Update a Collection

Need to change a collection name or swap out the main collection image? This guide covers updating existing family collections in SharePoint.

What you'll accomplish: Update collection name, replace collection image, or make other modifications to existing collections.

Time required: 5-10 minutes

What you need:

  • Access to SharePoint (Marketing Assets for 2023 directory)

  • New collection image (if replacing), 1400 x 686 px, JPG/JPEG or WEBP

  • New collection name (if renaming)

Where You're Working

SharePoint Directory:

Documents / Website assets / Collection placeholder images

Your existing collection folders are here. Any changes you make will trigger the backend system to sync updates to the website.

Changing a Collection Name

If the family collection name is changing, you need to create a new folder with the new name and migrate the assets.

Why not just rename? Renaming a folder in SharePoint doesn't trigger a new event in the backend system. You need to create a fresh folder to ensure the system picks up the change.

Steps to Rename a Collection:

1. Create the new collection folder

  • Create a new folder with the new name + "Collection"

  • Example: Old name Sorrento Collection → New name Verona Collection

2. Download assets from the old folder

  • Download the current collection image file(s)

  • Keep them somewhere accessible on your computer

3. Rename the downloaded files

  • Rename the image file to match the new family name

  • Example: sorrento.jpg → verona.jpg

4. Upload to the new folder

  • Upload the renamed image file to the new collection folder

  • Verify it meets requirements (1400 x 686 px, JPG/JPEG/WEBP)

5. Delete the old folder

  • Once the new folder is set up and verified, delete the outdated collection folder

  • This removes the old collection from the website

What happens: The backend detects the new folder as a triggered event, syncs the new collection name to the website, and removes the old collection when you delete the old folder.

Replacing a Collection Image

If you're keeping the same collection name but just swapping the main image:

Steps to Replace an Image:

1. Delete the current image

  • Navigate to the collection folder

  • Delete the existing image file

2. Upload the new image

  • Upload your new collection image

  • Make sure it meets all requirements (see below)

Important: Don't try to replace or overwrite in place. Delete first, then upload the new file. This ensures the backend picks up the change as a triggered event.

Image Requirements (Reminder):

Dimensions:

  • Width: 1400 px

  • Height: 686 px

File Types:

  • JPG/JPEG or WEBP only

File Naming:

  • Name matches the family name

  • Examples: sorrento.jpg, belluno.webp

  • Uppercase/lowercase doesn't matter

What Happens Next

After making your changes:

  1. Backend system detects the modification as a triggered event

  2. Validates the new image/folder meets requirements

  3. Updates the collection data across SharePoint and Business Central

  4. Syncs changes to the website

Sync timing: 10-15 minutes typically. Refresh the Our Collections page to see your updates.

Important Notes

Auto-Rejection Notifications

If your replacement image doesn't meet requirements, you'll get an email notification explaining what's wrong.

Common rejections:

  • Wrong dimensions (not 1400 x 686 px)

  • Incorrect file type (not JPG/JPEG/WEBP)

  • Incorrect file naming

Fix it: Delete the rejected file, correct the issue, and re-upload.

Folder vs File Changes

Changing collection name? You must create a new folder (renaming doesn't work).

Changing collection image only? Delete old file, upload new file in the same folder.

Troubleshooting

Issue: Name change not showing on website

Solutions:

  • Verify you created a NEW folder (not renamed the old one)

  • Check that you deleted the old folder after setting up the new one

  • Wait 10-15 minutes for sync to complete

  • Confirm new folder name includes " Collection"

Issue: New image not displaying

Solutions:

  • Verify you deleted the old image first before uploading

  • Check new image dimensions are exactly 1400 x 686 px

  • Confirm file type is JPG/JPEG or WEBP

  • Check for auto-rejection email notification

  • Ensure file name matches the family name

Issue: Both old and new collections showing on website

Solutions:

  • You need to delete the old collection folder

  • Having both folders active means both collections appear on the site

  • Delete the outdated folder to remove the old collection

Common Update Scenarios

Scenario 1: Fix a typo in collection name

  1. Create new folder with correct spelling + "Collection"

  2. Download and rename image file

  3. Upload to new folder

  4. Delete misspelled folder

Scenario 2: Rebrand collection with new name

  1. Create new folder with new brand name + "Collection"

  2. Download current assets

  3. Rename files to new brand name

  4. Upload to new folder

  5. Delete old branded folder

Scenario 3: Refresh collection image for new season

  1. Navigate to existing collection folder

  2. Delete current image

  3. Upload new seasonal image (same name, new content)

  4. Verify dimensions and file type

Scenario 4: Update image that was rejected

  1. Check auto-rejection email for the issue

  2. Delete the rejected image file

  3. Fix the issue (resize, rename, convert format)

  4. Re-upload corrected image

Related Guides

Pro tip: When making multiple changes to a collection (name AND image), do them all at once when you create the new folder. Download the old assets, rename them, upload to the new folder, then delete the old folder. One clean transition.

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