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    Esploro Overview

    Introduction

    Esploro creates a unified system of records of research outputs, or assets. It widens the scope of data to all research assets through automated capture and deposits, either direct (by a researcher) or mediated (by an administrator). Metadata curation and enrichment make assets easily discoverable through discovery channels and institutional portals.
    Administrators, such as librarians, can manage assets, apply metadata with ease, and collaborate with research offices and with scholars. Research office staff can track publications to ensure compliance with government and funder policies. Esploro can also be leveraged to measure research impact through relevant KPIs and benchmark analysis of individual researchers, of the organization, and across institutions.
    This guide presents the tasks available to administrate Esploro and manage Esploro-related information as an administrator using the Esploro administrator user interface. This guide is intended for the people who will be administrating Esploro and managing Esploro-related information, including research deposits and research assets.
    Esploro must already be installed in your institution. Esploro is based on the Alma platform. While Esploro and Alma share the same database; however, in most cases Esploro and Alma records are separate and do not appear together. All administration tasks described in this document require a valid Alma login. Your user account must have the roles presented in each section to perform the tasks in that section. Only the features relevant for your roles appear in the user interface.
    • Esploro and Alma share the same database and a common administrator user interface. When accessing the administrator user interface as an Esploro manager, you see only those areas of the user interface that are relevant to Esploro. For general information about the user interface, see The Alma User Interface.
    • Some administration and management tasks you must perform in Esploro are the same as the administration and management tasks that you would perform in Alma. For example, to manage an Esploro user, such as a researcher, you must access the Alma user management page. See Editing Users and User Management for more information on adding users, changing passwords, and so forth. Note that you must have the relevant Alma user roles to perform the activities in these areas of Alma. See Alma Administration Tasks Related to Esploro, below, for a list of Esploro-only management tasks that are performed in the Alma areas.

    The Researcher Center

    Esploro's Researcher Center is a dedicated user interface for your institution's researchers to view and edit their profile information, submit new deposits, and view their deposits and assets, along with usage statistics.

    The Research Portal

    New for November!   The Esploro Research Portal is the public user interface that showcases a university's research output and researchers. The Research Portal provides discovery features for access to researchers (their profile/organization) and the database of research output.

    Workflow and Terminology

    Researchers create research outputs, such as books, articles, or conference proceedings, that can be submitted to Esploro's repository. Affiliated researchers are researchers who are currently affiliated with the institution. Non-affiliated researchers are researchers who are external to the institution but have collaborated or co-authored outputs with one or more affiliated researchers.
    Researchers can submit outputs as research assets (or just assets) using a dedicated deposit interface. Alternately, research librarians (administrators) can submit them on behalf of the researcher using the Esploro administrator user interface (admin UI). While assets are in the process of submission (before they are approved), the assets are known as research deposits (or just deposits). When an administrator submits an asset on behalf of a researcher, the deposit is called a staff-mediated research deposit.
    Esploro also uses an automated processes to capture research outputs deposited to other repositories. Esploro identifies these outputs as published by the faculty, captures the metadata associated with them, and adds them to the repository, thus reducing the workload on administrators and faculty. These assets are known as imported assets.
    The researcher who made the deposit, or for whom an administrator made the deposit, is the asset owner. The owner and other researchers who are authors of the asset are called creators. Any other people or organizations associated with the creation of the asset are called contributors.
    In Esploro, assets include research asset metadata (or just metadata), which contains information about the asset, and optionally contain the digital files that hold the actual research output (or links to them). The metadata includes access rights, license information, asset description, and so forth.
    Assets are associated with researchers, as well as with specific departments in the institution, called research organization units (or just organization units). Example units might be the institution, a specific school, department, faculty, or group.
    Assets can be associated with other assets using relationships. For example, one asset may be derived from another asset, or be the source code to another asset.
    Each researcher, organization unit, asset, and deposit can also be associated with specific areas of research, or research topics. A large list of research topics are predefined, but you can add your own when submitting or editing an asset. Areas of research that you add are called subjects. 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.
    A grant is money or other funding provided by an organization to assist in creating an asset. A researcher who is awarded a grant is known as an investigator. Assets or investigators can be associated with multiple grants, and grants can be associated with multiple assets or investigators. A grant is associated with a single organization, but an organization can be associated with multiple grants. Esploro enables you to manage information about grants and associate grants with assets and/or researchers, mostly for reporting purposes in Esploro Analytics.
    By default, deposits are not immediately publicly available in Esploro. These assets are in Submitted status when not assigned to an administrator, or Under Review otherwise. Esploro creates a task for each deposit on behalf of the institute. Deposits can be assigned to a specific administrator to work on. The administrator evaluates the deposit, communicates with the researcher and adds or corrects information to the deposit, as required, before approving the deposit. Alternately, the administrator can return the deposit for more information or corrections (in which case the researchers can resubmit the deposit) or delete the deposit. Once approved, the task is removed and the asset becomes a public part of the repository. If a deposit is deleted, the asset is removed from Esploro. Note that the administrator can continue to limit access to the asset in various ways.
    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.
    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.
    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.
    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 Alma users: an administrator adds the person as an Alma 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 Alma 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.

    Research Organization Units

    Research organization units are academic departments and sub-units that specify the general or specific area under which a paper or work was produced. For example, a research organization unit might be English Literature Department, a sub-unit of the Humanities faculty.
    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.

