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    Managing Research Assets

    A user must have one of the following roles to manage research assets:
    • Research Assets Curator
    • Research Assets Manager (can delete assets)
    • Research Observer (view only)

    Before managing 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

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

    By default, the assets are sorted according to an internal ranking mechanism that is based on Apache Solr; for more information, see 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:
    • Rank
    • Title – Asc
    • Title – Desc
    • Update Date – Asc
    • Update Date – Desc
    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 beside the selected facet. If you have multiple facets selected, select Clear all to clear all your facet selections.

    Asset Icons

    The following icon may appear beside an asset:
    • – Not publicly visible, either due to status (the asset is still a deposit) or a license restriction.

    Viewing Additional Asset Details

    Additional information about the asset appear beneath each asset, where relevant.

    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 Viewing Additional Asset Details. For general information about the viewer, see The Alma Viewer in the Alma documentation.


      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 (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:
    • Delete (Research Assets Manager only) – Delete the asset.
    • Edit – Edit the asset. When editing a deposit, the details page includes two tabs: Asset, which includes the asset details, and Notes. In the Notes tab you can view the note added by the researcher or Esploro when the deposit was first created and you can add, edit, and delete notes.


      Edit Asset
    • New for July! Change asset type – Change the asset category and/or type (not available for an ETD). When you select this action, the Change asset type pane appears. Select the new category and type and select Change to save your changes. You can also select Change and open in the generic form to immediately edit the asset.


      Change Asset Type Pane
      When you change as 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.
    • New for July! Edit in generic form – Edit the asset in the generic form. See Adding Staff-Mediated Research Deposits - Generic. See the above note.
    • View File / Files – View the file or files associated with the asset.
    • Register DOI – Register the DOI with the DOI registration agency. This option appears only if you have generated a reserved DOI for the asset. See Digital Object Identifier (DOI) Registration. Esploro attempts to register the asset's DOI with a DOI agency. If mandatory information is missing, Esploro notifies you to enter this information before you can register the DOI. 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.

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

    Adding Research Assets in Bulk

    You can add research assets in bulk using an import profile. For more information about import profiles, see Managing Import Profiles in the Alma documentation. 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. The process for how this is done is currently internal, but will be made visible and configurable in the future.

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


    Import Profiles

    After creating the import profile, run the profile on a file to import the records in the file. Actions you can perform on this page include:

    • Create an import profile – See below.
    • 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. For more information, see Importing Multiple Records in the Alma documentation.
    • See a history of when the profile was run – Select History in the row actions list.
    • Contribute the profile to the community – Select Contribute in the row actions list. For more information, see Sharing Import Profiles in the Community Zone in the Alma documentation.
    • Delete the profile – Select Delete in the row actions list.
    To create an import profile:
    1. On the Import Profiles page, select Add New Profile page. The first page of a wizard appears.
      New Research Assets Import Profile - Step 1
    2. Research Assets is selected by default. Select Next. The second page of the wizard appears.
      New Research Assets Import Profile - Step 2
    3. Enter the following:
      • Profile name (mandatory) – A unique name for this profile.
      • Profile description – As required.
      • Originating system (mandatory) – Select a listed system, CSV or a CSV file (for future use), or Other.
      • File name patterns – A file name pattern (such as *.xml) filters out records that do not conform to the pattern you specify. Use this when the FTP directory contains additional files that should not be imported. This field supports regular expressions, with slight modifications:
        Otherwise, use regular expressions. Ensure that the regular expression you use exactly matches only the files that you want to import. For example:
        • A period . matches only a period (as if you had entered \\.).
        • An asterisk * matches zero or more characters of any type (as if you had entered .*).
        • All files ending in ".xml" (without the quotes): .xml$
        • All files containing the string “yLk” (without the quotes): yLk
        • All files beginning with “YLK” (without the quotes): ^YLK
        • All files beginning with “YLK” (without the quotes) followed by a space: ^YLK\s
        • Any file that contains at least one of the following words (without the quotes): “harry” or “potter” or “rowling”: \b(harry|potter|rowling)\b
        • Any file that contains all of the following words (without the quotes): “harry” and “potter” and “rowling”: (?=*?\bharry\b)(?=*?\bpotter\b)(?=*?\browling\b)
      • Import Protocol – The protocol used to retrieve the file containing the records. The options are:
      • Physical source format – Set automatically when you select import protocol.
      • Source format – Set automatically when you select import protocol.
      • Status – Leave as Active.
      • Scheduling (if you select FTP or OAI as the import protocol):
        • Files to Import (FTP only) – Select All for all files found in the FTP location. Select New to select only those files that have not yet been imported.
        • Scheduler status – Select Active to have Esploro run this import profile periodically.
        • Scheduler – If the schedule status is Active, select when to run the import profile. Select Email Notifications to enter Esploro users and/or email addresses to receive notifications when the import profile runs.
    4. Select Next. The next page of the wizard appears.
      New Research Assets Import Profile - Step 3
    5. Enter the following information:
      Asset Import Profile Details Fields
      Field Description Value
      Link to Resource – Esploro uses this section to create the URL to each research asset in the import profile.
      Template Select to create a substitution string that enables Esploro to build the URL to the asset from multiple DC tags in the import profile. Enter the value in Template. A string with substitution codes $$LinkingParameter1 ... $$LinkingParameter5, where each substitution code represents one of the DC tags configured in the next area. For example:


      Static URL from source Select to use a single DC tag from the import file as the URL to the research asset. Enter the tag in Dublin Core tag. The tag name, for example: dc.identifier.
      Linking Parameters – If you select Template, configure the required substitution codes for your substitution string in this area.
      Linking Parameter 1 - 5 Configure up to five substitution codes. Each code includes a DC tag from the import profile, when to use it, and whether to normalize it before using it. For each code, select Edit in the row actions list and configure:
      • Source Tag – Enter or select a Dublin Code tag. For example, dc:identifier.
      • Use source tag – Select whether to use this tag always, only when it contains an exact substring (enter the string), or only when it contains a regular expression (enter the regular expression). For example (regular expression):


      • Normalization source tag – Select whether to perform no normalization or to perform normalization using a regular expression (enter the regular expression). Strings matching the normalization expression are removed from the tag, except for strings matching parts of the regular expression that are in parentheses. For example, if your normalization string is:


        then initial brackets and anything they contain are removed from the tag: [98798] becomes

    6. When you are done, click Save to save the profile.

    Viewing the Research Import Profile Report

    The research asset import profile report (on the Import Profiles (Esploro) page, select History in the row actions list of the profile and select Report in the row actions list of the run whose report you want to view) displays details about the assets that were uploaded by running the import profile.


    Import Profile Job Report

    For some result rows, you can select row actions to view the list of assets that match the result, create a set out of these assets, or 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.

    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.

    Asset Normalization

    New for July!

    Asset normalization is the process of automatically transforming the data in one or more assets. Currently, asset normalization can be used to automatically transform the data in a set of assets by running a manual research assets normalization job.

    The process of normalization includes the following steps:

    1. Create a research asset set. See Managing Search Queries and Sets.
    2. Create a normalization rule (also known as a drool): a series of transformation steps in a specialized syntax to conditionally match data in the asset and transform that data in some way: add to, delete, move, or replace the data. See Managing Asset Normalization Rules, below.
    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 job on this set, specifying the normalization rule to use for the transformation. See Running Manual Jobs on Defined Sets.

    Managing Asset Normalization Rules

    To create a normalization rule:
    1. Select Research > Assets Management > Manage Normalization Rules. The Metadata (MD) Editor opens. The MD Editor is a rich, complex record editing tool. Most of its features are relevant only to Alma and are described in the Alma documentation (see Navigating the MD Editor Page).


      MD Editor
    2. Select Rules in the bottom of the left pane.


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


      Rules Properties Pane
    4. Enter a name and description, select Shared, and select Enabled. All of these actions are mandatory.
    5. Select Save to create the rule. The rule appears in the left pane under Normalization rules (Research) > Shared.


      Normalization Rule (Research)
    6. Enter the normalization script in the central text box and select Save. Full documentation regarding the normalization script syntax will be added in an upcoming release. For assistance, contact Ex Libris. Some examples include the following.

      rule "Remove digits"
              exists "/record/title"
          set TEMP"1" to get value "/record/title"
          remove substring using regex (TEMP"1","\\d+")
          replace "title" with value TEMP"1"


      rule "Replace digits with -"
              exists "/record/title"
          set TEMP"1" to get value "/record/title"
          replace string by string (TEMP"1","\\d+","-")
          replace "title" with value TEMP"1"


      rule "Get only the digits"
              exists "/record/title"
          set TEMP"1" to get value "/record/title"
          return substring using regex (TEMP"1","\\d+")
          replace "title" with value TEMP"1"

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

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


      Testing Normalization of Research Assets Page
    2. Browse for the file or enter the file name and select Upload.
    3. Select the normalization rule and select Run test.
    4. You can view the results on the page.


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