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    Esploro Glossary of Terms and Basic Concepts

    This page gives a glossary of basic concepts and terms in Esploro. For a video describing the terminology and data model in Esploro see here. For a quick guide showing how to access the most common Esploro features and where to get more information on them, see here. For the basic Esploro workflows see here.

    Esploro Glossary of Terms

    Esploro Terminology
    Term Description
    Admin UI The Esploro administrator user interface.
    Asset A research output from a researcher. The asset includes metadata about the asset, as well as either the digital files that comprise the output or links to the output.
    Asset category A conceptual category associated with a research asset  See Research Asset Categories and Types.
    Asset metadata The information part of an asset that describes the research asset and contains its status and other information.
    Asset Type The specific type of research asset, such as Journal Article, Book Chapter, or Dataset. Asset types are grouped by asset category  See Research Asset Categories and Types.
    Contributor Any person or organization, other than creators, who contributes to a research asset.
    Creator The owner and any other person who is considered the author or creator of the asset.
    Deposit A research asset before it is approved to be part of Esploro's repository (status Draft, Submitted, or Returned).
    DOI Digital Object Identifier, used to identify resources and the entities that register them. For registering DOIs see here.
    ETD Electronic Theses and Dissertations
    External ETD An ETD created in association with an institution or organization other than the local one.
    External organization unit A research organization unit that is external to the institution.
    Funder The organization that funds a grant. In Esploro, funders are selected from external research organizations.
    Funder agency A sub-unit of a funder. In Esploro, funders are selected from external research organizations.
    Grant Money or other funding provided by an organization to assist in creating an asset.
    Handle You can add persistent identifiers, called handles, to assets that allow them to be located in case the URL of the asset changes. For adding handle identifiers see here.
    Investigator A researcher who was awarded a grant.
    Originating system ID When importing assets, this is the ID of the asset from the originating system.
    Owner The researcher who deposits an asset, or for whom an administrator deposits an asset.
    Publishing profile A configuration that either immediately publishes a set of research assets, schedules a set of research assets to be published, or provides a means to publish a set of research assets on demand.
    Relationship A connection between two assets, such as one being a part of another.
    Research organization unit The specific area within an organization under which a researcher is submitting a research asset, or with which a researcher is affiliated. The unit may be associated with the researcher and/or the asset. An example of a research organization unit might be English Literature Department, a sub-unit of the Humanities faculty.

    In Esploro, research organization units are configured as a tree structure. The top level is your institution, with sub-units and sub-units of sub-units as required, up to 6 levels.

    Repository An institution's collection of assets.
    Research topic The subject of the research asset, such as Biology or History. See Research Topics. For the Australia/New Zealand region, you can ask Ex Libris to enable ANZ research topics (Fields of Research and Socio-Economic Objectives) in place of the default topics.
    Researcher A person who creates or contributes to a research asset. In Esploro, an institution's researchers must also be users: an administrator adds the person as a user and then tags the person as a researcher, adding information relevant for their researcher role. Alternatively, an administrator can upload researchers in bulk, adding them as users and researchers simultaneously.
    Researcher Proxy A person (who may or may not be a researcher) who manages the assets of another person (who is a researcher).
    Staff-mediated research deposit A deposit submitted on behalf of a researcher by an administrator.
    Subject A research topic added by the user.

    Digital Object Identifier (DOI) Registration

    For an introduction to DOIs, see the Overview in the DOI Handbook. For DOI integration see DOI Integration. For registering DOIs when working with research deposits see here.

    For a video showing how to create a DOI see here.

    Esploro can mint DOIs on behalf of your institution, acting as a go-between for you and a DOI registration agency. Currently, Esploro provides this service for institutions that work with DataCite and CrossRef. You must have an account with one of these sites. We are currently integrated with DataCite and CrossRef, and we provide all their required fields. See the DataCite and CrossRef schema pages for more details.

    DOIs include two parts: a prefix representing your institution, assigned to you by the agency, and a suffix that uniquely identifies a resource.

    After configuring the institution's DOI format, then, when adding assets / deposits to Esploro:

    • You can add an already registered DOI to the asset. No information is exchanged between Esploro and the DOI registration agency, since the DOI is already registered.
    • You can reserve DOIs and define and edit on which asset category / type to make a registration without staff assistance. Staff must enable this feature for researchers.
    • You can ask Esploro to generate a DOI. The generated DOI is reserved for the asset, after which you can then ask Esploro to register the DOI with the registration agency, This process happens automatically and Esploro notifies you on success or failure.

