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    Working with Research Assets

    Overview

    This page describes how to work with research assets in Esploro. For a quick guide showing how to access and get more information on the various features in Esploro see here. For working with research deposits see here. For working with student deposits see here. For approving assets see Author Matching Approval Task List.

    For a video describing how to manage research assets and deposits see here.

    After being approved, deposits (see Working with Research Deposits) become Esploro assets. As described on this page, in addition to regular editing of assets, they can also be exported, updated and imported in bulk and DOIs can be registered in bulk. Asset normalization can automatically transform the data in one or more assets, for example replacing digits with other characters such as a dash. You can deposit dissertations and theses into Esploro by integrating with the ETD Administrator (using SWORD server). 

    When working with research assets you can import usage statistics into Esploro from an Excel document. This is useful for analytic reports that record the usage performed in other systems. You can import an Excel file into Esploro from databases of citation counts of research publications. This is useful for measuring the impact of the asset in the academic community.

    To manage research assets you must have the Configuration Manager and Normalization Manager roles for Asset Normalization.

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

    Managing Research Assets

    You manage research assets on the Research Assets page. To open this page, search for research assets; see Searching in Esploro.

    Research_Assets_06.png

    Research Assets

    The Research Assets page displays a record list of research assets, including research deposits; for more information about record lists, see Record Lists. For information about the tabs that appear beneath each result, see Viewing Additional Asset Details.

    By default, the assets are sorted according to an internal ranking mechanism that is based on Apache Solr; for more information, see http://www.solrtutorial.com/solr-search-relevancy.html. Ranking factors include:
    • Term Frequency – The higher the search term frequency in the asset metadata, the higher the score.
    • Inverse Document Frequency – The rarer a search term is across all assets' metadata in the index, the higher its contribution to the score.
    • Coordination Factor – The more search terms found in the asset metadata, the higher its score.
    • Field Length – The more words a field contains, the lower its score. This factor penalizes assets with longer metadata field values.
    You can change the sort using the Sort by and Secondary Sort by drop-down lists, using the following options:
    The Asset Date sort uses a special hierarchy for determining the sort since some date fields may be empty. Note that this same hierarchy is used to identify the date that appears in the asset search results as shown in the illustration above.The hierarchy of date fields used to determine the sort is:
    • Rank
    • Title – Asc
    • Title – Desc
    • Update Date – Asc
    • Update Date – Desc
    • Asset Date – Asc
    • Asset Date – Desc
      • ETD Degree Date
      • Publication Date
      • First Online Publication Date
      • Copyright Date
      • Date Posted
      • Availability Date
      • Date Presented
      • Date Valid
      • Date Issued
      • Date Approved for Publishing
      • Date Accepted for Publishing
      • Date ETD Defended
      • Date Submitted
      • Date Completed
      • Date Created
      • Date Collected
      • Other Date
      • Date Updated
    You can filter the assets using the facets in the left pane of the search results. Facets include a count in parentheses next to the facet label. The numbers in parentheses are directly related to the total count of assets.
    Select the facet to narrow the search results. You may select more than one facet when multiple facets are available. You clear a previously selected facet by selecting the X icon deselect_facet_icon.png beside the selected facet. If you have multiple facets selected, select Clear all to clear all your facet selections.

    Asset Icons

    The following icon may appear beside an asset:
    • suppressed_icon_ux.png – 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.
    • Open Access Icon.png – 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. 

    If the asset has an access right of Closed then this "overrides" all file access rights. For example if an asset's access rights are Closed but its associated file/s or link/s have access rights of Open, then the Files and Links section for this asset on the profile will display the Open Access Icon.png icon.

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

    search_tabs.png

    Tabs in Assets
    • 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.

      file_viewer.png
      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

    The actions available for each asset depend on your user role, the asset's status, and other details about the asset. The actions are described below. (See Working with Research Deposits to view information for deposits before they become 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. 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 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.
    • 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 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.

      DOI Dataset Warning.png

      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.
     

    Manage creators page.
    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 page.
    Manage Asset Creators

    Search for the affiliation and select Save.

    Edit Affiliation dialog box.
    EDIT AFFILIATION

    The selected affiliations are updated.

    Updated affiliations.

    Updated Affiliations

    Uploading Large Files

    You can upload files larger than 2 GB, using a desktop tool that bypasses the browser limitation by enabling users to upload file straight to Esploro. In order to upload a file using the new loader, the repository manager for the asset needs to go to the asset and create a token that identifies the asset, environment and customer instance on the environment. This is done via the ellipsis menu on the asset.

    Issue Upload Token.png 

    Issuing token for uploading large files

    Upload Token.png

    Upload token

    In the desktop tool, you can then enter the token to upload the file.

    Esploro File Uploader.docx.png

    File upload desktop tool

    For more information on using the desktop tool, see Asset Files Uploader on the Developer's Network.

    Exporting Research Assets to CSV

    You can export a set of research assets to CSV format using the Research assets CSV export manual job. See Running Manual Jobs on Defined Sets. Below are instructions for exporting a set of research assets to CSV and for downloading the exported CSV file.

