Manage Designer Collabs

Designer collaboration pages showcase partnerships with renowned designers on the website. This guide covers setting up new designer collabs, managing assets, and removing collaborations using SharePoint.

What you'll accomplish: Set up, update, or remove designer collaboration pages that appear under the About section of the website.

Time required: 10-20 minutes for initial setup, 5 minutes for updates

What you need:

• Access to SharePoint (Website assets directory)

• Designer media assets (images, videos, content)

• Designer name and information

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How Designer Collabs Work

Designer collaboration pages are managed through a structured folder system in SharePoint. When you add or modify files in the designer folders, the backend system monitors for triggered events and updates the website.

The system watches for:

• New files added → Triggered event → Syncs to website

• Files modified → Triggered event → Updates on website

• Files deleted → Triggered event → Removes from website

Where collabs appear on website:

• Navigate to About (main navigation)

• Select Designer Collabs (submenu)

• Individual designer pages display with their assets

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Where You're Working

SharePoint Directory:

Documents / Website assets / Designer Collabs

Inside Designer Collabs:

• Each designer gets their own folder

• Reference example: Gluckstein folder (first completed collab)

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Folder Structure

Each designer collaboration can have up to 4 asset folders, depending on what assets are available for that specific collaboration:

Designer Collabs/
└── [Designer Name]/
    ├── Product Images (Lifestyle photos featuring products)
    ├── Profile Headshots (if designer photos available)
    ├── Readable Content for Online Viewers (if written content available)
    └── Videos (if video content available)

Important:

• Create only the folders you need for available assets

• Some collaborations may have all 4 folders, others may have 1-3

• Folder names must NOT change (use exact names shown above)

• Use the Gluckstein folder as your reference example

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File Requirements by Folder

Product Images Folder

Supported file types:

• WEBP

• JPG

• JPEG

Image dimensions:

• No minimum specified

• Use highest quality possible

• Brand creates custom decorative luxury lighting - images should reflect premium quality

File naming:

• Flexible naming allowed

• Make file names fairly obvious and clear

• Highly recommended: Use sequential numbering for ordering

  • Example: 01-chandelier-dining.jpg, 02-pendant-kitchen.webp, 03-sconce-bedroom.jpg

  • Or: 1.jpg, 2.jpg, 3.jpg

Purpose: These images showcase the designer collaboration products on the designer's webpage.

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Profile Headshots Folder

Supported file types:

• WEBP

• JPG

• JPEG

Image dimensions:

• No minimum specified

• Use highest quality possible

• Professional headshots of the designer

File naming:

• Flexible naming allowed

• Make file names clear

• Examples: designer-headshot.jpg, profile-photo.webp, john-smith-portrait.jpg

Purpose: Designer profile photos displayed on their collaboration page.

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Videos Folder

Supported file types:

• .mp4

• .mov

• Only these two formats - no other video types accepted

File naming:

• Must be clear and easy to understand

• Indicate video placement/purpose on the webpage

• Examples:

  • designer-introduction.mp4

  • collection-showcase.mov

  • behind-the-scenes.mp4

  • product-walkthrough.mov

Video quality:

• Use highest quality available

• Optimize for web if needed (file size vs quality balance)

Purpose: Videos featured on the designer collaboration page.

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Readable Content for Online Viewers Folder

Supported file types:

• Word documents (.doc, .docx)

• PDFs (.pdf)

• Text files (.txt)

File naming:

• Make names descriptive

• Examples:

  • designer-bio.pdf

  • collection-story.docx

  • about-the-collaboration.txt

  • design-philosophy.pdf

Content:

• Written content for website visitors to read

• Designer background, philosophy, collection details

• Any text content for the designer's webpage

Purpose: Text content displayed on the designer collaboration page.

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Set Up a New Designer Collaboration

Step 1: Navigate to Designer Collabs Directory

1. Open SharePoint

2. Navigate to:

Documents / Website assets / Designer Collabs

3. You should see existing designer folders

• Example: Gluckstein folder (reference for structure)

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Step 2: Create the Designer Folder

1. Click "+ New" in the SharePoint toolbar

2. Select "Folder"

3. Name the folder exactly as the designer's name

• Use the designer's actual name

• Example: Gluckstein, Jonathan Adler, Kelly Wearstler

• Spelling and capitalization matter

4. Click "Create"

Your new folder structure:

Designer Collabs/
├── Gluckstein (reference example)
└── [Your New Designer] (newly created)

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Step 3: Create Subfolders for Available Assets

Important: Only create subfolders for assets you actually have. You don't need all 4 folders if the designer doesn't have all asset types.