    Esploro interfaces directly with DOI registration agencies to register and update DOIs. A nightly job updates the DOI registration agencies with changes to your assets.

    When you register a DOI and a dataset does not include a file or a link to content, a warning is displayed that the dataset does not have one and prompts you to cancel the registration.

    Unapproved deposits cannot be registered (Register DOI) until the approval process is complete. 

    Migrating DOIs to Esploro: As part of your migration to Esploro, any DOIs that you previously have registered with DOI registration agencies, but want to migrate to Esploro, will be handled in two stages:

    1. Assets with DOIs that are intended to be managed using Esploro are flagged (this is done in coordination with the Ex Libris implementation team). Migrating the DOIs (updating the DOI registration agencies to point to Esploro) occurs in the next step, which might occur at a later time.
    2. When configured to do so (see Configuring DOI Agencies), Esploro updates the DOI registration agencies with the migrated assets that were flagged in step 1 and removes the flags from the assets.

    Adding Handle Identifiers

    You can add persistent identifiers, called handles, to assets that allow them to be located in case the URL of the asset changes. These Handles resolve using CNRI’s Handle.Net system. Before you can add handles to assets, your institution must be registered in the Handle.Net registry from where it receives a unique prefix code to add to all of the institution's handles. A registered institution in Handle.Net is referred to as a Naming Authority. In addition, you must download and install the Handle.Net handles sever to use this integration

    The handle identifier consists of the institution's prefix as well as a suffix which can consist of a fixed element for all the institutions handles and a sequential number, unique to that handle. For example, in the handle 10536/DRO/DU:30028653, 10536/DRO/ is the prefix, DU: is a fixed part of the suffix, and 30028653 is the sequential number unique to the handle.

    Handles can be added manually to each asset or in bulk using a scheduled job. In either case, before you can add a handles to an asset, you must configure your Handle information in Esploro (Configuration > Repository > Integrations > Handle Server Integration). Indicate your institution's unique prefix, a fixed element of the suffix if desired, and the number with which to begin the sequential numbering.

    For more information, see Configuring Handle Server Integration.

    To automatically add a handle to an asset:

    Run the Esploro register handles job. For more information, see Research Jobs Configuration. The job performs the following actions:

    • Adds handles to approved assets that do not have a handle yet.
    • Registers the handles on the Handle server.
    • Removes handles from the Handle server for deleted assets.
    To manually add a handle to an asset:
    1. Add a handle identifier to an asset from the Handle field in the Asset Details section when adding or editing assets. You can enter a handle identifier manually or select the Generate Handle PID button to add one automatically.

      For more information on adding handle identifiers to assets, see the Asset Details section on the relevant Adding Staff-Mediated Research Deposits - Publication page.

    2. Export the handle identifiers to the Handle server. There are two options for this:
      1. Run the Export Esploro Handles job is a Publishing Profile (Repository > Publishing > Manage Publishing Profiles) and includes an option to schedule it in addition to running it manually. Esploro automatically collects all approved assets with handles in the Approved Handles for Export set. Run the job on this set to place the handle information and URL mapping on an FTP server from where the handle server can upload it.
      2. Esploro hosts a handle server for customers to use and register handles to without the need to export the handles information to a locally installed handle server for registration. When a unique identifier is created for an asset, it can be registered directly to the handle server without running a job. To register the handle, select Register Handle from the asset's row actions menu on the Research Assets list. To enable this feature, contact Ex Libris Customer Support.

      For information on configuring the parameters of this job, see Export Esploro Handles.

    Esploro User Roles

    To view Esploro user roles, see User Roles - Descriptions and Accessible Components.

    Research Asset Categories and Types

    New assets added to Esploro are called deposits. After being approved they become Esploro assets. For information on adding and working with assets in Esploro see here.

    A research asset may have one of the following categories.

