Seasons, workspaces, and accounts provide a framework for grouping like jobs.
Having defined these objects in the Timestone Administrator (tsAdmin), a job can then be assigned to a particular season, workspace, account or combinations thereof. Assets for these jobs, such as images, templates and graphics, can be grouped in the same manner.
Further Reading: The Timestone Administrator
Further information on Seasons, Workspaces and Accounts is available as part of a more general discussion of tsAdmin.
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Seasons, Accounts, and Workspaces are optional, and their use is entirely at the discretion of the user. It is strongly recommended, however, that users make use of at least one of these groupings due to the many advantages they bring.
Furthermore the suggestions for their use as described below are just that - suggestions. Remembering that seasons, accounts, and workspaces are simply a mechanism for grouping jobs, the user is free to use them in a manner other than described.
Properties
For the most part, Seasons, Workspaces and Accounts are defined with just two properties - Code and Description.
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As with other objects that require a Code and Description, such as Packages and Delivery Options, it is recommended the Code be a short ‘code’ while the Description can be longer and more literal.
The IsDefault property allows the user to set a default, meaning it will be preselected when starting a new job. The IsActive property allows a Season, Workspace or Account to be deactivated or hidden so it will no longer be selectable when as a job property. It is seldom used.
Accounts can possess further properties as described below.
Seasons
Seasons normally represent a calendar grouping of jobs. A school photographer, for example, may define a season “Spring2025” for all jobs in that “season”. A sports photographer could define a season “YMCA2025” for all the YMCA jobs in 2025. Other photographers will simply define Seasons as the calendar year - 2024, 2025, 2026 and so on.
Workspaces
Essentially, workspaces are identical to Seasons with the same properties and the same set of parameters that can be defined with respect to a workspace.
Workspaces are often used to group types of jobs. Sports, Schools, Graduations, or Dances could all be examples of workspaces. Defining fields for a given type of job is a common use of workspaces. The data fields for schools, for example, would be different from those needed for sports.
Accounts
Possibly the most common use of accounts is by labs who wish to group their work according to each of their photographer “accounts”. School photographers often create accounts for each of their school districts.
Special properties relating to Accounts
As with Seasons and Workspaces, Accounts are defined with a Code and a Description, and the less frequently used IsDefault and IsActive properties.
Accounts may also be defined with further properties that reflect their popular use by labs servicing photographers and providing online ordering for these photographers with Timestone Software’s Internet Ordering System
PricelistID - seldom used, allows for entering ‘wholesale’ prices for Products
EmailAdviceTo - an email address to notify a photographer of a new order
EmailReplyTo - the ‘from address’ in the order confirmation email received by the customer
TaxRate - the default tax rate to be applied to online orders
Objects using Seasons, Workspace and Accounts
The following tsAdmin objects can be defined with respect to a Season, Workspace, Account or combinations thereof.
Aspect ratios (2)
Fields (1)
Paths (1)
Offers/Packages (1)
Package Categories (2)
Prompt Fields (2)
(1) - Frequently used with Seasons, Workspaces and Accounts
(2) - Rarely used with Seasons, Workspaces and Accounts
Using Seasons, Workspaces, and Accounts
In simple terms, the process can be broken down into three stages:
Defining a new Season, Workspace, or Account in the Timestone Administrator.
When starting a new job, select a season, account, or workspace for the job.
Set tsAdmin objects such as paths and fields, with respect to a Season, Workspace and Account,
The * All
Whenever defining a parameter, such as fields or paths, selecting the (*) for the Season, Workplace, or Account applies the parameter to all seasons, workspaces, or accounts.
For example, fields defined in * for all three objects will be available to all jobs regardless of their Season, Workspace or Account. The Lastname, Firstname and ID fields are examples of this. On the other hand, an Offer defined in the 2025 season, with a Schools workspace and * for Account, will be available only to jobs in the 2025 season and Schools workspace, but the account will not matter.
The @Placeholders
Three placeholders are available that substitute for the parameter’s code.
@seasoncode substitutes the Season Code
@workspacecode substitutes the Workspace Code
@accountcode substitutes the Account Code
The above placeholders are used in path statements for job assets - Images, Graphics, Templates and Backgrounds.
They allow the user to organise their assets logically based on, say, Accounts. Rather than define a template path for each account, the user can instead use the @accountcode placeholder in a path statement in *.*.*
Further Reading: Template Path in tsAdmin
Using the @placeholders in paths entered in *.*.* (all seasons, workspaces and accounts) greatly simplifies path structures and ensures jobs can access the assets they need with the most efficiency.
This concept is very important for the user to understand and is thoroughly discussed in the Template Paths article below.
FAQ
What are Seasons, Workspaces, and Accounts in Timestone Administrator?
They provide a framework for grouping similar jobs and their assets.
Are Seasons, Workspaces, and Accounts mandatory to use?
No, they are optional, but it is recommended to use at least one for better organization.
What properties are associated with Seasons, Workspaces, and Accounts?
They are defined with a Code and Description, and may also include IsDefault and IsActive properties.
What is the purpose of the @placeholders in Timestone Administrator?
They substitute for the parameter's code in path statements, helping to organize assets logically.
Can I apply parameters to all Seasons, Workspaces, or Accounts at once?
Yes, selecting (*) applies the parameter to all defined Seasons, Workspaces, or Accounts.
What types of objects can be defined with respect to Seasons, Workspaces, and Accounts?
Objects such as Aspect ratios, Fields, Paths, Offers/Packages, and Package Categories can be defined.
What is the IsActive property used for?
It allows a Season, Workspace, or Account to be deactivated or hidden from selection.
How do Accounts differ from Seasons and Workspaces?
Accounts can be defined with extra properties that are mainly used by labs providing IOS services for their photographers.
Is it possible to set a default Season, Workspace, or Account?
Yes, the IsDefault property allows you to set a default that will be preselected when starting a new job.