    To Export a Set of Research Assets to CSV 
    1. Go to Admin > Run a Job and select the Research CSV assets export job.
      research-assets-export-job.png
    2. Select Next and then select the set.
    3. Select Next and then select either the Full export or the Selective export radio button. Full export will export all fields and columns, while Selective export will allow you to select specific fields to export.
      selective-export-radio-button-csv-export.png
    4. For Selective export select the relevant fields in the Task Parameters: Fields to export section.
      selective export checkboxes for fields.png
      Creators and contributors, files and grants are not included in the export, because these fields cannot be updated using CSV import.
    5. Select Next and then Submit.
    To Download an Exported CSV File
    1. Make sure that the job has finished. The Status in the Running tab will be Running until it has completed, at which stage it will no longer be displayed on the page. Note that you may need to refresh the page to see the updated status.
    2. In the Monitor Jobs page select History.
      Monitor jobs page with History tab.
    3. Select the Name of the CSV job.
      CSV job in History tab.
    4. Select the link next to Link to Exported Records.
      Link to exported records.
    5. In the Exported Files page select Download from the row actions menu.

    Bulk Update of Research Assets Using CSV Import

    You can update a set of research assets by exporting it in CSV format, making changes to the CSV file, and then importing the file to Esploro. For information regarding the CSV file format and importing a file of new assets in CSV, see Esploro Import File Formats. For exporting in CSV format use the  Research assets CSV export manual job (see Exporting Research Assets). For a video showing how to bulk update assets using CSV see here.

    For importing research assets using profiles see here.

    To update a set of research assets using CSV import:

    1. Make a set of the assets you plan to update as described in Managing Search Queries and Sets.
    2. Export the assets as described in Exporting Research Assets 
    3. Get the resulting CSV file from its download location.
    4. Import the CSV to Excel as described below. Do not open CSV in Excel, or the final digit of the MMS ID (research_originate_id) will change.
      • Open a new spreadsheet in Excel
      • From the Data menu select From Text CSV.
        From Text CSV option in the Data menu.
      • Select the file that was downloaded and select Import.
      • For File Origin select UTF-8 and then select Transform Data.
        UTF-8 selected as File Origin.
      • Select the RESEARCH_ASSET_ID column and change the Data Type to Text.
        Text option selected for Data Type menu.
      • In the Change Column Type box that appears select Replace Current.
        Replace Current option selected in the Change Column Type box.
      • In the Home menu select Close and Load.
      • Update the fields you need to change. Note that deleting the contents of any cell will delete that value from the Esploro asset.
        Do not delete the asset ID or the update will not work - only assets with asset IDs will be uploaded.
      • For assets with multiple rows, if you delete some of those rows then the data in them will be deleted from the Esploro record.
      • If you remove all rows of an asset then the asset will not be updated.
      • The first 2 columns should not be moved. The other columns can be rearranged as needed.
      • In the Table Design menu, select Convert to Range.
      • In the message that appears select OK.
        OK selected in message that appears after selecting Convert to Range.
      • Delete the A1 cell value (added automatically by Excel to avoid blank table headings).
      • Save the file as a CSV.
        After saving the CSV, make sure to not open the file in Excel before importing it back into Esploro or the process will not work. You can open the file in a text reader or notepad.
    5. You are now ready to import the file back into Esploro. Select Repository > Manage Import Profiles.
    6. If you already have an update profile for research assets you will see it on the Import Profiles page.
      This is different from the profile that you would use to import new assets.
    7. If you don't have a profile specifically for updating existing research assets, create a new profile as follows:
      1. Select Add New Profile and then select Next. The Import Profile Details page displays.
      2. Fill in the details as below.
        • Originating system: Esploro
        • Import protocol: Upload Files/s
        • Physical source format: CSV
        • Status: Active
        • Import Mode: Make sure that Update is selected. (The Create New option is only used when importing new assets.)
        1. Select Next and in the Match Actions page that displays, select Next again.
      3. You should now be in the last stage of profile creation. Select Save.
        Last stage in creating a new profile with Cancel, Save Draft, Back and Save buttons.
      4. A message will display letting you know that the profile was added successfully.
    8. You can now run the profile by selecting Run from the row actions menu and then selecting the Select File option.
      Dialog box that appears after selecting the Select File option.
    9. Add the file details and select Add and then Submit.
    10. To see if the job has finished, refresh the page. When the job has completed, select Report from the row actions menu to view the job report. In the Assets Imported section of the report, the Overlaid records count refers to the number of existing assets that were updated.

    You can view errors by selecting View errors from the row actions menu on the Records with warnings row.

    Bulk Import of New Research Assets Using Import Profiles

    You can import new research assets in bulk by performing a two-step process. First you configure and run an import profile to import the records. Second you run a job that extracts the files and adds them to the Esploro asset records. For more information about import profiles, see Managing Import Profiles. When importing assets, Esploro tries to match assets to existing ones and overlays them, and in addition, tries to match authors to existing authors, creators, and contributors and match them.

