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    Working with Research Assets

    Overview

    This page describes how to work with research assets in Esploro. For an overview of how to access and get more information on the various features in Esploro, see Quick Guide for Administrators in Esploro. For information about handling research deposits, see Working with Research Deposits. For information about working with student deposits, see Working with Research Deposits. For information about approving assets, see Author Matching Approval Task List.

    Watch the Managing Research Deposits and Assets video (6:00).

    After being approved, deposits (see Working with Research Deposits) become Esploro assets. As described on this page, in addition to editing the metadata 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.

    When searching for research assets in Esploro, the search results include deposits as well. 

    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, below.

    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 icons may appear in an asset record:
    • 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 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)
    • 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

    Asset in LV w Icons.png

    Icons in an Asset Record*
     
    * Note that this asset will not appear in the portal when its settings are configured like this, even though it is open access, because these profile and portal display settings prevent it from being displayed.
     
    When an open-access asset appears in the portal, the Open Access icon is also displayed with it:
    Open Access Icon in Portal.png
    Open Access Indication 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.

    A file whose Access Rights policy is Embargo is treated as Open when the end-date of the embargo has passed.

    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.)

    Supplemental Selected 1.png

    File Marked as Supplemental

    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.

    File List w Supplemental1.png

    Main Asset File Closed, Supplemental File (Supplemental Icon.png) Open
    For additional information about the access settings of files and links attached to assets, see Configuring Access Rights and Licenses.

    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 about fields that appear below.)
    • Delete (Research Assets Manager only) – Delete the asset.
    • Edit – Edit the metadata of the asset. Select this option to open the Asset Details page. This 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 profiles - This is checked by default. If this option is unchecked then it will only display in the researcher's (private) profile.
      • Files – Add and manage files belonging to the asset. Depending on their access rights, these files may be accessible to users via the portal; files that are not intended to be available in the portal should be added in the Attachments tab. The following actions are available for files that have been added here (see also, Files Section):
        • Edit File Information – Edit the metadata of the file: its display name, access rights, license, content type, description, and whether it is a main or supplemental file.
        • Download – Download a copy of the file.
        • Delete – Remove the file from the asset.
        • Generate Temporary Link – Generate a temporary link, which grants access to the file for a certain period of time to the requester, to an access-restricted file.
        • Replace – Replace the file with a different file of the same type. None of the metadata of the file, including its original name, are changed when you use this option. This is useful if you want to replace a file, but you want existing links in indexes (such as Google Scholar) and other locations to continue to work properly.
      • 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. See Manage Creators and Contributors, below, 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
      Attachments tab – Add files or links to the asset record that do not represent the content of the asset, such as additional signed policy documents, mail correspondence with the researcher. These files and links are only available in the hub; they do not appear in the asset record in the portal.
      Internal Notes tab – View, edit, or delete internal notes that were attached to the asset by the system, staff, or researchers, or add new internal notes. 
      Communications tab – Contact one of the researchers responsible for the asset, and track previous communications with the researchers.
      History tab – View information about past status changes to the asset, such as when the asset was created or approved.
    • 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.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.
      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.

      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. 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). 

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

    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 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 in the Asset Details page, in the Creators section.
    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.
      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, with an external affiliation selected.
      Edit Affiliation Dialog Box
    6. Select Save. The selected affiliations are updated.
      Affiliations Updated in Bulk.
      Updated Affiliations
    Adding Multiple Affiliations to a Creator or Contributor 

    When you edit an asset, you can define up to five affiliations to 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 (Expand Affiliations Button.) beside it. Select the Expand button to open a box in which all of the affiliations are displayed.

    Box showing Multiple Affiliations for a Creator opened in the Asset Details.

    Box Showing Multiple Affiliations of an Author

    The first affiliation in each list appears in the asset page in the portal. Any additional affiliations are not currently displayed in the portal.

    The Affiliations of the first creator and contributor of an Asset displayed in the asset page in the Portal.

    First creator and Contributor Affiliations In the Asset Page in the Portal
    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.

