Retouch Export List Troubleshooting

Headshot Tools allows you to export a list of images that need retouching via the “Retouch Export List” interface. You can paste this list into your editing software’s search bar to filter your images to specifically these files. You can see more about the Retouching Workflow here.

While the “Retouch Export List” interface within Headshot Tools will consistently work, Lightroom and Capture One can have some finicky behavior. If you’re having issues getting your editing software to filter your photos correctly, please try the below troubleshooting steps one by one until your issue is resolved.

Test 1 – Choose The Correct Export Settings

In the Retouch Export List interface, make sure you are exporting the list for the editing software you are using. For example, if you’re editing with Lightroom, click the teal “Lightroom Settings” button. You can now copy the list of results and paste into Lightroom.

Test 2 – Choose The Correct Search Settings

Test 3 – Wait For Processing

Many users have reported that after pasting their Retouch Export List into the Lightroom or Capture One search bar, they often must wait a long time for the list to filter. No loading bar or spinner shows up while this is occurring, so it appears as if nothing is happening, but after a full minute or two, the images load. If you have a list that’s over 100 images, definitively give this a good few minute wait.

Test 4 - Spaces In Filenames

Both Lightroom and Capture One don’t like spaces in your file names. Even a single file with a single space in it can mess up the whole filtering process! To see if any of your filenames have spaces, we recommend the following:

• On the Headshot Tools Retouch Export List page with your list generated, press Command + F on Mac or Control + F on Windows.
• In the browser search box, simply press the space bar. You should now see all the spaces on the page highlight yellow.
• Scroll through your retouch export list results looking for any yellow spaces.

If you find spaces, you can either manually remove those files from the list and handle them individually or go through the process of fully renaming the RAW file, Jpeg File, deleting the file from the shoot and re-uploading.

If you don’t find any spaces, proceed to the next test step.

Test 5 – File Naming Structure

It's possible that the naming structure you chose for your files isn’t compatible with this kind of searching. For example, if your file counter isn’t padded with zeros you can run into collisions with the wrong files.

BAD:
Smith_John_123-1.jpg
Smith_John_123-10.jpg
Smith_John_123-100.jpg

GOOD:
Smith_John_123-0001.jpg
Smith_John_123-0010.jpg
Smith_John_123-0100.jpg

Depending on the construction of the filename, you may not be able to correct this situation. We recommend manually editing each file from a list rather than in bulk and correct your naming for the next job. Follow the recommended settings from Headshot Tools on file naming and this won't be an issue for your next job.

Test 6 – RAW Filename Mismatch

The Headshot Tool’s Retouch Export List is showing you all the filenames of the selected or purchased JPEG / PNG files uploaded to participant’s galleries. However, when you’re searching Capture One or Lightroom, you’re really searching against the RAW files. As a result, it’s important to make sure that when you exported your JPEG/PNG files, the filenames have the EXACT same name (minus the file extension).

For example, if your raw filename was:
Smith_John_123-0001.NEF

You would want to make sure your exported JPEG filename looks like:
Smith_John_123-0001.JPG

If this ended up being your issue, you'll either want to manually modify the Retouch Export List so that it matches your RAW image file names or you can search and edit against your JPEG images if you like.

Test 7 – Remove Any Unneeded Filters

Make sure that there are no other filters applied to your search. For example, Stars or Labels. In Lightroom particularly it can look as if some of these filters are not enabled but they really are. Also specific to lightroom, the only filters you want chosen are Text: "Any Searchable Field” and “Contains”.

Test 8 – Confirm The Files Exist

Via your editing software, confirm you’re seeing the files exist in the library. Try slimming your Retouch Export List down to a single file and search just for that. If you’re not seeing a known file show up, it’s likely that your files aren’t actually loaded.

Test 9 – If All Else Fails!

If you’ve reached this point of this guide and you’re still having trouble, we’re sadly pretty puzzled!

You might try restarting your editing software and your computer. After that, our best recommendation is to start with one file of the retouch export list, and slowly add more files to the search until you find it no longer works. In this situation, it is likely that there's a strange character within one or more of your file names. You need to find these files and exclude them so the remainder of the list works.

For further help, your best bet is to reach out to your editing software’s support team.

Other Questions?

If you have any other questions, please contact Support@HeadshotTools.com