Configuring the Organization

Last updated
Save as PDF
Share
1. Share
2. Tweet
3. Share

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

This page describes how to configure the organization in Esploro. For information on configuring the various parts of the research information hub see here.

Configuring Research Organizational Units Manually

During implementation, Ex Libris helps you to load your institution's research organizational 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 (Research Management > Organization > Manage Internal Organizations).

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 Organizational Unit Types.
- Code The code of the institution. Once the code has been saved, it cannot be changed.
- Description A free text description about your institution.
- Status
- Include in hierarchical display – For future use. Note that this only displays for sub-units.
Alternate names
- 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.
Funding area/s
- Pivot embedded search – enter the embedded search link from Pivot-RP to display the funding opportunities in the Research Portal when clicking Discover Funding for researchers affiliated with the Organizational Unit.
Identifiers
- Identifier types / identifiers for the institution. Identifier types include:
  - FundRef
  - ISNI
  - HESA
  - UCAS
  - UKRLP
  - OrgRef
  - Wikidata
  - GRID
  - Pivot ID
  - Other
  - Series
  - ROR
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 add sub-units:

Select the Sub-units tab.
If the sub-unit you want to add to exists already, select Edit in the row actions menu for that sub-unit, and then select Sub Menus > Add Sub-unit.
If the sub-unit you want to add does not exist, select Add Sub-unit.
Fill the details and select Save.
You can add a sub-unit to a sub-unit up to six levels deep, including the institution.

To edit sub-units:

Select Edit in the row actions menu for the sub-unit.
Fill the details and select Save.

To disable sub-units:

Select Disable in the row actions menu for the sub-menu.
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.

To delete sub-units:

Select Delete in the row actions list for the sub-menu.
Note that you can only delete a sub-menu if have already deleted all of its sub-units.

Configuring External Research Organizations

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

Esploro's predefined list of external research organizations is updated on a monthly basis with data that is retrieved from the Research Organization Registry (ROR).

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.
Enter the organization details. The Name, Code and Type fields are mandatory.
Select Save.

External research organizations do not have sub-units.

Importing Organizational Units

You can upload all of your organizational units in bulk using an XML file on the Import Organizations page (Research Management > Organization > Import Organizational Units). Do not include the top level unit (the institution) in the file, as this information is maintained internally in Esploro.

If you import research organization units in bulk, any existing configuration will be lost.

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 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 Organizational 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 Administration > Organizations > Organizational Unit Types). For more information about code tables, see Code Tables.

Research Organization Unit Types

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 organizational unit or an external research organization.

The predefined unit types are:

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

Configuring Researcher Positions

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

Organization Positions

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

Importing External Organizations in Bulk

You can import external organizations into Esploro in bulk from other systems (Research Management > Organization > Import External Organizations).

To configure external organizations one at a time, see Configuring External Research Organizations.

Select here for the XSD schema.

Select one of the following XML files to see a sample:

XML file with a target – Used for loading and mapping a new local external organization to an existing external organization from the central external organizations list. Mapping is done based on the external central organization unit’s GRID ID.
XML file with no target – used for creating new local external organizations.

For information about working with the job report, see Viewing Completed Jobs.

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.

To bulk import external organizations manually:

From Import source, select the FTP or File radio button.

Import External Organizations
Do one of the following:
- If you selected FTP: From the FTP connection dropdown menu, select an FTP connection and in the Sub directory text field, type a sub directory name, and click Run.
- If you selected File: From the Upload file field, upload a file from your hard drive and click Run.
  The job is displayed as Running in Running tab of the Monitor Jobs screen.

To schedule a bulk import of external organizations as a recurring job:

In the Job Parameters section, from Status, select Active.
In the Schedule field, select when you want the job to run.
Click Save.

Mapping Local to Central Organization

You can map local external organizations to a central organization unit (Research Management > Organization > Mapping Local to Central Organization).

Local to Central Mapping.png

To configure external organizations, see Configuring External Research Organizations.

When customers have a local version of a central organization unit, they can map it to the central organization unit, using this option. Mapping is useful for sites that intend to integrate with local systems. By mapping their Local Code to a Central Code in Esploro they can import data like grants with a Local Code and match a Central Organization.

To map a local external organization to a central organization unit:

In the Mapping Local to Central Organization mapping table, click Add Row.
Enter the Originating Organization ID and Organization Code for the local organization, followed by the Global ID and Global ID Type of the central organization.

Originating Organization ID - ID in the legacy/third party system
Organization Code - The external research organization code (Research Management > Manage External Organizations > Central)
Global ID - The GRID or ROR ID
Global ID Type - The supported types are GRID and ROR