Entering and modifying records in the Knowledge Database

Owned by Monika Fiedorowicz
Last updated: Nov 25, 2023 by Henryk Rybinski
2 min read

Entering new records and modifying the existing ones are usually the processes started with a data search, either to identify if there is a duplicate before entering a new record or to select records for modification. (more in the sectionhttps://omega-psir.atlassian.net/wiki/spaces/OMEN/pages/5577806081). Therefore, after selecting the type of object from the editor panel, a screen appears with search functions and the function Add new providing the form for entering a new record.

All types of records in Knowledge Base have the field Record Status. The field can have three values:

  • Incomplete

  • Complete

  • Verified

The Incomplete status is assigned when there is a need to remember an unfinished record (e.g. due to lack of data necessary to fill out the form fields), in this case the validation of the record is simplified.

The record will have the Incomplete status also if auto-archiving is enabled (i.e. scientists can enter bibliographic descriptions themselves and/or download descriptions from global databases (e.g. CrossRef, Scopus).

An incomplete record is invisible in the public part of the system. The logged-in end-user sees though incomplete records authored by him/her.

In the case of automatic data exchange with other systems, the data exchange configuration is set in such a way that incomplete records are not transferred to other systems.

When we believe that all fields have been filled in, we give the record the status Complete, then the validation procedure is more complete. When a complete record is saved, the system assigns assessment score to the record, if the assessment procedure is active.

The complete record is visible in the public area.

The status Verified can be used when the editing process is organized in such a way that there is a person with superior authority responsible for verifying the record and approving its correctness.