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    Working with Activities

    Working with researcher activities in the research hub. An activity in Esploro relates to researcher actions that support research, e.g., service to the profession, supervision of students, etc.

    Overview

    The Activities feature is for Esploro Advanced Edition customers.

    Researcher activities can be managed in the research information hub. An activity in Esploro relates to researcher actions that support research, e.g., service to the profession, supervision of students, etc. This page describes working with activities. To configure activities, see here.

    You must have the following role to manage activities:

    • Activities Manager

    for an overview of managing researcher activities in Esploro, watch the Activities video (4:17). 

    Searching and Viewing Activities

    You can view and search for activities in the Manage Activities page accessed from Research Management > Manage Activities

    search for activities.png

    Search for Activities
    The list of activities can be sorted by date, and the facets on the left provide an easy way to filter the activities.
    facets for activities.png
    Facets for Activities
    Click an activity to open a details window for it.
    view details window for an activity.png
    Activity Details
    Click the << icon to expand the details window.
    view details for a single activit - expand windowy.png
    Expanded Details Window
    Each section in the details window contains specific information for that activity e.g., Researcher, Organization, Attributes, etc.
    You can access the list of sections from the Sections drop down box.
    sections drop down box for activities.png
    Sections Drop Down Box
    Additional sections that are currently not displayed appear with a + icon next to them. Click the + icon to display that section.
    add more sections to the activities details page.png 
    Add Sections
    For some fields e.g., Description, you can select from a list of languages when editing information for activities. These languages are configured in Configuration > General > Multi-lingual data elements.
    For more details about the various sections see Activity Sections.

    Adding Activities

    You can add activities in the Manage Activities page accessed from Research Management > Manage Activities. Select Add Activity

    add an activity.png

    Add Activity
    Enter the details and select Save.

    Editing Activities 

    Hover over an activity to display the edit pencil icon.
    edit an activity.png
    Edit Icon
    Click the edit icon, enter the details and select Save.

    Activity Sections

    The sections display in the details window contains specific information for that activity. See Searching and Viewing Activities for information on adding and viewing sections.
    Some sections appear by default, while some sections are added only after choosing a related category—for example, the Course Information section appears only after selecting the Teaching category.
    Teaching category selected for an activity.
    Teaching Category
    Course information section appears after selecting Teaching category.
    Course Information Section
    For more information see Additional Sections.
    When editing most sections, the Save or Cancel icons are displayed.
    edit sections.png
    Save or Cancel Icons

    General Information

    This includes general information such as the activity ID, category and type. This information appears in the activity brief summary.

    activity brief summary.png

    Activity Brief Summary

    Approval for Visibility

    Use the sliders to enable/disable visibility of this activity on the profile and/or the portal.

    approve activity visiblity.png

    Approve Activity Visibility
    Display in Profile for the researcher for this activity must be checked. 

    display in profile for researcher activity.png

    Display in Profile

    Associated Researchers

    You can add an associated researcher from the Associated Researchers section. 

    add researcher.png

    Add Researcher
    In addition to searching for existing researchers, you can also add a new non-affiliated researcher.
    create non affiliated.png 
    Create non-affiliated researcher
    Non-affiliated researchers that are added for an activity, will also appear in the Manage Researchers window accessed from Researchers > Manage Researchers. Non-affiliated researchers are not displayed however on Profiles.

    create non affiliated researcher for activity.png

    Non-Affiliated Researcher
    find non affiliated researcher.png
    Find and Manage Researchers
    The Role for associated researchers applies to the role of the researcher in the context of the activity only.
    associated researcher affiliated.png
    Researcher Role

    Associated Organizations

    Select the organization/s from the list and then select the Save icon.

    organization section.png

    Descriptions

    Depending on the institution configuration, you can select from a list of languages for the description. See the note in Searching and Viewing Activities for more details.

    A  WYSIWYG window appears for adding the description.

    wyswyg.png

    WSYWYG Window for Description

    Research Topics

    Select a topic indicating the specific field of research.

    reference topics for activity.png

    Research Topics
    For ANZ customers the ANZSRC list appears.

    Keywords

    Keywords act like tags that are used for searching activities. Enter the keywords as free text. Note that after writing the keyword/s, you need to press ENTER on the keyboard or click with the mouse in order to enter the information, before clicking Save.

    enter a keyword for activity.png

    Add Keywords

    Depending on the institution configuration, you can select from a list of languages for the description. See the note in Searching and Viewing Activities for more details.

    Locations

    This section allows you to add an address/es to an activity. 

    Location section with country field filled as Italy.

    Locations

    You can configure the list of countries at Configuration > General > Country Names.

    Students

    For activities in the Supervision, Advising and Mentoring category, a Students section is included in the activity information. The names of students who are being supervised, advised, or mentored as part of the activity can be added in this section. They appear in the portal, both in the short and the long forms of the activity's display.

