Who can do this?
Only Collection Managers (formerly called Owners) can change the permissions for, or remove collection members. Exception: Managers cannot remove other Managers. Only Echo360 administrators can remove or demote (change permissions for) Managers in a collection.
Creating a Collection makes you a Manager by default.
Granting member permissions in a collection simply indicates what the selected user can or cannot do with the media in the collection. Each member gets an Access Level assigned to them. ALL collection members can view the media.
Use the Membership tab in your collections to see a list of members, add or remove members, and edit existing member permissions. Respectively these actions are done using the Add Member button, Delete button (trash can icon), and Edit button (pencil icon), all identified in the below figure.
You can also Sort the members list by clicking each column header. Clicking multiple times changes the sort from ascending, to descending, then back to ascending. The arrow next to the column heading indicates sort order; up arrow for ascending, down-arrow for descending. The Name column sorts by user FIRST name.
The sorting is NOT nested; the list can only be sorted by one column at a time.
Collection Access Levels and Permissions
Each Access level is a pre-defined set of permissions, except the Custom level, which allows you to choose which permissions to give that collection member.
The below figure shows the Edit permissions modal with the Access level drop-down list open. It lists the options available, each of which are described in more detail below the figure.
Selecting each Access level from the drop-down list changes the bottom portion of the Member permissions dialog box to explicitly list the permissions the Access level does and does NOT have. This is shown in the figures that accompany each description that follows.
NOTE: Per the information below, you can give users editing rights to the media in the collection. However, the media editing commands, specifically Edit media, Edit Transcript, Edit Details, and Add Poll are NOT yet available in the media details page within the Collection. Those will be added in an upcoming release (and this note will be removed). The ability to perform those functions IS available through the Media Details Page for the media through the member's Library.
Reviewer - This is a VIEW ONLY access level. It allows these members to view the media in the collection, but they can perform no other actions.
Collaborator - Collaborators have the Post permission, which allows them to post the media to locations outside of the collection. This includes posting collection media to a class in an Echo360 section, the ability to generate a public link to media for viewing outside of Echo360, AND the ability to embed collection media into an LMS/VLE course.
IMPORTANT: When giving Students Post permission in the collection, understand that IF the student embeds collection media for an LMS/VLE Homework assignment through the Echo360 embed media tool, that media is locked and cannot be edited or deleted, even by the owner. Admins can delete the media if necessary. Collection members (and media owners) can also create copies of the media.
Contributor - Contributors are designed to be users who actively contribute to the collection. Contributors, as shown in the below figure, can add and upload media, make their own copies of the media, post the media outside of the collection, and download the media to their local machine.
Editor - Editors are those members who can add, copy, post, and edit the media in the collection, as well as edit the transcripts for the media. The Copy permission is included with the editing access level because Copy also provides the ability to add polls to video/audio media to create interactive media. (When you add a poll to a video, you actually create a copy of the video that then includes the polls you add, and becomes the new piece of interactive media.)
Manager - A collection Manager (formerly called Owner) has control over all aspects of the collection. This includes having all rights to the media in the collection as well as control over membership and permissions. The only thing a Manager cannot do is remove or demote another Manager in the collection. Only administrators can remove or change the permissions for a collection manager.
HINT: You can give a user all of the media permissions without making them a Manager in the collection. Only provide Manager access level if you also want the user to be able to manage membership and enrollment. See Custom access level immediately below the figure.
Custom - If none of the pre-set Access levels are appropriate, select Custom. The Custom access level allows you to enable specific permissions for the media in the collection.
Your permission options include:
- Add & Upload - Allows members to add media to the collection, using media already resident in their library, or by uploading files to Echo360 and into the collection.
- Copy Media & Add Poll - Allows members to make their own copies of collection media. They can also add polls to video or audio media in the collection to create interactive media. These permissions are tied together because when you add a poll to a video, you actually create a copy of the video that then includes the polls you add, creating the new piece of interactive media.
