Kaltura Video Extension for Sharepoint 2013 User Guide

Overview of Kaltura's Video Extension for SharePoint

Kaltura Video Extension for SharePoint 2013 allows end-users (employees, students and others) to easily upload and create video content directly from within SharePoint without worrying about file size limitations or various video formats. Users can then easily embed their contributed videos inside SharePoint pages and workflows, create playlists, make their video searchable and social, and even reuse their videos beyond SharePoint in other applications (CMS, LMS, corporate video portals, etc.). In addition to on-demand video, Kaltura allows you to engage employees by streaming live events directly within SharePoint. This translates into time and money saved for your organization, improved user engagement, creativity and learning results, as well as ease of use for all users.

Kaltura’s Video Extension for SharePoint 2013 makes it easy to add the robust capabilities of Kaltura's online video platform to any SharePoint site. The package was developed specifically for SharePoint and integrates with other features and modules so that users can upload and embed media easily.

Hosting and Deployment Options

Kaltura offers the most flexible deployment options in the industry. Kaltura’s Video Extension for SharePoint 2013 seamlessly integrates the Kaltura Video Platform on a SharePoint Online (part of Office 365 suite) cloud implementation.

More specifically, the rich-media content, its metadata as well as the specific publishing settings and usage information that are stored in the Kaltura system, can be hosted by Kaltura (Kaltura SaaS), with no need for a CDN relationship or video streaming solution. In addition, Kaltura’s open architecture allows you to integrate with any third party CDN or eCDN.


The information in this guide assumes that the Kaltura Video Extension for SharePoint 2013 software has been installed and configured on your system by a SharePoint administrator. If the solution has not been installed, please refer to the Kaltura Video Extension for SharePoint 2013 Deployment Guide for MS Office 365 to install and configure the solution before using it.

Main Features and Tools

Upload and Record

  • Easy Video Uploading - Upload any type of media (video, audio, images) using a simple interface.
  • Capture Personal Recordings - Easily record yourself or capture your screen to create and publish media.
  • YouTube - Add YouTube video content and metadata.

Organize and Publish

Publishing is the process of taking private content from My Media and publishing it to a Media Gallery or posting it in an inline text.

  • My Media – Upload, manage, assign, and share content (based on permissions) with a private media library for each Sakai user.
  • Media Gallery – Search or view rich media assigned to a gallery if you are a member. Media can be added by instructors or students, with an option for student contributions moderation by instructors.

View and Interact

  • Join webcasting and live events
  • Edit videos, including trimming, clipping, and customizing thumbnails
  • Enrich videos with calls-to-action, quizzes, advanced metadata, slides, chapters, and interactive content
  • Captions - Upload multi-lingual captions to reach international, multi-lingual, and hearing-impaired audiences while also enabling in-video search within the captions.
  • Comments - Boost online conversations and user engagement by allowing users to comment on videos.
  • Browse, Search, and Embed - Quickly find and embed videos based on metadata (name, description, tags, categories)
  • In-video search – Upload captions and then search for every spoken word. Search results allow skipping directly to the relevant part in the video. In-video search available within an entry or across videos in the course gallery/my media gallery.
  • Analytics - Managers can view gallery-level reports for video engagement: 
    • Which videos are users watching the most?
    • Which users contribute the most videos?
    • Which users watch the most videos?
  • Responsive Design: Automatically adjusts site layout to the screen size and device to provide optimal mobile device support.


Managers can view gallery-level reports for video engagement:

  • Which videos are users watching the most?
  • Which users contribute the most videos?
  • Which users watch the most videos?
  • Responsive Design - Automatically adjusts site layout to the screen size and device to provide optimal mobile device support.

About the Kaltura Tools

The tools available may vary and depend on your administrator's setup configuration. In some cases, the tools may have a different name or may not be available.

My Media 

My Media is a repository of single user’s media, where each user has a personal searchable repository for viewing and managing private media content. Media items within My Media may be added to courses and inline text items, based on the user’s enrollment. 

User’s My Media content is shared and consistent across all Kaltura applications (for example, Kaltura MediaSpace) in use by the institution and serves as the basis for the cross campus suite. 

Kaltura Media Gallery

The Kaltura Media Gallery is a searchable gallery of media content of a specific course. The Media Gallery does not necessarily include all media that is used within the course in other contexts. Instead, the Gallery contains the content that was deliberately assigned to it. 

The Kaltura Media Gallery is intended to be used as a media syllabus for a course. The Kaltura Media Gallery may be used simultaneously with media in context, as a standalone, or not at all, depending on how the teacher and school prefer to use it. The Kaltura Media Gallery is also referred to as a Course Gallery.

