¶ 1. General introduction
¶ 1.1 Content
libra is the institutional server of the University of Neuchâtel. It contains researchers' publications for open access and evaluation purposes. This new platform also contains the publications that had been deposit on Rero Doc.
This document explains how libra works. It aims to show the use of search tools that are available for public use and to explain how users of UniNE can insert new content and manage it.
¶ 1.2 Features
¶ 1.2.1 FAIR principles
In addition, the reservoir is connected to the library management system (swisscovery) and any new addition in libra is reported in the catalog by a daily job.
Google Scholar will collect the data in order to make it available to its users. ORCID is already able to access libra to import or export data.
The full text of PDF files deposited in libra will very soon be indexed and taken into account in a general search.
¶ 1.2.2 Export
All records of the collections can be exported for bibliographic or citation purposes in the different formats displayed below by clicking on the "Export" button.
¶ 1.2.3 Metadata display
It is possible to display all the metadata of the record in Dublin Core format by clicking on the three dots.
¶ 1.2.4 OAI-PMH
OAI-PMH stands for the Open Archives Initiative - Protocol for Metadata Harvesting, which means that metadata from libra can be harvested using the following address: https://libra.unine.ch/server/oai/request.
We would be delighted if any institution wishing to carry out this protocol would notify us at contact.libra@ unine.ch.
¶ 1.3 Collections
The data is organized into four collections:
- Research Outputs
- Projects
- People
- Organizations
¶ 1.3.1 Research Outputs
These are all the contributions of UniNE researchers. After searching and displaying a complete record, it is possible to bounce back to the authors or the institute involved by clicking on the links.
If the PDF file is present, it can be downloaded. If the file is under embargo, a window opens on a form to send a file request to the author.
¶ 1.3.2 Projects
The second collection is that of projects. It is possible from this screen to jump to the profile of the researchers involved or the institute to which they belong by clicking on the link or to display all the publications linked to it.
¶ 1.3.3 People
These are researchers, UniNE migrated from the old version of libra or registred on the new libra.
The screen displays the profile of the researcher as well as all the publications and projects he has produced. The “Complete data” tab provides the complete profile of the researcher.
¶ 1.3.4 Organizations
This is the list of all depositing UniNE institutions. Each institution is described there and contains the basic information migrated from libra.
People, projects and publications related to this institution, if any, are immediately accessible from this screen.
By clicking on Parent Organization, you go back to the Faculty.
At this hierarchical level, people, projests and publications are not listed but an additional tab allows you to display all the organizations linked to the faculty.
¶ 2. Search in libra
¶ 2.1 General search
On the libra home page, the search field allows you to target all the fields contained in the collections (research outputs, people, projects, organizations).
If it is possible to use the classic search syntax (asterisk for truncation, quotes for a specific phrase), it is recommended to avoid commas, semicolons and colons. Search results are displayed with the option to further refine your batch by specific filters.
The tags above the titles give indications on the types of records and their availability.
For publications, 3 cases arise:
Metadata only : it is a simple description of the publication, the full text does not appear.
Open Access : the full text is attached and can be freely downloaded.
Embargo : the full text is attached but is not accessible at this time. However, there is the possibility of making a request to the author by clicking on the link of the file.
¶ 2.2 Search in a collection
Click on the relevant section in the top menu or on the corresponding icon on the home page. Use the form that appears.
This search option allows the use of Boolean operators AND, OR, NOT, between each term.
¶ 3. Login
¶ 3.1 LDAP login and creation of the account
Having an active UniNE account is mandatory to connect to libra and be able to work there. If you have already worked in the old version of libra, you just need to include your UniNE accesses (Unine login and password) in the dialog box. During the first login, your new libra account is generated.
You must then validate the first connection.
Your account is functional if you were already present in the old version of libra.
¶ 3.2 Manager login
During the first connection, libra generates an ePerson account which allows the addition and modification of records.
If you have never worked in libra before, you must register at contact.libra@unine.ch so that work permissions are assigned to you. You can then work in libra without having a profile. The notion of profile is linked to that of researcher and if you are not the author of the contributions you enter, it is not necessary to have a profile file.
