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    Configuring the Organization

    To configure Esploro, you must have the Configuration Manager role.

    Configuring Research Organization Units

    This section describes how to configure the institution's research organization units one at a time. During implementation, Ex Libris helps you to load your institution's research organization units in bulk. For more information, see Importing Research Organization Units in Bulk.
    You can configure research organization units on the Organization Academic Unit Details page (Configuration Menu > Research > Organization > Organization Academic Units).
    academic_unit_details.png
    Organization Academic Unit Details Page
    The initial section you see on this page is the name of your institution, which is the top level organization unit. However, the page available to configure each sub-unit is exactly the same as the one available to configure the top level unit. For the top level unit / each sub-unit, enter the following information and select Save.
    • General Details
      • A name (Name) for the institution. This value is mandatory and is pre-filled (with your institution name at the top level, or with a code when you create a new unit).
      • The type of entity (Type). Select the type that most closely matches your institution. The type has no functional effect. To configure this list, see  Configuring Research Organization Unit Types.
      • The code for the unit cannot be changed.
      • Description. A free text description about your institution.
      • New for August! Status
      • New for August! Include in hierarchical display – For future use.
    • Alternate Name
      • Alternative names for the institution.
    • Research area/s
      • Research areas to apply to this unit: when editing the top-level unit, this is the institution. The list is predefined by Ex Libris. Note that sub-units of the institution can have their own list of research areas, including areas not defined at a higher level.
    • Identifiers
      • Identifier types / identifiers for the institution. Identifier types include:
        • FundRef
        • ISNI
        • HESA
        • UCAS
        • UKRLP
        • OrgRef
        • Wikidata
        • GRID
        • Pivot ID
        • Other
    • Address / Email / Phone numbers / Websites
      • Enter contact information in the fields in these areas.
    • Email suffixes
      • Domains associated with this specific unit or sub-unit.
    To configure sub-units, select the Sub-units tab and edit or add a sub-unit (Add sub-unit). When adding or editing a sub-unit, enter information as described above for the institution. You can add a sub-unit to a sub-unit (up to six levels deep) when you edit a sub-unit (select Edit in the row actions list for the sub-unit).
    New for August! You can disable a sub-unit (select Disable in the row actions list). Disabled sub-units cannot be associated with assets or researchers, but they continue to appear with any assets or researchers with which they are already associated. You can filter the list of sub-units by Active or Deactivated.
    You can delete a sub-unit (select Delete in the row actions list) only if you have already deleted all of its sub-units.

    Configuring External Research Organizations

    You configure locally-defined external research organizations, or view Esploro's predefined list of external research organizations, on the External Research Organizations page (Configuration > Research > Organization > External Research Organizations).
    find_and_manage_external_organizations.png
    Find and Manage External Organizations

    On the Central tab you can view all of Esploro's predefined external research organizations. Use the filters to search for a specific organization name or type.

    On the Local tab, you can add, edit, view, or delete locally-defined external research organizations.

    To add a locally-defined external organization, select Add External Organization and follow the steps described in Configuring Research Organization Units. External research organizations do not have sub-units.

     

    Importing Research Organization Units in Bulk

    To configure units one at a time, see Configuring Research Organization Units.
    If you import research organization units in bulk, any existing configuration will be lost.
    You can upload all of your organization units in bulk using an XML file on the Import Organizations page (Configuration Menu > Research > Organization > Import Organizations). Do not include the top level unit (the institution) in the file, as this information is maintained internally in Esploro.
    Select here for the XSD schema. Select here for a sample XML file.
    For information about working with the job report, see Viewing Completed Jobs in the Alma documentation.
    In the XML file, the country must be a three-letter country code. See https://en.wikipedia.org/wiki/ISO_3166-1_alpha-3 for the list of these codes.

    Configuring Researcher Positions

    You can configure researcher positions available when managing researchers and their organization unit affiliations on the Organization Positions code table (Configuration Menu > Research > Organization > Organization Positions). See Managing Researchers. For more information on code tables, see Code Tables in the Alma documentation.

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    Organization Positions

    You can add, remove, enable/disable, or reorder the positions on this page. Positions are for informational purposes, only.

    Configuring Research Organization Unit Types

    You can configure research organization unit types (assigned to research organization units and external organizations) on the Research Organization Unit Types code table (Configuration > Research > Organization > Research Organization Unit Types). For more information about code tables, see Code Tables in the Alma documentation.

    research_organization_unit_types.png

    Research Organization Unit Types Code Table

    You can add, edit, delete, enable or disable types. You can select the default type, and reorder how the types appear, in the drop-down list when adding or editing an organization unit or an external research organization.

    The predefined unit types are:

    • University
    • Faculty
    • School
    • College
    • Department
    • Other
    • Research center
    • Library
    • Administration
    • Service
    • Institute
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