Accessing the Add PDF document interface

The Add PDF interface enables users to upload PDF documents, provide metadata and share it with other users. To start, users need to log into illumira using their credentials. Once logged in, users can follow the steps below to upload the PDF document.

Select Admin Dashboard from the drop-down menu under the displayed user ID. 


The User will then be directed to Dashboard page displaying all the available user options.  To upload media content click on the 'Add PDF' button.


Alternatively the user can click on 'Media' option from the menu to view the uploaded media listing and use the 'Add PDF' button to upload content.





Upon selecting the Add PDF option, a user uploading content for the first time may be required to approve the terms and conditions in the consent form. Only if the user action is approved by the administrator; the user is directed to the media upload page.

Providing metadata and publishing options 

The upload content page is sectioned into different tabs. Their description is provided below:


Add Media: This page offers the user the option to provide metadata for the uploaded PDF document.  The 'Title' and the 'Collection' are the two mandatory fields. All other metadata fields are optional. Additionally the user can update the provided metadata any time after submission from the 'Edit Object' page.



A brief description of the options provided is given below.

Required metadata fields


Title: Enter the title of the PDF resource in this text field.

Collection: Click on the 'Select' button to view the collections that you can upload to . Select the collection from the list that the PDF resource should belong to.


Note: Users can choose to click on 'Submit' button and create the object record at this time, having the option of uploading the actual PDF document and additional metadata at a later time from the 'Edit Object' page.

Selecting a PDF document for upload

Source : The source tab allows the user to specify where the system should pick up the PDF document from. 

  • Upload tab: Users can upload a PDF from from their computers, tablets and phones using this option. To begin uploading a file, click on the 'Select a file' option. Additionally if the device browser supports HTML5, users can also drag and drop a file into the highlighted area to initiate the upload. Please do not close the browser tab till the upload process is completed. The user can however provide descriptive metadata information as well as share and listing permissions while the upload process is in progress. 
*Only when the device browser supports HTML 5. Not valid for Internet Explorer version 9

  • HTTP/FTPUsers can also upload a file using HTTP/FTP links. To upload a file from a FTP/HTTP server click on 'HTTP/FTP' tab. Enter the HTTP or the FTP URL of the media resource. Users also have the option of using the built in FTP Browser to pick and choose the document file from their FTP locations.

Using the FTP Browser: Click on 'HTTP/FTP' tab. Click on the 'FTP Browser' button. A dialog box will open where you can specify the host and other information of the FTP server. Click on 'Connect' to connect to the FTP server. A list of files in the FTP server will be shown. Navigate to the file or folder and select the file to upload.


Additional metadata and publishing options

Description :  The user can optionally provide additional associated metadata information from this tab.  Users have the option to provide additional title, description, subject and contributor information here. (To view detailed list/explanations of all options please view the Metadata and Rights information support article)

Rights: This tab allows the user to provide copyright information as well as specify information on the availability of the PDF resource. The detailed options available here can be viewed in this article.


Publishing : This tab allows the user to set expiration dates, specify additional owners as well as enable the PDF resource to be listed in search listings. To view all the details for these options please view the support article Publishing Options in Depth.

Note: Users will have to select a collection before they can see the options under the Search/Discovery option.


Sharing Options: This option allows the user to set viewing permissions on the PDF resource. The user can choose to make a resource private, share it with s specific users or group, share it with the user's institution or make the resource public.

Once ready the user would need to click on the 'Submit' button to create a record for the resource and for the PDF to be uploaded.