Shot lists, checks and delivery

These settings decide what suppliers upload and what happens to each file. A shot list says which photos and videos a product needs. Product matching picks the shot list for each product. Validation rules check every file, and delivery sends approved files to your store and your Sirv account.

Who can use this: Owners and Admins on the Growth or Enterprise plan (the vendor:manage permission). Reviewers and Editors work with the results in Review.

Build a shot list

A shot list is the set of photos and videos a supplier sends for each product. Each item in it is a shot, such as "Front on white" or "Sole detail".

1. Go to Supplier portal > Shot lists and select New shot list. Before your first shot list, the page also offers Start from a preset, with ready-made lists for shoes, apparel, jewellery, furniture and electronics, and Build from scratch.
2. Enter the Shot list name.
3. For each shot, fill in:
   • Name: what the supplier sees, such as "Main image".
   • Role: Main, Gallery, Lifestyle, Detail or Swatch.
   • Required: turn it on if a product is not finished without this shot. Otherwise the shot is nice to have.
   • What to shoot: a short brief for the supplier.
   • Accepts: Photos, Videos or Either.
   • Example photo: select Add an example photo to show the supplier what a good shot looks like.
4. Select Add a shot for each further shot.
5. Under Checks, choose the validation rule for files in this list. You can also set a Validation rule on a single shot.
6. Under File names, choose how Studio names the files: by Shot name, by Number or by Your pattern. A pattern can use {sku}, {slot}, {position}, {padded} and {ext}.
7. Select Create shot list.

Turn on Use for everything else to make this the fallback shot list for products that no matching rule covers. The portal setup needs one fallback shot list.

File name part and Folder names on a shot help Studio recognise that shot from a file or folder name. For example, a shot with the file name part sole matches SKU-001_sole.jpg.

You can also Import JSON or Duplicate a shot list. A shot list that a matching rule uses cannot be deleted until you choose another shot list in that rule.

Give each product the right shot list

Product matching chooses which shot list each product gets. The first rule that matches wins.

1. Go to Product matching and select New rule.
2. Enter a Rule name.
3. Under Match criteria, select Add condition. Choose a field (Product Type, Category, Brand or Tag), an operator (Equals, Contains, Starts with or Is one of) and a value. A product must match every condition.
4. Choose the Shot list.
5. Check the Product preview to see which products match, then save.

Products that no rule matches get the Shot list for everything else.

Product matching does not decide which product a file belongs to. Studio matches a file to a product by its SKU in the folder name or file name, or by a GTIN or EAN at the start of the file name. It only looks at the products assigned to that supplier.

Set the checks every file must pass

A validation rule lists the checks a file must pass and what happens next. Go to Approval & validation and select New rule. Your first rule can also come from Create default validation rule.

1. Enter the Rule name.
2. Under Applies to, choose Workspace-wide, Routing rules (the products of chosen matching rules) or Specific product.
3. Optionally, select Use a marketplace template to start from the image requirements of a marketplace, such as Amazon, eBay, Shopify, Walmart, Etsy, Target, Wayfair, Google Shopping, YOOX or ABOUT YOU.
4. Add the Checks you need. For each check, choose under If this rule fails whether to Block upload or Warn only.
5. Choose what happens under Then.
6. Select Create validation rule.

The portal setup needs one active rule that applies Workspace-wide.

Checks you can use

Check	What it looks at
Minimum dimensions, Maximum dimensions	Width and height in pixels
Aspect ratio	The shape of the image, such as 1:1
File size, File format	Size in bytes and allowed formats
Video codec	The codec of a video
Blur detection, Quality	Sharpness and detail
White background, Whitespace margins	The background colour and the space around the product
Product frame fill, Centered subject	How much of the frame the product fills and where it sits
No overexposure, White-on-white check	Blown-out areas and a white product on a white background
No watermarks, No shadows or reflections	Checked by AI
Colour profile	The colour profile of the uploaded file

Turn off Strict mode to let a file pass when a share of the checks pass, set with Pass threshold. With strict mode on, all enabled checks must pass.

Decide what happens after the checks

Under Then, choose an outcome for each case:

When	Options
Every check passes	Approve it or Wait for a reviewer
Only a warning fails	Same as when every check passes or Wait for a reviewer
A must-pass check fails	Send it back to the supplier, Accept it with a warning or Wait for a reviewer
No rule matches the file	Queue for manual review or Accept without validation

When you send files back, you can enter a Rejection reason. Leave it empty and Studio writes the reason from the failed checks.

A new rule waits for a reviewer when every check passes and sends the file back when a must-pass check fails. When you change a rule, Studio shows how the change would have affected your last uploads, for example how many more files it would approve or send back.

Output file sets the format, size and file name of each approved file.

Fix files before they go back

Turn on Try an AI fix first under AI fix to repair a failing file before it goes back to the supplier. The original stays in the file history.

• During supplier-upload intake, Studio can convert the format (for example TIFF to WebP), compress a file to meet a size limit and crop it to fill the frame. These fixes are free and never start an AI job.
• During merchant review, a reviewer can also run upscaling, background removal and smart crop. These use credits, and the reviewer sees the price first.

Write rejection reasons

Rejection reasons holds the reasons reviewers choose from. Studio includes 10 standard reasons. Add up to 50 of your own under Custom reasons with Add reason.

Review uploads and fix images

Uploads that wait for a reviewer appear in Review under Submissions. Reviewers approve or reject each file, and a rejection goes back to the supplier with the reason. See Review.

When a designer can fix an image faster than the supplier can reshoot it, the reviewer selects Send to design. The image goes to the Design tab, the Design queue, where an editor fixes it. The fixed image comes back for approval: an editor never approves their own fix. Choose who works on the queue on the Editors page, see Set up the portal.

Deliver approved files

To Shopify. When a product is linked to Shopify, an approved image goes to that product in Shopify. This happens when the file was approved by a rule, or by a reviewer who can publish to Shopify. Videos are not sent to Shopify this way.

To Sirv. With a connected Sirv account, go to Delivery and set:

1. Send each approved file to Sirv at once: turn it on to deliver every approved file. It is off by default, and approved files stay in Studio.
2. Approved folder: the Sirv folder for approved files.
3. Inside it: All in one folder, A folder per category or A folder per product.
4. If the name exists: Save a copy, Rename the old one or Replace it.

Under Other files you can also:

• Keep rejected files in Sirv, in a Rejected folder with one subfolder for each rejection reason.
• Keep original TIFF files, in a TIFF folder, next to the converted file.

If Sirv is not connected, Delivery shows Not connected to Sirv with Connect Sirv.