    To update assets using CSV Import see here.

    You manage Esploro import profiles on the Import Profiles (Esploro) page (Repository > Import Assets > Manage Import Profiles).

    import_profiles.png

    Import Profiles

    Actions you can perform on this page include:

    • Create an import profile – see Creating an Import Profile for more information.
    • View or edit an import profile – select View or Edit in the row actions list.
    • Run an import profile – select Run in the row actions list (see Running an Import Profile for more information).
    • See a history of when the profile was run – select History in the row actions list.
    • Delete the profile – Select Delete in the row actions list.

    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:

    csv_format.png

    CSV Format

    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.png

      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.png

      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:

    CSV Fields
    Field Code Multiple Field Description Values / Format
    type   Line Type (mandatory) The type of record to import (see the next column). Multiple lines may be used to import a single assets and its creators, files, etc. These are grouped by the ID of the next column.

    Must be the first column.

    • ASSET - The asset's main metadata.
    • PRTOF - The journal's asset metadata for an article.
    • CREATOR - A researcher creator.
    • OCREATOR - An organization or group creator.
    • CONT - A researcher contributor.
    • OCONT - An organization or group contributor.
    • LINK - A link.
    • FILE - A file.
    group_id   Group ID (mandatory *) Group ID is an arbitrary ID used to group records to an asset in this file.

    * One of group_id, research_asset_id, or research_originate_id must be the second column.

    Free text
    research_asset_id   MMS ID (mandatory *) When MMS ID is used, the asset in Esploro is replaced with the contents in this file. This field groups records to an asset in this file.

    * One of group_id, research_asset_id, or research_originate_id must be the second column.

    Free text (digits)
    ASSET_ORIGASSET_ID   Originating System ID (mandatory *) The ID from the originating system, if any. When Originating System ID is used, the asset in Esploro is replaced with the contents in this file. This field groups records to an asset in this file.

    * One of group_id, research_asset_id, or research_originate_id must be the second column.

    Free text
    ASSET_TITLE   Asset Title (mandatory)   Free text
    ASSET_SUBTITLE   Asset Subtitle   Free text
    ASSET_DOI   Asset DOI   DOI
    ASSET_PMID   Asset PMID   PMID
    ASSET_ISBN Y Asset ISBN   ISBN
    ASSET_EISBN Y Asset EISBN   EISBN
    ASSET_PMCID   Asset PMCID   PMCID
    ASSET_GOVTNUM   Asset GOVTNUM   GOVTNUM
    ASSET_PUBLISHER   Asset Publisher   Free text
    ASSET_PUBLICATIONPLACE   Asset PUBLICATIONPLACE   PUBLICATIONPLACE
    ASSET_PUBLISHDATE   Asset Publication Date At least one date is mandatory. YYYYMMDD
    ASSET_AVAILDATE   Asset Available Date At least one date is mandatory. YYYYMMDD
    ASSET_ACCEPTDATE   Asset Accepted Date At least one date is mandatory. YYYYMMDD
    ASSET_COPYRIGHTDATE   Asset Copyright Date At least one date is mandatory. YYYYMMDD
    ASSET_CREATEDATE   Asset Creation Date At least one date is mandatory. YYYYMMDD - YYYYMMDD
    ASSET_OPENINGDATE   Asset OPENINGDATE At least one date is mandatory. YYYYMMDD
    ASSET_PERFORMANCEDATE   Asset PERFORMANCEDATE At least one date is mandatory. YYYYMMDD
    ASSET_CONFDAT   Asset Conference Date At least one date is mandatory. YYYYMMDD
    ASSET_SUBMITDATE   Asset Submitted Date At least one date is mandatory. YYYYMMDD

