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    Configuring the Organization

    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 organizational units on the Organizational Units page (Research Management  > Organization > Manage Organizational Units).
    Organization academic unit details.
    Organizational Units Page
    For details on working with organizational units see Working with Organizational 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:
    1. Select Add External Organization.
    2. Enter the organization details. The Name, Code and Type fields are mandatory.
    3. 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 for the list of these codes.

    Configuring Organizational Unit Types

    You can configure organizational unit types by navigating to Configuration > Research Administration > Organizational Unit Types. For additional informatin, see Working with Organizational Units.

    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 for the list of these codes.
    To bulk import external organizations manually:
    1. From Import source, select the FTP or File radio button.

      Import External Organizations.png

      Import External Organizations
    2. 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:
    1. In the Job Parameters section, from Status, select Active.

      Loaders_Job Parameters.png

    2. In the Schedule field, select when you want the job to run.
    3. 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:
    1. In the Mapping Local to Central Organization mapping table, click Add Row.
    2. 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.

      Add Row to Local-Central Mapping.png

    • 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
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