Skip to main content
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Administrator and Workgroup Editor Guide

    The definition of words in italics can be found in the glossary.

    This section details the additional functionality available for users with administrator and workgroup editor rights on *Research Professional. This functionality focuses on giving you ways to share information with other *Research Professional users at your institution and managing user accounts at your institution. Administrators and workgroup editors have different levels of functionality available to them:  

    Administrators can create shared resources for other users to access, create and delete workgroups, email resources to groups of users, create magazines, create new user accounts, and edit or delete existing accounts.

    Workgroup Editors share much of the same functionalities as administrators except when it comes to sharing content with users. For instance, workgroup editors do not have the same user management privileges as administrators in terms of editing or deleting users off the subscription.

    Throughout the rest of this section, it will be highlighted whenever the feature being discussed is only accessible to administrators, otherwise assume it is something that workgroup editors can also do.

    Individuals can possess administrator and workgroup editor rights for specific workgroups as well as for the entire institution. Any rights granted will be active for the workgroup they were allocated for, including any of its sub-groups.

    Administrators also have access to the new Embeds feature, for which more information can be found here.

    Creating, editing, archiving and deleting users

    Administrators only

    Administrators can manage users from the “Our Institution” section and can take the following actions:

    Create a user: Click on the “Actions” dropdown and select the “New user” option. Fill out sections of the profile that are marked with an asterisk and select “Create” at the bottom of the page to generate a profile for the new user. An automatic email will be issued to the individual issuing them with their login details. Please see below:

    1 download.png

    Edit a user: Open the “People” tab and search for the user you want to edit using their name or email address. Click on the user’s name to view their profile, then select “Edit profile” to update their account details. Please see below:

    2 download.png

    Archive a user: Open the “People” tab and search for the user as described above. Click “Archive” to add the user to the “Archived Users” folder. The user will be unable to log in and will stop receiving email alerts. However, administrators can still have the option to see and edit the users in the folder of “Archived Users”. Please see below:

    3 download.png

    Delete a user: Open the “People” tab and change the group member search from “This group only” to “Archived Users”. Search for the user, as shown below:

    4 download.png

    Select the name you wish to permanently delete from the *Research Professional system and click the “Delete” button. Administrators have the option to also “Restore” user accounts, which will allow the user to log back in and reactivate any previously registered email alerts.

    5 download.png

    Editing start pages

    You can edit the name and introductory text of any of your workgroups (including your institutional home page). When viewing the workgroup you wish to edit, click on the “Edit” button to open a pop-up window where you can update the introductory text and edit the title of the page.

    6 download.png

    You can apply basic formatting and insert links into the text using the buttons in the pop-up.

    Shared resources

    You can post pre-created searches and folders of bookmarks (for both opportunities and articles) on workgroup pages for other users to access.

    To save and share a search with a workgroup:

    Create a search in either the funding or news section and click the “Save to Workgroup” button;

    In the save pop-up, you will see a list of all of the workgroups you are able to post resources on;

    Select the workgroup you want to post the resource on;

    Enter a name for your search (or select an existing resource to overwrite it);

    Click "Create". The resource will be posted to the workgroup and will now be visible to any users who view the group.


    To save and share a folder of bookmarks with a workgroup:

    Mark the selected items from your search in either the funding or news section,  and from the actions drop-down menu, click “Bookmark to Workgroup”;

    In the bookmark pop-up, select the workgroup you want to post the resource on;

    Enter a name for your bookmark, click "Create", and post it to the workgroup.


    Generating usage reports

    Administrators only

    You can generate usage reports to monitor activity from members of individual workgroups or across the entire institution. When generating reports from a specific workgroup, you will only be able to see information on users who are members of that workgroup or its sub-groups. When generating reports from the institutional home page, you will have additional reports giving you a summary of usage across the institution.

    To do as much:

    View the workgroup you wish to generate a report from;

    Open the “Actions” drop-down menu and select “View reports”.

    A pop-up will open listing all of the available reports and giving you the option to download each in either XLS or PDF format.


    8 download.png
    Creating workgroups

    Administrators only

    If your institution has a Networked level subscription, you will have the ability to create multiple workgroups. Current workgroups at your institution can be seen on the right-hand side of the page, under the “Our Hierarchy” heading.