- Edit - Allows members to edit any of the media in the collection.
- Post - Allows members to post the media from the collection into an Echo360 course, or outside of Echo360 via a Public link, or into an LMS course by embedding it into a content window.
IMPORTANT: If giving Students the Post permission in the collection, understand that IF the student embeds collection media for an LMS/VLE Homework assignment through the Echo360 embed media tool, that media is locked and cannot be edited or deleted, even by the owner. Admins can delete the media if necessary.
- Download - These members can download copies of the media to their local computer for offline viewing.
- Edit Transcripts - Allows members to access the Echo360 Transcript Editor for the media in the collection. Through the transcript editor, users can edit existing transcripts, upload a transcript file and apply it to media, download an existing transcript, and apply the transcript as the closed captions for the media.
- Remove - Allows members to remove the media from the collection. This privilege is typically added along with Add & Upload but can be given (and revoked) separately.
Once given, these rights can be changed, revoked, or re-added as necessary EXCEPT FOR MANAGER permissions. Once a user is made a Manager in a collection, that privilege cannot be removed except by an administrator OR you can ask the user to leave the collection. If you re-add them, you can do so with different permissions. You can always remove yourself by leaving the collection.
NOTE: If an Administrator has disabled the Library for students, students can still participate fully in collections but they cannot add or upload media to the collection or make copies of collection media, as doing so requires access to their Library (anything a user uploads or copies goes to their library; Echo360 accesses it from there). If a student is a collection Manager, the add/upload and copy permissions are assumed, but the Add Media button and Copy option are not provided so the student has no method of adding or copying media for the collection.
Adding Users to a Collection
To add a user to a collection
- Enter the collection you want to add the user to.
- Click the Membership tab, identified in the figure at the top of this page.
- Click the + Member (add member) button, identified in the figure at the top of this page.
- In the Add a Member modal shown below, begin typing in the Share with field to begin a search for matching users. The search attempts to match first name, last name, and email address with the text you enter as you type.
- When the user you want appears, select them from the list.
- Click on the Access level drop-down list to select the permissions you want to give this user. Selecting each Access level displays a list of that level's media permissions, all of which are described above.
- If none of the pre-set access levels are appropriate, click Custom, then use the checkboxes to add specific media permissions to this user. Your Custom selection options are described above.
- When finished, click Share.
The user is added to the Membership list, and their Access level or Custom permissions are shown along with their name and email address, as shown below.
Editing Collection Member Permissions
To change the permissions of a collection member
- Enter the collection and click the Membership tab, identified in the figure at the top of this page.
- If necessary, click the column headers to sort the members list, and/or type into the Search box at the top to find the member whose permissions you want to change.
- Click the Edit button (pencil icon) for that user, as identified in the below figure.
- Make changes to the Access level or Custom permissions for the user, all of which are described earlier on this page.
- When finished, click Save Changes.
The membership list appears and the changes you made are reflected in the Access column for that user.
Removing a Collection Member
As a Manager, you can remove any member of a collection except other Managers (formerly called Owners). Only Echo360 Administrators can remove or demote other Managers in a collection.
You can remove YOURSELF from the collection using the delete icon as described below. This is the same as if you select Leave Collection from the Actions menu at the top of the page. You will receive a confirmation message, informing you that another collection Manager or an administrator will have to add you back if you leave by mistake.
IMPORTANT: You will NOT receive a warning message or other confirmation when removing any user (other than yourself) from the collection. BE CERTAIN you are selecting the user you want to remove. If you remove a user by mistake, you can add them back using the instructions earlier on this page.
To remove a user from a collection
- Enter the collection and click the Membership tab, identified in the figure at the top of this page.
- If necessary, click the column headers to sort the member list, and/or type into the Search box at the top of the members list to find the member you want to remove.
- Click the Delete button (trash can icon) for that user, as identified in the below figure.
The user is removed from the membership list immediately and no longer has access to the media in the collection.