Entering a new record

Owned by Monika Fiedorowicz
Last updated: Jan 02, 2024 by Henryk Rybinski
3 min read

Before you start entering data, check whether a given record is not already registered in the database. The most reliable way to find out a duplicate is to use an external identifier.

In the case of a person, this may be an ORCID number or an Employee ID from the university HR system. A less reliable but still good way is to search by surname.

In the case of a publication, the important identifier is DOI, so it is recommended to identify a duplicate publication by searching using the DOI number. If such a search is unsuccessful, it is also recommended to identify the duplicate by searching by title.

Entering data into the Knowledge Base can be done in several ways:

a)      traditionally, i.e. by calling an empty data form (Add new function)

 

b)      by automatically loading bibliographic data by providing a DOI (on the Import screen)

c)      through automatic data import (Scopus, Pubmed)

d)      by importing data from a file in BibTeX or RIS format (also Import screen)

Option (a) is discussed in the chapter Bibliographic categories

Options (b - d) are discussed in the chapter Importing data into the Knowledge Base .

 

General notes related to entering new data:

  • There are 3 categories of fields available in forms:

    • filled in from indexes (start entering a word, then select the appropriate item from the list)

    • filled in manually

    • checkbox

  • when entering data, use available indexes. In the case of publications, these include inter alia indexes:

    • author: (author and institutional author)

    • languages

    • journals and series

    • conferences (events)

    • conferences (title)

    • Countries

    • courses of study

    • specialties

Indexes can be expanded depending on the needs and permissions of the editors. More in the section Auxiliary functions - indexes and dictionaries

  • before expanding an index, check whether the value exst already in the database, if not - expand the index or report such a need to a person with appropriate authorizations;

  • in the entry forms for entering data, mandatory fields are marked with an asterisk or an asterisk with the additional letter "a" or "c":

  • the letter "a" means an alternatively mandatory field, i.e. one of the fields in a given category, e.g. Name of the invention in basic language or Name of the invention in English, must be completed.

  • the letter "c" means a conditionally mandatory field, for example, if you enter data in the Application number field, you must also fill in the Application date field.

  • If a mandatory field is not completed, a message highlighted in red will appear when you try to save the record - "Value is required".

  • There are checkboxes next to the names of some fields, which are used to indicate that the content of these fields has been verified by an editor with elevated privileges. Using this option will block the ability to edit data in the field, even by the record owner.

  • After entering the data, use the Validate function. If an error message appears, the system will not allow you to save the record; if warnings occur - you can save the record, but it is worth reading the warnings carefully, identifying potential omissions and errors and correcting the record. To do this, click "Back to edit".