Working with Researchers
This page describes how to work with researchers in Esploro. For configuring researcher details see here. For information on managing users in Esploro see here.
- Researcher Manager
Your institution's affiliated researchers must first be registered as platform users. See Managing Users for more information.
Affiliated researcher information is stored as an extension to the user record.
Ex Libris helps you upload your first set of affiliated researchers, and helps you to configure Esploro to keep your users up to date using the Users integration profile. For more information about this profile, see Student Information System. You can also manage researchers manually, as described below. For information on the author matching report see here.
You can add non-affiliated researchers when you are adding or editing an asset. Esploro also adds non-affiliated researchers when uploading assets to your institution during migration.
You manage researchers on the Find and Manage Researchers page (Researchers > Researchers > Manage Researchers). On this page:
- You can manually add, edit, and delete affiliated researchers.
- You can edit and delete non-affiliated researchers.
- You can view all of a researcher's assets.
- You can move all of a non-affiliated researcher's assets and grants to an another researcher. While doing so, you can delete the non-affiliated researcher.
- You can add, edit, and delete researcher proxies.
- You can view the researcher's public profile.
- Repository managers can edit the researcher's public profile on the researcher's behalf.
To find researchers and researcher proxies using the persistent search, see Searching in Esploro.
Use the persistent search, as well as the Affiliated/Non-affiliated tabs, Previously Affiliated checkbox, filters, and Affiliation secondary search to filter the list of researchers.
- Ensure that the researcher already has a user.
- On the Find and Manage Researchers page (Researchers > Researchers > Manage Researchers), select Add Researcher and enter or select the user associated with the researcher in the dialog box. Note that you cannot add a non-affiliated researcher on this page. That can only be done when adding or editing an asset.
- In the Select user box you can type a name in the Look-up field or select from the list of users.
- Clicking Select from a list takes you to the Find and Manage Users page where you can select the user from the list.
- After adding a user, select Add Researcher.
- The Researcher Details page appears. The Researcher Profile tab on this page is pre-filled with information. Most of the user information is copied from the user record.
- Enter the following additional information:
Many of the fields on the Researcher details page contain the Managed Externally checkbox. When selected, the researcher loader updates the fields and the checkbox indicates that the field is updated by the loader. When cleared, the loader is prevented from updating the fields and overwriting the changes is performed by staff. See Running Manual Jobs.
Researcher Profile Fields Field Description Values Researcher Name First name The researcher's first name. Last name The researcher's last name. Title The researcher's title. Middle Name The researcher's middle name. Name Suffix The user's name suffix, if any. Researcher Details Display Title The researcher's title for display purposes. When data is entered into this field, the value is used for the title on the Researcher page, instead of the researcher's position and first affiliation. The title is also displayed when choosing the View Public Profile row action. Position Researcher position at the institution. To configure this list, see Configuring Researcher Positions. Select a value from the drop-down list. Researcher Type Whether this user is affiliated or nonaffiliated, or a proxy for another user. When adding an affiliated researcher, this is Affiliated Researcher. Send message Select a mail type and click Compose to open a dialog box where you can send a message to the researcher. Default Publication Language This value is used to pre-fill the Language field when the researcher submits a deposit or when an administrator submits a despot on the researcher's behalf. Your administrator can set the default value for this field for all new users; see Configuring Default Researcher Settings. If a global default is not set, the default is taken from the Preferred language field. Previously Affiliated Select to indicate that the researcher was previously affiliated with the institution (but not currently). This researcher type is indicated on the Find and Manage Researchers page. The public profile of the researcher is displayed on the Researcher Portal. Researcher Notifications Select this button to opt in/out of the researcher notifications. Select or clear the check boxes next to each notification that you want to enable or disable for the researcher. Your administrator can set the default values for these fields for all new researchers; see Configuring Defaults for Researcher Opt-In Letters. These include notifications such as Mediated Deposit Approved, Send Asset to ORCID, etc. Researcher Settings Has an Active Public Profile
Whether this researcher appears in the Researcher Portal. See Profile Activation Status.
For a video showing how to enable a researcher to make their profile public see here.
- Yes (default)
Include in Smart Harvesting For future use. Whether to include this researcher when performing automatic capture.
- Yes (default)
Skip automatic approvals in Smart Harvesting
- No (default)
Last Smart Harvesting Date The value of this field determines the point in time from which assets will be brought in. For the first (retrospective) run, this field is empty. For ongoing runs this is updated automatically. Has Access to the Researcher Profile Whether this researcher can use (log into) the Researcher Profile.
