Skip to main content
ExLibris
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Managing Research Deposits

    A user must have one of the following roles to manage research deposits:
    • Research Assets Curator
    • Research Assets Manager (can delete and assign deposits)
    • Research Observer (view only)

    Before managing research deposits, ensure that your administrator has configured research organization units and researchers. See Configuring Research Organization Units and Managing Researchers.

    For information on the deposit workflow, see Workflow and Terminology.

    Adding Staff-Mediated Research Deposits

    Researchers can add research deposits themselves in the Researcher Center; for more information, see The Researcher Center.
    An administrator can add staff-mediated research deposits one at a time on the Deposit Research Asset page (Research > Deposit > Deposit Research Asset) or by selecting Add Deposit on the Research Deposits page (Research > Deposits > Manage Research Deposits). To add research assets in bulk, see Adding Research Assets in Bulk.
    To add an electronic thesis or dissertation, see Adding Electronic Theses and Dissertations (ETD) Deposits.
    new_deposit_page_1.png
    Deposit Research Asset Page
    This page is the first page of a wizard.
    To add a new staff-mediated deposit.
    1. On the Deposit Research Asset page, optionally enter or select the name of one of the researchers in Deposit for. You will be able to add additional names later in the process. If you select a researcher, select whether this researcher is a Creator or Contributor for the deposit.
    2. Select the organization academic unit (mandatory).
    3. In Asset type, select the deposit type (mandatory). Note that you can change the asset type at a later time.
    4. After selecting the type, additional fields that are relevant to the selected type appear. Enter as much information as you can in the fields that appear. Esploro copies the values that you enter to the next step of the wizard.
      Research Deposit Fields
      Category > Type Fields
      Conference > <any> none
      Publication > Book
      • DOI
      • ISBN
      Publication > Book chapter
      • Chapter DOI
      • Book DOI
      • ISBN
      Publication > Conference proceeding
      • DOI
      • PMID
      Publication > Journal article
      • DOI
      • PMID
      any other type
      • DOI
    5. Using the Files area, upload the file containing the research output (if any). You can upload additional files or add links to external sites in the next page of the wizard.
    6. Select Next. Page 2 of the wizard appears. If a match was found in Ex Libris' Summon Index based on the information you made in the previous step or the metadata within the file that you uploaded, then some of the fields on this page are prefilled. These fields are marked with a blue background and border.
    7. Enter or configure the information, according to the asset category and type. See the following pages:
      If you save the page as a draft and return to work on the deposit, select Contact Researcher to send an email message to the researcher in order to ask for more information or clarify any issues. When you first create a deposit, the action Contact Researcher does not appear on the page.
    8. When you are done, submit the deposit to the research repository: select the page action Approve to save as an asset (already approved, so it does not become a deposit; when editing the deposit, approving the deposit changes the deposit to be an asset), or Save Draft to save as a deposit and mark it as Draft. On approval, an email is sent to the asset's researchers (who have not opted out). Drafts can be managed on the Research Deposits page (see Managing Research Deposit Using the Research Deposits Page).

    Adding Electronic Theses and Dissertations (ETD) Deposits

    You add staff-mediated ETD deposits on the Deposit ETD page (Research > Deposits > Deposit ETD). You can add an ETD that was written in association with the current institution (a local ETD) or one that was written in association with another institution (external ETD).

    deposit_etd.png

    Deposit ETD

    This page is the first page of a wizard.

    Adding a Local ETD

    You can add a local ETD for an existing student or create the student in Esploro while adding the ETD. Students created during this process do not become existing users in the institution; they are added as metadata to the ETD.

    To add a staff-mediated ETD deposit:
    1. On the Deposit ETD page (see above), select ETD (Awarded by institution) and select Next. The Deposit (Local) ETD page, page 2 of the wizard, appears.

      deposit_local_etd.png

      Deposit (Local) ETD Page
    2. Select Existing Student to add the deposit for an existing student or select Create Student to manually add a student name to the ETD.
    3. If you selected Existing Student, enter or select the name of the student in Deposit for (mandatory). You can enter any name you want in this field and do not have to select a registered student.

      If you selected Create Student, enter the first, middle (optional), and last name of the student.

    4. Select the ETD asset type (mandatory), one of:
      • ETD-Doctoral
      • ETD-Graduate
      • ETD-Undergraduate
    5. Select Next. Page 3 of the wizard appears.
    6. Enter or configure the asset details. See Adding Staff-Mediated Research Deposits - ETD.
    7. When you are done, submit the deposit to the research repository: select the page action Approve to save as an asset (already approved, so it does not become a deposit), or Save Draft to save as a deposit and mark it as Draft. Drafts can be managed on the Research Deposits page (see Managing Research Deposit Using the Research Deposits Page).

    Adding an External ETD

    You can add a local ETD for an existing student or create the student in Esploro while adding the ETD. Students created during this process do not become existing users in the institution; they are added as metadata to the ETD.