Determine which folders you need:

• Do you have lifestyle images featuring products? → Create "Product Images" folder

• Do you have designer headshots? → Create "Profile Headshots" folder

• Do you have written content? → Create "Readable Content for Online Viewers" folder

• Do you have videos? → Create "Videos" folder

1. Open the designer folder you just created

2. Create subfolders as needed:

If you have product images:

• Click "+ New" > Folder

• Name: Product Images

• Click Create

If you have profile headshots:

• Click "+ New" > Folder

• Name: Profile Headshots

• Click Create

If you have readable content:

• Click "+ New" > Folder

• Name: Readable Content for Online Viewers

• Click Create

• Must use this exact name (not shortened)

If you have videos:

• Click "+ New" > Folder

• Name: Videos

• Click Create

Example scenarios:

Full collaboration (all assets):

[Designer Name]/
├── Product Images
├── Profile Headshots
├── Readable Content for Online Viewers
└── Videos

Minimal collaboration (only images and content):

[Designer Name]/
├── Product Images
└── Readable Content for Online Viewers

Another example (headshots and videos only):

[Designer Name]/
├── Profile Headshots
└── Videos

Reference the Gluckstein folder to see which subfolders exist for that collaboration.

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Step 4: Upload Assets to Created Folders

Upload files only to the subfolders you created in Step 3.

If you created "Product Images" folder:

1. Navigate into the "Product Images" folder

2. Click "Upload" > Files

3. Select your product images

• WEBP, JPG, or JPEG files

• Highest quality available

• Sequential naming recommended

4. Files upload to the folder

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If you created "Profile Headshots" folder:

1. Navigate to the "Profile Headshots" folder

2. Click "Upload" > Files

3. Select designer headshot images

• WEBP, JPG, or JPEG files

• Professional quality photos

• Clear file naming

4. Files upload to the folder

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If you created "Videos" folder:

1. Navigate to the "Videos" folder

2. Click "Upload" > Files

3. Select video files

• .mp4 or .mov only

• Descriptive file names

• Highest quality available

4. Files upload to the folder

Note: Video files may take longer to upload depending on size.

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If you created "Readable Content for Online Viewers" folder:

1. Navigate to the "Readable Content for Online Viewers" folder

2. Click "Upload" > Files

3. Select content files

• Word documents, PDFs, or text files

• Designer bio, collection stories, etc.

• Descriptive file names

4. Files upload to the folder

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Step 5: Verify Setup

Check that your designer folder contains:

• All necessary asset folders created (only the ones you need)

• Files uploaded to each created folder

• Folder names match exactly (Product Images, Profile Headshots, etc.)

• File types are correct for each folder

Example complete setup (all assets):

• Lifestyle product Images folder with images uploaded

• Profile Headshots folder with headshot(s) uploaded

• Readable Content for Online Viewers folder with content uploaded

• Videos folder with video(s) uploaded

Example minimal setup (images and content only):

• Product Images folder with images uploaded

• Readable Content for Online Viewers folder with content uploaded

Reference Gluckstein folder to see an example collaboration structure.

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What Happens Next

After setting up the designer collaboration:

1. Files saved in SharePoint

2. System monitors for new triggered events

3. Backend detects the new designer folder and assets

4. Website processes the content

5. Designer page goes live under About > Designer Collabs

Check the website: Navigate to About > Designer Collabs to see the new designer collaboration page.

Sync timing: Changes are processed when triggered events occur (additions, modifications, deletions).

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Add or Update Designer Assets

If you need to add more images, videos, or content to an existing designer collaboration:

Step 1: Navigate to the Designer Folder

1. Open SharePoint

2. Navigate to:

Website assets / Designer Collabs / [Designer Name]

3. Select the appropriate subfolder:

• Product Images (to add/update lifestyle images featuring products)

• Profile Headshots (to add/update headshots)

• Videos (to add/update videos)

• Readable Content for Online Viewers (to add/update text content)

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Step 2: Add New Files

1. Click "Upload" > Files

2. Select the new files to add

3. Files upload to the folder

What happens:

• System detects new files (triggered event)

• Backend processes additions

• New assets appear on the designer's webpage

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Step 3: Replace Existing Files

To update/replace an existing file:

1. Delete the old file first

• Select the file

• Click Delete

2. Upload the new file

• Click Upload > Files

• Select the replacement file

• Use the same or different file name

What happens:

• System detects the change (triggered event)

• Backend processes the update

• Updated asset appears on webpage

Important: Always delete before re-uploading (same workflow as other SharePoint assets).

