Working with Research Assets

Asset Icons

• – Not publicly visible, either due to status (the asset is still a deposit), an access right restriction or a suppression of the asset from display.
• – Displays when the asset is Open Access.
  An asset is considered Open Access when:
  • There is a file or link associated with it
    AND
  • The access rights restrictions on the asset are set to open or to an embargo which has passed
    
    If there are no access rights for the asset then:
     
    • The file level access rights for a non-supplementary file are set to open or to an embargo which has passed
      OR
    • There are no files but the main link is open. 

• – Indicates that an approved/imported asset will not be displayed in the profile. 
• – Indicates that an approved/imported asset will not be displayed in the portal.

Viewing Additional Asset Details

Additional information about the asset appear beneath each asset, where relevant.

• The files comprising the asset appear in the Files tab. Select the link in any file row to view the file with descriptive information in the research asset viewer. To configure the descriptive information that appears in the Descriptive Information area of the research asset viewer, see Asset Display in the File Viewer.
  
  
  Research Asset Viewer
  If an asset does not have a value for a particular field, that field does not appear in the Descriptive Information area of the viewer.
• Metadata information appears in the Asset Details tab.
• Related assets, and their relationships, appear in the Related Assets tab. Select the link in any row to view the related asset. Related assets are added in the Relationships section that is available when adding or editing any asset or deposit, including ETD assets . See Adding Staff-Mediated Research Deposits.
• The deposit policy to which the researcher agreed when making the deposit appears in the Deposit policy tab. To configure whether the entire policy appears in this tab, see Configuring Esploro Deposit Policies.

Working With Research Assets

• Delete (Research Assets Manager only) – Delete the asset.
• Edit – Edit the asset. When editing an asset, the details page includes the following tabs: 

  Asset tab - In the Asset tab, you can modify asset details, including the following components:

  • Deposit
  • Visibility
    • Display in portal - This is checked by default. If this option is unchecked then it will only display the title in search results on the portal, but the full details will not be visible.
    • Display in public profiles - This is checked by default. If this option is unchecked then it will only display in the researcher's (private) profile.
  • Files
  • Links for Remote Access
  • Creators and Contributors

     If many creators/contributors were added, you can select the Manage creators or Manage contributors buttons to view up to 500 of them on a single page.
        Note that very long lists may take time to load. See Manage Creators and Contributors for more information.

  • Statuses and Dates (see also Date Hierarchy)
  • Asset Details
  • Publications Details (is part of)
  • Article Information
  • Parent Details
  • Conference / Event
  • Additional Description Fields
  • Description and Research Topics
  • Geospatial Information
  • Access Rights and License (Asset level)
  • Asset Grants and Funders
  • Comment
  • Relationships
  • Additional Fields
  • Research Acceptance of Deposit Policy

  Internal Notes tab - In the Internal Notes tab you can view certain events that occurred when the asset was a deposit and the note added by the researcher or Esploro when the asset was created or approved, and you can add, edit, and delete notes.

  Communications - You can track communications with the researchers about researcher outputs. 
• 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.

  

  Change Asset Type Pane
  When you change an 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.
  For the list of asset categories and types see Research Asset Categories and Types.

• Edit in generic form – Edit the asset in the generic form (not available for an ETD) . See Adding Staff-Mediated Research Deposits - Generic. See also the above note. For configuring asset types to always open in the generic form or not, see Configuring Asset Types to Open in Generic Form. 
• 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 a local student or researcher, you can select Unlink ETD to a researcher.
• View File / Files – View the file or files associated with the asset.
• Register DOI – Register the DOI with the DOI registration agency. See Digital Object Identifier (DOI) Registration. Esploro attempts to register the asset's DOI with a DOI agency. If mandatory information is missing, Esploro displays a warning message that the asset does not include a file or an institutionally-owned link. If no date is provided in the asset record, Esploro automatically fills out the Publication Date field with the current date. 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 Configuring DOI Agencies.

  The following warning message is displayed when registering a DOI. The first bullet is displayed in the warning message only if an asset does not include a file or institutionally-owned link.

  

  Warning Message when an Asset Does Not Include a File or Institutionally-Owned Link
• Register Handle - Manually register handles. When a unique identifier is created for an asset, it can be registered directly to the handle server without running a job. This feature must be enabled by Ex Libris customer support for it to be active.

To add an asset, add a deposit and approve it. See Adding Staff-Mediated Research Deposits.

Manage Creators and Contributors

As described above, if many creators/contributors were added, you can select the Manage creators or Manage contributors buttons to view up to 500 of them on a single page. This makes it easier to find an author, change affiliation in bulk, and change the order in which the authors are displayed.

For a video showing how to manage research assets with many authors see here.

 

Manage Creators and Contributors Page

On the Manage Asset Creators/Contributors page, select the checkboxes next to the creators/contributors to update and select the Update author affiliation button.

Manage Asset Creators

Search for the affiliation and select Save.

EDIT AFFILIATION

The selected affiliations are updated.