    Research Asset Categories and Types
    Category Code Types Type Code Notes
    Conference conference
    • Conference Paper
    • Conference Poster
    • Conference Presentation
    • Conference Program
    • Poster - A poster other than a conference
    • Presentation - A presentation other than a conference
    • conference.conferencePaper
    • conference.conferencePoster
    • conference.conferencePresentation
    • conference.conferenceProgram
    • conference.eventposter
    • conference.presentation
    Creative Work creativeWork
    • Choreography
    • Dance
    • Design and architecture
    • Drama
    • Essay
    • Exhibition catalog
    • Fiction (novel, short story)
    • Film
    • Musical composition
    • Musical performance
    • Musical score
    • New media
    • Non-fiction
    • Other creative work
    • Painting
    • Poetry
    • Script
    • Sculpture
    • Set design
    • Theater
    • creativeWork.choreography
    • creativeWork.designAndArchitecture
    • creativeWork.drama
    • creativeWork.essay
    • creativeWork.exhibitionCatalog
    • creativeWork.fiction
    • creativeWork.musicalComposition
    • creativeWork.musicalPerformance
    • creativeWork.musicalScore
    • creativeWork.newMedia
    • creativeWork.nonFiction
    • creativeWork.other
    • creativeWork.painting
    • creativeWork.poetry
    • creativeWork.script
    • creativeWork.sculpture
    • creativeWork.setDesign
    Dataset dataset
    • Dataset
    • dataset.dataset
    ETD etd
    • ETD doctoral
    • ETD graduate
    • ETD undergraduate
    • etd.doctoral
    • etd.graduate
    • etd.undergraduate
    Is submitted using a distinct process.
    External ETD etdexternal
    • External ETD doctoral
    • External ETD graduate
    • External ETD undergraduate
    • etdexternal.doctoral_external
    • etdexternal.graduate_external
    • etdexternal.undergraduate_external
    Is submitted using a distinct process.
    Interactive Resource interactiveResource
    • Blog
    • Podcast
    • Virtual reality environment
    • Webinar
    • Website
    • interactiveResource.podcast
    • interactiveResource.virtualRealityEnvironment
    • interactiveResource.webinar
    More other
    • Map
    • Model
    • Other
    • other.model
    • other.other
    Patent patent
    • Patent
    • patent.patent
    Posted Content postedContent
    • Accepted manuscript
    • Preprint
    • Working paper
    • postedContent.acceptedManuscript
    • postedContent.preprint
    • postedContent.workingPaper
    Publication publication
    • Abstract
    • Annotation
    • Bibliography
    • Book
    • Book chapter
    • Book review
    • Conference proceeding
    • Dictionary entry
    • Edited book
    • Editorial
    • Encyclopedia entry
    • Journal article
    • Journal issue
    • Letter
    • Magazine article
    • Newsletter article
    • Newspaper article
    • Report
    • Technical documentation
    • Translation
    • publication.abstract
    • publication.annotation
    • publication.bibliography
    • publication.bookChapter
    • publication.bookReview
    • publication.conferenceProceeding
    • publication.dictionaryEntry
    • publication.editedBook
    • publication.editorial
    • publication.encyclopediaEntry
    • publication.journalArticle
    • publication.journalIssue
    • publication.letter
    • publication.magazineArticle
    • publication.newsletterArticle
    • publication.newspaperArticle
    • publication.technicalDocumentation
    • publication.translation
    Software software
    • Code
    • Workflow
    • software.code
    • software.workflow
    Teaching and Learning teaching
    • Activity
    • Assignment/exercise
    • Case study
    • Course workbook
    • Demonstration
    • Flashcards
    • Lecture
    • Manual
    • Other Learning objects
    • Outline
    • Question bank
    • Study guide
    • Syllabus
    • Textbook
    • Tutorial
    • Workbook
    • teaching.activity
    • teaching.assignment
    • teaching.casestudy
    • teaching.coursemodule
    • teaching.demonstration
    • teaching.flashcards
    • teaching.lecture
    • teaching.manual
    • teaching.other
    • teaching.outline
    • teaching.questionbank
    • teaching.studyguide
    • teaching.syllabus
    • teaching.textbook
    • teaching.tutorial
    • teaching.workbook

    Research Asset Statuses

    A research asset may have one of the following statuses.

    Research Asset / Deposit Statuses
    Status Deposit Description
    Draft Yes Saved, but not yet submitted for approval.
    Submitted Yes Submitted and waiting for approval.
    Under Review Yes Assigned to an administrator for review and/or approval.
    Returned Yes Returned to the submitter for corrections or clarifications.
    Approved No Approved. No longer considered a deposit.
    Imported No Imported from an import profile.
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