Kaltura Browse Search & Embed (BSE) 

The Browse Search and Embed feature, also referred to as BSE, allows users to browse and search through their media, Media Gallery, Shared Repository, and Media Gallery Playlists and embed selected media and/or playlists on their page. Users can intuitively use rich media without time-consuming training by simply launching the BSE feature in their supported website. Users can embed media inside rich-text elements such as Announcements, Forums and Assignments. The Kaltura Browse Search and Embed feature gives users the ability to add media anywhere they are allowed to publish text to, add content on the fly, and re-purpose media, for example, in forums, assignments, announcements, and notifications.

The key features include:

  • Uploading and publishing videos from user's personal media repository – easily access My Media from the main toolbar, to upload and publish videos to a course Media Gallery or a specific lesson.  
  • Adding a Media Gallery or a Media Gallery Playlist to user's course.    
  • Embedding a single video to a course/lesson – using the Browse, Search and Embed Tool (Kaltura Embed in Content Market). 
  • Connecting video quiz results directly into user's grade book – create an interactive video quiz that automatically integrates into user's grade book using the Browse, Search and Embed Tool (Kaltura Embed in Content market).

My Media Upload/Add Media

My Media is your personal media storage. It is different for each user because it shows media you, yourself, have uploaded or created over time. The same “My Media” list is available to you from each channel/course, and items in My Media can be published in one or more channels/courses. Items in My Media are private to you until they are published somewhere. You can also add other users as collaborators on your media from within My Media.

Add New Menu

Click "Add New" to see the list of options for adding media.

Depending on what is enabled on your environment, your Add New menu may look slightly different. If there is an option missing, please contact your Kaltura administrator to discuss how to enable it on your environment.

Search, Filter, and Display Media

Developed specifically for video to address video’s unique find ability challenges, the Kaltura Media Search searches through all regular, custom and temporal metadata, and adheres to content entitlements.

The search results are unified, meaning that by searching for a keyword, the results from all metadata fields are returned in one symmetry search through all data.

Search results are rendered visually with the search string highlighted for each entry. The search is used for multiple use cases: "classical" full text search, analytics, auto completer, spell checker, alerting engine, and as a general-purpose document store.

For Administrative information on the search in KMS and KAF applications see the Kaltura Search Module - Administrator's Guide article.

The following topics provide information about the Kaltura Media Search in KMS and KAF applications.

Types of Search Pages

You can use the Kaltura Media Search in many of the KMS and KAF pages using the magnifying glass.

There are 4 types of search pages available:

Global Search (KMS Only)

The Global Search page may be reached from the top right KMS Header menu magnifying glass. This unified search page contains not only media results, but also results for galleries and channels.

The Global Search display page is configured by your system administrator. You may need to click the magnifying glass to open the search bar, or the search bar may be set to “Always Open” by your administrator.




You can also reach the Global Search page directly with the following URL:


For example:  https://videos.kaltura.com/esearch/search?keyword=tips


The Global Search page contains:

Media Results 

All media results (video, audio, image, etc.) containing the keywords are displayed on the Media Results section.

More information may found in the How to Read the Search Results and Search Filters sections.

Channel and Gallery Results

On the right side of the page, a side bar displays with MediaSpace Channels and Galleries results.


The top three results are displayed in the results side bar per channels/galleries, with an indication of the number of channels/galleries found. If there are more than three results, you may click on the “Go to Channel/Gallery Results” to access the Channels Search or Galleries Search pages.

You can collapse the side bar using the collapse button  and expand it back using the expand button.

Media Search

The search magnifying glass icon is available in the following pages in KMS and KAF:

  • Global Search
  • My Media
  • Channel/Gallery pages (KMS) and Media Gallery page (KAF)
    You will find the search icon:
    • When searching for content within each channel and gallery
    • When adding content to the channel and gallery
    • When browsing the moderated content (pending tab)
  • Browse Search & Embed page (KAF’s BSE)
  • Media page - search in video’s captions if enabled
  • My History page

For each page: When searching, the media view is replaced with the search results when a keyword is entered and the display page capabilities remain the same. For example, the Approve and Reject buttons in the Pending tab are displayed for the returned results.

Channels Search

To search for a channel, navigate to the “All channels” or “My Channels” pages. You can also reach the Channels Search page from the Global Search. See the Global Search section.

Galleries Search

Access to the dedicated page for searching through galleries may only be reached via the Global Search. See the Global Search section, or you may access the Galleries Search page with the following direct link:


For example:  https://videos.kaltura.com/esearch/esearch/search-galleries?keyword=tip


The Gallery search results are displayed with the Parent Gallery, Name, Description, and Tags.

How to Read the Media Search Results

When using the search in each page, the media results are displayed as follows:

The Title and Description of the media are displayed next to the thumbnail. If the search keywords are found in either the Title or the Description, the keywords (partial or exact) are displayed highlighted in yellow.