Updated Affiliations

Running the Import Research Assets Files Extract Job

After running an import profile job for adding new assets, you must run the Import Research Assets Files job (Admin > Run a Job) to extract the files and add them to the Esploro asset record. Select the imported file from which you want to extract the files.

Esploro Import File Formats

Esploro file format must be in XML or CSV format.

For an XML file, Ex Libris provides a schema for you to use to generate the XML. For details, see Esploro XML.
 

Select here for an example CSV file. You can create your own CSV file by first exporting a set of research assets; see Exporting Research Assets.

The CSV file format consists of a predefined header column and header row that must contain the data according to specific rules. The following is part of an example CSV file that can be used to perform a bulk import:

Take into account the following points when creating the import file:

• The elements in the first column consist of the record types in which the fields of the first row reside in Esploro. For example, because the ASSET_TITLE field resides on the Asset (Row #2) in Esploro, the value of the asset title is placed in cell C2:

  

  Asset Title
• The first two fields – the type and either group_id, research_asset_id, or research_originate_id are mandatory and must be in order. All remaining fields can be in any order.
• ASSET_TITLE, ASSET_AFFILIATION, and ASSET_RESTYPE are also mandatory. 
  Note that for ASSET_AFFILIATION you need to add the institutional prefix before each affiliation code, e.g., 01AUL_INST__01AUL_INST.
• The vast majority of elements of Row 1 reside on the asset, so that the data for these row items will be in the Asset row (Row #2).
• Some elements of Row #1 (for example CREATOR_FAMNAME and CREATOR_GIVNAME) do not reside on the asset, but on other record types, for example, on the CREATOR. The data for these elements reside in the Creator row (Row #4, for example):

  

  Creator
• The group ID number in Column B must be the same for all the metadata of the asset record. Multiple asset records can be added to one CVS file by giving them unique Group IDs. All of the elements in Column A must be present for each Group ID.
• For the record types in column A that can be repeated, the metadata for each instance of that element must be in that instance's row.
• The ASSET_KEYWORDS column can be repeated for the asset. Add additional columns with the heading ASSET_KEYWORDS to add multiple keywords to the asset.

The following table provides information for each column element:

Viewing the Research Import Profile Reports

Running a research import profile produces two reports:

• Research Asset Import Profile Report

This report displays the assets that were uploaded by running the import profile including records processed, assets matched, authors matched, and assets imported and not imported.

• Author Matching Report

This report displays authors matched by the import profile and their associated assets.

Importing Research Asset Files in Bulk

If you have a set of research assets that link to files in other locations, you can import those files to Esploro in bulk and change the assets to point to the (now) local files instead. See the Import Research Assets Files job in Running Manual Jobs on Defined Sets. You can also reach this job by selecting Research > Import Assets > Import Research Assets Files. To configure bulk imports see here.

Importing Relations for Migrated Assets 

When importing assets from other systems, it is possible to include an asset's relations to other assets in the input XML. For more details on the structure of the input XML, see the Developers Network. 

Once the relations are successfully imported with the assets, you need to run the Import Research Assets Relations job on the migrated set of assets to create the relations for each asset in the set. For more details on jobs, see Running Manual Jobs on Defined Sets.

Managing Asset Normalization Rules

View old UI

1. Select Show MDE from the Esploro menu. The Metadata (MD) Editor opens. The MD Editor is a rich, complex record editing tool. Most of its features are relevant only to Alma and are described in the Alma documentation (see Navigating the MD Editor Page).
2. Select Rules.

   
   

   MD Editor - Rules 
3. Select New > Normalization rules (Research). The Rules properties pane appears.

   

   Rules Properties Pane
4. Enter a name and description, select Shared, and select Enabled. All of these actions are mandatory.
5. Select Save to create the rule. The rule appears in the left pane under Normalization rules (Research) > Shared. If you do not see the Normalization (Research) sub-tab in the left pane, select  on the top to display the full list of available sub-tabs.

   

   Normalization Rule (Research)
6. Enter the normalization script in the central text box and select Save. For assistance, contact Ex Libris. Some examples include the following.

   rule "Remove digits"
       when
           exists "/record/title"
       then
       set TEMP"1" to get value "/record/title"
       remove substring using regex (TEMP"1","\\d+")
       replace "title" with value TEMP"1"
   end

    

   rule "Replace digits with -"
       when
           exists "/record/title"
       then
       set TEMP"1" to get value "/record/title"
       replace string by string (TEMP"1","\\d+","-")
       replace "title" with value TEMP"1"
   end

    

   rule "Get only the digits"
       when
           exists "/record/title"
       then
       set TEMP"1" to get value "/record/title"
       return substring using regex (TEMP"1","\\d+")
       replace "title" with value TEMP"1"
   end

    

   rule "Set peerreview to yes"
   when
   (true)
   then
   replace "peerreview" with value "yes"
   end

    

   rule "Change resource type"
   when
   "//resourcetype.esploro" equals "creativeWork.musicalComposition"
   then
   replace "resourcetypeEsploro" with value "creativeWork.musicalScore"
   end

You can test the normalization rule without actually importing any records.