    ASSET_DATEISSUE

      Asset Date Issued At least one date is mandatory. YYYYMMDD
    ASSET_DATESUB   Asset Date Submitted For ETDs. At least one date is mandatory. YYYYMMDD
    ASSET_DATEUPD Y Asset Date Updated At least one date is mandatory. YYYYMMDD
    ASSET_DATEVALID   Asset Date Validated At least one date is mandatory. YYYYMMDD
    ASSET_DATEEPUB   Asset Date E-Published At least one date is mandatory. YYYYMMDD
    ASSET_DATEPOSTED   Asset Date Posted At least one date is mandatory. YYYYMMDD
    ASSET_DATEOTHER Y Asset Date Other At least one date is mandatory. YYYYMMDD
    ASSET_DATEAPP   Asset Date Approved For ETDs. At least one date is mandatory. YYYYMMDD
    ASSET_DATECOMPL   Asset Date Completed For ETDs. At least one date is mandatory. YYYYMMDD
    ASSET_DATEDEGREE   Asset Date Degree Awarded For ETDs. At least one date is mandatory. YYYYMMDD
    ASSET_DATEDEF   Asset Date Defended For ETDs. At least one date is mandatory. YYYYMMDD
    ASSET_DATEPRESNT   Asset Date Presented At least one date is mandatory. YYYYMMDD
    ASSET_EVNTDAT   Asset Event Date At least one date is mandatory. YYYYMMDD
    ASSET_RESTYPE   Asset Resource Category (mandatory)   Resource category, without the spaces; see Research Asset Categories and Types.
    ASSET_RESSUBTYPE   Asset Resource Type   Resource type, without the spaces; see Research Asset Categories and Types.
    ASSET_KEYWORDS Y Asset Keywords Asset additional subjects. Free text
    ASSET_PEEREVIEW   Asset Peer Reviewed  
    • YES
    • NO
    • UNKNOWN
    ASSET_LANG Y Asset Language   ISO 639-2/B Three letter code
    ASSET_ABSTRACT   Asset Abstract   Free text
    ASSET_COPYRIGHT   Asset Copyright Copyright statement. Free text
    ASSET_LICENSECODE   Asset License   License code; see Configuring Esploro Licenses
    ASSET_ACCESSRIGHT   Asset Access Rights   Access Rights ID; see Configuring Esploro Access Rights
    ASSET_ACCESSRIGHTDATE   Asset Access Rights Date Relevant when access rights is not "open": A date associated with the access rights, such as a fixed embargo date. MM/DD/YYYY
    ASSET_AFFILIATION Y Asset Affiliation (mandatory) Research organization unit. Code, visible when viewing the organization unit; see Configuring Research Organization Units. 
    Requires the institutional prefix before the code, e.g., 
    01AUL_INST__01AUL_INST
    ASSET_ANZTOA   Asset Type of Activity Relevant to ANZ customers
    • Applied research
    • Experimental development
    • Pure basic research
    • Strategic basic research
    ASSET_AUDIENCE   Asset Audience   Free text
    ASSET_BIBLIOGRAPH   Asset Bibliograpy   Free text
    ASSET_COURSENAME   Asset Course Name   Free text
    ASSET_COURSENUMB   Asset Course Number   Free text
    ASSET_COVERAGE   Asset Coverage   Free text
    ASSET_DATECOLLECT   Asset Date Collected   YYYYMMDD-YYYYMMDD
    ASSET_DATEISSUE   Asset Date Issued   YYYYMMDD
    ASSET_DATERENEW   Asset Date Renewed   YYYYMMDD
    ASSET_DGRSEASON   Asset Degree Season   Code table
    ASSET_DGRPRG   Asset Degree Program   Code table
    ASSET_EDUCTNLEVEL   Asset Education Level   Free text
    ASSET_GRANTNOTE   Asset Grant Note   Free text
    ASSET_ILLUSTRATION   Asset Illustration   Free text
    ASSET_INSTRUCTMETHOD   Asset Instruction Method   Free text
    ASSET_LEARNTIME   Asset Typical Learning Time   Free text
    ASSET_LOCLFLD1   Asset Local Field 1   Free text
    ASSET_LOCLFLD2   Asset Local Field 2   Free text
    ASSET_LOCLFLD3   Asset Local Field 3   Free text
    ASSET_LOCLFLD4   Asset Local Field 4   Free text
    ASSET_LOCLFLD5   Asset Local Field 5   Free text
    ASSET_LOCLFLD6   Asset Local Field 6   Free text
    ASSET_LOCLFLD7   Asset Local Field 7   Free text
    ASSET_LOCLFLD8   Asset Local Field 8   Free text
    ASSET_LOCLFLD9   Asset Local Field 9   Free text
    ASSET_LOCLFLD10   Asset Local Field 10   Free text
    ASSET_LOCLFLD11   Asset Local Field 11   Free text
    ASSET_LOCLFLD12   Asset Local Field 12   Free text
    ASSET_LOCLFLD13   Asset Local Field 13   Free text
    ASSET_LOCLFLD14   Asset Local Field 14   Free text
    ASSET_LOCLFLD15   Asset Local Field 15   Free text
    ASSET_ORIGASSET_ID   Originating System ID The ID from the originating system, if any. Relevant when not using research_originate_id. Free text
    ASSET_ORIG_REPOSITORYNAME   Asset Originating System Name The asset name from the originating system, if any. Free text
    ASSET_PAGES   Asset Pages   Free text
    ASSET_PROJTYPE   Asset Project Type For ETDs. Code table
