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Esploro Migration Guide

Welcome to the Esploro migration process! This guide will help you provide files to Ex Libris for migration to Alma, assist in filling out the Esploro Migration Form, and answer questions you may have on how your data moves to Esploro.

This guide covers migration from a variety of systems.  The Migration and Configuration Form for Esploro is designed to be broad enough to be adaptable for many incoming systems.  The following systems have been migrated to Esploro:

  • Dspace
  • ePrints
  • Fedora (Islandora)
  • Digital Commons (Bpress)
  • Converis

Customer migrating from Digital Commons should download and use this form:

Esploro Migration Form - Digital Commons.xlsm

Customer migrating from all other systems should download and use this form:

Esploro Migration Form - All systems.xlsm

 

This document provides information on all aspects of migrating systems to Esploro, including:

  • A step-by-step guide to filling out the Esploro Migration and Configuration Form
  • An explanation of how certain fields are used in Esploro to help you with the mapping process.

Related Documentation 

Additional data elements

This document covers loading Research Assets and their related configuration.  

Organization Units: To load Organization Units, use the format described in Organization Units Data Format.

Researchers: To load Researchers, use the format described in Researchers Data Format.

Historical Usage Statistics: To load usage statistics from your previous Asset Management System, see the guide here: Importing Usage Statistics.

Migration General Overview 

Ex Libris migrates your data into Esploro two times: once as a test load, where you check the migration and provide feedback, and once as the cutover load, after which your data will be live in Esploro and you will stop using your previous Research Management System. 

This document is divided into two areas:

Field Mapping Tab

The following fields are available in the Esploro Migration Field Mapping tab.

