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Product Image Archives Documentation

Menu Location: Reports > Order Data Exports > Product Image Archives

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Product Image Archives tool allows you to bulk download product images for specific time periods. This is essential for creating marketing materials, printed catalogs, social media content, and archiving historical product offerings.

Primary Functions:

  • Download all product images from a specific week or month
  • Bulk export product photos for marketing campaigns
  • Archive seasonal product imagery
  • Retrieve high-resolution product images
  • Generate image packages for print catalogs

Page Layout

Header Section

  • Page Title: "Product Image Archives"
  • Date Selection: Choose week or month for image export
  • Filter Options: Filter by product category, availability, or tags

Main Content Area

  • Preview Grid: Thumbnails of products included in selected period
  • Product Count: Number of products with images in selection
  • Download Options: ZIP archive or individual image selection
  • Image Quality Settings: Resolution and format options

Archive History Section

Previous image archive downloads with dates and download links (expires after 30 days)

Image Export Options

Full Archive Download

Download all product images from the selected period as a ZIP file.

What's Included:

  • All product images (primary + alternate angles)
  • Images organized by product SKU/name
  • Metadata file with product names and descriptions
  • High-resolution versions (suitable for print)
  • Web-optimized versions (for online use)

File Structure: 

ProductImages_2026-02-17/
├── Organic-Chicken-Breast/
│   ├── primary.jpg
│   ├── alternate-1.jpg
│   └── alternate-2.jpg
├── Baby-Carrots/
│   └── primary.jpg
├── metadata.csv
└── README.txt

Selective Image Download

Choose specific products to include in the download.

Process:

  1. Browse product thumbnail grid
  2. Click to select desired products
  3. Download only selected images
  4. Smaller file size for targeted needs

Image Quality Options

High Resolution (Print Quality):

  • Resolution: 300 DPI minimum
  • Format: JPEG or PNG
  • Size: Original dimensions (typically 2000-4000px)
  • Use Cases: Printed catalogs, posters, packaging design

Web Optimized:

  • Resolution: 72 DPI
  • Format: JPEG (compressed)
  • Size: 800-1200px longest dimension
  • Use Cases: Website product pages, email campaigns, social media

Thumbnail:

  • Resolution: 72 DPI
  • Format: JPEG
  • Size: 150-300px
  • Use Cases: Quick preview, mobile apps, small graphics

Using Product Image Archives

Downloading Images for a Week

Steps:

  1. Click the "Week" tab
  2. Select the desired week using date picker
  3. Review product preview grid
  4. (Optional) Apply category filters
  5. Choose image quality (High Res / Web Optimized)
  6. Click "Download Archive"
  7. Wait for ZIP file to generate (progress bar shows status)
  8. Download begins automatically when ready

Processing Time:

  • Small archives (under 50 products): 10-30 seconds
  • Medium archives (50-200 products): 30-90 seconds
  • Large archives (200+ products): 1-3 minutes

Downloading Images for a Month

Steps:

  1. Click the "Month" tab
  2. Select month and year
  3. Review total product count
  4. Choose quality settings
  5. Click "Download Archive"
  6. Large month archives may take several minutes

Tips:

  • Monthly archives can be very large (100+ MB)
  • Consider downloading by week for faster processing
  • High-res monthly archives may require significant bandwidth

Selective Product Download

Steps:

  1. Select time period (week or month)
  2. Browse the product thumbnail grid
  3. Click products you want to include (checkmark appears)
  4. Counter shows number selected
  5. Click "Download Selected Images"
  6. Only selected products included in ZIP

Best For:

  • Creating themed collections
  • Specific category promotions
  • Social media content planning
  • Limited bandwidth situations

Common Use Cases

Use Case 1: Weekly Social Media Content

Goal: Download this week's products for Instagram posts

Steps:

  1. Select current week
  2. Filter to "Featured" or "New Arrivals" category
  3. Choose "Web Optimized" quality
  4. Download archive
  5. Extract ZIP file
  6. Upload images to social media scheduling tool
  7. Use metadata CSV for product descriptions

