Note: Institutional Administrators (IA's) and Institutional Collection Managers (ICM's) with collection creation ability can create and change collection properties. While IA's can create and modify collection properties anywhere within the institution's top level collection, ICM's can do so only under the parent collection that they are assigned to.


Once logged in, users can follow the steps below to add and modify collections. Select 'Admin Dashboard' from the drop-down menu under the user ID


To view, create and modify existing collections select the click on 'Add collection to begin adding a new adding collection. 

Provide a suitable title name for the new collection. Users can also provide a descriptive abstract that will be displayed to all users. The abstract can be used to describe the collection items, events etc.  


Specify the parent collection:  Select a parent collection that this collection should appear under, the tree structure layout enables users to see the collections in a hierarchical method.

Once the parent collection has been set, users can now choose the sharing, listing/visibility and annotation options for this collection.

Access Permissions:

The access permissions lets the user determines who has access to see the contents of a collection. Administrators and collection managers can specify individual users, institutional groups who will be allowed to see the collection contents after logging in. In addition to individual users and groups collections can also be shared with the entire institution (so that any user from that institution can log in and view the collection contents) and kept private or public/open to everybody. However please note that this permission is only restricted to access to the collection and does not extend to access to individual media items. The permissions that are available here are: 

  • Private: The collection is private to the collection manager that created them and to other collection managers of this newly created collection and the parent collections in addition to Institutional Administrators. 

  • Share with Users: You can specify a list of usernames or userIDs of the users of your institution that you want to share the access to see contents of this collection with. 

  • Share with Groups: You can share the collection access with a user group. Learn more about Groups here (LINK). 

  • Everyone at my Institution. Selecting this option will give access to see the collection contents to everyone from your institution. 

  • Public: This option will make the collection public. Anyone can see the contents of the collection without logging in.

Listing Options

Administrators and Collection managers can specify if they want a collection to be listed on the website for other users to see. This permission can also be given to list specific collections only to users who have access to them.

Collections have the following listing and visibility options

Inherit permissions:  When selected, this permission will only let users who have access to the collection via the access permissions listed above, see it listed on the website after logging in. 

Listed: This option when checked lists the collection on the illumira website (and Institution branded website)

Unlisted: The collection is not visible on the website. These are hidden collections of media. 

Note: Collection visibility does not affect the visibility or permissions of the videos that it contains.

Default search listing for newly created objects:  

This options sets the default search listing value for all the objects created within this collection. 

Administrators can choose if the objects created in this collection will by default be: 

  • Listed in public searches and listings OR
  • Listed in public searches and listings for authorized users only i.e co-owners and users the media is shared with OR
  • Unlisted from all listings and searches.

However please note that these are just the default values, the user uploading the media can choose to change this value if needed.


Allow annotations:

 This option when enabled permits other users to create annotations/learning objects from the media content in that collection.

When ready to save all the entered information and create the new collection, click on the 'Submit Request' button. The newly created collection will be created. Any user with the right permissions can see and manage it in the administrative interface.