- Yes (default)
Update ORCID Profile Whether to update the ORCID profile for this researcher, when pushing assets to ORCID. See also the Update Set of Researchers job in the Manual Jobs table. You can configure the system to ignore this flag - see Configure ORCID Integration.
- Yes (default)
Current/Previous Internal and External Organization Affiliations – Select one or more current or previous, internal or external research organizations with which the researcher is affiliated, the date started, the relevant position, and title. To configure these, see Configuring External Research Organizations. Research Topics and Keywords Research topics Select one or more predefined research topics to associate with the researcher. Keywords If any of your topics is not predefined (Research topics), enter a comma-separated list of topics here. Area of Interest – Enter one or more areas of interest.
Name variants – Name variants are used by Smart Harvesting and the Author matching algorithm. It is important to only add variants that differ from the researcher's main name that he or she is known to use in publications. For example, if the researcher's name is Frederick G. Smith:
- Add the nickname Fred Smith only if he publishes as Fred Smith.
- Do not add Frederick Smith even if he publishes without the initial because this does not add any new information. Esploro already checks for the name without the middle initial.
Public and Academic Engagement – Select up to five engagement types and set an (optional) expiration date.
For more information about configuring researcher engagement types, see Configuring Researcher Engagement Types.
Researcher Website URLs – Enter one or more websites associated with the researcher. For each website, select the type: CV, Home Page, Lab, Profile, Publication page, Unknown. You can also add an optional title and description. The website order can be rearranged by dragging the URL rows in the Researcher Website URLs list to reorder them as you want them to appear on the Researcher Profile page. Education – Enter one or more rows related to the researcher's education, including studies title (field of study), institution, certificate (degree), from and to dates of study, and any additional details. Associations – Enter one or more rows indicating other associations with external research organizations. Honors – Enter one or more rows related to the researcher's honors, including title, external research organization, and time period. Languages Language Enter a comma-separated list of the researcher's languages. Public Profile URL Identifier Click Regenerate to regenerate the researcher's URL identifier based on the researcher's new name.
When you change any part of the researcher's name in the Researcher Name section, and move the focus away from the changed field, a message will appear notifying you that you must regenerate the URL identifier if you want it to reflect the name change.
File Select a picture to appear on the research profile of the researcher.
- On the Contact Information tab, enter addresses, phone numbers, or email addresses for the researcher. Initial information on this tab is copied from the user record.
- On the Identifiers tab, enter additional identifiers for the researcher. Initial information on this tab is copied from the user record. For each identifier, select the type, enter a value, and add an optional note. Ex Libris creates and configures the types when setting up your institution. To configure user identifiers in Esploro, see Managing User Identifiers in the Alma documentation. User identifiers that are highly relevant for researchers include ORCID, ISNI, Scopus ID, ResearchID, arXiv ID, eRA ID, Pubmed author ID, and Pivot ID.
Any type of identifier can be included in the Researchers load except Primary ID. To mark an identifier you are adding manually to the researcher as managed by Esploro, select the Add as a researcher ID flag on the Researcher Identifiers list. This selection will cause it to be updated when the Researcher loader is run with the Researchers Only option. When configuring your Researchers loader in Researchers Only mode, be sure to select the Identifiers you will be managing from the list of Identifiers that is displayed. Identifiers that are selected will be updated by the loader when it is set to update the researcher data and not the user data.
- On the Attachments tab, you can add attachments related to the researcher or see emails related to Esploro that were sent to this researcher. See Attachments Tab.
- On the Researcher Proxies tab:
- In the Add Proxy section, enter other researchers that can submit assets on behalf of this user.
- In the Add As Proxy for section, enter other researchers for which this user can submit assets on their behalf.
- On the Audit tab, you can view a record of changes made to this researcher's information.
- When you are done, select Save to save your changes.
- Ensure that the proxy already has a user.
- On the Find and Manage Researchers page, select Add Researcher Proxy and enter or select the user associated with the researcher in the dialog box.
- Select Add Researcher Proxy. The Researcher Details page appears. The Researcher Profile tab on this page is pre-selected. Most of the user information in the User Information area is copied from the user record.