    Adding a Student to an Activity in an activity record in the portal.

    Adding a Student

    Thesis Advisor activity in the advisor's profile in the portal, showing the Student's Name.

    Student's Name Displayed in the Short Form of the Activity in the Portal

    Thesis Information

     For activities in the Supervision, Advising and Mentoring category, a Thesis Information section is included in the activity information. This information is displayed in the portal, in the long form of the activity's display.

    The options that appear under Thesis Level can be configured; see Configuring Thesis Levels for Activities.

    Thesis information being added to an Activity record.

    Adding Thesis Information

    Thesis information displayed in the Activity record in the Portal.

    Thesis Information Displayed in the Long Form of the Activity Record in the Portal

    Course Information

    For activities in the Teaching category, a Course Information section is included in the activity information. 

    Course information in an Activity record in the hub.

    Adding Course Information

    Course information displayed in an Activity record in the Portal.

    Course Information Displayed in the Long Form of the Activity Record in the Portal

    Publication Information

    For activities in the Service to the Profession category, a Publication Information section is included in the activity information.

    Publication information section in an Activity record in the hub.

    Adding Publication Information

    Contract Amount

    For activities in the Commercialization category, a Contract Amount section is included in the activity information.

    Contract Amount Section in a Commercialization Activity.

    Adding Contract Information

    Attributes

    The attributes define the scope or main areas that the activity relates to. To add attributes, go to the Attributes section of the activity and select the relevant attributes.

    add an attribute.png

    Add Attributes
    To add a new attribute, select Add Attribute and enter the Code, Name, and Activity Categories.
    add activity attribute dialog box.png
    Add Attribute
    The Code must start with “activity.” e.g., activity.general.
    For details on configuring attributes, see Configuring Attributes.

    Additional Fields

    This section allows the researcher to select from a list of additional fields.

    additional fields for activities.png

    Additional Fields

    By default, this section is not visible. To activate it, select the + icon in the Sections drop down list.

    The + icon next Additional Fields in the Sections drop down list.

    Activate Additional Fields

    For configuration, these fields are called Local Fields. See Configuring Local Fields for more information.

    Files

    Browse for a file or drag and drop the file into the section.

    file uploaded.png

    Uploaded File

    From the row actions menu you can edit the file information, remove the file or download it.

    edit file activities.png

    Edit File Information

    By default this section is not visible. To activate it, select the + icon in the Sections drop down list.

    The file access rights apply to the researcher portal and profile. For example if a file is marked with an Access rights policy of Closed, users will not be able to access that file in the profile (in the Files and links section).

    See Configuring Files and Links for details on configuring file information for activities.

    Links

    Select Add Link to add a link to the activity.

    add link for activity.png

    Add Link

    From the row actions menu you can edit or remove the link.

    By default this section is not visible. To activate it, select the + icon in the Sections drop down list.

    The Access rights policy for links applies to the researcher portal and profile, in the same way as for files.

    See Configuring Files and Links for more information.

    Related Assets Section

    The Related Assets section allows you to link the activity to assets in the database that are relevant to the activity - publications, datasets, creative works, etc. By default, related assets are displayed in the activity page in the Portal. Once you have added an asset, you can choose to hide it from the Portal if you wish.

    To relate an asset to the activity:
    1. In the Related Assets section, select Add Related Asset.
    2. In the search box, enter either a word or phrase that appears in the title of the asset, or an asset ID. Assets that meet the search criteria are listed under the search box.
      Add Asset to Project.png
    3. Select an asset, and then select Save. The asset is added to the list of related assets.
      Add related asset.
    4. If you do not want the asset to appear in the activity's page in the portal, select the asset, and then clear the Display in Public View checkbox and select Save.

      Project - Edit Asset 1.png

    If multiple assets are related to a activity, you can change the order in which the assets appear by dragging their Drag icons (Drag icon.png) up or down.

    Saved asset appears in Related Assets box.

    Categories and Types

    Every activity must have a category, while types are optional. 

    activity category and type1.png

    Category and Type
    The types that appear in the drop down list depend on what category was selected.
    category value and type values for activities.png
    Types per Category
    Some categories, when selected, cause an additional section to appear. See Additional Sections for more information.

    Import Activities in Bulk with the Loader

    This section describes how to upload activities in bulk using a spreadsheet. 

    You can also upload activities using the API. For additional information, see Esploro Activities in the Developer Network.

    For a video on this topic, see How to Upload Activities in Bulk (4:03). 

    How to Upload Activities
    1. Navigate to Research Management > Import Researcher Activities.

      Activity Loader page.
    2. In the DOWNLOAD TEMPLATE section, select the relevant type category from the drop down list. You can choose All to download columns for all categories.