On the thumbnail, a small icon indicates what type of media it is. If no icon is present, it is a video.

Clicking the media title or thumbnail redirects you to the Media page.

Keyword found in:

If keywords are found in metadata fields other than Title or Description, they are displayed in the “Keyword found in:” section. Each metadata type found is clickable, for example, clicking the ‘2 Chapters’ metadata button will display up to 5 chapters where the keywords are found:

A second click closes the displayed chapters.

When the metadata type is time based, a number is displayed on the left, indicating the location of the keyword in the media’s timeline. Clicking the time indicator takes you to the video’s page, where the video starts playing from the time indicated.

Show More

Click “Show More” to open all types of metadata and display 5 results of each metadata type.

Available metadata fields:

  • Tags – Initial click displays 7 results.
  • Details – Custom fields other than the basic metadata. The initial click displays 10 results.
  • Quiz – Results from quiz Questions and Answers.
  • ChaptersSlidesCommentsCaptions

Clicking “Show More” also presents additional information below the video: Owner, Creation date, Published categories, Like, Views, and Comments.

Click “Show Less” to collapse the results.

If more than 5 keywords are found in any of the metadata types, the “Show all” link is displayed. This scenario may happen when searching for a word that re-appears many times in a captions file. “Show All” displays all the results found for this entry.

Search Filters

After clicking the search icon, the search bar opens. This is where you may enter your keywords or modify them. If Instant Search is enabled by your system administrator, (as you enter characters, results are displayed and there is no need to click Enter) any changes in this bar are automatically reflected in the results below.

In the KMS’s Global Search, the search bar is always open at the top of the page and the number of results found are displayed to the right.

Use the Filters below the search icon to filter, sort, and adjust your search:

Sort By 

You can sort results using the “Sort by” feature.

Available sorts:

  • Relevance
  • Creation Date - Descending
  • Creation Date - Ascending
  • Update Date - Ascending
  • Update Date - Descending
  • Alphabetically - A to Z
  • Alphabetically - Z to A
  • Plays
  • Views
  • Likes
  • Comments

Search In

You can pinpoint the location of keywords in the search by using the “Search in” feature.

Available “Search in” fields

  • All Fields
  • Details
  • Chapters/Slides
  • Captions
  • Polls
  • Quiz
  • Comments

Filter by

You can enhance your search results by using filters. The following displays the basic filters available.

Click the “More Filters” arrows to navigate the filters.

Faceted search – allows you to apply multiple values for filtering. For example, you can search through all video files and all audio files at the same time.

After adding a filter, your selection of filters is displayed below the Filters button. Use the ‘x’ button to remove specific filters or use the ‘Clear All’ button on the bottom right. 

Basic filters availability depends on the page in which you are searching. See the table for all basic filters. Advanced filters may be enabled by your admin.

The Media Search Filters List

General Filters

  • Media type – All Media/Video/Quiz/Audio/Image/Webcast Events
  • Ownership – Any Owner/I Own/Media I Can Edit/Media I Can Publish
  • Webcasts – All webcasts/Live Webcasts/Upcoming Webcasts/Recorded Webcasts/Archived Webcasts
  • Scheduling – All Availabilities/Future Scheduling/Available Now/Past Scheduling
  • Duration – Any/00:00-10:00 min/10:00-30:00 min/30:00-60:00 min/Custom
  • Creation Date – Any/Last 7 days/Last 30 days/Custom
  • Last Update Date – Any/Last 7 days/Last 30 days/Custom

My Media Filters:

  • Publish Status – All Statuses/Private/Published/Pending/Rejected/Unlisted

Moderation Filters:

  • Moderation Status – All statuses/Approved/Pending/Rejected

History Filters:

  • Watched at – All History/Completed Watching/Started Watching
  • History – All Time/Last 7 Days/Last 30 Days/Custom

Shared Repository Filter:

  • SR filters – Per custom metadata.

Keywords & Filters Logic

Each filter is added as an AND to other filters, however, each value within each filter is added as an OR to same filters values.

For example, when choosing the following filters:

The logic followed is:

(Type = Video OR Quiz) AND (owner = Media I Own OR Media I Can Edit) AND (Created - Last 7 days)

When using keywords, results are returned based on scoring.

Searching for Keyword1 Keyword2 will first show results that contain both keywords, and lower score results containing only one of the keywords, or partial results, lower on the results lists.

When adding keywords, the filter logic will use “(Keywords) AND (filters)".

Advanced search information can be found in the Advanced Search article

Commenting on Media

You can comment on media, view comments by other users, reply to existing comments, and delete comments and replies.

To comment on a media item 
  1. Click a media thumbnail or title.
  2. In the Comments tab under the media player, enter a comment in the Add a Comment field.  