    Workgroups are structured like a tree diagram. Each workgroup has a parent group (with your main institutional page at the top), and each workgroup can have any number of sub-groups.

    To create a new workgroup, the administrator will need to select the parent workgroup and from its start page, click the “New workgroup” button and a pop-up will open allowing you to allocate to the workgroup a name as well as introductory text.

    9 download.png

    Click “Save” at the bottom of the pop-up to create your workgroup. It will now appear listed in the “Our Hierarchy” section.

    Emailing workgroups

    You can email links to searches, folders of bookmarks or individual items (from either the Funding or News sections) to all members of selected workgroups.

    Run a search, open a folder of bookmarks, or select several items in a list of search results.

    To email a search: Click the “Email” button to the right of the search title or select “Email” from the actions dropdown.

    To email a folder of bookmarks: Click the “Email” button to the right of the folder’s title.

    To email selected items: Select “Email” from the “Actions” drop-down at the top of the list of search results.

    In the pop-up window, select the workgroup you wish to send the search/bookmarks/items to.

    Enter any message you want to accompany the item links in the “Message” section.

    Click “Send” to email your links.

    Note: When sending an email to a workgroup, you do not need to fill out the “To”, “CC” or “BCC” fields, although you can add additional users to here if you want to.


    Managing workgroup membership

    Administrator only

    You can control which users at your institution are members of a given workgroup and the level of privileges they have (member, workgroup editor, administrator).

    View the workgroup you wish to manage the membership of.

    Go to the “People” tab.

    Search for the user you want to edit using their name or email address.

    Click on the user’s name to view their profile and then use the dropdown under their email address to adjust their membership status. Changes will be saved automatically.

    Users who have been provided administrator or workgroup editor rights will have those rights in the workgroup in question and all of its subgroups.


    If your institution has a Networked level subscription to *Research Professional, administrators can annotate funding opportunities to add additional information such as internal deadlines or internal contacts onto the call abstract. This information will only be visible to users from the administrator’s institution who view the opportunity.

    In the Funding section, run a funding search and then select the items you wish to annotate from the search results by checking the boxes next to their closing dates.

    From the “Actions” menu at the top of the search results, you can select the type on annotation you wish to apply; deadline, note, contact or priority.


    In the pop-up window, enter the required information for your annotation type, then click “Annotate” to add the annotation.

    Your annotation will be displayed in the items description of the specific funding opportunity you have added the annotation to. It will be visible to all users from your institution who view that item.



    If your institution has a Networked level subscription to *Research Professional, administrators and workgroup editors have the ability to create institutional magazines, containing funding opportunities and news articles drawn from elsewhere on the site. The magazine can be emailed to selected individuals or to all members of relevant workgroups.

    To create a magazine:

    Go to the magazines home page. You can navigate there by clicking the “View all magazines” link from any workgroup page (see image below).

    11 download.png

    Click the “New” button.

    In the pop-up, enter a name and short description for your magazine, and define the news and funding sections (such as “Breaking news” or “International funding”).

    Click “Save” in the pop-up to create your magazine. You will be taken to your magazine’s summary page.

    To create an email list for your magazine:

    From your magazine’s summary page, click on “Edit email list” in the "Actions" drop-down menu.

    In the “Users” tab, search for any individuals you want to send the magazine to. Click “+” to add them to the email list.

    In the “Groups” tab, select any workgroups you want to send the magazine to. All of the workgroup’s members will be emailed new issues.

    Click “Save” to commit to your changes.

    Add content to your Magazine:

    Run a search for either opportunities or articles.

    Select the items you wish to add by checking the box next to the item in the list of search results.

    Select “Add to magazine” from the “Actions” drop-down next to the “Bookmarks” button.

    In the pop-up, select the magazine you wish to add the content to. You will then be able to choose to add the content to an existing issue or to create a new issue.

    You can choose to add the content to one of the magazine’s existing sections or to create a new section.

    Click “OK” to add the content to your magazine.


    Publish and email your magazine:

    From the magazine’s summary page, open the issue you wish to publish and review the content.

    Click the ‘Publish’ button to publish the issue. This will make it visible to all users at your institution.

    After publishing the issue, click “Email” to send the issue as a html email to everyone on the email list for the magazine.

    • Was this article helpful?