ent Description
identifier.doi Asset DOI (Digital Object Identifier) - Use only one.  Format: DOI
identifier.pmid Asset PMID (PubMed ID)- Use only one.  Format: PMID
identifier.pmcid Asset PMCID (PubMed Central ID)- Use only one. Format: PMCID
identifier.ismn Asset ISMN - Use only one, Field is for future use
identifier.issn Asset ISSN - Use only one, not visible in the UI
identifier.eissn Asset EISSN - Use only one, not visible in the UI
identifier.isbn Asset ISBN (International Standard Book Number). Multiple values are allowed. For more information see https://www.isbn-international.org/.
identifier.eisbn Asset Electronic ISBN (International Standard Book Number). Multiple values are allowed. For more information see https://www.isbn-international.org/
identifier.uri Field is for future use
identifier.other Other asset identifier
identifier.handle Asset Handle.Net Identifier. For more information see http://handle.net/
identifier.govtnum Government number
identifier.wos Asset WoS (Web of Science) accession number. For more information see https://images.webofknowledge.com/im...on_number.html.
identifier.scopus Asset Scopus electronic identification.
identifier.arxiv Asset arXiv identifier. For more information see https://arxiv.org/help/arxiv_identifier.
identifier.ark Asset ARK (Archival Resource Key) Identifier. For more information see https://arks.org/e/ark_ids.html.
identifier.sici Asset SICI (Serial Item and Contribution Identifier).
identifier.rno Report number.
identifier.additional01  Additional identifier fields (up to 9 fields)
identifier.additional02  
identifier.additional03  
identifier.additional04  
identifier.additional05  
identifier.additional06  
identifier.additional07  
identifier.additional08  
identifier.additional09  
creator/creatorname Not in use by migration
creator/familyname  
creator/givenname  
creator/middlename  
creator/suffix  
creator/order  
creator/identifier.orcid  
creator/identifier.isni  
creator/identifier.researcherid  
creator/identifier.scopus  
creator/identifier.arxiv  
creator/identifier.era  
creator/identifier.orcid.uri  
creator/identifier.isni.uri  
creator/identifier.researcherid.uri  
creator/identifier.scopus.uri  
creator/identifier.arxiv.uri  
creator/pubmed  
creator/identifierLcnaf Not visible in the UI
creator/identifier.wikidata  
creator/identifier.viaf  
creator/identifier.era.uri  
creator/user.primaryId  
creator/user.barcode  
creator/user.additional  
creator/additionalIdentifiers/entry/key  
creator/additionalIdentifiers/entry/key  
creator/affiliation Free text, repeatable
creator/email  
creator/organization Use when the creator is an organization
creator/role  
creator/isDisplayInPublicProfile  
contributor/contributorname  
contributor/familyname  
contributor/givenname  
contributor/middlename  
contributor/suffix  
contributor/order  
contributor/identifier.orcid  
contributor/identifier.isni  
contributor/identifier.researcherid  
contributor/identifier.scopus  
contributor/identifier.arxiv  
contributor/identifier.era  
contributor/identifier.orcid.uri  
contributor/identifier.isni.uri  
contributor/identifier.researcherid.uri  
contributor/identifier.scopus.uri  
contributor/identifier.arxiv.uri  
contributor/identifier.era.uri  
contributor/pubmed  
contributor/affiliation  
contributor/email  
contributor/identifierLcnaf Not visbile in the UI
contributor/identifier.wikidata  
contributor/identifier.viaf  
contributor/identifier.era.uri  
contributor/user.primaryId  
contributor/user.barcode  
contributor/user.additional  
contributor/additionalIdentifiers/entry/key  
contributor/additionalIdentifiers/entry/key  
contributor/organization  
contributor/role  
contributor/isDisplayInPublicProfile  
geoLocation/latitude  
geoLocation/longitude  
event.name Asset Event Name.  Free text.
event.location  
event.type  
event.number  
event.date The date of the event. YYYYMMDD
link.url  
link.type Use in File and Link type Map
link.description  
link.title  
link.rights Use in Access Rights Map
link.license Use in License Map
link.ownership  
link.order  
link.display_in_viewer Force display of a link using Esploro file viewer. Boolean
title Asset Title (mandatory).  Free text.
title.subtitle Asset Subtitle.  Free text.
title.alternative Asset Alternate Title.  Free text.
title.translated Asset Translated Title.  Free text.
title.other Asset other title. Multiple values are allowed.  Free text.
publisher Asset Publisher.  Free text.
publication.place  
series Asset Series.  Free text.
series.number Asset series volume number.  Free text.
date.presented Asset Date Presented. YYYYMMDD
date.published Asset Publication Date. YYYYMMDD
date.accepted Asset Accepted Date. YYYYMMDD
date.available Asset Available Date. YYYYMMDD
date.collected  YYYYMMDD
date.copyrighted Asset Copyright Date. YYYYMMDD
date.created Asset Creation Date. YYYYMMDD
date.issued Asset Date Issued. YYYYMMDD
date.submitted Asset Submitted Date - for ETDs. YYYYMMDD
date.posted  YYYYMMDD
date.epublished  YYYYMMDD
date.updated Asset Date Updated. YYYYMMDD
date.other Asset Date Other. YYYYMMDD
date.valid Asset Date Validated. YYYYMMDD
date.approved Asset Date Approved - for ETDs. YYYYMMDD
date.completed Asset Date Completed - for ETDs. YYYYMMDD
date.degree Asset Date Degree Awarded - for ETDs. YYYYMMDD
date.application  
date.renewed  
date.defense Asset Date Defended - for ETDs
date.opening  
date.performance  
resourcetype.esploro Mandatory. Use Asset Type Map, column A
subject.esploro Asset research topics, based a on an Esploro pre-defined list.
subject.anzfor/code Field is in use when ANZ research topics is activated for the environment. based on ANZ pre-defined list
subject.ansfor/percentage  
subject.anzseo/code  
subject.anzseo/percentage  
subject.anztoa/code  
subject.anztoa/percentage  
discipline.summon For future use (not yet supported).
keywords Asset additional subjects. Use this field for the default language defined in Esploro. free text
keywordsTranslations/language Use in Language Map
keywordsTranslations/values Use this field for any additional keywords you have in another language
relationship/relationtype Use only for "IsPartof" relation
relationship/relationtitle For example Journal title
relationship/relatedidentifiers/relatedIdentifer  
relationship/relatedidentifiers/relatedIdentiferType  
relationship/relateduri for future use
relationship/epage  
relationship/spage  
relationship/issue  
relationship/article.number  
relationship/volume Asset Volume Number. free text
relationship/part The higher-level asset part. Free-text.
relationship/pages Field is not visible in the UI.
relationship/identifier.eissn  
relationship/identifier.issn  
relationship/identifier.isbn For example Chapter of a book
relationship/identifier.eisbn  
relationship/identifier.doi  
relation/relation.category Valid values are "EXTERNAL" or "INTERNAL". Mandatory for asset to asset relations.
relation/relationType Type of relation to a different asset. Use value from RelationType. Mandatory for asset to asset relations.
