Back to Basics – Part 4E: Smart Collections and Automation Tools in the Library Module
Back to Basics - Part 4E: Smart Collections and Automation Tools in Lightroom Classic (2025 Edition)
By Robert Herb Photography
Part of the Back to Basics Lightroom Classic Series (2025 Edition)
Introduction: Let Lightroom Do the Heavy Lifting
You have reached the final part of the Library Module section in the Back to Basics series. Up to now, you have:
- Set up Lightroom correctly (Part 4A)
- Created a clean folder and collection structure (Part 4B)
- Added underwater-specific metadata and keywords (Part 4C)
- Culled quickly and consistently using Flags, Stars, and advanced Library tools (Part 4D)
Now we take the final step and turn Lightroom into an automated organizing machine.
Smart Collections and supporting automation tools let Lightroom Classic automatically sort, group, filter, and prepare your underwater images based on the work you have already done. Once these systems are in place, you spend less time managing photos and more time editing, diving, teaching, and creating.
1. What Smart Collections Are and Why They Matter
Smart Collections are rule-based groupings that Lightroom updates automatically. You never add or remove images by hand. Instead, Lightroom applies your rules using:
- Flags
- Star Ratings
- Color Labels
- Keywords
- Metadata
- Capture Dates
- Has Adjustments status
- Camera and lens information
Underwater photography creates patterns. You shoot wide-angle or macro, with strobes or ambient light, at specific depths and dive sites, and often capture multiple similar subjects. Smart Collections use these patterns to keep your Library organized without constant effort.
2. Create Your First Smart Collection
Let us begin with an example that every underwater photographer needs: a Smart Collection that gathers your very best images.
Example: "Master Selects - Five Star Images"
Steps:
- Open the Collections panel.
- Click the + icon.
- Choose Create Smart Collection.
- Name it something clear, such as Master Selects - Five Star Images.
- Create a rule: Rating is greater than or equal to 5 stars.
- Confirm Match All is selected.
- Click Create.
From this point on, every time you raise an image to five stars, Lightroom automatically adds it to your Master Selects portfolio.
Helpful shortcuts:
- Apply star rating: keys 1 through 5
- Remove rating: 0
- Pick flag: P
- Reject flag: X (not deleted, only marked as not usable today)
- Unflag: U
3. Smart Collections Every Underwater Photographer Should Have
Here are several Smart Collections designed to support your underwater workflow, allowing you to fully utilize Flags, Stars, Color Labels, and keywords with ease. They are thoughtfully crafted to help you organize and manage your images more effectively.
1. "Needs Editing."
Purpose: Identify images that are ready for the Develop Module.
Suggested rules:
- Flag is Pick
- Has Adjustments is False
- Color Label is Red (Needs Editing)
2. "Backscatter Cleanup Needed."
Purpose: Surface images that need backscatter cleanup.
Suggested rules:
- The keyword contains backscatter
- Lens is Wide Angle or Fisheye
- ISO is greater than the level you choose
3. "Macro Critters - Final Selects."
Purpose: Automatically build your macro portfolio over time.
Suggested rules:
- The keyword contains macro, nudibranch, shrimp, or seahorse
- Rating is greater than or equal to 4
- Color Label is Green (Final / Ready to Publish)
4. "Unedited From This Year."
Purpose: Track all unedited images from the current year.
Suggested rules:
- Capture Date is in the current year
- Has Adjustments is False
- Color Label is Red (Needs Editing)
5. "Trip Final Selects - Ready for Export."
Purpose: Prepare final selects from a specific trip for export and sharing.
Suggested rules:
- Capture Date is within your trip dates
- Rating is greater than or equal to 4
- Color Label is Green (Final / Ready to Publish)
4. Smart Collection Sets - Recommended Structure
To keep your Library organized, group your Smart Collections into Collection Sets.
Portfolio Automation:
- Best Macro
- Best Wide Angle
- Best of Roatan
- Best Sharks
- Best Wrecks
Workflow Support:
- Needs Editing
- Editing in Progress
- Needs Keywording
- Backscatter Cleanup
- Ready for Export
- Published / Delivered
With this setup, Lightroom starts to act more like a friendly personal assistant who knows exactly where each of your underwater images belongs, making your editing process smoother and more enjoyable.
5. Supporting Automation Tools in Lightroom Classic
Several Library Module tools support and enhance Smart Collection automation.
Target Collection (B)
Set any regular collection as the Target Collection, then press B to send images to it instantly while browsing.
Auto Advance (Caps Lock)
Turn Caps Lock on to have Lightroom automatically move to the next image after you apply a flag, star, or Color Label. This is ideal for fast culling sessions after a dive trip.
Auto-Stack by Capture Time
Use Photo > Stacking > Auto-Stack by Capture Time to group burst sequences such as schooling fish, turtles on the move, or action shots. This keeps your filmstrip cleaner and makes it easier to compare similar frames.