      DOWNLOAD TEMPLATE section.
    3. Select the Download Template button. This will download an empty template with the required columns.
    4. Fill the information into the template.
      • For lists with a fixed set of values such as categories and activity types, you need to fill the values with the exact code name. Since the values are customizable, you should download the relevant table in order to see the correct values to use. To download a table, select the Export list button. For a list of the tables that can be configured, see Configuring Activities.

        Download table button.

      • Categories are mandatory for activities and must be filled in the template, while types are optional. For details on identifying the codes for categories and types see Working with Activity Categories and Types for Importing with the Loader 

      • For columns with multiple values i.e., activityKeywords, activityAttributes and researcherUserID you need to separate the values with a semi colon without spaces e.g., keyword1;keyword1.

      • The activityStartDate and activityEndDate must be in the correct format as defined in the Date format field.
        Partial dates are supported. For example, if the Date format is defined as dd-MM-yyyy, and you fill 25-12-2021, or 12-2021, or 2021, in all these cases the date will be accepted.

    5. Verify the settings for the Date format and Load Activities as.

      • Date format: Define the format that will be used for the date

      • Load activities as: Define whether the activity will be Approved (publicly available on the profile) or not.

    6. Select the Input File button to locate the file to upload.

    7. Select the Run Now button. This will upload the file and run the Import Researcher Activities job to import the activities into Esploro.

    8. After the activities have been loaded into Esploro via the job, a report is emailed to the operator to let them know that the job ended. You can also view the job as described in Viewing Running Jobs and Viewing Completed Jobs.

    The system currently supports up to 50 000 rows.

    Working with Activity Categories and Types for Importing with the Loader

    The following tables list the out of the box codes for categories and types, that are required when importing activities with the Loader. This is supported with .XLSX and XSL formats. Since the tables are customizable, if any changes were made, you should download the Activty Types Mapping table and get the codes from there. Note that in the downloaded file, the Target Code Combo Code column represents the type and the Source1 Combo Code column represents the category. For instructions on downloading activity tables see here.

    Activity Categories

    Activity Category Code Activity Category Name
    activity.clinical Clinical Work
    activity.commercialization Commercialization
    activity.consulting Consulting
    activity.events Events
    activity.otherActivities Other Activities
    activity.communityService Service to the Community
    activity.institutionService Service to the Institution
    activity.professionService Service to the Profession
    activity.advising Supervision, Advising and Mentoring
    activity.teaching Teaching

    Activity Types

    Activity Type Code Activity Type Name
    activity.board Board
    activity.clinicalWork Clinical work
    activity.conference Conference
    activity.consultancy Consultancy
    activity.course Course
    activity.examination Examination
    activity.journalEditor Journal Editor
    activity.licensingAgreements Licensing Agreements
    activity.meeting Meeting
    activity.peerReviewer Peer Reviewer
    activity.professionalService Professional Service
    activity.royalties Royalties
    activity.seminar Seminar
    activity.startups Startups / Spin-offs
    activity.mentor Student Mentoring
    activity.teachingAid Teaching Aid
    activity.thesisAdvisor Thesis Advisor
    activity.thesisComMember Thesis Committee Member
    activity.training Training
    activity.visit Visit
    activity.volunteering Volunteering

    Downloading Activity Tables

    You can download activity tables in order to identify the codes to use when importing with the Loader. This is supported with .XLSX and XSL formats. To download a table, access the relevant table (see Configuring Activities) and select the Export list button.

    Export list button.

    Export list

    Cloud App for Creating Activities From Assets

    A Cloud App, Esploro Activities Loader, automates the process of creating a researcher activity from an existing research asset, is available on the Developer Network. This efficiency tool allows the operator to work on a set of assets and copy fields from them to newly created researcher activities. The Esploro Activities Loader Cloud App is configurable and can be used to create different activity categories or types. Once the app is installed and activated, you can open it by selecting the Cloud Apps Menu Icon. icon to open the Cloud App Center menu, and then selecting Esploro Activities Loader.

    Activites Loader Cloud App in the list of available cloud apps.

    Esploro Activities Loader in the Cloud App Center Menu

    For general information about working with CloudApps, see Configuring Cloud Apps. For information about the Activities Loader Cloud App, see Esploro Activities Loader.

    Deleting Activities

    Activities can be deleted individually or in bulk at any time. When an activity is deleted, any relationships it has with other entities in the system are also deleted.

    To delete an individual activity:
    • In the list of activities, or, when the activity is selected, at the top of the Details panel, select Delete, and then select Yes to confirm the deletion.
    To delete multiple activities:
    1. In the list of activities, select the checkbox of each activity you want to delete. The Delete button above the list becomes active.
    2. Select the Delete button, and then select Confirm. The activities and any relationships they had with other entities in the system are deleted.

    Hiding and Reordering Activity Information

    For information about customizing the display of information about activities in the Esploro hub, see Hiding and Reordering Information for Research Management.  

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