    If enabled by your administrator, you also have the ability to add a time-based comment.
    For example, if you want to add a comment to the video at the 6 minutes and 22 second mark, play the video to that point, then click the Add comment at XX:XX check box. Alternatively, you may also "timestamp" your comment by inserting [XX:XX] anywhere in the Add a Comment box.
  3. Click the Add button. Your comment now displays below the Comments section. If you created a time-based comment, you and other users will see that time as a link that, once clicked, will take them to that specific time in the media.
To display comments
  1. Click on a media thumbnail or title.
  2. If comments were entered, they are displayed in the Comments area under the media metadata.
  3. When a limited number of comments are displayed, click Load more comments to display additional comments.
To reply to a comment
  1. Click on a media thumbnail or title.
  2. In the Comments area under the media player, click Reply under the comment you would like to reply to.
  3. In the Add a Comment field, enter a reply and click Add. Your reply is displayed under the comment.

To delete a comment

  1. Click a media thumbnail or title.
  2. In the Comments area under the media player, click Delete under the comment you would like to delete.
  3. Click Yes to confirm the deletion.

Deleting a comment also deletes replies to the comment.

You can delete a comment or reply only in the following cases:  You added the comment or reply OR you are the media owner.  

See Enable Clipping, Disable Comments, and Close Discussion for information on disabling comments and closing discussions for your media items.

Managing Media - Editing Entries

This article describes how to access the Edit Media page, edit, and manage your media.

To access the Edit Media Page

If you cannot access your My Media Page content/actions, or display editing tabs ask your administrator to give you the required permission.

  1. Access the My Media Page. Your My Media Page lists previously uploaded media.
  2. Choose one of the following methods: 
    1. Click the pencil icon next to the desired media.
    2. Click on the thumbnail or title of the desired media, then choose Edit from the ACTIONS drop down menu.

The Edit Media Page displays. 

The editing tabs that are displayed depend on your KAF/MediaSpace admin configuration.

In the Edit Media Page, you can:

Publishing Media

This article describes how to publish media in KAF.

By default, media that you upload is private. You can access private media on your My Media page. On your My Media page, you can grab the embed code of private media or publish it to make it public in your Media Gallery.

Publishing media makes the media publicly accessible to users. You can publish media: 

  • In multiple channels/Media Galleries
  • Only when file conversion is complete and the media is not waiting for moderation

If you cannot publish media, ask your Kaltura Application administrator to give you the required permission.

Publishing Media from the My Media Page

Media items in the My Media repository may be published and shared with galleries and channels based on the user's entitlements. The content of the My Media repository is consistent across all Kaltura applications. 

To publish a media item or multiple media items from My Media
  1. Select a media item by checking the box (or boxes for multiple media items) next to each media items.
  2. Select "Publish" from the Actions drop down menu.
  3. Select where you want to publish it to:
    1. Private - Media page will be visible to the content owner only.
    2. Published - Media page will be visible to individuals according to entitlements on published destinations.
  4. Complete all the required fields and save the entry before you can select to publish it to shared repositories.
  5. Click Save.

Publishing Media from the Media Gallery

To publish a media item from the Media Gallery

When publishing an entry, you can use the search box to find the desired media entry. Enter the search string (tag) to see where the media item is located.

  1. Go to the Media Gallery.
  2. Under the Media Tab, click the "Add Media" button.
  3. On this page, you can either publish from existing content by checking the box (or boxes for multiple media items) next to the media you want to publish or you can upload a new media by using the "Add New" button.
  4. Click Publish. 

Downloading Media


Kaltura Webcasting enables you to orchestrate highly produced live streaming events to large audiences. Kaltura Webcasting supports you from the initial planning stage to live broadcast production and management and finally to post-production and after-event management.

With Kaltura Webcasting, you can make live broadcasted events part of your consolidated video strategy. The user-focused design makes webcasting painless for presenters, producers, and viewers. Kaltura’s robust infrastructure ensures reliable delivery, anywhere. With automated transition from live to VOD and a secure, seamless integration with your corporate website, break down siloes to bring all your video content onto a single platform.

Kaltura Webcasting includes:

  • Workflow integration with MediaSpace and KAF based applications
  • Slide sync and projector setup
  • Live analytics
  • Moderated Q&A
  • Interactive polls
  • Self-serve Personal Webcasting

and much more.

Webcasting Reliability and Scalability

Webcasting enables a large number of viewers, located in many different locations throughout the world to view a live event. Webcasting supports a wide range of viewing scenarios, including people all over the world on their own bandwidth, people in offices sharing bandwidth, and any combination of these options.  

Multiple delivery options include

  • Internal infrastructure (eCDN)
  • Public CDN
  • Dual delivery

Webcasting also provides full control of webcast delivery beyond firewalls, and supports an unlimited number of viewers at the same time.

