Users who need to upload media content and perform administrative functions within the illumira platform would require to be added to the system. Users can be added to illumira by Institutional Administrators, Institutional Collection Managers, or users with Manage Users permissions within a collection. Content viewers only such as students do not require to be added to the system.


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




The User will then be directed to the 'Dashboard' page displaying all the available user options. To add a user click on 'Add User' option available on the Dashboard or under the 'Manage Users' screen.




Input the Institutional net-id /user-id for the new user at the next Screen.

The system will then check to see whether the user exists in the system. If the user already exists (within the same or a different collection) then his/her account details are displayed.

If the user does not exist then the Institutional administrator (IA) or Collections Manager (ICM) can fill in all the details about the user and select the collections that the user can upload and access and set the permissions the user has on those collections, as shown in the next step. 





For Institutions using local authentication or trialing the service : The email address you specify in the email field will be the address where the login information for the new user is sent. Hence please make sure that the email is configured to receive emails from illumira service, and are not marked as spam. 


Collection Level Permission Assignment

Note: The collection level permissions are only applicable to institutions that have subscribed to the User Upload content feature. Institutions subscribed to the the Commercial Video Service only will not be seeing these settings. 

Once the user details have been provided the next step would be to assign collection permissions.


The  next to the collection indicates that the user has not been assigned permissions to that collection. Click and confirm on a particular collection to assign permissions to the user.



A brief description of the options is given below:


· Can Upload Media: When checked, it gives the user the ability to upload media content within the selected collection.

· Needs ICM approval for publishing: If checked, all the media uploaded by the user will be in an unpublished state until the media is approved by the ICM or Administrator.


· Can share media: When checked, it gives the permissions to the user to share the uploaded media resource with other users.


  • Can make media publicly accessible: When checked, it gives users the permissions to share the users uploaded media resource with anyone from the Internet (or publicly) i.e the media that can be accessed by anyone without requiring a login.


Note: Some of the check boxes are selected by default. You can check/un-check them according to the role of the new user. 

Once the options have been selected, a    will appear next to the collections the user has access to.



Institutional administrators (IA) and Institutional Collection Managers (ICM) have additional privileges that they can assign to the added users. These options are listed below.


· Manage Users: If selected the user, is allowed to add, edit and delete users for that collection only.


· Manage Content and Users in this Collection and its sub-collections (Available only for IA's and ICM's who can create sub-collections): If checked the user will be assigned as the ICM for that collection and all sub-collections below it. The ICM has permissions to manage all media and users for that collection and its sub-collections 

  • Create Sub-collectionsAn additional permission available under the ICM option, If selected, the user will be able to create sub-collections and manage all aspects of the newly created or existing sub-collections. This permission also enables ICM's to create additional ICM's with collection creation permissions (if required) for any existing or newly created sub-collections.


Note: A user can be made the ICM for more than one collection. Similarly a Collection can have more than one ICM's.



Special Note for Institutional Administrators (IA):



In addition to special permission within collections the following additional permissions are available to Institutional Administrators. 


Note:  Institutions subscribed to the the Commercial Video Service only will be seeing the View Commercial Licenses settings. 


· Manage Institutional Groups: If enabled this option gives the user access to add/edit/delete Institutional groups please note that this  permission will provide the user access to all the groups created within an institution.


· Access Commercial assets and licensees report: A useful tool for library staff, if enabled this option gives the user access to view the listing of all commercial video content licensed by the institution along with the ability to see the expiry dates for the licenses.


· Manage Interface: If given access will allow the user to modify the interface for the institutional branded web page. (Valid only if the institution has opted for the branded web page feature)


· Access Views report: Will allow the user to see the viewing statistics for all media viewed on the illumira portal by that institutions members.


· Create Personal Collection: Institutional Administrators can now create personal collections for each user's content during the user creation process. These personal collections can be utilized to organize content better and upon creation gives its owner the ability to manage all aspects of that collection by default.

Permissions that a user has with regards to their personal collection:

  • Upload, share and publish content including public share permissions.
  • Manage the listing options of all published content
  • Managing all objects uploaded in the personal collection.

To create a personal collection during the process of adding an individual user, the institutional administrator can check the "create personal collection box for the user" Upon submission of the form a personal collection will be created for the user. The collection name will follow the format:

All personal collections are created under a default collection termed 'User Collections' created automatically with the first user personal collection.


·User Upload Storage Limit: This option will allow the administrator to toggle the user storage quota settings for that institutions members.(For more information see: Assigning Storage Quota to Users)

  • Default: Select this option to set the users storage quota to the institutional default.
  • Custom: If the user is to be provided a custom storage quota, select this option and input a value into the text box. All values are in gigabytes (GB). The minimum value is 2 GB. 

· Relay Ingest Collection: If Techsmith Relay is configured and integrated with the Learning on Demand system for the institution, you will have an additional field to specify a default collection into which the user's relay media will be deposited automatically.




 User Status: The 'User Status' field allows an ICM to set a status on the user. For e.g a user can be banned, deleted, rejected etc. Only a user with status 'Approved', can create and upload media resources The user can reside in one of the four states:


  • Approved : User has been approved to create and upload content.
  • Banned : User has been banned from uploading any content or accessing uploaded content for reasons decided by the Institutional Administrator, or the ICM. (e.g uploading objectionable/offensive content)
  • In Process: User has requested access to upload content but not been approved yet.
  • Rejected : User has been rejected as decided by the Institutional Administrator, or the ICM.


   Once all changes to the required user fields are completed, click on 'Submit Request' to save the changes made to the user.

Note (For Institutions setting up Guest/ Local Authentication Login accounts only ) :

If the account is for a Local authentication system, the user is added to the system and an activation email will be sent to the email address provided in the user account. The user will receive an email containing an activation link where the user can create his/her credentials to access the system. The link would be valid for 7 days from the date of the email.