Tips:

  • Schedule this weekly on Fridays for week ahead
  • Create Instagram grid preview using thumbnails
  • Include product names from metadata file

Use Case 2: Printed Catalog Creation

Goal: Get high-resolution images for quarterly print catalog

Steps:

  1. Select "Month" view
  2. Choose the first month of the quarter
  3. Repeat for months 2 and 3
  4. Select "High Resolution" quality
  5. Download each month's archive
  6. Extract all ZIP files to one folder
  7. Organize by category for catalog designer
  8. Provide metadata CSV with product info

Example: For Q1 2026 catalog:

  • Download January, February, March archives
  • High-res format
  • Organize into: Meat, Produce, Dairy, Pantry folders
  • Send to graphic designer with metadata

Use Case 3: Email Campaign Graphics

Goal: Create weekly email newsletter with product images

Steps:

  1. Select last week's delivery week
  2. Filter to best-selling products
  3. Choose "Web Optimized" quality
  4. Download selected images (8-12 products)
  5. Import into email template builder
  6. Add product names from metadata
  7. Link images to product pages

Email Structure:

  • Header: "This Week's Fresh Picks"
  • Grid layout: 2x4 or 3x4 product images
  • Click images to shop
  • Send Thursday for weekend ordering

Use Case 4: New Product Launch Package

Goal: Get all images for upcoming product launch

Steps:

  1. Select week when new products debut
  2. Filter by "New Arrivals" tag
  3. Download both High-Res and Web versions
  4. Create launch package folder
  5. Share with marketing team
  6. Use for website, social, email, print

Package Contents:

  • High-res images for print ads
  • Web images for online store
  • Thumbnails for mobile app
  • Product descriptions from metadata
  • Suggested serving ideas (if available)

Use Case 5: Seasonal Archive

Goal: Archive all summer seasonal product images

Steps:

  1. Note date range for summer season (June-August)
  2. Download archives for June, July, August
  3. Combine into "Summer 2026" archive folder
  4. Create backup on cloud storage
  5. Tag folder for easy retrieval next year

Use Later:

  • Reference for next year's product planning
  • Reuse images for throwback social posts
  • Compare year-over-year product offerings
  • Historical marketing analysis

Filters & Options

Date Range Filters

  • Single Week: Download one specific week's products
  • Month View: Download all products from a full month
  • Date Range: Custom start and end dates
  • Season: Pre-set seasonal ranges (Spring, Summer, Fall, Winter)

Category Filters

Filter products by category before downloading:

  • Meat & Seafood
  • Produce
  • Dairy & Eggs
  • Pantry & Grocery
  • Prepared Foods
  • Beverages
  • All Categories (default)

Product Status Filters

  • Active Products Only: Current catalog items
  • Archived Products: Discontinued items from that period
  • All Products: Both active and archived
  • Featured Products: Marked as featured during that period
  • New Arrivals: Products that were new during that period

Image Type Filters

  • Primary Images Only: Main product photo
  • All Images: Primary + alternate angles + lifestyle shots
  • Lifestyle Images: Styled/in-use photos
  • Alternate Angles: Additional product views

Export Data & Metadata

Metadata CSV File

Every image archive includes a metadata.csv file with product information:

Column Description Example
Product ID Unique product identifier 4521
Product Name Full product name Organic Chicken Breast
SKU Product SKU code CHK-001
Category Product category Meat & Seafood
Description Product description Free-range organic chicken
Price Price during selected period $12.99/lb
Image Files List of included image files primary.jpg, alt-1.jpg
Tags Product tags organic, local, featured
Availability Was product available? Yes

Image File Naming

Standard Format: [ProductSKU]_[ImageType]_[Date].[ext]

Examples:

  • CHK-001_primary_2026-02-17.jpg - Primary chicken image
  • CAR-050_alternate-1_2026-02-17.jpg - Carrot alternate angle
  • TOM-100_lifestyle_2026-02-17.jpg - Tomato lifestyle shot

Benefits:

  • Easy to identify product
  • Sort chronologically
  • Understand image type at a glance
  • Prevent filename conflicts

README File

Each archive includes a README.txt with:

  • Date range covered
  • Number of products included
  • Image quality settings used
  • Instructions for using metadata file
  • Copyright and usage terms
  • Contact information for questions

Troubleshooting

Archive Download Fails

Symptoms:

  • ZIP file won't download
  • Download starts but fails partway
  • Error message during generation

Solutions:

  1. Try a smaller date range (one week instead of month)
  2. Use selective download instead of full archive
  3. Choose web-optimized instead of high-res to reduce file size
  4. Check internet connection stability
  5. Try different browser
  6. Clear browser cache and retry

Common Causes:

  • Archive too large for server timeout
  • Unstable internet connection
  • Browser download limit exceeded

Images Won't Extract from ZIP

Symptoms:

  • ZIP file appears corrupted
  • Extract operation fails
  • "Invalid archive" error

Solutions:

  1. Re-download the archive
  2. Use different ZIP extraction tool (7-Zip, WinRAR, built-in OS tool)
  3. Download file to local drive (not network drive)
  4. Check that download completed fully (verify file size)

Common Causes:

  • Incomplete download
  • Antivirus interference
  • Insufficient disk space

Missing Product Images

Symptoms:

  • Expected products not in archive
  • Archive smaller than expected
  • Specific products missing

Check:

  1. Verify correct date range selected
  2. Check category filters - may have filtered out products
  3. Confirm products were actually available during selected period
  4. Check "Product Status" filter setting
  5. Some products may not have images uploaded

Common Causes:

  • Filters excluding products
  • Products added after selected date
  • Images not uploaded for those products
  • Products archived before image was added

Low Image Quality

Symptoms:

  • Images appear blurry or pixelated
  • Resolution lower than expected
  • Not suitable for intended use

Check:

  1. Verify "High Resolution" option was selected
  2. Check original image upload quality (may have been low-res)
  3. Confirm image wasn't over-enlarged for use
  4. Some older products may only have low-res images

Solutions:

  • Re-download with High-Res option
  • Contact support to request higher quality images be uploaded
  • Use image upscaling tool cautiously (results vary)

Symptoms:

  • "File not found" when clicking history link
  • 404 error on download URL

Solution: Archives are stored for 30 days, then automatically deleted. Regenerate:

  1. Select same date range
  2. Apply same filters
  3. Generate new archive
  4. Download immediately and save to computer

Prevention:

  • Download archives promptly after generation
  • Save important archives to cloud storage
  • Maintain organized local archive library
  • Weekly CSV Export (weekly-csv-export.php) - Export product sales data
  • Monthly Export (monthly-export.php) - Comprehensive monthly data
  • Product Management - Upload and manage product images
  • Marketing Tools - Use downloaded images in campaigns

Typical Workflow:

  1. Generate product image archive weekly
  2. Share with marketing team
  3. Create social media content
  4. Update website product pages
  5. Archive for historical reference

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Customer Service: No access (prevents unauthorized image distribution)
  • Manager: Can download web-optimized and high-res images
  • Administrator: All download capabilities + access to archive history
  • Kiva Admin: All features + raw image access and bulk upload tools

Restricted Features:

  • High-Resolution Downloads: Requires Manager or higher
  • Bulk Archive History: Administrator only
  • Image Upload: Administrator only

Best Practices

Regular Archiving

  1. Weekly Routine: Download current week's images every Friday
  2. Monthly Backup: Archive each month's images to cloud storage
  3. Seasonal Collections: Create seasonal image libraries for reuse
  4. Organized Storage: Use consistent folder naming (YYYY-MM-DD_ProductImages)