      Editing Author Affiliations in the Edit Creator Dialog Box.
       
    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. 

    Uploading Large Files

    You can upload files larger than 2 GB, using a desktop loader utility, Esploro File Uploader, that bypasses the browser limitation by enabling users to upload files straight to Esploro. In order to do this, you can download the Esploro File Uploader at Asset Files Uploader (in the Developer Network). The utility does not have to be installed; you just open the file to use it.

    The version of the Esploro File Uploader described is part of the December 2023 release. If the version of the utility you have was downloaded before December 3, 2023, it is an older version, and cannot upload files larger than 5 GB. From December 3, 2023, and onwards, it is recommended to download the new version. 

    Before you can use the Esploro File Uploader to upload files to an asset, you must go to the asset and create a token that identifies the asset, environment, and customer instance, as explained below. (In order to be able to create an upload token, the esploro_display_issue_upload_token customer parameter needs to be set to True; see Configuring Institution Settings).

    In principle, the Esploro File Uploader enables you to upload files of up to 5,000 GB. However, a customer parameter, file_loader_utility_size_limit_in_GB, controls the maximum size in your organization. By default, this parameter is set to 5 GB. (For information about setting this parameter, see Configuring Institution Settings.) When the asset token is created, the code of the token includes information about the current maximum file size configured in your system. After the asset token is validated by the uploader, the size limit is displayed in the uploader window. (Thus, if the value of the customer parameter is modified after the asset token is generated, the change is not implemented in the uploader.)

    The Esploro File Uploader initially uploads files to an upload folder, and then transfers them, in the background, to the storage folder. Very large files may take up to a few hours to be completely uploaded to the storage folder. During this time, the files are listed under the asset in Esploro, but are not yet accessible.

    To upload a large file:
    1. For the relevant asset, select Issue Upload Token from the actions menu.

      Issue Upload Token.png 

    2. Copy the token ID from the message that displays.

      Upload Token.png

    3. Open the Esploro File Uploader (see above). 
    4. Paste the token into the Enter Token field.

      Esploro File Uploader.docx.png

    5. Select Get Upload Data. The token is validated and the File Uploader window expands. The MMS ID of the asset is displayed, and, below it, the maximum file size is indicated. Below them are the upload controls. 
      The maximum file size is the maximum size per file – you can upload multiple files, even if the sum of their sizes is larger than the maximum specified.

      Uploader 1a -marked.png
    6. Verify that the correct MMS ID appears.
    7. Select the Select Files To Upload button and then select the files you want to upload. The files you select appear under Selected Files. (The checkboxes to their left control whether they will be included in the upload. Clear the checkboxes of files you added but do not want to include in the upload. You cannot delete files from the list.)
    8. When you’ve finished selecting files, select Upload. The files are uploaded one by one. After all the files are uploaded, they are associated with the deposit.
      When the upload is finished, a Success message pops up. This indicates that the files have been saved in the upload folder; it may take a while for them to be transferred to the storage folder, at which time they will become available for viewing and downloading. The files are automatically assigned “closed” access rights.
      During the upload process, you can select the Cancel button to stop the upload. If you do so, the files that were already uploaded will not be associated with the deposit.

      Uploader 3a.png

      Upload Underway

      Uploader - Success.png

      Success Message
    9. In the Success message, select OK.

    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.

    Creators, contributors and files are not included in the export, because these fields cannot be updated using CSV import.

    To Export a Set of Research Assets to CSV 
    1. Go to Admin > Run a Job and select the Research assets CSV 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.
      selective-export-radio-button-csv-export.png

      Full export exports all fields and columns, while Selective export allows you to select specific fields to export.
    4. For Selective export select the relevant fields in the Task Parameters: Fields to export section.
      selective export checkboxes for fields.png
    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 is Running until it has completed, at which stage it is no longer 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 Existing Research Assets

    You can update existing research assets in a set, using the Update Set of Research Assets job as described below. Alternatively, you can update selected research assets in a set using the CSV Import feature (see here). For information on working with sets see Managing Search Queries and Sets.

