Bulk Photo Upload is for collectors who want to photograph an entire shelf or storage box in one session and handle the data entry later.
Two Modes
Match to Existing Items — Photos are matched to items already in your inventory using AI identification. The matched item's photo library is updated automatically.
Create Draft Records — Each photo creates a new draft item with AI-pre-filled fields. You review and approve (or edit) drafts before they go into your live inventory.
How to Run a Bulk Upload
- Go to Asset Management → Bulk Photo Upload
- Drag your photos into the drop zone — or click Browse to select a folder
- The upload accepts JPEG, PNG, HEIC (iPhone), and RAW (converted automatically)
- Choose your mode: Match to Existing or Create Drafts
- Click Upload — files are processed in parallel
A progress bar shows completion. A 100-photo upload typically completes in 60–90 seconds.
Reviewing Results
After upload, a Review Queue appears:
- Green items: high-confidence match or identification — one click to approve
- Yellow items: medium confidence — review the suggested fields before approving
- Red items: low confidence — manual review recommended
Approve all green items at once with Approve High-Confidence at the top, then work through the yellows.
Naming Your Photo Files
If your photo files are named with road numbers (e.g., UP-1234.jpg, PRR-4000-K4.jpg), the importer uses the filename as a hint to improve matching accuracy. You don't need to rename files — but it helps.
Matching Logic
For Match to Existing mode, the AI:
- Identifies the item from the photo
- Searches your existing inventory for items matching the manufacturer, model, and road number
- If a unique match is found, assigns the photo automatically
- If multiple matches exist (e.g., you own three UP SD40-2s), it creates a Conflict you resolve by selecting the right item
Photo File Size Limits
- Maximum per file: 50 MB (most phone photos are 4–8 MB)
- Maximum per bulk session: 500 photos or 2 GB, whichever comes first
- For larger batches, run multiple sessions
Next Steps
- Photo Tips — take photos that work well in bulk
- Photo Organization — manage your photo library after upload
- AI Recognition — understand how matching works