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 identified as open access – i.e., there are no limitations on who can view or download it (see When Is an Asset Labeled Open Access?, below)
• – 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

When Is an Asset Labeled Open Access?

Files and links that are attached to an asset can each be assigned individual access rights. Whether the asset itself is labeled Open Access depends on the access settings of these files and links, and is determined based on an algorithm. The algorithm is somewhat complicated, but the gist of it is as follows:

• If any files attached to the asset are either marked as Open or have no access rights defined for them, the asset is labeled Open Access (regardless of the access rights of any links attached to the asset).
• If no files are attached to the asset, but links are attached to it, then: If any of the links are marked as Open, the asset is labeled Open Access. If none of the links are marked as Open, either because they have no access rights defined for them, or because they are marked as having other types of access rights, the asset is not labeled Open Access.
• If no files or links are attached to the asset, the asset is not labeled Open Access.

That is to say: 

1. The settings of attached files are given precedence over the settings of attached links.
2. When no setting is specified for a file, the default is Open Access. When no setting is specified for a link, the default is Not Open Access.

This description of the algorithm is an over-simplification, because both files and links can be attached to an asset either as main attachments or as supplemental. (Any attachment that is not marked as supplemental is considered a main attachment.)

For the purposes of labeling an asset as Open Access, supplemental files and links are essentially treated by the algorithm as Closed Access, regardless of their actual access settings. Thus, for example, if an asset has a two files attached to it, and file #1 is a main file, and is Closed, while file #2 is a supplementary file, and is Open, the asset is not labeled Open Access, because it is only a supplementary file that is Open.

Main Asset File Closed, Supplemental File () Open

Viewing Additional Asset Details

Additional information about each asset appears in tabs beneath the asset, where relevant. If the tabs contain any information, the tab area can be expanded to make it visible by selecting one of the active tabs or the Expand all button (), or collapsed to reduce the amount of space occupied by the asset's information on the page by selecting the Collapse all button ().

• 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 metadata of the asset. Select this option to open the Asset Details page.
• Change asset type – Change the asset category and/or type (not available for an ETD). When you select this action, the Change asset type dialog box appears. Select the new category and type, and then 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 a list of available 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. See Configuring Handle Server Integration for more information on handles.
• Delete from ORCID – For assets that have already been pushed to ORCID, removes all references to the asset from ORCID, enabling you to  remove incorrect researchers, flag a researcher as not-for-display, or delete the asset from Esploro. Note that, if none of these changes are made, the asset will be sent to ORCID again the next time the the Update Researcher ORCID job runs (see ORCID in Esploro). 

Managing Creators and Contributors

You can manually update the list of creators and contributors of an asset and the properties of each author in the list. You can change the order in which the authors appear in the list by dragging them up and down in the list. In addition, you can modify or delete the affiliations of multiple authors in bulk. If an author has multiple affiliations, you can also manually add additional affiliations to their information (this cannot be done in bulk). 

Managing Long Lists of Creators or Contributors

If an asset has many creators/contributors, you can open the list in a separate management page in which you can view up to 500 of them. This makes it easier to find an author, change affiliation in bulk, and change the order in which the authors are displayed. Note that very long lists may take time to load. 

To open the list of an asset's creators or contributors in a separate page:

• In the Asset Details page, select the Manage creators or Manage contributors buttons. The Manage Asset Creators or Manage Asset Contributors page opens.

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

 

Manage Creators Button

Updating Author Affiliations in Bulk

In the Manage Asset Creators/Contributors page, you can update the affiliations of multiple creators/contributors in bulk. 

Bulk updates of affiliations do not affect authors that have multiple affiliations (see Adding Multiple Affiliations to a Creator or Contributor, below). The affiliations of authors with multiple affiliations can only be managed individually.

To update the affiliations of multiple creators/contributors in bulk:

1. In the Asset Details page, in the Asset tab, select the Manage creators or Manage contributors buttons to open the Manage Asset Creators or Manage Asset Contributors page (respectively).
2. Select the checkboxes next to the creators/contributors you want to update
3. Select the Update selected author affiliations button. The Edit Affiliation dialog box opens.
   
   Update Selected Author Affiliations Button in the Manage Asset Contributors Page
4. Select one of the following:
   • Search Internal to select an affiliation within the organization
   • Search External to select an external affiliation that is already defined in your system
   • Create New External to create a new external affiliation
5. If you selected Search Internal or Search External, under Affiliation, begin typing a string of characters that appears in the name of the affiliation you want to add. When you find the affiliation, select it. If you selected Create New External, enter a Name and Code for the new affiliation, and select its Type.
   
   Edit Affiliation Dialog Box
6. Select Save. The selected affiliations are updated.
   
   Updated Affiliations

Adding Multiple Affiliations to a Creator or Contributor

When you edit an asset, you can define up to five affiliations for each of its creators and contributors. In the Hub, when multiple affiliations are defined for an author, the first one in the list is displayed in the asset page, with an Expand button () beside it. Select the Expand button to open a box in which all of the affiliations are displayed.