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Remove Designer Collaboration

If a designer collaboration ends or should no longer be featured:

Complete Removal

To remove the entire designer collaboration from the website:

1. Navigate to Designer Collabs directory

Website assets / Designer Collabs

2. Locate the designer folder to remove

3. Right-click on the folder

4. Select "Delete"

5. Confirm deletion

What happens:

• Entire designer folder and all subfolders/files are deleted

• System detects deletion (triggered event)

• Backend processes removal

• Designer collaboration page disappears from website

Result: The designer no longer appears under About > Designer Collabs.

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Partial Removal (Remove Specific Assets)

To remove only certain assets but keep the collaboration:

1. Navigate to the specific subfolder

• Example: Videos folder

2. Select the file(s) to remove

3. Click "Delete"

What happens:

• System detects deletion

• Specific assets removed from webpage

• Designer collaboration remains live with remaining assets

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Important Notes

Folder Naming Must Be Exact

When you create asset folders, they must be named exactly:

• Product Images (not "product images" or "Product_Images")

• Profile Headshots (not "Headshots" or "Profile Photos")

• Readable Content for Online Viewers (not "Readable Content" or "Content")

• Videos (not "Video" or "Designer Videos")

Why? The backend system looks for these exact folder names. If names don't match, assets won't sync correctly.

Remember: You only need to create the folders for assets you actually have. Not every collaboration needs all 4 folders.

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Use Gluckstein as Your Reference Example

The Gluckstein folder is your reference example:

• First completed designer collaboration

• Shows what a collaboration folder structure looks like

• Use as reference when setting up new designers

Note: Your collaboration doesn't need to match Gluckstein exactly - create only the folders you need for your available assets. Gluckstein may have different assets than your new designer.

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File Naming Best Practices

For Product Images and Profile Headshots:

• Use sequential numbering for easy ordering

• Makes it clear which images display first/last

• Examples: 01-image.jpg, 02-image.jpg, 03-image.jpg

For Videos:

• Indicate purpose or placement

• Examples: intro-video.mp4, collection-tour.mov

For Readable Content:

• Describe the content clearly

• Examples: designer-bio.pdf, collection-story.docx

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Multiple Designers

You can have multiple designer collaborations active simultaneously:

Designer Collabs/
├── Gluckstein/
├── Kelly Wearstler/
├── Jonathan Adler/
└── Tom Dixon/

Each designer:

• Gets their own folder

• Has the same 4 subfolder structure

• Appears as separate page under About > Designer Collabs

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Asset Quality Standards

Premium brand = premium assets:

• Use highest quality images possible

• Professional headshots (not casual photos)

• High-quality videos (good lighting, sound, production)

• Well-written, error-free content

The website reflects luxury lighting brand - assets should match that standard.

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Troubleshooting

Issue: Created designer folder but page not appearing on website

Solutions:

• Verify you created at least one asset folder with files uploaded

• Check that folder names are exact (Product Images, Profile Headshots, etc.)

• Ensure assets are uploaded to the created folders

• Compare folder structure to Gluckstein reference

• Wait a few minutes for system to detect changes

• Refresh the website and navigate to About > Designer Collabs

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Issue: Images not displaying on designer page

Solutions:

• Verify images are in "Product Images" or "Profile Headshots" folder

• Check file types are WEBP, JPG, or JPEG (no other formats)

• Ensure file names are clear and obvious

• Try deleting and re-uploading images

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Issue: Videos not playing on designer page

Solutions:

• Verify videos are in "Videos" folder

• Check file type is .mp4 or .mov (no other formats accepted)

• Ensure video file isn't corrupted (plays locally)

• Try smaller file size if video is very large

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Issue: Readable content not appearing

Solutions:

• Verify files are in "Readable Content for Online Viewers" folder (exact name)

• Check file types are Word docs, PDFs, or text files

• Ensure folder name is spelled correctly (not shortened)

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Issue: Folder structure doesn't match Gluckstein

Solutions:

• Compare your folders to Gluckstein folder exactly

• Check for typos in subfolder names

• Ensure capitalization matches exactly

• Recreate any misnamed folders

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Issue: Deleted designer collaboration but still showing on website

Solutions:

• Verify entire designer folder was deleted (not just files inside)

• Check SharePoint - is the folder actually gone?