    ASSET_PRIMARYSUBJ   Asset Degree Primary Subject For ETDs. A research topic code; see Appendix: Research Topics
    ASSET_SECONDARYSUBJ   Asset Degree Secondary Subject For ETDs. A research topic code; see Appendix: Research Topics
    ASSET_SIZE Y Asset Size   Free text
    ASSET_EXTENT Y Asset Extent   Free text
    ASSET_FORMAT Y Asset Format   Free text
    ASSET_METHODS   Asset Methods   Free text
    ASSET_MOBILCOMPAT   Asset Mobile Compatibility  
    • Yes
    • No
    • Unknown
    ASSET_EDITION   Asset Edition   Free text
    ASSET_PUBSEASON   Asset Publication Season   Code table
    ASSET_SERIESNUMBER   Asset Series Number   Free text
    ASSET_SRCCODEAVAIL   Asset Source Code Availability  
    • Yes
    • No
    • Unknown
    ASSET_SPATIALDESC   Asset Spatial Description   Free text
    ASSET_SUBJECT Y Asset Subject Asset research topics. A research topic code; see Appendix: Research Topics
    ASSET_TECHINFO   Asset Technical Information   Free text
    ASSET_TEMPORALDESC   Asset Temporal Description   Free text
    ASSET_OTHERDESC   Asset Other Description   Drop down field that includes an option to add free text
    ASSET_OPENACCESS   Asset Open Access  
    • YES
    • NO
    • UNKNOWN
    ASSET_PRVNCE   Asset Provenance Not in use Free text
    ASSET_SERIESINFO   Asset Series Information   Free text
            Free text
    ASSET_ALTTITLE Y Asset Alternate Title   Free text
    ASSET_TRANSLATTI Y Asset Translated Title   Free text
    ASSET_OTHERTIT Y Asset Other Title Asset alternate title 2. Free text
    ASSET_SERIES   Asset Series   Free text
    ASSET_VOLNUM   Asset Volume Number   Free text
    ASSET_IDURI   Asset ID URI Not in use Free text
    ASSET_IDOTHER   Asset ID Other Not in use Free text
    ASSET_IDPQDT   Asset ID PQDT Not in use Free text
    ASSET_HANDLE   Asset HANDLE   Free text
    ASSET_COMMENT   Asset Comment   Free text
    ASSET_CONFNAME   Asset Conference Name   Free text
    ASSET_CONFNUM   Asset Conference Number   Free text
    ASSET_CONFLOC   Asset Conference Location   Free text
    ASSET_EVNTNAM   Asset Event Name   Free text
    ASSET_EVNTLOC   Asset Event Location   Free text
    ASSET_EVNTTYP   Asset Event Type    
    ASSET_EVNTNUM   Asset Event Number   Free text
    ASSET_DGRGRANT Y Asset Degree Grantor For ETDs. Organization that granted the degree. Free text
    ASSET_DGRLEVEL   Asset Degree Level Not in use Free text
    ASSET_DGRNAME   Asset Degree Name For ETDs. Degree awarded. Use ETD degree name mapping table.
    ASSET_PAGESUNPAGINATED   Asset Pages Unpaginated   Free text
    ASSET_APPLICATIONDATE   Asset Application Date   Free text
    ASSET_RENEWEDDATE   Asset Renew Date   Free text
    ASSET_PATENT_STATUS   Asset Patent Status   Free text
    ASSET_PATENT_NUMBER   Asset Patent Number   Free text
    ASSET_PATENT_ABBREVNUM   Asset Patent Abbreviation Number   Free text
    ASSET_PATENT_KINDCODE   Asset Patent Kind Code   Free text
    ASSET_PATENT_APPLICATIONNUM   Asset Patent Application Number   Free text
    ASSET_PATENT_APPLICATIONCODE   Asset Patent Application Code   Free text
    ASSET_PATENT_AGENCY   Asset Patent Agency   Free text
    ASSET_WOS   Asset WOS   WOS
    ASSET_SCOPUS   Asset SCOPUS   SCOPUS
    ASSET_ARXIV   Asset ARXIV   ARXIV
    ASSET_ARK   Asset ARK   ARK
    ASSET_SICI   Asset SICI   SICI
    ASSET_RNO   Asset RNO   RNO
    ASSET_ISMN   Asset ISMN   ISMN
    ASSET_PORTAL_VISIBILITY   Asset Potal Visibility  
    • Yes
    • No
    ASSET_PROFILE_VISIBILITY   Asset Profile Visibility  
    • Yes
    • No
    ASSET_IDENTIFIER_ADDITIONAL01   Asset Additional Identifier   IDENTIFIER_ADDITIONAL01
    ASSET_IDENTIFIER_ADDITIONAL02   Asset Additional Identifier   IDENTIFIER_ADDITIONAL02
    ASSET_IDENTIFIER_ADDITIONAL03   Asset Additional Identifier   IDENTIFIER_ADDITIONAL03
    ASSET_IDENTIFIER_ADDITIONAL04   Asset Additional Identifier   IDENTIFIER_ADDITIONAL04
    ASSET_IDENTIFIER_ADDITIONAL05   Asset Additional Identifier   IDENTIFIER_ADDITIONAL05
    ASSET_IDENTIFIER_ADDITIONAL06   Asset Additional Identifier   IDENTIFIER_ADDITIONAL06
    ASSET_IDENTIFIER_ADDITIONAL07   Asset Additional Identifier   IDENTIFIER_ADDITIONAL07
    ASSET_IDENTIFIER_ADDITIONAL08   Asset Additional Identifier   IDENTIFIER_ADDITIONAL08
    ASSET_IDENTIFIER_ADDITIONAL09   Asset Additional Identifier   IDENTIFIER_ADDITIONAL09
    PRTOF_EPAGE   Journal End Page For type PRTOF. Free text
    PRTOF_SPAGE   Journal Start Page For type PRTOF. Free text