Image Management

  1. Quality Selection: Use High-Res for print, Web-Optimized for digital
  2. Metadata Preservation: Always save the metadata CSV with images
  3. Version Control: Keep track of image updates and versions
  4. Copyright Compliance: Follow usage terms in README file

Marketing Efficiency

  1. Batch Downloads: Get multiple weeks at once for campaign planning
  2. Category Focus: Filter by category for targeted promotions
  3. Social Calendar: Download 4-6 weeks ahead for content scheduling
  4. Template Creation: Build reusable templates with image placeholders

Storage & Organization

  1. Local Archive: Maintain last 3 months on local drive
  2. Cloud Backup: Store older archives in cloud (Google Drive, Dropbox)
  3. Delete Duplicates: Avoid re-downloading same periods
  4. Annual Purge: Archive and compress year-old images

Integration Tips

Social Media Platforms

  1. Download web-optimized images
  2. Resize for platform specs:
    • Instagram: 1080x1080px (square) or 1080x1350px (portrait)
    • Facebook: 1200x630px
    • Pinterest: 1000x1500px
  3. Add branding overlay if needed
  4. Use metadata for captions

Email Marketing

  1. Download web-optimized images
  2. Resize to 600px width max (email safe size)
  3. Compress for fast email loading
  4. Use ALT text from product names
  5. Link images to product pages

Website Product Pages

  1. Download high-res images initially
  2. Use image optimization tool (TinyPNG, ImageOptim)
  3. Create multiple sizes (thumbnail, gallery, zoom)
  4. Add to product pages with proper SEO
  5. Include ALT text and captions
  1. Download high-resolution only
  2. Verify 300 DPI minimum for print
  3. Use CMYK color mode if printing (convert from RGB)
  4. Provide to designer in organized folders
  5. Include metadata for copywriting

Quick Reference Card

Task Action/Location
Download this week's images Select "Week" tab > Choose current week > Download
Get images for email campaign Filter to featured > Web-Optimized > Download
Create print catalog images Select month > High-Res > Download all
Get specific product images Browse grid > Select products > Download selected
Find product descriptions Open metadata.csv in downloaded archive
Download seasonal archive Select 3-month range > Download month by month
Get previous archive Scroll to Archive History > Click download link
Social media content prep Weekly download > Web-Optimized > Extract to content folder

FAQs

What image formats are included?

Most images are JPEG format. Some products with transparency (logos, graphics) may be PNG. All formats are web and print compatible.

Can I get images from specific vendors or brands?

Yes, use the Custom Filter option and filter by vendor/brand tag, then download matching products.

How many images are included per product?

This varies by product. Most have 1 primary image. Some have 2-5 additional angles or lifestyle shots. The metadata file lists all included images.

Can I download images without the metadata file?

The metadata file is automatically included, but you can simply ignore it if not needed. It's helpful for product names and descriptions.

What's the maximum file size for archives?

Most weekly archives are 10-50 MB. Monthly archives can be 50-200 MB depending on product count and quality settings. If archive exceeds 500 MB, consider splitting into multiple downloads.

Can I share these images on social media?

Yes, you can use product images for your business's marketing purposes including social media. Don't alter images to misrepresent products. Follow branding guidelines in README file.

How long are archives stored?

Generated archives are stored for 30 days, then automatically deleted. Download and save archives you want to keep longer.

Why are some images low quality?

Original upload quality affects archive quality. If an image was uploaded at low resolution initially, the archive will contain that same quality. Contact support to request high-res image uploads.

Can I schedule automatic weekly downloads?

Not currently available. You'll need to manually generate downloads. Consider setting a calendar reminder for weekly downloads.

What if a product image is missing or incorrect?

Contact your administrator or support team. They can upload missing images or replace incorrect ones through the Product Management page.

Change Log

2026-03-01

  • Initial documentation created
  • Documented archive options and workflows
  • Added use cases for marketing teams
  • Created troubleshooting guide
  • Added integration tips for social/email/web

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.