1. When editing the rule, select Save and test using external record. Alternately, you can reach for this page from the Main Menu (Repository > Manage Assets > Test Normalization Rules). The Testing Normalization of Research Assets page appears.

   

   Testing Normalization of Research Assets Page
2. In order to perform the test, you need to save one test record in XML format. You can use this same record for future testing. For full details of how to create the test record, see here.
3. Browse for the file or enter the file name and select Upload.
4. Select the normalization rule and select Run test.
5. You can view the results on the page.

Configuring Normalization Processes

For more information, see Asset Normalization.

You can configure Esploro normalization processes on the (Asset) Process List page (Repository > Manage Assets > Normalization Processes). For more information about this page, see Configuring Processes in. On this page, you can add, view, edit, copy, and delete processes.

1. On the (Asset) Process List page, select Add Process. Step one (Process Details) of a wizard appears.

   

   Process Details Page
2. Leave the fields as they are and select Next. The Process Details - General Information page (step 2) appears.

   

   Process Details - General Information Page
3. Enter a name and description (these are both mandatory), and select Next. The Process Details - Add Tasks page (step 3) appears.

   

   Process Details - Add Tasks Page
4. On this page, add one or more normalization rules (tasks) to apply in succession when this process runs. Each of these rules is a task. For each task, perform the following steps.
   1. Select Add Task. The Add Tasks pane appears.

      

      Add Tasks Pane
   2. Select the only option (Research asset normalization) and select Add and Close.
5. Select Next. The Process Details - Task Parameters page (step 4) appears.

   

   Add Tasks Pane
6. For each task that you configured in the last steps, select a previously defined asset normalization rule.
7. Select Save to save the process. A new manual job appears on the Run a Job page. See Running Manual Jobs on Defined Sets.

Digital Commons

The following is an example of the Digital Commons format:

For an example copy of the Excel file, see the following files:

• A first row is required, but it is ignored.
• The header must be the second row.
• The header of the first column must indicate the match type, according to which the row is matched to an asset in Esploro, i.e., either URL or OriginatingAssetId.
  The content of the first column should include: 
  • The unique asset URL in Digital Commons for URL.
    OR
  • The Asset ID in Digital Commons for OriginatingAssetId.
• The header must have at least one usage date per column. The usage date should be in the format MM/dd/yyyy.

• For Digital Commons:
  • Digital Commons Example Excel File - Import Usage Data By Cover Page URL
  • Digital Commons Example Excel File - Import Usage Data By Originating System ID
  • Digital Commons Example Excel File - Multiple Dates

EPrints

The following is an example of the EPrints format:

For an example copy of the Excel file, see EPrints Example Excel.

• The header is in the first row.
• Column 1 – uid: an internal EPrints usage ID not used by the import.
• Column 2 – eprintid: The Asset's EPrints ID that is matched with the Asset Originating System ID in Esploro.
• Column 3 – datestamp: The usage date in YYYYDDMM format. At least one usage date is required.
• Column 4 – value: a usage type that is ignored by the import, since you configure the usage type directly on the Import Usage Statistics page (see below).
• Column 4 – count: the number of usages.

Fedora

The following is an example of the Fedora format:

For an example copy of the Excel file, see the Fedora Example Excel.

• The header is in the first row.
• Column 1 – OriginatingAssetId: The Fedora's asset ID that is matched with the Asset Originating System ID in Esploro. 
• Column 2 – assetFileID: The Fedora asset file ID – ignored by the import.
• Column 3 – timestamp:The usage date and time in UNIX format. At least one usage date is required.
• Column 4 – countrycode: the column must exist, but values are not mandatory. The country the usage originates from using a 2 letters code value as the country code.

Dspace

The following is an example of the Dspace format:

For an example copy of the Excel file, see the Dspace Example Excel.

The header is in the first row. The columns are described below:

Generic

The following is an example of the Generic format:

For an example copy of the Excel file, see the Generic Example Excel.

The header is in the first row. The columns are described below:

How to Import Usage Statistics

You import usage statistics from the Import Usage Statistics page (Repository > Import Assets > Import Usage Statistics):

1. Select a match type to identify the asset according the first column of the excel, either Cover Page URL or Originating System ID.
   Cover Page URL is a valid option only if importing usage from Digital Commons and the header URL is used in the first column of the file. Otherwise, select Originating System ID.
2. Select a usage type for the data to be imported:
   • Record Views – views of the asset's metadata page in the Research Portal.
   • File Views / Downloads – total views and file downloads of the asset
   • Specific file view/download – file views and file downloads of a specific file. This adds the usage for the first file of the asset.
3. Select the originating system from the drop-down list.
4. If you are loading usage from Fedora or you are loading usage from a different originating system that overlaps with usage dates that already exist in Esploro and you want to count both usages, select Yes for the Permit Overlapping Dates field to allow usage with a duplicate date to be loaded. If not, select No to reject usage that has a duplicate date.
5. Select the Excel file to import.
6. Select the Import button to import the file.

The usage data is imported into Esploro.