    To add a staff-mediated ETD deposit:
    1. On the Deposit ETD page (see above), select External ETD (Awarded by another institution) and select Next. The Deposit (External) ETD page, page 2 of the wizard, appears.

      deposit_external_etd.png

      Deposit (External) ETD Page
    2. Select the student to associate to the deposit (mandatory). You can enter any name you want in this field and do not have to select a registered student.
    3. Select the ETD asset type (mandatory), one of:
      • ETD-Doctoral (External)
      • ETD-Graduate (External)
      • ETD-Undergraduate (External)
    4. Select Next. Page 3 of the wizard appears.
    5. Enter or configure the asset details. See Adding Staff-Mediated Research Deposits - External ETD.
    6. When you are done, submit the deposit to the research repository: select the page action Approve to save as an asset (already approved, so it does not become a deposit), or Save Draft to save as a deposit and mark it as Draft. Drafts can be managed on the Research Deposits page (see Managing Research Deposit Using the Research Deposits Page).

    Managing Research Deposits Using the Research Deposits Page

    You edit, delete, or approve research deposits on the Research Deposits page (Research > Deposits > Manage Research Deposits).
    research_deposits.png
    Research Deposits Page
    You also reach this page when searching for research deposits (see Searching in Esploro). You can also reach this page by selecting one of the Research Deposits tasks in the tasks list. For more information, see Tasks in the Task List in the Alma documentation. One of the tabs or filters on the page may be pre-selected, depending on which task you selected.
    The Research Deposits page displays a record list of research deposits, including direct deposits (created by researchers in the Researcher Center) and staff-mediated deposits (created by administrators in Esploro); for more information about record lists, see Record Lists in the Alma documentation. For information about the tabs that appear beneath each result, see Viewing Additional Asset Details .
    An administrator with the Research Assets Manager role can assign research deposits to other administrators. For information about the tabs on this page, see Assigned To Me, Unassigned, and Assigned to Others Tabs in the Alma documentation.
    You can perform the following actions on one or more deposits on this page:
    • View additional details about the deposit in the tabs beneath each deposit. See Viewing Additional Asset Details .
    • Add a new staff-mediated research deposit – Select Add deposit. See Adding Staff-Mediated Research Deposits.
    • Assign / unassign a research deposit – Select one or more deposits and select Assign Selected > Assign to to assign the deposits to a specific administrator or Assign Selected > Release assignment to unassign the deposits. Alternatively, to assign or unassign a single deposit, select Assign to or Release assignment in the row actions list for that deposit. When assigning deposits to a specific administrator, you can select to send a notification email to that administrator (see note, below).
    • Approve the deposit – Edit a deposit and select Approve. The asset is now part of the repository and discoverable, depending on its access rights policy.
    • Edit a research deposit – Select Edit in the row actions list for that deposit.

      When editing a deposit, the details page includes two tabs: Asset, which includes the asset details, and Notes. In the Notes tab you can view certain events that occurred with the deposit, and you can add, edit, and delete notes.

      edit_asset_with_tabs_highlights.png

      Edit Asset
    • Change asset type – Change the asset category and/or type (not available for an ETD). When you select this action, the Change asset type pane appears. Select the new category and type and select Change to save your changes. You can also select Change and open in the generic form to immediately edit the asset.

      change_asset_type.png

      Change Asset Type Pane
      When you change as asset type, some settings may not appear when you edit or view the asset if these settings are not relevant to the new type. Nevertheless, these settings are retained in the asset's metadata. You can view and/or edit these settings in the generic form.
    • Edit in generic form – Edit the asset in the generic form (not available for an ETD). See Adding Staff-Mediated Research Deposits - Generic. See the above note.
    • Link ETD to a researcher (ETD only) – Use this action to link an existing local student or researcher to the ETD. If the ETD is already linked to an existing local student or researcher, you can select Unlink ETD to a researcher.
    • View a research deposit's file – Select View Files in the row actions list, or View File for any file in the Files tab, to open the Viewer to view all files.
    • Register the research deposit's DOI – When configured by an administrator, Esploro auto-generates a DOI for a deposit. Select Register DOI in the row actions list and select Confirm in the confirmation dialog box to have Esploro attempt to register the deposit's DOI with a DOI agency. If mandatory information is missing, Esploro notifies you to enter this information before you can register the DOI. For Crossref registration, the status of the registration request may be pending in CrossRef, in which case any changes to the status are sent by email to the email address that is configured for Crossref. For more information, see Digital Object Identifier (DOI) Registration and Configuring DOI Agencies.
    • Return a research deposit (direct deposit only) – Select Return in the row actions list for that deposit. The status of the deposit changes to Returned and an email is sent to the researchers with the reason and an optional note. The researchers should make corrections or add additional information and resubmit the deposit.
    • Delete a research deposit (Research Manager only) – To delete a deposit without sending an email, select Delete in the row actions list.
    When working with in a sandbox environment, emails are only sent when the target email address is listed in the Email Include List mapping table; see Configuring Allowed Emails in the Alma documentation.
    • Was this article helpful?