For more information about eCDNs, see the Kaltura eCDN Information Guide.

Webcasting Workflow

Preparing for an Event

Preparation is a key factor in ensuring the success of a live broadcast event. There are many details you can define and collect even before you begin to make sure that you are prepared. See Preparing for a Webcasting Event for details.
You may also want to check out best practices and tips for a great webcast in Webcasting Tips and Recommendations.

Setting up a Kaltura Webcasting Event

Setting up a Kaltura Webcasting event is the process of defining and scheduling the event's details and presenters, creating a page dedicated to the event that can be shared, and inviting people to attend. Remember to add all presenters as Co-editors, and all Webcasting Moderators to the Event. To learn how to add co-editors, and Webcasting Moderators see Media Collaboration.
To create a webcast event

Managing a Webcasting Event

Managing a live event includes many aspects. From the camera focus to ensuring viewers are engaged, there are many items to monitor and operate during a broadcast. The Kaltura Webcasting Producer Application provides a variety of management tools to webcasting event producers, moderators, and presenters. 

After a Webcasting Event

After the Webcasting event is completed, the event video is saved in the same URL you provided to the event attendees, and is available for viewing. The event Q&A transcript can be exported and saved, while the Live Analytics will be available for download for 36 hours after the event completes.

You may now:

Kaltura Webcasting Roles

When producing a webcast event, there are several people involved that have different roles and objectives for the event.  For a list and description of each Webcasting role, see Kaltura Webcasting Roles.

Kaltura Webcasting Documentation Guides

The information about Kaltura's Webcasting procedures, features and tips are written for specific roles. The following guides are available and written per user roles:

Actions Menu

The Actions menu provides you with the following options:

Edit - See Managing Media - Editing Entries for more information.

Publish - See Publish Media in KAF for more information.

Analytics - See Channel/Course Analytics.

Caption & Enrich - See Requesting and Ordering Captions and Enrichment Services through the KMS/KAF - REACH v2.

Launch Editor - See Launching the Kaltura Video Editing Tools.

Delete -  Please note, when choosing to delete a video, you are removing the video from the site. If the video is published elsewhere, it will be deleted from those locations as well. Remember, after you approve the deletion confirmation message, you do not have an undo button to retrieve the video deletion.

The options displayed depend on your KAF admin configuration. 

Kaltura Video Editing Tools

Kaltura Video Editing Tools allow users to edit quizzes, clip or trim media, chop and splice media and add advertisements to media from the Kaltura Management Console. They are a one stop shop for Timeline editing for Kaltura MediaSpace (KMS) and Kaltura Application Framework (KAF) applications. 

The current release of the Kaltura Video Editing Tools supports the following features:

  • Interactive Video Quiz Creator (KMS/KAF only)
  • Video Editor
    • Clipping a media entry
    • Trimming a media entry
    • Chop and Splice
  • Hotspots
  • Ads (KMC only)
  • Help

Kaltura Video Editing Tools provide a better user experience for all the Timeline features (those previously in the KMS/KAF Timeline Tab), and concentrate the Timeline editing features into a single folder.

Supported Media

The following table lists the Kaltura Video Editing Tools' features applicable for different types of media:

Type of Media

Edit/Create Quiz

Clip & Trim

Chop & Splice



















YouTube Entry

























  • The Editor module must be enabled by your KMS/KAF administrator. See the Kaltura Video Editing Tools - Administrator Guide for more information. For KMC, the Editor is accessed seamlessly through the Advertisements tab in the Edit Entries display.
  • You must be the owner or co-editor of the media to use Kaltura Video Editing Tools, or have permissions to create clips of media entries.
  • For Interactive Video Quizzes - Both the Quiz module and the Editor module must be enabled to use Kaltura Video Editing Tools to edit quizzes. See the Kaltura Video Editing Tools - Administrator Guide for more information.
  • For Hotspots - The Hotspots module must be enabled.

Hotspots are available in Kaltura MediaSpace for Kaltura Player version 2.75 and later. Hotspots should be enabled by your administrator. Hotspots are "time-based" labels or comments with/without hyperlinks, displayed on top of the video while playing.

Launching the Kaltura Video Editing Tools (KMS/KAF)

You can launch the Kaltura Video Editing Tools from the Edit Entry window or from the Actions drop down menu in KMS and KAF applications.

To launch the Kaltura Video Editing Tools
  1. Login to your KMS or KAF instance.
  2. Go to My Media. 
    1. Click on the Entry’s Edit icon, then click Launch Editor.

    2. Click on the video thumbnail, then select Launch Editor from the ACTIONS drop down menu.

      The Kaltura Editor window is displayed.

Kaltura Video Editing Tools' Tabs

The Kaltura Video Editing Tools contain the following navigation tabs:

  • Quiz Tab - Use to create and edit Interactive Video Quizzes (KMS/KAF only).
  • Editor Tab  - Use to trim or clip media, and chop and splice media.
  • Ads Tab - Use to set cue points for advertisements (KMC only).
  • Hotspots Tab - Use to create hotspots on your entry.
  • Help Tab - Includes helpful tips and accessibility information.

Depending on the type of application you are using and the type of media you selected, the Kaltura Editing Video Tools display the relevant tabs.

The Kaltura Media Gallery

The Media Gallery is a central location within each course where users can search or view media assigned to the course. The Media Gallery is private to the course you are in. Everyone enrolled in that course can see what is published to the Media Gallery. Multiple people in the course can contribute to the Media Gallery depending on the way the admin set up the course. 

To add media to your Media Gallery

  1. Navigate to the Media Gallery. 
  • If no media exists, click Add Media.

  • If media has been added, click on the Media tab, then click Add Media to open the Add Media window.

The Add Media Window

Use the Add Media window to:

Sharing and Embedding Media

You can share media using the Share icon configured in your v2 Player. Your player must be configured for Sharing.

Select the platform you want to share your media to and post whatever relevant text you want to add.

You can also share a media item, copying the embed code and pasting it to your site.

To share a link to a media page
  1. Click a media thumbnail or title.
  2. Click the Share button under the media player.
  3. Paste the link to share the media page.

If the media is restricted, only authorized users can access the shared media page. 

To embed a media item 
  1. Click a media thumbnail or title.
  2. Click the Share button under the media player.
  3. Select the Player's Start/End Time, Player Skin, and Player Size.
  4. Copy the embed code and paste the embed code into your site.

Managing a Media Gallery

This article describes how to manage a media gallery. 

If you cannot perform the actions herein, ask your KAF administrator to give you the required permission.

Edit a Media Gallery Configuration and Metadata

  1. In the Media Gallery, select Edit from the Actions drop down menu.

    The Edit Media Gallery Page is displayed.
  2. (Optional) Enter a description and tags for the Media Gallery of the course.
  3. Select:
  • Moderate content (media will not appear in Media Gallery until approved by the gallery manager) – Determines whether content should be moderated.
  • Enable comments in Media Gallery – Determines whether comments should be enabled in the gallery.
  • Keep comments private to Media Gallery - If checked, all comments added to media in Media Gallery will be private to the Media Gallery and will not appear elsewhere (except for the My Media page of the user who owns the media).
  • Display embedded media in this Media Gallery

    4. Click Save.

Moderating Channel Content 

To approve and reject content that is pending moderation

  1. In the Media Gallery, click on the Pending tab.

    Note if there are no media items pending moderation, the Pending tab is not displayed. 
  2. The Browse Pending Media window displays.
  3. You may click on a thumbnail to view the media.
  4. Click Approve or Reject for a specific media item. 

You can also check multiple media items and click Approve or Reject on the top for bulk approving or rejecting.

     Approved content is displayed in the Media Gallery for all users enrolled in the course.

Media Gallery Analytics

Users can measure and analyze the user engagement and contribution to their channels/courses. These contextual analytics allow users to answer important questions such as: What are the most popular videos in the channel/course? Who are the members that watch the most videos and what is their drop off rate? Who are the members that contribute the most media to the channel/course? All analytics tabs have the option to Export to a CSV or print your information.

To display Channel/Course Analytics
  • In the Media Gallery, select Analytics from the hamburger menu.

 The Analytics Dashboard is displayed.

Analytics Dashboard



The Dashboard presents a summary of the available analytics. 

The legend is as follows:

  1. Active tab (Dashboard)

  2. Date range

    • Options: Last 7 days, Last 30 days, Last 120 days, Last 365 days, Custom. Analytics update every 24 hours.
  3. Media Items

    • Media: Tooltip says "number of media in this media gallery"
    • Viewed: Tooltip says "number of media that were loaded, but not necessarily played, in this media gallery"
    • Plays: Tooltip says "number of plays counted across the viewed ones, in this media gallery.  So, number of unique plays across all viewed media for that date range
    • Trends: shows the change from the previous period selected in the time range. 
  4. User Engagement and Contribution

    • Watched: Tooltip says "number of users that viewed media pages in this channel/course".
    • Contributed: Tooltip says "number of users that contributed media to this media gallery."
  5. Most Popular Media

    • Media that has the highest total number of Plays in the selected time period. 
    • Shows thumbnails for the Top 2. 
    • Clicking “View All” takes you to the full media list in the Media tab which is also organized from highest to lowest views.
  6. Top Engaged Users

    • Users who have interacted with media, listed highest to lowest in order of total number of plays (across any media in that context) for the selected time period. 
    • Shows the Top Ten.
    • Clicking “View All” takes you to the full user list in the Engagement tab which is also organized from highest to lowest number of plays.
  7. Top Contributors

    • Users who have published content into the course.
    • Shows the Top Ten.
    • Contributor names are pulled from the Administrative Owner field for the entry – so even if you published it into the course, the original owner will appear as the Contributor in this report.

Media Analytics Report

The media analytics report lists all the content available in My Media. For each media entry, the number of plays is displayed, total view time, average view time and the average drop-off rate.

The Media tab presents information about who is watching specific information.

The legend is as follows:

  1. Active tab (Media)

  2. Date range

    • Options: Last 7 days, Last 30 days, Last 120 days, Last 365 days, Custom. Analytics update every 24 hours.
  3. Export table to CSV. Print table to PDF

    • See Export to CSV for details
  4. Search

  5. Media Title

    • Title of the media
  6. Contributed by

    • Administrative owner of the media
    • Shows administrative owner's name regardless of who actually published it into the course
  7. Plays in Channel/Course

    • Total number of plays in that context (includes Media Gallery and BSE in KAF).
  8. Total Plays

    • Shows all plays of the entry regardless of the context.
    • This will show the user the ratio between channel plays and general plays of the entry.
  9. Trend

    • Last 7 days’ plays for each entry (number of plays of this entry in the channel/course) 
  10. Total View Time

    • Total number of minutes spent viewing that video
    • This is accumulative – if you watched the same 4-minute video twice, this would show 00:08:00. If you hit Replay it won’t count you twice, but if you watch it two separate times it will count twice.
  11. Avg. View Time

    • Total time / number of plays
  12. Avg. Drop-Off

    • Average drop off rate is calculated as follows: (total time reached 25% play-through + total time reached 50% play-through + total time reached 75% play-through + total time reached 100% play-through) / 4 / total plays
  13. User Maximum Play-Through

    • The farthest the user got through the video, in quartiles. Results in “Maximum play-through” column will only be one of the following: 0%, 25%, 50%, 75%, 100%.
    • The scrubber must have passed one of those milestones in order for it to be logged. 
    • For example - in an 8-minute video, watching to 1:52 will result in Maximum play-through being logged as 0%. Watching to 7:52 will result in Maximum play-through being logged as 75%.
  14. Export item to CSV. Print item to PDF

    See the following examples for details. 

Examples of CSV and Printable Versions of the Table in the Media Tab

Examples of CSV and Printable Versions of Individual Entries in the Media Tab

Engagement Analytics Report

The Engagement tab presents information about what a specific user is watching. The column with a graph of last 7 days’ plays for each user indicated the number of plays of this user in the channel/course.

The legend is as follows:

  1. Active tab (Engagement)

  2. Date range

    • Options: Last 7 days, Last 30 days, Last 120 days, Last 365 days, Custom.
    • Analytics update every 24 hours
  3. Export Table to CSV. Print table to PDF

    • See the Example section for details.
  4. Search

  5. User

    • First and last name of User who watched the media
    • If user does not have firstname/lastname in KMS/KAF user management then userID is shown. If changes are made to the information in the User Management screen, user name information is updated upon their next login OR upon KMS/KAF Admin cache refresh
  6. Unique videos

    • Number of unique Videos the user played within that context.
  7. Watched

    • The total number of Plays that user had across those unique videos 
  8. Trend

    • Last 7 days’ plays for each user (number of plays by this user in this context)
  9. Total View Time

    • Total number of minutes spent viewing all videos
    • This total is accumulative – if you watched the same 4-minute video twice, this would show 00:08:00. If you hit Replay it won’t count you twice, but if you watch it two separate times it will count twice.
  10. Avg. View Time

    • Total View Time / Total number of plays
  11. Avg. Drop-Off

    • Calculated as follows: (total time reached 25% play-through + total time reached 50% play-through + total time reached 75% play-through + total time reached 100% play-through) / 4 / total plays 
  12. Loads

  13. Loads to Plays Ratio

  14. View Drop-off

    • Average dropoff rate across all views of that single media item for that user. 
  15. Export item to CSV. Print item to PDF

Examples of CSV and Printable Versions of the Table in the Engagement Tab

Examples of CSV and Printable Versions of Individual Users in the Engagement Tab

Contribution Analytics Report

The Contribution tab presents information about who is contributing to the channel/course.




The space in which the viewer played the content.  In MediaSpace, context is tracked according to Channel or Category.  In KAF, context is tracked for content published to the course Media Gallery and for content added to course pages via Browse, Search, and Embed (BSE).


Counted the instant the play button is clicked


= Player Impression

Player Impression

The viewer made it to a page where the video is available, but didn't necessarily hit Play


Percentage that the viewer made it through a video (i.e. if viewer watched 2 minutes of an 8 minute video, the dropoff is 25%).

Current analytics track dropoff by quartiles - 0%, 25%, 50%, 75%, 100%. The scrubber must pass one of those quartiles in order to be counted. (i.e. if a viewer watched 1:55 of an 8 minute video, the dropoff is 0%)

**Note: this definition indicates that the drop-off can only be a specific number 0, 25, 50, 75, 100.  In the Engagement Tab, the "View Drop-Off" column is actually an average of all of the views of that media item by that user.  This is confusing and the title of that column should be changed.


Embedding Media through Rich-Text Editor

This article describes how to use the Kaltura Browse Search and Embed (BSE) feature. 

This article pertains to the Browse Search and Embed feature v3. 

The Browse Search and Embed feature is set up by your system administrator in the Browseandembed module.  For additional information see the article Best Practices for Upgrading BSE Versions.

Embedding Kaltura Media through the Rich-Text Editor

The KAF rich text editor integration may be used to embed media where the rich-text editor is available, such as in announcements, assignments, forums etc.

To embed Kaltura media through the rich-text editor
  1. Click on a tool available in your page on your supported site, for example, Announcements and click Add. 
  2. In the rich text editor click the Kaltura Media button.
    The Kaltura Media icon display may vary depending on your site.

    The Embed Kaltura Media window opens.
    A user can browse and search media to embed from 'My Media' or from any other source configured (Media Gallery, Shared Repository, Media Gallery Playlists), then embed it into a content type of the hosting application.

    Note: In order to embed Media Gallery Playlists,
    1. Your Administrator must enable the channelplaylists module
    2. Your Administrator can (optionally) set a dedicated playlist player, and
    3. The Course Owner must create a Media Gallery Playlist
  3. Click the Add New button and select the content type from within the Embed Kaltura Media window to add new content.

    (For existing content, select the content and click Embed.)

  4. After the upload is complete, enter the metadata and click Save and Embed (or for existing videos, select Embed).

    The media is displayed in the video player based on the default settings for the type of media you selected to embed.
    You can change the embed settings by clicking on the Settings icon. See Save and Embed Settings Options.

Unified Search 

The Kaltura Media Search is available in the Kaltura Embed Media Window for all KAF applications. For more information see the Kaltura Search Module User Guide.

Upload Media - Drag and Drop

You can drag and drop files to upload media via the BSE screen. Scroll down to the bottom of the screen to upload additional files.

To upload media from your desktop
  1. In the Embed Kaltura Media window, select Media Upload from the Add New drop down menu.
    The Upload Media page is displayed.
  2. Drag and drop your file or select Choose a file to upload and click Open to select a file.
  3. While the file is uploading, on the Upload Media page you can enter metadata information about the media.
    Mandatory fields are marked with an asterisk.
    Metadata currently includes:
    1. Title - The Title can be presented on the player itself (The Title may be enabled in the KMC Studio - 'Title Label'.) See here
    2. Description, upload time, number of views (These parameters should be enabled through the 'Info Screen' plugin in the KMC Studio.)
  4. Click Cancel to cancel the upload.
  5. Click Save and Embed to embed media. See the section Save and Embed.

Refresh Button

The “Refresh” button is located on the Browse Search and Embed main page. This allows better support for Personal Capture workflows. 

Save and Embed

The Browse Search and Embed feature includes pre-configured players and player sizes for each media type. You can use the default settings or change the settings to the pre-configured values that have been set on your site. You can Save and Embed media after uploading media, or by selecting Embed for existing media. (accessed through the Embed Kaltura Media window). The embedded screen is a video player only.

Save and Embed Settings

You can select different players and player sizes that have been pre-configured by your system administrator for the type of media you choose to embed. Access to change the embed settings depend on your site's configuration. Please contact your system administrator for configuration changes.

To change the embed settings in the Embed Kaltura Media window
  1. Click the Embed Settings icon.

    The Embed Kaltura Media window is displayed for the type of media you selected to embed.

  2. Choose the player from one of the pre-configured players.  
    • For the Kaltura Building Block for Blackboard, Thumbnail Embed and Auto Play are ON by default, and so the buttons are not available. The Max Embed Size feature (sizing) is available for Blackboard beginning KAF version 5.85 and Kaltura Building Block version 5.2.5 or later.
    • For the Kaltura Video Package for Moodle, the Max Embed Size, Thumbnail Embed and Auto Play features are available from KAF version 5.85 and Moodle version 4.2.0 or later.
  3. Choose the player size from one of the pre-configured player sizes for the player selected.
  4. Check Set as my default settings for media type to save the current embed settings as the default settings for this selected type of media.
  5. Click Embed.

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