From SharePoint, Google Drive or a network drive to rokiroki

Step 1: choose what to bring across

Start with staff portraits or images that colleagues often ask for. A familiar selection helps you learn how rokiroki works before moving the whole archive.

Are your files in SharePoint or Google Drive? Download them to your computer first. For a network drive, use the folders you can access from your computer. You upload through your browser, without connecting rokiroki directly to your existing storage.

Step 2: drag in your folders

Open rokiroki and drag in the folders you've chosen. Their layout is preserved: ‘2025 › Events › Open day’ keeps the same structure in your image library.

You can add hundreds of files at once. They are processed in turn, and you can follow their progress. If a file fails, you'll see the reason while the rest continue uploading.

Step 3: check the imported information

rokiroki reads available information from your files:

• Photographer and rights holder: these details are imported if they are embedded in the file.
• File name: this is preserved and can also be used as the title.
• Original file: rokiroki stores it unchanged. Smaller versions for viewing on screen are created separately.

Check your first selection to see whether the information has come across as expected. Details kept in a separate document or a description in your old system are not automatically part of the photo file.

Step 4: let rokiroki describe your photos

With automatic descriptions enabled, each uploaded photo receives a description and tags in English and Dutch. You can then search for what's in the picture without tagging every image yourself.

AI can make mistakes. Check important details and add names, events or other missing context. Your own text is preserved. You can also disable automatic descriptions, provided by Google Gemini, for the whole organisation. Searching your own titles and tags will still work.

Read about smart search and AI.

Step 5: add your usage details

Can a photo appear on your website? Only in a particular campaign? Until what date? Add any conditions that are missing from the file. You can do this for individual images or a whole selection at once.

Missing details don't mean a photo is free to use. Check with the photographer or rights holder. You can also require new images to be approved before they become visible to the rest of your organisation.

Which files can you import?

HEIC is not supported yet. Convert existing HEIC photos to a supported format, such as JPEG, before uploading. Changing your camera settings may help you take future photos in another format; it won't convert photos you've already taken.

Years of photos? We'll help you get started

For a large archive, we'll review your folders together, agree what to bring across and help with the first import. This is part of the training included in your subscription. The time needed depends on the number and size of your files, as well as your connection.

You can keep your existing storage. Start by using rokiroki for the images your team works with every day.