relation/relatedIdentifiers List of identifiers related to the asset. Relevant to internal relations only.
relation/relatedTitle Title of the related external asset. Free-text. Mandatory for external relations. Not relevant for internal relations.
relation/relatedDoi DOI of the related external asset. Free-text. Not mandatory for external relations. Not relevant for internal relations.
relation/relatedUrl URL of the related external asset. Mandatory for external relations. Not relevant for internal relations. When using a DOI, make sure to insert a full URL and not only the DOI number.
RelatedIdentifiers/relatedIdentifer Value of the related identifier. 
RelatedIdentifiers/relatedIdentiferType Type of related identifier. Use value from code table RelatedIdentifierTypes
relationship/relatedmetadatascheme for future use
schemeuri for future use
schemetype for future use
nlm.abbrev  
relation.category  
relationTypeWithDesc  
size Asset Size; multiple fields
extent for future use
format Asset Format, Video recording for example
medium for future use
edition Asset Edition
version for future use
accrualpolicy for future use
accrualperiodcity for future use
accrualmethod for future use
openaccess Optional to map / will be calculated by Esploro if empty
Possible values: yes/no/unknown
peerreview Optional to map / will be calculated by Esploro if empty
Possible values: yes/no/unknown
rights for future use
rights.uri for future use
rights.holder for future use
provenance for future use
license use in License Map
copyright Asset Copyright ; Copyright statement.
accessRightsFixedDate for future use
description.abstract Asset Abstract
abstractTranslations/language use in Language map
abstractTranslations/values Asset Abstract in another language
description.methods  
description.seriesinformation  
description.tableofcontents  
description.coverage  
description.audience  
description.educationlevel  
description.instructionalmethod  
description.mediator  
description.technicalinfo  
description.spatial  
description.temporal  
description.other  
description.illustrations  
description.bibliographic  
comment Asset notes fields, displayed in the Portal
language use Language map
fundername Link to Funder
funder.identifier.isni for future use
funder.identifier.grid for future use
funderidentifier.crossref for future use
funderidentifier.other for future use
awardnumber Link to migrated Grant ID
awarduri for future use
awardtitle for future use
conferencename Asset Conference Name
conferencenumber Asset Conference Number
conferencelocation Asset Conference Location
conferencedate Asset Conference Date YYYYMMDD
identifier.pqdt for future use
pages Asset Pages, appear under asset details for certain asset types
etd/degree.grantor Mandatory for ETD
etd/degree.level  
etd/degree.name Mandatory for ETD
etd/degree.program  
etd/degree.discipline  
etd/degree.primarysubject Primary topic for the ETD. Relevant Code Table is ResearchETDTopicsLabels
etd/degree.secondarysubject Secondary topic for the ETD. Relevant Code Table is ResearchETDTopicsLabels
etd/citizenship.author  
etd/diss.type  
etd/provenance  
patent.status  
patent.number  
patent.abbrevnum  
patent.kindcode  
patent.applicationnum  
patent.applicationcode  
patent.agency Agency where the patent was registered. Use value from ResearchOrganizationUnitsNames Code Table
originalRepository/assetId The asset ID from the originating system. Mandatory for migration.
originalRepository/date.submission The submission date from the originating system, if any. Relevant when not using research_originate_id.
originalRepository/repositoryName Name of the repository in which the asset was originally stored. Mandatory for migration
originalRepository/format.date  
originalRepository/coverpage.url  
resource.subtype Esploro asset subtypes. Only relevant for certain asset types. Use value from asset subtypes code table.
grants.note Asset Grant Note
pages.unpaginated  
season.published  
season.degree  
asset.deposit.status  
depositStatusWithDesc  
portal_visibility Should the asset be displayed in the research portal? Valid values are "true" or "false". If the asset is not approved, value should be false
profile_visibility Should the asset be displayed in the researcher profiles? Valid values are "true" or "false". If the asset is not approved, value should be false
subjectAnzToaWithDesc  
local.fields/local.note01 The first local note should be used for the originating asset ID, in order to be able to search for it
local.fields/local.note02 Up to 15 local fields can be managed in Esploro, local fields will appear on the new asset page but will not be indexed for now (in Portal)
local.fields/local.note03  
local.fields/local.note04  
local.fields/local.note05  
local.fields/local.note06  
local.fields/local.note07  
local.fields/local.note08  
local.fields/local.note09  
local.fields/local.note10  
local.fields/local.note11  
local.fields/local.note12  
local.fields/local.note13  
local.fields/local.note14  
local.fields/local.note15  
nationalAssessmentsProfiles Only for Esploro Advanced Contract
nationalAssessmentsProfile/profileCode Only for Esploro Advanced Contract
nationalAssessmentsField/tagName Only for Esploro Advanced Contract
nationalAssessmentsField/value Only for Esploro Advanced Contract
Temporary Data Files  
asset.licenseCode Use in License Map (for asset level)
asset.accessRightPolicyId Use in Access Rights Map (for asset level)
asset.accessRightName  
asset.accessRightDate Asset Access Rights Date - Relevant when access rights is not "open": A date associated with the access rights, such as a fixed embargo date. MM/DD/YYYY
asset.accessRightEmbargo Calculated Field, don’t map
asset.affiliation Repeatable, Use in Affiliation Map for both ETDs and research assets. Mandatory.
asset.affiliationAction For internal use, don’t map
researcher.affiliation Calculated Field, don’t map
researcher.degreeProgram Calculated Field, don’t map
Policy/acceptedDatePolicy Date the deposit policy was accepted. Ex: 20181231 YYYYMMDD
Policy/note Free-text note on the researcher acceptance of the deposit policy.
Policy/policyName Name of the policy that the researcher accepted. Valid values are policy names that appear in the deposit policy configuration table. Ex: ETD-Default
esploroDepositPolicy/policyType Must be "Text".
asset.assetPublicationLanguageName Calculated Field, don’t map
asset.awardingAcademicUnit Free text. Use for external ETDs only
alt.advisor.num.set  
alt.comm.mem.num.set  
linkToExtract/link.url Download URL for the assets files
linkToExtract/link.type Use in File and Link Types mapping table
linkToExtract/link.description  
linkToExtract/link.title  
linkToExtract/link.rights Use in Files Access Rights Map (for file level)
linkToExtract/link.embargoend Embargo end date. Use when file access right is 'embargo'
linkToExtract/link.license Use in License Map (for file level)
linkToExtract/link.ownership  
linkToExtract/link.order  

