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Using Media Gallery with CTools


1. Introduction
2. Getting Started with Media Gallery in CTools

Adding the Media Gallery to a CTools Site

3. Next steps -- Using Media Gallery

How-to information for these topics and more:
- Uploading media
- Creating and sharing collections
- Viewing and managing media
- Adding media to other CTools tools

4. Media Item Permissions
5. Collection Permissions
6. Editing Media Details (Metadata)
7. Copyright and Using Video
8. More Useful Media Gallery Resources

1. Introduction

CTools Media Gallery is part of the U-M's larger MiVideo content management service. Media Gallery and MiVideo are based on the advanced media management Kaltura Video Tool.

With Media Gallery, you can upload, publish and share videos in CTools. Site owners and other site administrators can search their site's media library, create collections in the library, and specify permissions. It is also possible to add media to most tools in CTools, including:

- Announcements
- Assignments
- Forums
- Drop Box
- Polls
- Schedule
- Syllabus
- Tests & Quizzes
- Web Content

Each of these tools uses an editor with a "Kaltura" button, which allows one-click insertion of media items from that site's library.

CTools Screen

Administrators and site owners can duplicate media in a site without the need to re-upload it. This is useful when there are numerous sections of the same course, and recreating a course for the following semester.


2. Getting Started Using Media Gallery in CTools

Adding the Media Gallery to a CTools Site

These steps describe how to add the Media Gallery using the Site Info tool. You can also add the Media Gallery when you first create a site: it appears in the list of tools that you can choose for your site.

1. While in CTools, go to the site where you would like to use the Media Gallery.
2. Click Site Info on the left-hand menubar.
3. Click Edit Tools in the menu along the top of the main window.
4. Check Media Gallery.
5. Click Continue at the bottom of the screen.
6. Click Finish.

Refresh the site to see the Media Gallery link in the left-hand menubar.

3. Next Steps -- Using Media Gallery

To learn how to do the following:

- Upload media
- Create and share collections
- View and manage media
- Add media to other CTools tools
- Set permissions

you can choose from a variety of help resources on the Kaltura website:


4. Media Item Permissions

To view and set permissions for media items, click the Permissions tab along the top of the main window. The following item permissions are available:

CTools Screen

In the grid that appears, select the permissions for the various CTools roles.

Here are more details about the item-level permissions:

Allow user to edit collections and items in them (as collection permissions allow)

- Change the name and setting of a collection and what media items are included

Allow the user to edit the permissions on any items (as collection permissions allow)

- Edit the permissions of a media item (i.e., make it Public or Reusable)

Allow user to edit the metadata for any item

- Edit the Description, keywords, or name of a media item

Allow user to upload content and update the meta data on it (owned items only)

- Will display the My Media tab
- User can select any previously uploaded media items to be added to the site
- Does not necessarily give them access to the uploader widget

Allow the user to view any content in a location which is not hidden

- The user can view content that has been made public

Allow the user to access custom special uploader (instead of the default one)

- This permission is not used in our installation

Allow the user to see the Site library, only if Media Gallery is configured to require this permission.

- Enables the Site Library tab
- There is a system permission that allows everyone to see the Site Library; UM sets that to false.

Allows a user to access/see the My Media tab, which shows all the uploaded media for the user across sites.

- Enables My Media tab
- Note: User will not be able to add existing media items they own to the site unless the "Allow user to upload content" permission is also enabled for their role.


5. Collection-Level Permissions

The ability to control (modify/remove) items is set through a combination of factors: (1) whether the user is an admin and (2) the setting on the collection. The owner of a collection or the user can always see all the items in the collection, and is granted the ability to update the item permissions on items in their collections.

Types of collection-level permissions:

Community (can be viewed by all members of the site)

- Users can remove any of the items in the collection
- Any user with at least one non-special Media Gallery permission can add items to the collection
- All items are visible to all users
- Any user can remove any of the items in the collection

Personal (shared)

- All users can only remove their own items but cannot change other items
- Any user with at least one non-special Media Gallery permission can add items to the collection
- Owner can add/edit/remove all items

Instructor (admin)

- Only admins can add/edit/remove the items in the collection
- Owner can add/edit/remove all items
- Normal users can only view items in the collection (Default)

Owner (private)

- Only the collection owner can add/edit/remove the items in the collection


6. Editing Media Details (Metadata)

Using the links that appear beneath a video, you can download, embed, edit details or remove the video.


Here are explanations and examples of some of the fields:

Metadata Field: NAME

Definition: The title of the video or clip; a name you give the object you are storing

Example: Technology and students K-12

Metadata Field: CREATED BY

Definition: address of the person who uploaded the media; an automatically populated field

Metadata Field: DESCRIPTION

Definition: Textual summary of content (tell us about this asset)

Example: A presentation on effective use of technology in the classroom

Metadata Field: TAGS

Definition: Descriptive keyword, ideally using a controlled vocabulary

Example: Classroom technology

Metadata Field: STEWARDSHIP

Definition: Division/unit/department/person taking responsibility for maintenance and decision-making in the absence of the Depositor

Metadata Field: RIGHTS

Definition: Who owns the rights to the content of this object? Who can watch, edit, reuse it? How can it be used? May also specify who to contact for copyright information, reuse rights, etc.

Example: CC-By, [name or department, etc.]

Metadata Field: CREDITS

Definition: Who participated in the creation of this object? Can be behind the scenes, on camera, a contributory

Example: If uploading a presentation, the name of the speaker would be



If you would like the media to be viewable by all the members of a site, check the box next to Public (non-hidden). ("Public" refers to members of the site, not those outside the site.) If it is not checked, only the owner or manager can see it.

Some other factors that impact the access of media items:
- owner of an item can always see it
- user with control or edit permissions on an item can always see it
- items which are set as non-hidden are visible to anyone with read permission in the site
- items in Community (public) and Personal (shared) collections are visible to anyone with read permission in the site


If you would like the media to be usable in the CTools rich text editor and placed into other CTools content, check the box next to Reusable (shared).


7. Copyright and Using Video

This guide provides a basic introduction to the copyright considerations of using, creating, and showing videos in an academic setting. It is mostly about the copyright implications of using video within education and a video content management system.

Research Guide: Copyright and Using Video

8. Additional Useful Media Gallery resources

Kaltura video tutorials on many topics

Kaltura forums, where users discuss tips, best practices, and solutions to problems

"Kaltura Video Tool for Sakai" (CTools Media Gallery) pdf