    PRTOF_ISSUE   Journal Issue For type PRTOF. Free text
    PRTOF_ARTICLENUMBER   PRTOF_ARTICLENUMBER   Free text
    PRTOF_VOL   Journal Volume For type PRTOF. Free text
    PRTOF_ISSN   Journal ISSN For type PRTOF. Free text
    PRTOF_EISSN   Journal EISSN For type PRTOF. Free text
    PRTOF_ISBN   Book ISBN For type PRTOF Free text
    PRTOF_EISBN   Book Electronic ISBN For type PRTOF Free text
    PRTOF_PAGES   Pages of parent publication For type PRTOF. Free text
    PRTOF_NLMABRV   NLM abbreviation for journal For type PRTOF. Free text
    PRTOF_TITLE   Journal Title For type PRTOF. Free text
    PRTOF_DOI   Journal DOI For type PRTOF Free text
    CREATOR_FAMNAME There can be multiple creator lines for the same asset Creator Last Name For type CREATOR. Free text
    CREATOR_GIVNAME   Creator First Name For type CREATOR. Free text
    CREATOR_MIDNAME   Creator Middle Name For type CREATOR. Free text
    CREATOR_NAMESUF   Creator Name Suffix For type CREATOR. Free text
    CREATOR_AFFILIATION   Creator Affiliation For type CREATOR. Organization research unit or external research organization. Code table
    CREATOR_EMAIL   Creator Email For type CREATOR. Free text
    CREATOR_RESEARCHERID   Creator Researcher ID For type CREATOR. Web of Science Researcher ID. Free text
    CREATOR_ORCID   Creator ORCID For type CREATOR. Free text
    CREATOR_PRIMARYID   Creator PRMARYID For type CREATOR Free text
    CREATOR_BRCODE   Creator BRCODE For type CREATOR Free text
    CREATOR_ADDITIONAL   Creator ADDITIONAL For type CREATOR Free text
    OCREATOR_ORGANIZATION   Organization Name For type OCREATOR. The organization name. Free text
    CONT_TYPE There can be multiple contributor lines for the same asset Contributor Type For type CONT. Code in table
    CONT_CONTNAME   Contributor Full Name For type CONT. Free text
    CONT_FAMNAME   Contributor Last Name For type CONT. Free text
    CONT_GIVNAME   Contributor First Name For type CONT. Free text
    CONT_MIDNAME   Contributor Middle Name For type CONT. Free text
    CONT_NAMESUF   Contributor Name Suffix For type CONT. Free text
    CONT_AFFILIATION   Contributor Affiliation For type CONT. Code in page
    CONT_EMAIL   Contributor Email For type CONT. Free text
    CONT_RESEARCHERID   Contributor Researcher ID For type CONT. Web of Science Researcher ID. Free text
    CONT_ORCID   Contributor ORCID For type CONT. Free text
    CONT_PRIMARYID   Contributor PRIMARYID For type CONT. Free text
    CONT_BRCODE   Contributor BRCODE For type CONT. Free text
    CONT_ADDITIONAL   Contributor ADDITIONAL For type CONT. Free text
    OCONT_ORGANIZATION – can be multiple   Organization Contributor Name For type OCONT. Organization research unit or external research organization. Code
    LINK_LINKURL There can be multiple link lines for the same asset Link URL For type LINK. Free text
    LINK_LINKTITLE   Link Title For type LINK. Free text
    LINK_LINKDESC   Link Description For type LINK. Free text
    LINK_CONTENTTYPE   Link Content Type For type LINK. Code from the Asset File and Link Types table; see Configuring Research Asset File and Link Types
    LINK_LINKLCNSE   Link License For type LINK. License code; see Configuring Esploro Licenses
    LINK_LINKRIGHTS   Link Access Rights For type LINK. Access Rights ID; see Configuring Esploro Access Rights
    LINK_LINKOWN   Link Owner For type LINK. Link owner.
    • Institution
    • External
    LINK_ORDER   Link Order For type LINK. Link order. Free text
    LINK_DISPLAY_IN_VIEWER   Link Display in Viewer For type LINK. Free text
    FILE_FILEURL There can be multiple file lines for the same asset File URL For type FILE. Exiting file URL; the file will be downloaded from this URL and uploaded to Esploro. Free text
    FILE_LICENSE   File License For type FILE. License code; see Configuring Esploro Licenses
    FILE_RIGHTS   File Access Rights For type FILE. Access Rights ID; see Configuring Esploro Access Rights
    FILE_CONTENTTYPE   File Type For type FILE. Code from the Asset File and Link Types table; see Configuring Research Asset File and Link Types
    FILE_DESCRIPTION   File Description For type FILE. Free text
    FILE_DISPLAY_NAME   File Display Name For type FILE. Free text
    FILE_ORDER   File Order For type FILE. Numeric
    FILE_RIGHTS_DATE   File Rights Date For type FILE. YYYYMMDD
    FILE_RIGHTS_REASON   File Rights Reason For type FILE. Free text
    FILE_SUPPLEMENTAL   File Supplemental For type FILE.
    • Yes
    • No