    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 asset in public profile of 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).

    Creators, contributors and files are not included in the export, because these fields cannot be updated using CSV import.

    For importing research assets using profiles see here.

    For a video showing how to update research assets in bulk see How to Bulk Update Assets Using CSV.

    To update a set of research assets using CSV import:

    If you want to apply the same change to all members of the set, e.g., delete links from all members of a set, change the asset type for all members in the set, delete non-affiliated authors, etc., use the Update Set of Research Assets job. Otherwise, follow the steps below.

    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 > Import Assets > Manage Import Profiles.
    6. If you already have a CSV Import profile for research assets you will see it on the Import Profiles page. 
      There is a difference between the profile for updating assets and the profile for importing new assets.
      For updating existing assets, the Import Mode field should be set to Update. For importing new assets, the Import Mode field should be set to Create new.
    7. If you don't have a profile specifically for updating existing research assets, create a new profile (see Creating an Import Profile).
      Make sure that Update is selected for Import Mode.
    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.
    • Multiple ASSET_KEYWORDS columns can be included in a single CSV file. This is one way you can add multiple keywords to an asset: Add additional columns with the heading ASSET_KEYWORDS to the file, and then add additional keywords to the asset rows in those columns.
    • You can also add multiple keywords in a single column by separating them with these characters: @@.

      Asset Keywords in CSV.png 

      Attaching Multiple Keywords to Assets Using Multiple Columns and/or @@ as a Separator

    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 subjects Free text in the form of single words or multi-word phrases; separate multiple keywords with the characters @@; see above
    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 on this topic see How to Update Research Assets in Bulk.
    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.
    For a video on this topic see How to Delete Research Assets in Bulk.
    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.

    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 (add, update or delete) the data in one or more assets using normalization rules (also known as drools). 

    Some sections of the asset, such as relationships, files and links, are not supported for editing by drools. For these, you need to use the CSV Update (see Bulk Update of Existing Research Assets Using CSV Import).

    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). This creates a manual job that you can run.
    4. Run the manual 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 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_2.png
      md_editor_2_NL.png

      MD Editor - Rules 
    3. Select 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

       

      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.

    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 (Repository > Manage Assets > Test Normalization Rules). The Testing Normalization of Research Assets page appears.

      testing_normalization_of_research_assets.png

      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.

    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 ETD Administrator Integration 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:

    Digital Commons

    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:

    • 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.

    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.

    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.

    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).
    • 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:

    Dspace example file.

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

    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).

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

    Name Description
    ID The Dspace usage ID – ignored by the import.
    Item_ID The Dspace asset ID – ignored by the import.
    Item_HITS Number of record views – read by the import if the selected usage type is “Record views”
    Bitstream_ID The Dspace file ID – ignored by the import.
    Bitstream_HITS Number of file views – read by the import if the selected usage type is “File views/downloads”
    Month Month of the usage transaction (first day of the month is added to the Esploro date by the import)
    Year Year of the usage transaction
    Item_URI The unique asset URL in Dspace

    Generic

    The following is an example of the Generic format:

    Generic example.

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

    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).

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

    Name Description
    CREATE_DATE

    Date of the usage transaction

    MATCH_ID

    Legacy system asset ID that is matched with the asset originating system ID in Esploro. Depending on the MATCH_ID_TYPE column, this can have ID or URL.

    MATCH_ID_TYPE

    Accepts the values URL or OriginatingAssetId (same as for Digital Commons)

    SERVICE_TYPE

    The usage_type to be loaded. The following values are supported:

    • METADATA_VIEW
    • FILE_REQUEST
    • SPECIFIC_FILE_REQUEST
    The data in the file (and not the job parameters) will determine the usage_type.
    NUM_ACCESS

    Number of usages

    How to Import Usage Statistics

    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:
    The loader can be used more than once. Each time it is used, data is added and not overwritten. The loader supports XLSX files only.
    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.

    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. For information on configuring citation sources see here. For information on selecting citation styles when exporting an asset as a citation see Citation Styles List.

    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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