    Digital Object Identifier (DOI) Registration

    For an introduction to DOIs, see the Overview in the DOI Handbook.

    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.

    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 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.

    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.

    Esploro User Roles

    The following user roles are available for Esploro users:

    Esploro User Roles
    Role Accessible Components Description
    Configuration Manager
    • Research configuration
    • General configuration (to configure integration profiles)
    • Admin – Monitor jobs
    • Analytics – Subscribe to analytics
    • Research – Manage and run research import profiles
    Access all Esploro-related configuration areas.

    Manage organizations

    New for November!

    • Organization Management (Research main menu)
      • Organization Academic Units
      • External Research Organizations

    Manage internal and external organization units.

    Research Assets Curator
    • Admin – Manage users (read only) and sets
    • Analytics – Subscribe to analytics
    • Research – View and edit assets, manage deposits (not including the assigned to others tab)
    • (New for November!) Organization Management – External Research Organizations (with the Manage External Organizations privilege)
    Manage research deposits and assets.
    Research Assets Manager
    • Admin – Manage users (read only), sets, import and publishing profiles and jobs
    • Analytics – Subscribe to analytics
    • Research – Manage assets, deposits (all assignment tabs) and grants
    • (New for November!) Organization Management – External Research Organizations (with the Manage External Organizations privilege)
    Manage research deposits and assets, including assigning deposits to curators
    Research Observer
    • Analytics – Subscribe to analytics
    • Research – Manage assets and deposits (read only)
    View-only access to research deposits and assets.
    Researcher Manager
    • Admin – Manage users and manage sets
    • Analytics – Subscribe to analytics
    • Research – Manage researchers
    Manage researchers.

    Research Asset Categories and Types

    A research asset may have one of the following categories.

    Research Asset Categories and Types
    Category Code Types Notes
    Conference conference
    • Conference Paper
    • Conference Poster
    • Conference Presentation
    • Conference Program
    • New for September! Poster - A poster other than a conference
    • Presentation - A presentation other than a conference
     
    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
     
    Dataset dataset
    • Dataset
     
    ETD etd
    • ETD doctoral
    • ETD graduate
    • ETD undergraduate
    Is submitted using a distinct process.
    External ETD etdexternal
    • External ETD doctoral
    • External ETD graduate
    • External ETD undergraduate
    Is submitted using a distinct process.
    Interactive Resource interactiveResource
    • Blog
    • Podcast
    • Virtual reality environment
    • New for September! Webinar
    • Website
     
    More other
    • Map
    • Model
    • Other
     
    Posted Content postedContent
    • Accepted manuscript
    • Preprint
    • Working paper
     
    Publication publication
    • Abstract
    • Annotation
    • Bibliography
    • Book
    • Book chapter
    • Conference proceeding
    • Dictionary entry
    • Edited book
    • Editorial
    • Encyclopedia entry
    • Journal article
    • Journal issue
    • Letter
    • Magazine article
    • Newsletter article
    • Newspaper article
    • Report
    • New for November!   Review
    • Technical documentation
    • Translation
     
    Software software
    • Code
    • Workflow
     

    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.

    The Esploro Administrator User Interface

    The Esploro Administrator User Interface is the same as the Alma user interface. For more information on this interface, see The Alma User Interface. Additional or changed features are described in the following sections.

    Researcher Information Icon

    The researcher information icon is similar to the User Information Icon, but contains the researcher's affiliations.

    researcher_information_icon.png

    Researcher Information Icon

    Alma Administration Tasks Related to Esploro

    Since Esploro is based on the Alma platform, some administration tasks specifically related to Esploro must be performed in the Alma areas of the UI. These are:

    • Managing administrator roles – Although you manage researchers on the Find and Manage Researchers page (see Managing Researchers), Esploro administrators are managed on the Find and Manage Users page in Alma. See Managing User Roles.
    • Managing address information for research-related institutes – Institutes can have contact information specific for Esploro-related communication. See Configuring Institution/Library Contact Information.
    • Managing Esploro-related letters – Letters may be sent to researchers or libraries after various events occur in Esploro. See Configuring Alma Letters. You can manage whether a user receives these letters while managing the researcher or the user record.
    • Managing Esploro-related sets – You can create and manage sets of research assets and researchers. Sets are used for running jobs on multiple records and for publishing. See Managing Search Queries and Sets.
    • Configuring the Users integration profile (SIS) for Esploro – You can configure whether the Student Information System is sending only user information, researcher information, or both, as well as which fields are included in the file. See Student Information Systems.
    • Importing files for sets of assets – See the Import Research Assets Files job in Running Manual Jobs on Defined Sets.
    • Deleting and purging users – A researcher associated with an asset or grant cannot be deleted on the Find and Manage Users page in Alma. When using bulk deletion (see Purging Users), affiliated researchers that are associated with assets or grants and that will be purged by the Purge Users job become non-affiliated researchers. Some of their user information is retained, including name, IDs, emails, and other non-affiliated researcher fields.
    • User identifiers related to Esploro appear in the User Identifier Types code table; see Managing User Identifiers. Esploro related identifiers include LCNAF (Library of Congress Name Authority File Number), ORCID, Researcher ID, and Wikidata, and VIAF.
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