 

Migration and Configuration Tabs

The following tabs are in two categories

Migration Maps: these tabs should be filled in with values taken from incoming data.  The incoming data is transformed to values that are used in Esploro.  In addition, code tables or mapping tables are generated and loaded.

Configuration: these tabs should be filled in with desired vales for working in Esploro.  They are not related to migrated data.  The tabs are provided to save time so that you do not have to enter the data in the Esploro interface.

Migration Maps

Affiliation Map (Organization Unit)

When your research assets are migrated to Esploro, they can be affiliated automatically with one or more Organization Units, assuming this information is contained in your source data. This is a many-to-one mapping. More than one Source Data value may be mapped to a given Organization Unit, but each Source Data value may be mapped to only one Organization Unit.

In the Incoming column, indicate the value the field in the incoming file. The field used is the field you specified in the Field Mapping tab, line 290, 'asset.affiliation'.  The contents of the mapped field you specified should be listed here in column A. 

In the Organization Unit Code column, indicate the corresponding code of the Organization Unit as it should appear in Esploro. 

Incoming Value: the values in the incoming field that are mapped to the asset.affiliation (organization unit) field in the field mapping tab.

Organization Unit Code: The organization unit code that will be used in Esploro. This must include the code that was used in the Organization Units XML in addition to the institution prefix. For example, if the unit code is unit01 and the institution code is 01ABC_INST. The code to fill out in in this column will be:  unit01___01ABC_INST

Asset Type Map

The Asset type map takes incoming data and maps it to the Esploro field name: resourcetype.esploro.   