¶ 3.3 Researcher login
If you already had contributions and a profile in your name on the old portal, this data has been migrated. However, it is possible that depending on the data present in your researcher file, you may not be able to work in the new libra. In this case, please notify us at contact.libra@unine.ch so that the work permissions are assigned to you.
¶ 4. Profile management
¶ 4.1 Create a new profile
During a first connection to libra, the following screen is displayed if you select the account icon and then "Profile".
Click on « + Create new »
Balance the status from PRIVATE to PUBLIC, then click on « View »
Then "three dots" and "Edit"
The profile form opens. Add relevant information. To add a profile picture, drag and drop the file, go to the very bottom of the screen and click on the 
icon then choose "Image de profil" as file type.
¶ 4.2 Edit an existant profile
If the profile existed in the old libra, the account is immediately linked to the researcher profile. This new version of libra allows to insert areas that were not present before. To do this, click on the profile icon and select "Profile".
Then go to the three dots icon and click "Edit". Then complete the fields that are not filled in as needed.
¶ 4.3 Link profile to ORCID
To link a profile libra to a profile on ORCID, it must exist. All UniNE researchers are expected to create one (Link to ORCID).
Once this step is done, link the profile to ORCID by going to “Profile” >> “…” >> “Open ORCID configuration page” >> “Connect to ORCID ID”.
Complete the ORCID login form. The following screen is displayed in libra which authorizes the synchronization with the ORCID platform.
In the profile, the ORCID ID is automatically added.
¶ 5. Publications managment
¶ 5.1 Access to the list of submissions
In the menu of the “Profile” icon, go to “My DSpace ”.
During the first access to the account, no submission will be mentioned because the loading was done by program. Only new submissions will be listed ! It is therefore only after the registration of new publications or projects that the submitted records will appear. However, it is possible to request a correction. To do this, see the procedure listed below: 5.4.3. Correction).
¶ 5.2 Add a submission manually
Access to the form for adding a new publication can be done in two ways: In the libra account, click on the "New submission" icon >> "Publication"
Then click on « Université de Neuchâtel, Publication ».
Or in the "Managment" side menu on the left of the screen, click on "New" >> "Item"
Then click on « Université de Neuchâtel, Publication » or on « Université de Neuchâtel, Projets » depending on the type of submission desired.
¶ 5.2.1 Type
The first field to fill in is the Type.
It is a mandatory field. The following window opens.
To deploy all the possible types of publications, click on the small arrow to the left of "text"! Each time an arrow is on the left, a sub-menu is present! The list that appears is a standardized COAR vocabulary in English for type recognition purposes during the data collection procedure.
You can get information about the type by hovering the mouse over it
You will find additional explanations as well as the translation on the site COAR.
The following table gives the concordance of the types migrated from the old libra to the new COAR types.
¶ 5.2.2 Author
¶ 5.2.2.1 UniNE author
The form contains several types of fields : mandatory, marked with an asterisk, with closed lists (drop-down menu), free text. Some are unique and others repetitive. This is the case of the author field. By clicking on “+Add more”, you can enter all the authors of the publication.
If the author already has a publication in libra, entering the first letters of his name makes him appear in the form, also including his affiliation.
By clicking on the line corresponding to the author, the affiliation field is filled in if the author-institute couple is present.
If the entry is correct, the author then appears when returning to the record with a green profile and institution icon.
It is important that the affiliation is the one that is in the profile of the researcher otherwise the publication will not appear in his list.
¶ 5.2.2.2 External author
For authors who do not belong to the UniNE, enter only the name without affiliation.
Some authors who are not in libra may appear because ORCID is linked to DSpace (the software used) and in this case it is possible to pump the proposed form for external authors only.
¶ 5.2.3 Collaborator, editor, thesis director(s)
The procedure for entering collaborators is the same as for authors. We use the notion of collaborator for: publishers, secondary authors, thesis supervisors.
¶ 5.2.4 Adding a file
Any new submission in libra requires the mandatory presence of the full text corresponding to the publication described for the notice to be validated
To add the full text (pdf, docx, txt) and/or a cover image to a submission, drag and drop or browse the folder explorer.
Adding a pdf with a DOI allows the form to be completed automatically in most fields. Then simply normalize the missing fields by repeating the procedure as for an imported record (see 5.3.3 Modifying the imported publication).
When the file is loaded, click on the icon to edit the bitstream.