    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.

    Research Asset Import Profile Report

    To access this report:
    1. Select Repository > Manage Import Profiles and then select History in the row actions for the profile.
    2. Select Report in the row actions list for the report you want to view.

    import_research_assets_job_report.png

    Import Profile Job Report

    For some results, the following options are available:

    • View the list of assets that match the result
    • Create a set out of these assets
    • Download this list of assets to an XML file.
    When a research assets curator or manager approves author matches (when editing an imported research asset), the relevant numbers in the report are lowered accordingly.

    Author Matching Report

    To access this report:
    1. Select Repository > Manage Import Profiles and then select History in the row actions for the profile.
    2. Select Author matching (by authors) in the row actions list for the report you want to view.

    author_matching_report.png

    Author Matching Report

    Select the relevant tab to view affiliated or non-affiliated authors. Select an author to view the reasearcher profile. Select the Matched Assets tab in any author to see 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.

    Import Research Assets Relations.png

    Import Research Assets Relations job

    Editing Research Assets in Bulk

    Repository managers can update their asset sets in bulk using the Update Set of Research Assets job. The Update Set of Research Assets job is a Research Assets job. The job runs on research assets sets defined by the repository manager prior to running the job. To define a set, see Managing Search Queries and Sets. For more information on running a job, see the Update Set of Research Assets job in Running Manual Jobs on Defined Sets. For a video showing how to update research assets in bulk see here.
    To run the Update Set of Research Assets Job:
    1. Navigate to the Esploro jobs page (Admin > Run a Job).
    2. From the Type drop down menu, select Research Assets.
    3. Select the Update Set of Research Assets radio button and click Next.
    4. Select a radio button corresponding to a set and click Next.
    5. Select an action for the fields to update in the following table:
      Update Set of Research Assets Job
      Field to Update Action Comments
      Creator or Contributor Replace Affiliation on Asset  
      Academic Unit

      One of the following actions:

      • Add
      • Replace
      • Remove
       
      Access Rights

      One of the following actions:

      • Replace
      • Remove
       
      License

      One of the following actions:

      • Replace
      • Remove
       
    6. Click Next. The Run a Job - Review and Confirm screen is displayed.
    7. Click Submit to run the job, Back to change your task parameters, or Cancel to cancel the job.

    Deleting Research Assets in Bulk

    Repository managers can delete asset sets in bulk using the Delete Set of Research Assets job. The Delete Set of Research Assets job is a Research Assets job. The job runs on research assets sets defined by the repository manager prior to running the job. To define a set, see Managing Search Queries and Sets. For more information on running a job, see the Update Set of Research Assets job in Running Manual Jobs on Defined Sets.
    To run the Delete Set of Research Assets Job:
    1. Navigate to the Esploro jobs page (Admin > Run a Job).
    2. From the Type drop down menu, select Delete Set of Assets.
    3. Select the Delete Set of Research Assets radio button and click Next.
    4. Select a radio button corresponding to a set and click Next.
    5. Select the checkboxes according to the following table:
      Delete Set of Research Assets Job
      Checkbox Action Comments
      Do not delete if related to other assets Determines whether or not to delete assets that are related to other assets.  
      Do not delete if includes a file Determines whether or not to delete assets that include a file.  
      Do not delete if includes a reserved DOI Determines whether or not to delete assets that have a reserved DOI.  
    6. Click Next. The Run a Job - Review and Confirm screen is displayed.
    7. Click Submit to run the job, Back to change your task parameters, or Cancel to cancel the job.

    Assets with a registered DOI cannot be deleted. However, assets with a reserved DOI are deleted by the job.

    For a video showing how to delete research assets in bulk see here.

    Registering DOIs for Asset Sets in Bulk

    Repository managers can register DOIs for assets in bulk, by using the Register DOI for Research Assets job. The job runs on research assets set by the repository manager, prior to running the job. For more information on running a job, see Running Manual Jobs.

    The following validation checks are performed by the batch job:

    • Asset type matches one of the configurations.
    • Asset is not suppressed.
    • Asset does not have DOI (excluding reserved). If its already a registered DOI, no update is done with this job, i.e., the asset is skipped.
    • For DataCite, the asset has creators and contributors.

    DOIs will be registered only for assets that pass all the validation checks.

    Asset Normalization

    Asset normalization is the process of automatically transforming the data in one or more assets using normalization rules (also known as drools). Currently, asset normalization can be used to automatically transform the data in a set of assets by running a manual research assets normalization job.

    The process of normalization includes the following steps:

    1. Create a research asset set. See Managing Search Queries and Sets.
    2. Create a normalization rule (also known as a drool): a series of transformation steps in a specialized syntax to conditionally match data in the asset and transform that data in some way: add to, delete, move, or replace the data. See Managing Asset Normalization Rules.
    3. Create a normalization process that includes the rule. See Configuring Normalization Processes, see below. This creates a manual job that you can run.
    4. Run the job on this set, specifying the normalization rule to use for the transformation. See User defined research assets normalization jobs in Running Manual Jobs on Defined Sets.