• Wait a few minutes for system to process deletion

• Refresh the website

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Issue: Want to reorder product images on webpage

Solutions:

• Rename files with sequential numbers

• Example: Rename to 01-first-image.jpg, 02-second-image.jpg, etc.

• Delete old files, upload renamed files

• System will display in numerical order

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Common Scenarios

Scenario 1: Setting up designer collaboration with all assets

1. Navigate to Designer Collabs directory

2. View Gluckstein folder (reference example)

3. Create new designer folder with designer's name

4. Create all 4 subfolders (have all asset types)

5. Upload assets to each subfolder

6. Designer page goes live on website

Scenario 2: Setting up designer collaboration with limited assets

1. Navigate to Designer Collabs directory

2. Create new designer folder with designer's name

3. Create only 2 subfolders: Product Images and Readable Content for Online Viewers

4. Upload product images and written content

5. Designer page goes live with available assets (no videos or headshots)

Scenario 3: Adding new product images to existing designer

1. Navigate to designer folder

2. Open Product Images subfolder

3. Upload new image files (WEBP/JPG/JPEG)

4. Use sequential naming

5. New images appear on designer's webpage

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Scenario 3: Updating designer bio content

1. Navigate to designer folder

2. Open Readable Content for Online Viewers subfolder

3. Delete old bio file

4. Upload new/updated bio file (PDF, Word doc, or text)

5. Updated content appears on webpage

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Scenario 4: Replacing designer headshot

1. Navigate to designer folder

2. Open Profile Headshots subfolder

3. Delete current headshot file

4. Upload new headshot (WEBP/JPG/JPEG)

5. New headshot appears on webpage

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Scenario 5: Removing ended collaboration

1. Navigate to Designer Collabs directory

2. Right-click on designer's folder

3. Select Delete

4. Confirm deletion

5. Entire designer collaboration removed from website

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Scenario 6: Setting up multiple new designers at once

1. Create first designer folder with 4 subfolders

2. Upload assets for first designer

3. Create second designer folder with 4 subfolders

4. Upload assets for second designer

5. Repeat for additional designers

6. All appear under About > Designer Collabs

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Best Practices

When Setting Up New Designers

• Use Gluckstein folder as reference example (not strict template)

• Create only the subfolders you need for available assets

• Double-check subfolder names are exact

• Upload highest quality assets available

• Use sequential numbering for images

• Verify each created folder has files uploaded

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When Adding/Updating Assets

• Delete old files before uploading replacements

• Use clear, descriptive file names

• Maintain sequential ordering for images

• Check file types are supported

• Verify assets uploaded to correct subfolder

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When Removing Content

• Confirm deletion is intentional

• For complete removal: delete entire designer folder

• For partial removal: delete specific files only

• Verify deletion processed on website

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General Best Practices

• Create folders only for assets you actually have

• Maintain exact folder naming when you do create them

• Use professional, high-quality assets

• Don't rename subfolders from the standard names

• Check website after changes to verify they appeared

• Reference Gluckstein folder as an example when unsure

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Complete Folder Structure Reference

Correct structure for each designer collaboration:

Designer Collabs/
└── [Designer Name]/
    ├── Product Images/
    │   ├── 01-product-image.jpg
    │   ├── 02-product-image.webp
    │   └── 03-product-image.jpeg
    │
    ├── Profile Headshots/
    │   ├── designer-headshot.jpg
    │   └── designer-portrait.webp
    │
    ├── Readable Content for Online Viewers/
    │   ├── designer-bio.pdf
    │   ├── collection-story.docx
    │   └── design-philosophy.txt
    │
    └── Videos/
        ├── introduction.mp4
        └── collection-showcase.mov

Example - Gluckstein folder (reference):

Designer Collabs/
└── Gluckstein/
    ├── Product Images/
    ├── Profile Headshots/
    ├── Readable Content for Online Viewers/
    └── Videos/

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Pro tip: Before uploading assets for a new designer collaboration, organize all files into folders on your computer matching the SharePoint structure (Product Images, Profile Headshots, etc.). This way you can review everything, ensure file names are correct and sequential, and then upload folder by folder to SharePoint. It's much easier to organize files locally than trying to rename and organize them after uploading to SharePoint.

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