If you discover a problem with an image after a Volume Portrait gallery has opened for ordering, act immediately. Correcting the image in Workspace protects future orders, but it does not automatically change orders that have already been placed.
First, confirm the exact file affected
Record the complete filename and identify the problem before replacing anything. For example, the file may have an editing error, incorrect colour, the wrong crop, a spelling problem in a class-photo design, or the wrong student image.
Check whether the problem affects:
• One file only.
• Several exported versions of the same photograph.
• A Class Photo or School Photo shared across many collections.
• A complete batch created with the same export or design settings.
Review neighbouring and related files as well. Finding the full scope now is safer than making several separate urgent corrections later.
Prepare the corrected replacement file
Finish and inspect the corrected file before uploading it. Wherever possible, keep the exact same filename as the image being replaced. This allows Workspace to replace the gallery image without changing the filename used by collections, the importer CSV and future orders.
Before upload, confirm:
• The filename exactly matches the existing file, including its extension.
• The finished dimensions and aspect ratio are correct for the products offered.
• The crop, names, borders, logos and other design elements are correct.
• The file meets Queensberry's print-file and colour requirements.
• The corrected file has been opened and inspected after export.
Replace the file in Workspace
You can select the affected image in the gallery and choose Replace Image. You can also upload corrected files and select Replace images in this gallery where new uploads have the same file names.
After the replacement finishes:
• Refresh the gallery and confirm the corrected image appears.
• Open any student collections that use the file.
• Confirm the image remains marked as the correct Standard Image, Class Photo or School Photo type.
• Check the customer-facing crop and products.
• Place a new test order if the issue affected product setup or cropping.
Important: replacing the gallery file does not change existing orders
The replacement becomes the file used for future ordering from the gallery. It does not update an order that has already been placed with the original file.
Do not assume that replacing the image in Workspace has corrected orders already in production. Those orders must be identified separately and Queensberry must be contacted urgently.
Check whether the file has already been ordered
Go to Gallery Sales and export the gallery's orders. Search the exported information for the complete affected filename and identify every order that includes it.
For each affected order, record:
• The Workspace reference and order number.
• The gallery or school name.
• The customer's name.
• The affected filename.
• The product and quantity ordered.
• The date the order was placed.
• Any current production or shipping status shown.
Check the complete sales period for the gallery, not only the most recent orders.
Contact Queensberry urgently
If any order contains the affected file, contact Queensberry as soon as possible. Include the order references, filename, gallery name, a clear description of the problem, and confirmation that the corrected gallery file has been uploaded.
Speed matters, but a correction cannot be guaranteed. The action available depends on where each order is in production:
• If production has not begun, Queensberry may be able to intervene.
• If the product has already been printed, a reprinting fee may need to be charged.
• If the order has already been shipped, Queensberry will not be able to correct it before delivery.
Do not promise the school or customer that an order can be stopped or corrected until Queensberry has confirmed its production status.
Keep the gallery and source records aligned
Record the replacement in your master job information. If the corrected file retained the same filename, the existing collection and CSV references should remain aligned.
If you changed the filename instead, update every relevant Image Start, Image End or shared-photo reference in the working importer CSV before it is ever processed again. A manual gallery correction does not update the CSV.
File-issue checklist
• Record the exact affected filename.
• Check whether related files have the same problem.
• Prepare and inspect the corrected file.
• Replace the Workspace image using the same filename wherever possible.
• Verify the corrected image in every relevant collection.
• Export Gallery Sales and locate all orders containing the filename.
• Record every affected order reference and product.
• Contact Queensberry urgently.
• Do not promise a correction until production status is confirmed.
• Update your source records and importer CSV where required.
The safest response is to correct the live gallery immediately, identify every existing order separately, and contact Queensberry before more production time passes.