Research assets in Esploro must be of a particular "type", for example "Published Journal Article", "Conference Presentation", "Dataset", "Musical Score", "Other", etc. (The list of Esploro asset types is not configurable). The table below is used to assign the appropriate Esploro asset type to your migrated assets based on information contained in the asset metadata.

For more information on Asset types in Esploro, see the Esploro Overview

If you do not wish to migrate an entire record based on the asset type, select 'do.not.migrate.this.record' from the Esploro Asset Type column.  

Asset Type Source value: the values in the incoming field which is mapped to resourcetype.esploro.

Esploro Asset Type: There is a defined list asset types, available in the dropdown box for this column. 

Language Map

The Language map takes incoming data and maps it to the Esploro field name: language.  Esploro uses three-letter language codes to designate the language.

Incoming Language value: the values in the incoming field which is mapped to language.

Esploro Language: There is a defined list of language codes, available in the dropdown box for this column.

Links and Files Access Rights Maps

There are two maps which can be used to map Access rights.  Both take incoming data and maps it to the Esploro field: links/link.rights or linkToExtract/link.rights.

For Links, you can only use the values that are listed in the dropdown box for 'Access Rights Policy Name'.  Therefore, column B (Policy ID) and column D (Description) are not used.

For Files, you can add new values, which means you can define values in column B (Policy ID) and column D (Description).

links.rights incoming value: The values in the incoming field which is mapped to links/link.rights

Policy ID: The Access Rights code if you are defining for Files. 

Access Rights Policy Name: The name of the Access Rights defined in Alma.  For links, the three values are: open, restricted, or institution.

Access Rights Description: Description for the Access Rights if you are defining for Files.

URI: Link to the Access Rights, if relevant.

For more information on configuring Access rights, see Configuring Access Rights and Licenses.

 

License Map

The license map takes incoming data and maps it to the Esploro field: license.  You may optionaly map your license codes into Esploro license codes and also add your own license codes here.

License code source value: The values in the incoming field which is mapped to license.

License code: The code for the license in Esploro.

License name:  The name of the license which is display in the user interface in Esploro.

 

ETD Asset Type Map

The ETD Asset type map takes incoming data and maps it to the Esploro field name: etd/degree.level.

Asset Type Source value: the values in the incoming field which is mapped to etd/degree.level.

Esploro Asset Type: There is a defined list asset types, available in the dropdown box for this column. 

 

Deposit Policy Map

The Deposit Policy map takes incoming data and maps it to the Esploro field: depositPolicy/policyName

Incoming Deposit Policy value: The values in the incoming field which is mapped to depositPolicy/policyName.

Deposit Policy Name: The name of the policy in Esploro.

Policy type: link or text (two possible values)

Store policy on each asset: Yes or No

URL: list the URL if relevant

Contributor Roles Map

The contributor roles map takes incoming data and maps it to two Esploro fields:  contributor/role and creator/role.  The mapping is preserved, meaning if incoming field A maps to contributor/role, then the mapped value is placed in contributor/role.  For assistance on filling out these Esploro values, see Configuring Contributor Types.

Incoming contributor role: The values in the incoming field(s) which are mapped to contributor/role or creator/role.

Contributor role code: The code for the contributor role used in Esploro.

Contributor role description: the description of the contributor role (loaded into the configuration table)

ETD Project type Map

The ETD Project Type map takes incoming data and maps it to etd/diss.type.  For assistance on filling out the ETD (Project) type values, see: Configuring ETD Project Types.  You may also add your own project types which are not migrated.

Incoming project type: The values in the incoming field which are mapped to etd/diss.type.

ETD Type code: The code for the project type in Esploro.

ETD Type Description: the description for the project type in Esploro.

ETD Degree Names Map

The ETD Degree Names map takes incoming data and maps it to etd/degree.name.  For assistance on filling out the ETD Degree names, see: Configuring ETD Degrees. You may also add your owndegree names which are not migrated.

Incoming degree name: The values in the incoming field which are mapped to etd/degree.name.

ETD Degree code: The code for the degree name in Esploro.

ETD Degree Description: the description for the degree  name in Esploro.

Configuration Tabs

File and Link Types

For assistance on filling out this tab, see: Configuring File and Link Types.

Other Settings

For assistance on filling out this tab, see: Configuring Other Settings

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