Prepare Files for Your Meeting

About

Effortlessly prepare presentations using Kaltura's Storyboard and Media Manager. Upload files in advance to the storyboard and organize them so you can seamlessly navigate through media during your session.

Add files via the storyboard menu

Access the storyboard

Click the storyboard icon on the bottom toolbar to open the storyboard. 

You can also access the storyboard from the 3 dots menu on the bottom toolbar.

The storyboard displays as a horizontal panel at the bottom.

Add to the storyboard

With the storyboard open, click +Add to Storyboard.

Four options display for sharing media:

• Video
• Presentation
• Image
• Media and Files

Video

1. Select Video from the menu.
   The Select a video window displays.
   You can use the search field (1) to search for a specific video. To upload a video from your computer, click Upload (2). You can also sort videos according to Name or Creation date (3). 
2. Once you have located the desired video, simply click Select (4).
   Your file is added to the storyboard (it will not start playing automatically), with the newest files to the right.

Presentation

1. Select Presentation from the menu.
   The Select a document window displays.
   You can use the search field to search for a specific file. To upload a document from your computer, click Upload. You can also sort files according to Name or Creation date. 
2. Once you have located the desired document, click Select.
   A preview window opens.
   By default, all slides (pages) in the document are selected (1), and the slide number displays underneath (2).
   The total number of selected slides is displayed at the bottom left (3). You can scroll (4) to see all the slides in the document.
   
3. After you have previewed and approved the slides, click Add to Storyboard (5).
   The file with the selected slides displays on the storyboard.

Images

1. Select Image from the menu.
   The Select an image window displays.
   
2. You can use the search field to search for a specific image. To upload an image from your computer, click Upload. You can also sort images according to Name or Creation date. 
3. Once you have located the desired image, simply click Select.
   Your file is added to the storyboard (it will not start playing automatically) with the newest files to the right.

Media and Files

1. Select Media and Files from the menu.
   The Select a media window displays.
2. To learn how to work with the media manager, see step 3 below.

Add files via the media manager

Kaltura's Media Manager is configured according to the Kaltura Management Console KMC protocols, which means each session room is represented as a category in the KMC, and each media item is treated as a Kaltura entry. See our articles Managing categories and The KMC entries tab for more information.

1. Click the 3 dots menu on the bottom toolbar.
2. Click Media and Files.
   
3. The media manager window opens.

   The media manager supports following media types: Image, Video, Audio, PPT, PDF

4. You can use the search field (1) to search for media. Use the media filter (2) to search for media by type from the drop-down options:
   You can also sort media according to name or date they were created by clicking on Name or Creation date (3). To upload a video from your computer, click Upload (4).
5. Once you have located the desired media, simply click Select (5) and it will be added to the storyboard (it will not start playing automatically).

Add files to breakout rooms 

Uploading files can be done ahead of time when preparing for breakout sessions. To add files to a room, you must first create the breakout rooms and then launch each room to add files to its local storyboard.

1. If you need help creating and launching a breakout room, follow the steps in our article Create and Launch Breakout Rooms. 
2. After launching a breakout room, the storyboard displays and you can add files to it either from the storyboard menu or the Media Manager as shown in the steps above. 
3. Once you've finished preparing your files, exit the breakout room (click 'End Breakout'). The files will be placed in the Shared folder in the Media Manager, which can then be accessed at any time from any room.

Looking for your old files?

You will still be able to access files that you had previously uploaded to the file manager until June 1, 2024. You can access them by clicking Find them here at the bottom of the window, just above the tool bar.

The Legacy media window opens and you can see all your previously uploaded files.

The following functions are available:

• Use the search field (1) to search for media.
• Click the download icon (2) to download a selected media.
• Click the refresh icon (3) to refresh the list of files.
• Click Add to storyboard (4) to add the item to the storyboard.
• Click Play (5) to play the item immediately.