    Managing Asset Normalization Rules

    To create a normalization rule:
    1. Select Research > Assets Management > Manage Normalization Rules. 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_2.png
      md_editor_2_NL.png

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

      rules_properties_pane.png

      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) > SharedIf you do not see the Normalization (Research) sub-tab in the left pane, select open more tabs in the MDE left pane icon.png on the top to display the full list of available sub-tabs.

      normalization_rule_research.png

      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

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

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

      testing_normalization_of_research_assets.png

      Testing Normalization of Research Assets Page
    2. Browse for the file or enter the file name and select Upload.
    3. Select the normalization rule and select Run test.
    4. 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 (Research > Assets Management > Normalization Processes). For more information about this page, see Configuring Processes in. On this page, you can add, view, edit, copy, and delete processes.

    process_list.png

    Process List Page
    To create a normalization process:
    1. On the (Asset) Process List page, select Add Process. Step one (Process Details) of a wizard appears.

      process_details.png

      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.png

      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.png

      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.png

        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.

      process_details_task_parameters.png

      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.

    ETD Administrator Integration

    Esploro supports an integration with ETD Administrator (using SWORD server) for depositing dissertations and theses into Esploro. Integration is handled by the SWORD Server integration profile. See Configuring the SWORD Server Integration Profile for instructions. After the profile is created, the primary ETD administrator at your institution needs to contact ETD Administrator technical support and give them the URL, user name, and password.

    Importing Usage Statistics

    You must have the following role to import usage statistics:
    • Configuration Manager

    You can import usage statistics into Esploro from an Excel document. This is useful if you want usage performed in another system to be recorded in Esploro for analytics reports and the Research Portal. 

    The format of the Excel file is different depending on the originating system and the export format the system provides for the usage:

    • For Digital Commons:
      • 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.

      The following is an example of the Digital Commons format:

      Example file of asset usage with multiple dates.

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

    • For EPrints:

      The following is an example of the EPrints format:

      eprint_excel_example.png

      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.
    • For Fedora:

      The following is an example of the Fedora format:

      fedora_excel_example.png

      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.
      Each row with a usage date and time represents one usage count. To load usage from Fedora, on the the Import Usage Statistics page, select Yes for the Permit Overlapping Dates field (see below).
    • For Dspace:

      The following is an example of the Dspace format:

      dspace.png

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

      • The header is in the first row.
      • Column 1 – Id: Dspace's asset ID that is matched with the Asset Originating System ID in Esploro.
      • Column 2 – Item_ID: The Dspace asset file ID – ignored by the import.
      • Column 2 – Item_ID: The Dspace asset file ID – ignored by the import.
      • Column 3 – Bitstream_ID: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.
      Each row with a usage date and time represents one usage count. To load usage from Dspace, on the the Import Usage Statistics page, select Yes for the Permit Overlapping Dates field (see below).
    • For Generic:

      The following is an example of the Generic format:

      Generic.png

      For an example copy of the Excel file, see the Generic 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.
      Each row with a usage date and time represents one usage count. To load generic usage data, on the the Import Usage Statistics page, select Yes for the Permit Overlapping Dates field (see below).

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

    import_usage_statistics.png

    Import Usage Statistics
    To 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.

    The loader can be used more than once. Each time it is used, data is added and not overwritten.

    Loading Citation Metrics

    You can import an Excel file into Esploro from databases of citation counts of research publications. A citation count is useful for measuring the impact of the asset in the academic community.

    Before you can import citation counts for research outputs, you must verify that you have a license for the data for each source. This is configured on the Citations Sources page (Configuration > General > Institution Settings > Citation Sources). For more information, see Configuring Citation Sources.

    The excel must contain a header with the following columns:

    • The DOI identifier of the asset. Not repeatable. 
    • The total number of citations. Not repeatable
    • The year for which the citation count is relevant. This column can be repeated for different years. Optional.

    For example:

    citation_count_sample_excel_header.png

    Citation Count Sample Excel Header

    You load the file from the new Load Citation Metrics page (Repository > Import Assets > Load Citation Metrics):

    load_citation_metrics.png

    Load Citation Metrics

    Select the Source of Data and select the file. Click Import to load the file.

    A job reads the file and imports the data into Esploro. When the job finishes, it is available in the History tab (Admin > Monitor Jobs). Opening the report displays the following load citation metrics:

    • Processed records
    • Missing ID rejected records
    • No match on ID rejected records
    • Loaded records

    Currently the data is not publicly displayed in Esploro, but it will be available in a future release.

    Running Author Matching Report / Update Approved Matches

    This report lists author-researcher matches for assets imported via an Import Profile (migration) or via SWORD as well as those captured by Smart Harvesting.

    For more information, see Reports and Notifications and Author Matching Approval Task List.

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