If it is the PDF, select "Full text" as "File type". If it is the cover of a book (jpg, png), choose "Cover image".
Enter the type of access authorization which must be "openaccess" as far as possible. If the publication is subject to rights, set an embargo date to limit access to the file by first selecting "embargo" for the type of authorization, then adding the start and end dates of the embargo.
¶ 5.2.5 Submit record
At the end of the process, you have the choice between "Save for later" or "Deposit".
If you choose « Save for Later », the record remains in the Workspace and you then have the option of re-editing or deleting it.
If you choose "Submit", then the post is saved and it enters a workflow process detailed below.
¶ 5.3 Import a record from an external source
In the same way that it is possible to create a record from an empty form, you can import a record if it exists in one of the external databases.
To do this, go to "MyDspace" >> "Import metadata from an external source".
For publications, a dozen sources are available.
¶ 5.3.1 Find the external record
Select a source and enter a search argument (DOI, keywords, etc.).
¶ 5.3.2 Import external record
When the search result is displayed, click on the import icon.
An intermediate screen displays the metadata of the publication.
Click on “Start Submission” and wait a few seconds for the edit form to open.
¶ 5.3.3 Edit imported record
The form in which the data is imported is the same as that used for the introduction of a new publication. It is therefore simply necessary to modify the fields according to the information present.
The information is often quite incomplete. It is therefore necessary to complete a certain number of fields and especially to modify two of them:
- It is important to modify the type because very often the one that is imported does not correspond to a type used in libra and it must therefore be adapted by using the COAR type migration table (5.2 .1 Type) that appears above so as not to generate a double sequence.
- The other field that is important to modify is that of internal UniNE authors because the link is not made to the list of profiles present. This operation is not necessary for external authors.
¶ 5.4 Workflow
A newly submitted record does not appear in libra until it has been validated by the administrator. It therefore has the "Workflow" status while waiting and its type is "Item".
¶ 5.4.1 Validation
After validation, it changes to "Archived" status and the type is assigned (in this case "Publication").
An email confirming that your contribution has been added to libra is send.
¶ 5.4.2 Refusal
The submission may need to be reviewed for some reason (bibliographic error, missing pdf file, etc.). An email specifying the reason for the refusal is then sent. Following the refusal, the item appears with three options: "View", "Edit" or "Delete".
Then choose "Edit", then make the requested corrections and save the record again.
¶ 5.4.3 Correction
When the notice is validated, you still have the possibility of making corrections to it. To do this, go to the list of your submissions and click on the button "View"
When the publication is displayed, go under the three dots, do "Request a correction" then modify the points which must be.
You will then see your notice reappear in the list of your submissions with the mentions “Workflow” and “Is a request for correction”. The record will change to "Archived" after validation.
¶ 5.5 Displaying data on a personal web page
A script to display your publications on your personal page has been created on the model of what existed in the previous version of libra. There should be no interruption in the display with the transition to the new platform, but it is possible that changes in the layout or titles will take place. For any questions on this subject, contact the team at contact.libra@unine.ch
Please note: this functionality can no longer be used when switching to the new CMN that the UniNE will use soon. It is therefore strongly recommended to replace this way of doing things with a simple link to your profile on libra which will display your personal data as well as all of your projects and publications.
¶ 5.6 Bulk import
Loading publications in bulk is possible by providing a file (xls, xml or another bibliographic format) as well as the pdf of the articles concerned.
¶ 6. Project Management
¶ 6.1 Adding a project manually
As for a publication, a project is added by going to "My Libra account" >>
In the libra account, click on the “New repository” >> “Research project” icon.
Then click in the list on “University of Neuchâtel, Projects”.
Or in the "Administration" side menu on the left of the screen, click on "Create" >> "Item"
Then click in the list on “University of Neuchâtel, Projects”.
Then fill in the form according to the fields to be filled in.
It is possible to add an image to a project by dragging and dropping or by browsing the folder explorer.
For this type of file, choose “Cover Image”.
¶ 6.2 Add project by import
As with a publication, a project can be added from an external source.
To do this, go to "My account" >> "Import data from an external source" >> "Research project".
The external source is funding OpenAIRE API.
Enter a search argument.
Then import the project and follow the same procedure as when importing a publication.