Sync Metadata (Ctrl or Cmd + Shift + S)
Use Sync Metadata to apply consistent metadata across similar images. Consistent metadata helps Smart Collection rules work more reliably.
Metadata Filter Bar
Use the Library Filter bar to search by lens, shutter speed, keyword, or other metadata. Once you have a useful filtered view, you can convert it into a Smart Collection so that Lightroom keeps it up to date for you.
6. Step-by-Step Automated Workflow for a Dive Trip
This is your complete underwater workflow, guiding you from importing all the way to archiving within the Library Module.
Step 1 - Import and Apply Metadata (Part 4A)
- Press Ctrl or Cmd + Shift + I to import.
- Add metadata for dive site, depth, camera, lens, and dive number during import or immediately after.
Step 2 - Culling Pass: Flags and Stars (Part 4D)
- P for Pick.
- X for Reject (not usable today, but never deleted, kept for possible future AI recovery).
- U to Unflag if you change your mind.
- 1 through 5 to apply Star Ratings for quality.
- Optionally, use Auto-Stack by Capture Time to group burst sequences and action shots.
Step 3 - Apply Workflow Color Labels
Once your Flags and Star Ratings are set, assign Color Labels to define the workflow stage for each image. This step enables full Smart Collection automation.
Color Label workflow system:
- Red (6) - Needs Editing
- Yellow (7) - Editing in Progress
- Green (8) - Final / Ready to Publish
- Blue (9) - Archived / Delivered
- Purple - Special Projects (Portfolio, Blog Cover, Competition)
Keyboard shortcuts for Color Labels: Press 6, 7, 8, or 9 to assign the corresponding label.
Step 4 - Smart Collections Take Over
With Flags, Stars, Color Labels, and keywords applied, Lightroom begins to organize your Library for you. Images flow automatically into Smart Collections, such as:
- Needs Editing
- Editing in Progress
- Needs Keywording
- Backscatter Cleanup
- Macro Portfolio Candidates
- Trip Final Selects
- Ready for Export
- Published / Delivered
Step 5 - Edit in the Develop Module
Open your Needs Editing Smart Collection and begin your underwater editing workflow in the Develop Module. As you progress, update Color Labels:
- Red - Needs Editing
- Yellow - Editing in Progress
- Green - Final / Ready to Publish
Step 6 - Export and Archive
Export finished images from your Ready for Export Smart Collection for web, print, clients, or social media. After export and delivery, change the Color Label to Blue (Archived / Delivered) to keep your catalog organized as your body of work grows.
7. Download the Lightroom Library Workflow Cheat Sheet (PDF)
If you're interested in having a printable version of this complete workflow, complete with a visual flowchart and a step-by-step summary, you can easily download the Lightroom Library Workflow Cheat Sheet (Color Label Edition) right here.
Download the Lightroom Library Workflow Cheat Sheet (PDF)
8. Conclusion: The Power of an Automated Library Module
When you combine clean metadata, consistent keywording, disciplined culling, workflow-based Color Labels, and Smart Collections, Lightroom Classic becomes a self-updating organizational system that keeps your workflow smooth and efficient.
Your catalog becomes not only faster and cleaner but also more predictable and easier to manage, giving you more time to dive into your work—shoot, edit, teach, and create inspiring underwater images.
Part 4E concludes the organizational phase of the Back to Basics series. In Part 5, we'll step into the Develop Module and start transforming your well-organized underwater images through thoughtful, creative editing that brings out their full potential.
Related Back to Basics Posts
- Part 4A - Setup for Success: Preparing Lightroom Before You Import (2025 Edition)
- Part 4B - Mastering the Library Module: Importing, Rating, and Organizing Your Underwater Photos (2025 Edition)
- Part 4C - Metadata, Keywords, and Search Tools for Underwater Photography (2025 Edition)
- Part 4D - Fast Culling and Advanced Library Tools: Loupe, Compare, Survey, Stacks, and Filters (2025 Edition)
9. Call To Action
Want to get weekly email notifications when each new Back to Basics blog is released?
Click here: https://info.robertherb.com/lm-2-blog and never miss new Lightroom and underwater photography posts again.
If you have questions about culling, speed, or adapting this system to your diving and shooting style, I would love to hear from you. Please share your thoughts in the blog comments or email me, and let us continue building a community of organized, confident Oceanic Explorers.
Written by Robert Herb
Empowering underwater photographers to capture and enhance the beauty of our oceans since 1978.
Until next time, dive smart, stay organized, and edit with intention.
Stay tuned for more in-depth insights into underwater photography. Let us dive deeper into the art and craft of capturing the marine world. If you have any comments or suggestions, I would love to hear them.
Get ready for an exciting underwater photography adventure. For more details on my upcoming online training course, check out my Training page at RobertHerb.com or email me at bob@robertherb.com.
Sincerely,
Bob Herb
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