Box Showing Multiple Affiliations of an Author

The affiliations also appear in the asset page in the Portal. At the top of the asset page, the list of authors can be expanded to show the affiliations of the authors by selecting the Show details for ... authors link below the list. In addition, the list of authors can optionally also appear in the Details section of the asset page, with some or all of their affiliations listed; see Configuring the Display of Multiple Author Affiliations in the Portal, below.

Expanded Author List Showing the Authors' Affiliations

Adding Affiliations to the Author of an Asset

To add affiliations to an author of an asset:

1. In the Asset Details page, in the Asset tab, in the row actions of the author, select Edit. The Edit creator (or Edit contributor) dialog box opens.
   
   
    
2. Under EDIT AFFILIATION/S, select one of the following:
   • Search Internal to select an affiliation within the organization
   • Search External to select an external affiliation that is already defined in your system
   • Create New External to create a new external affiliation
3. If you selected Search Internal or Search External, under Affiliation, begin typing a string of characters that appears in the name of the affiliation you want to add. When you find the affiliation, select it. If you selected Create New External, enter a Name and Code for the new affiliation, and select its Type.
4. Select the relevant Add button. The affiliation is added to the list.
   If five affiliations are already defined for the author, the Add button is not available.
5. To change the order in which the affiliations appear in the list, drag them up or down, as required.
6. Select Save. The dialog box closes and the changes are added to the Asset Details page (but not yet saved in the database).
7. When you have finished modifying the Asset Details page, select Save to save them in the database. 

Configuring the Display of Multiple Author Affiliations in the Portal

You can configure the display in the Portal of author affiliations in the Details section of the full asset page. The options available enable you to choose whether to display the list of creators in this section at all, and, if so, whether to show their roles, and whether and how to display their affiliations:

• Roles – When a role is defined for a creator, if it is displayed, it appears in parentheses after the creator's name.
• Affiliations – When one or more affiliations are defined for a creator, if they are displayed, they appear after the creator's name and role. Depending on the option selected, all affiliations may be displayed, only those that are related to your institution, or only the first affiliation specified for the creator.

These settings are configured in the Asset Page tab of the Research Portal configuration page (Configuration Menu > Portal & Profiles > Research Portal > Assets Display Configuration), in the Details configuration (see Configuring the Research Portal: Details Settings). For additional information, see Configuring the Research Portal: Options for Displaying a List of Creators.

Asset Details in the Portal Showing a List of Creators with Their Roles and All Their Affiliations Displayed

Deleting Author Affiliations in Bulk

In the Manage Asset Creators/Contributors page, you can delete the affiliations of multiple creators/contributors in bulk. 

To delete all of the affiliations of multiple creators/contributors in bulk:

1. In the Asset Details page, in the Asset tab, select the Manage creators or Manage contributors buttons to open the Manage Asset Creators or Manage Asset Contributors page (respectively).
2. Select the checkboxes next to the creators/contributors you want to delete.
   
   
3. Select the Delete selected author affiliations option.
4. Confirm that you want to delete the affiliations of the selected authors. The affiliations are deleted from the page (but not from the asset record until you select Save).
5. At the top of the page, select Save. All of the affiliations of the selected authors are deleted from the asset record. 

Reviewing Researcher Modifications

Viewing a History of Researcher-Initiated Modifications

You can see a list of modifications that were made to an asset record by researchers in the asset's Details page. The list includes all modifications that were already approved. Modifications that were not yet approved, or that were rejected, do not appear.

Bulk Update of Existing Research Assets in a Set Using the Manual Job

If you want to apply the same change to all members of the set, use the Update Set of Research Assets job (see here). Otherwise, use CSV Import as described below. 

The following operations are supported by the Update Set of Research Assets job:

• Creator or Contributor 
  • Replace affiliation on asset - Replace the affiliation that the creator or contributor had at the time that the asset was created.
  • Update public profile display - Display or hide the asset in the public Profile of the researcher.
• Academic Unit 
  • Add - Add an asset's academic unit to a set of assets.
  • Remove - Remove an asset's academic unit from a set of assets.
  • Replace - Update one academic unit with another for a set of assets.
• Access Rights - Update or remove the access rights granted to an asset.
  • Remove - Remove the access rights for an asset.
  • Replace - Update the access rights for an asset. 
• License - Replaces or removes the license held by an asset.
  • Remove - Remove the license for an asset.
  • Replace - Update the license for an asset. 
• Asset Type - Update from one asset type to another.
  • Replace - Update the asset type for an asset. 
• Visibility - Change an asset's Profile and Portal visibility.
  • Portal visibility - Select True to display the asset on the Portal.
  • Profile visibility - Select True to display the asset on the Profile. 
• Non-affiliated authors - Remove an asset's non-affiliated authors.
  • Remove All - Remove all non-affiliated authors from the assets in the set.
• Links - Remove all links
  • Remove All - Remove all links from the assets in the set.
  • Remove By - Remove links from the set according to selected criteria.

Bulk Update of Selected Existing 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 importing research assets using profiles, see here.

To update a set of research assets using CSV import:

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 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.