients to be safe with their passwords
-do not use obvious password hints
-do not use the subjects name as the password 
-do not use any part of the Gallery URL as a password
-be sure to set the Gallery password BEFORE uploading images into it



To only allow access to users on the list

Only Zenfolio registered users specified on the list of allowed users can view the items.

Items with access settings other than Public do not show up in Search and Browse. You can also explicitly choose not to include an item in Search and Browse, even though it is open for public access.

You may also decide to protect your photographs from being Added to Collections by other users.

Access to your home page, groups, galleries, and photographs can be controlled by creating a member list of registered Zenfolio users who are allowed to view them.

Visitors are required to login to the Zenfolio Web site for the system to recognize them and to allow them to view designated items.

Other visitors and guests will be unaware of the existence of these items.

This can be particularly convenient for event photography when only participants are allowed access to photos from a specific event.

  1. Go to Photos in the main menu in the Dashboard.
  2. Select the desired gallery in the Organizer
  3. Under the Toolbox column, click on Gallery Access. An Access Control window will appear.
  4. Uncheck the 'Same as Containing...' if necessary.
  5. In the Access tab, mark the circle for Allow access to these registered Zenfolio users only.
  6. In the text field, type in the user name of a Zenfolio member you would like to allow viewing this item. Click Add after the name. The name will get validated and will be added to the list.

    Continue by typing in User Names and adding them one-by-one. If you decide to remove a user, select the name in the member list and click Remove.
     
  7. Click Save for the new settings to take effect immediately.

Access Control via Users List New Edit View

Alternatively, if the container is open to the same list of Zenfolio members, you may check Same as containing item to have it inherit the setting. This will allow you in the future to change settings globally and have them propagate to all the items inside.

Note: The above steps can be applied to multiple selected items as one operation.

You can add or remove users from the list at any time in the access control window. As the owner, you are always one of the allowed users even though your user name is not listed.


Inheriting Access Control Settings

Access settings can be "inherited" by items contained inside. For example, if you make a gallery Private, and all the photographs inside the gallery have an access setting set to Same as containing item, then all of these photographs will automatically become Private as well. This is a convenient way of applying the same setting to a large number of items.

By default, access settings are "inherited" by items contained within.

A quick way to hide all the photos that have access setting set to Same as a containing item is to make your Home page Private. The Private setting will be propagated to all the groups, galleries and photographs inheriting access control.

You can always explicitly change the access settings for any selected items.
 

Setting Access Controls for Multiple Items

You can select multiple of the same items to make uniform access changes at one time.
Within a Group you can select multiple Galleries, and within a Gallery you can select multiple Photos, by holding the Control Key on your keyboard (Command key on a Mac) while clicking on multiple items.

Note: When you change the access settings for multiple items at once, the previous settings will be overwritten. 



Please also see this video on how to create secure client galleries: