Organising and uploading content in theBox

theBox organisational hierarchy

Collections: Contain one or more galleries (media can’t be added directly to a collection)

Galleries: Contain one or more media files e.g. videos or images

Individual Media Files: These are media files that are not stored in a collection or gallery

theBox file hierarchy v2.jpg

The organisational hierarchy of content uploaded via the Moodle Media Collection

The organisational hierarchy of Moodle's Media Collection activity matches that of theBox, allowing the Media Collection activity to:

  • Create Collections within theBox, and share within Moodle
  • Link to existing collections within theBox, and share within Moodle
  • Create Galleries within an existing Collection within theBox, and share within Moodle
  • Link to existing Galleries within theBox, and share within Moodle
  • Upload Media Items into an existing Gallery within theBox, and share within Moodle
  • Link to existing Media Items within theBox, and share within Moodle

When uploading media from Moodle into theBox via the Moodle Media Collection activity, the files are uploaded to theBox within the Collection/Gallery hierarchy. This is recommended for ease of use over time, but does not suit all use cases.

For more information about using Moodle Media Collection please click here.

The organisational hierarchy of content uploaded via the Moodle File Picker

When uploading media from Moodle into theBox via the Moodle File Picker, the files are uploaded to theBox as individual media items. This is recommended when the overhead of complex organisation scheme is not required, such as the upload of a video into a forum post, but this but does not suit all use cases.

Note: Any media items that are uploaded in this fashion can later be moved into the appropriate organisational structure within theBox.

How to create a Collection within theBox

  1. Log into theBox using your zID and zPass.
  2. Click on Create A Collection in the Collections section of your dashboard.

    Create a collection
  3. On the Adding a Collection screen complete the Title and Tag (keywords for search purposes) fields. If you wish to share the collection with other staff to use change the Restrict Access To drop down menu from Just Me to All Staff. Click Save.


     
  4. At this point a notification will appear that can be clicked on to take you straight to the specific collection. Alternatively you can access your collections by clicking on the collections link in the Collections section of your dashboard and check that the collection has been created correctly.

    View collections

How to create a Gallery within theBox

Method 1 - Creating a gallery organised in a collection (recommended)
  1. Log into theBox using your zID and zPass.
  2. Click on the collections link in the Collections section of your dashboard.

    Navigate to collections
  3. On the list of collections click on the collection you wish to add a gallery.

    Click the collection

     
  4. Click the create new resources button and click the gallery button.

    Create gallery button

     
  5. On the Adding a Gallery screen complete the Title and Tag (keywords for search purposes) fields. If you wish to share the gallery with other staff to use change the Restrict Access To drop down menu from Just Me to All Staff. Click Save.

    Complete gallery form
  6. The gallery is created and you can access it by clicking on the title of the gallery.

Method 2 - Creating a gallery not organised in a collection

  1. Log into theBox using your zID and zPass.
  2. Click on Create A Gallery in the Galleries section of your dashboard.

    Create a gallery
     
  3. On the Adding a Gallery screen complete the Title and Tag (keywords for search purposes) fields. If you wish to share the gallery with other staff to use change the Restrict Access To drop down menu from Just Me to All Staff. Click Save.

    Complete adding a gallery form
  4. Access your galleries by clicking on the galleries link in the Galleries section of your dashboard and check that the gallery has been created correctly.

    View gallery

Restriction settings (collection/gallery)

Media collections and galleries can be restricted in various way in theBox.  The options are:
  • Just me - only you can search for and view the collection/gallery in theBox.  In Moodle only you can search for and link to this collection/gallery via theBox repository/Media Collection.
  • All Staff - you and all staff can search for and view the media item in theBox.  In Moodle you and staff can search for and link to this item via theBox repository/Media Collection.

Restriction settings (media item)

Media items can be restricted in various way in theBox.  The options are:

  • Just me - only you can search for and view the media item in theBox.  In Moodle only you can search for and link to this item via theBox repository/Media Collection.  To share this media item on UNSW secured (whitelisted) websites enable External Access to get an embed code
  • All Staff - you and all staff can search for and view the media item in theBox.  In Moodle you and staff can search for and link to this item via theBox repository/Media Collection.  To share this media item on UNSW secured (whitelisted) websites enable External Access to get an embed code
  • Public - you and all staff can search for and view the media item in theBox.  In Moodle you, all staff and students can search for and link to this item via theBox repository/Media Collection.  By choosing Public a code will be generated that can be embedded on websites to share the video publicly.  Note videos that listed Under the Act are restricted from being shared publicly and the public option will not be available.

Uploading content in theBox

You can upload one or more media items (such as a video) into theBox via the appropriate format menu, with the uploaded media items being stored outside of the Collection/Gallery hierarchy.

Alternatively you can upload the media items into theBox via the Gallery menu, resulting in the media items being stored within the Collection/Gallery hierarchy.

Note: You cannot upload media directly into a Collection, as collections only store galleries. But you can navigate a collection to find the appropriate gallery within, and then upload media into that gallery.

  1. Log into theBox using your zID and zPass.
  2. Click on # galleries link in the Galleries section of your dashboard.

    Navigate to galleries
  3. Select the gallery that you want to add a media file to.

    Select gallery
     
  4. Click the create new resources button and select the type of media that you wish to upload by clicking on the appropriate button (Video, Image, Audio or Document) then,

    Select item you wish to upload
     
  5. Drag and drop an appropriate file onto the Adding [item] screen or click + Select your file to select a file on your computer to upload.

    Drag and drop or choose file
     
  6. Type your title into the Title field, select the desired settings in Copyright and Restrict Access drop down menus and Save.

    Enter item details
     
  7. If you are uploading an audio file, image or document the file will be uploaded to your gallery.  If you are uploading a video the file being uploaded will appear as being transcoded (processed) on your dashboard. (This may take some time with larger files)
  8. You can access the item you just uploaded by navigating to the gallery or by clicking the appropriate card on the Dashboard.

Changing the thumbnail image for video files

The default thumbnail that represents a video on the collection page, and before the video plays, can be replaced by a preferred image file.

Before you begin, make sure you have an image file ready to upload. Remember that this image will be shown at the small thumbnail size (approx 160x90px) and also as larger placeholder before a video plays in the page. Make sure it is large enough to not be stretched at the larger size but has a clear focus that can be seen at the smaller thumbnail size.

  1. Log into theBox using your zID and zPass.
  2. Navigate to the video's page
  3. Select the edit button
    Edit
  4. Click 'UPLOAD IMAGE' from the Thumbnail section
    Upload image
  5. Either drag and drop an image file into the upload box or select '+ SELECT YOUR FILE'.
  6. Select your image and wait for it to upload.
  7. Click 'SAVE'
  8. Click 'SAVE' at the end of the page to save the settings for the video.
  9. If you want to remove the thumbnail image, click the delete button next to the 'UPLOAD IMAGE' button on the edit page:
    Delete
  10. If you want to replace the thumbnail image, click 'UPLOAD IMAGE' and upload a new image. This will replace the previous file.

Add closed captions to a video file

theBox supports closed captions added to a video in the form of an additional SRT or VTT file.

Before you begin, make sure you have a closed caption file in the supported format ready to upload.

  1. Log into theBox using your zID and zPass.
  2. Navigate to the video's page
  3. Select the edit button
    Edit
  4. Click 'UPLOAD FILE' from the Video Caption File section
    Upload file
  5. Either drag and drop the file into the upload box or select '+ SELECT YOUR FILE'.
  6. Select your file and wait for it to upload.
  7. Click 'SAVE'
  8. Click 'SAVE' at the end of the page to save the settings for the video.
  9. If you want to remove the closed caption file, click the delete button next to the 'UPLOAD FILE' button on the edit page:
    Delete
  10. If you want to replace the closed caption file, click 'UPLOAD FILE' and upload a new file. This will replace the previous file.

Moving media between galleries and galleries between collections

To move media from one collection to another or move a collection from one gallery to another theBox you need to add the item being moved to the desired destination and then delete it from the source destination.

Moving media between galleries

Note: Before beginning this process we recommend that you check the name of the file

  1. Log into theBox using your zID and zPass.
  2. Click on # Galleries link in the Galleries section of your dashboard.

Move gallery 2

  1. Select the destination gallery that you wish to move the target video to.


Move media 3

  1. Click on the Add button.
  2. Click on the Library picker button.

Move media 4 and 5

  1. Select the correct media type from the drop down menu then type the name of the target file into the search field and press “enter” on your keyboard.

Move media 6

  1. Select the correct file (checkbox will turn green) and,

Move media 7

  1. Click “Done”

Move media 8

  1. The media file will now be visible in the target gallery.
  2. Return to previous screen using the back button of your browser and then select the source gallery that you wish to remove the target video from.

Media move 10

  1. Click on the “Edit video” icon and select “Remove from gallery”.

Media move 11

Note: Do not delete the video unless you want to permanently remove it from all locations in theBox. Only the owner of the file and their agents can delete files.

Moving galleries between collections

  1. Log into theBox using your zID and zPass.
  2. Click on # collections link in the Collections section of your dashboard.
  3. Select the collection that contains the target gallery to.
  4. Click on the “Add” button and then
  5. Click on the  Library picker button
  6. Select “Gallery” from the drop down menu then type the name of the target gallery into the search field and press “enter” on your keyboard.
  7. Select the correct gallery (checkbox will turn green) and,
  8. Click “Done”
  9. The gallery will now be visible in the target collection.
  10. Return to previous screen using the back button of your browser and then select the destination gallery that you wish to move the target video to.
  11. Click on the “Edit video” icon and select “Remove from gallery”.
Note: Do not delete the video unless you want to permanently remove it from theBox.

Copyright settings

After you select a file to upload from your computer an appropriate copyright setting must be selected on the next screen.

All Rights Reserved - videos that you have created, hold all rights to and do not wish others to share, reuse and remix.

Under the Act - videos that you have created, hold all rights to and should not be shared outside the university community.

Creative Commons - videos that you have created and wish to freely license others to share, reuse and/or remix.  For more information please see: http://creativecommons.org.au/

For more information about copyright, please visit the support page or contact your outreach librarian.

Meta Data

Meta data is data about a web site, object or file that is primarily used to assist the site, object or file to be found when it is searched for e.g. in Google.

Title, copyright and restrictions are all compulsory fields entered during the upload process (link or refer to step 4 of Uploading Media files to theBox). Tags and description are optional (but recommended) metadata items that can be added when you create or edit Galleries and/or Collections (Refer to the How to create a gallery in theBox and the How to create a collection in theBox sections above.