- Enter the following additional information:
Researcher Proxy Profile Fields Field Description Values User Information Name Suffix The user's name suffix, if any. Position Researcher position at the institution. To configure this list, see Configuring Researcher Positions. Select a value from the drop-down list. Researcher Type Whether this user is affiliated or nonaffiliated, or a proxy for another user. When adding a researcher proxy this is Research Proxy. Default Publication Language This value is used to pre-fill the Language field when the researcher submits a deposit or when an administrator submits a despot on the researcher's behalf. Your administrator can set the default value for this field for all new users; see Configuring Default Researcher Settings. If a global default is not set, the default is taken from the Preferred language field.
- See the procedure for adding a researcher (above) regarding the other tabs.
- When you are done, select Save to save your changes.
Viewing Researcher Details
Hover over the Researcher Information Icon to view details for the researcher (see here).
You can also view researcher details in the right hand pane of the Researcher Details page.
Managing a Researcher's Assets
Select View assets in the row actions list. The results appear in the Research Assets page (see Managing Research Assets).
The list will not include assets that are still drafts or provisional assets from Smart harvesting that have not yet been approved. Assets imported via Smart Harvesting are approved when the first author match is approved. This means that the list can include assets that are approved even if they have authors whose match is pending approval. In this case, the system displays "There are unapproved author matches" for those assets. If the match for the active researcher is still pending approval for an asset, the system displays " Author-researcher match not approved".
- Select Move all assets and grants in the row actions list. The Move All Assets and Grants pane appears.
Move All Assets and Grants Page
- Select the researcher to which to move the selected researcher's assets and grants.
- Optionally select whether to delete the selected (original) researcher.
- Select Move and select Confirm in the confirmation dialog box. The assets and grants are moved, and (if selected) the original researcher is deleted.
Select Edit in the row actions list.
When editing a researcher proxy, you can select Change to Researcher and select Confirm in the confirmation dialog box to change the proxy to a researcher.
When editing the researcher, a complete audit trail is recorded for changes that are made through the Repository.
Viewing the Researcher's Public Profile
As you make changes to a researcher's profile, you may want to view how these changes will appear to the public. With the View public profile row action, you can view what the public sees based on the content of the researcher's profile in Manage Researchers (Research > Researchers > Manage Researchers).
Updating Researchers in Bulk
Users with the Researcher Manager role can run bulk updates for a set of researchers with the following options:
- Updates to flags on the researcher for granting access or showing the researcher profile.
- Control the letter (mail) settings of the researcher.
- Add or remove research topics and keywords.
To run an update, from the Run a Job page (Admin > Run a Job), select the Update Set of Researchers job on the Run a Job page. It is listed under type Researchers.
For a video showing how to update researchers in bulk see here.
Checking for Duplicate Researchers
After an import, you may want to check for potentially duplicate researchers. On the Report of Potentially Duplicate Researchers page (Research > Researchers > Duplicate Researcher Report), you can run a job to identify researchers that have similar names and have assets in identical or closely related areas of research. You can check for duplicates by Researcher Type or Mode.
- On the Report of Potentially Duplicate Researchers page, optionally enter the job name.
- Select whether to check researchers added from the last time this job was run, from a specific date, or all researchers. If you select to run from a specific date, enter the date.
- Select Submit to run the job. You are redirected to the Running tab on the Monitor Jobs page.
View the report on the History tab of the Monitor Jobs page when you are done. The report shows the number of duplicates found. If this number is more then one, select Click to download report to see the potential duplicates in a CSV fileThe report checks for duplicates among affiliated and non-affiliated researchers using 1) identifier, 2) normalized names (case insensitive, punctuation ignored, middle names ignored unless different, wildcards used for initials, and diacritics compared to ASCII characters).Duplicate Job ReportThe report contains the following columns of information: Group Number, Researcher name, Affiliation type (internal/external), Academic units, Primary ID, Number of assets, Subjects, ORCID, and other Identifiers.
Select Delete in the row actions list. Note that you cannot delete a researcher associated with an asset or grant.
Deleting redundant unaffiliated researchers as a scheduled job
Unaffiliated authors may become redundant when they are dissociated from any Esploro entities (such as assets). By default, Esploro deletes redundant unaffiliated researchers who do not have assets, on a scheduled basis, using the new Delete Non-Affiliated Researchers job. The job does not delete users that were loaded using the non-affiliated researchers loader. To deactivate the job, please contact ExLibris.
- Video: Working with Researchers in Esploro
- Video: How to Customize Researcher Profiles
- Video: How to Manage Researcher Proxies - Ex Libris Knowledge Center (exlibrisgroup.com)
- Video: How to Update Researchers in Bulk
- Configuring Researcher Profiles
- Managing Users
- Working with the Esploro Research Hub
- Author Matching Report