Fields in data entry forms

Selected fields of the bibliographic description, repeating in most available forms, are: author, editor, title, language, date of publication, publisher's details, pagination, ISBN, DOI, URL, file, abstract in main language, keywords in main language, and English.

Author, Editor (of the book)

• the field content is selected from the authors index (just start writing the name and the system will provide possible values)

• if the author is from your university, then the author's description associated with the record will be embedded to the bibliographic record. It includes name, surname, affiliation, declared scientific disciplines, current status at the university, etc. If you want to display it, hover over the name of a given author and click Details/Edit (figure below)

  Open

  

• Whenever you click Details/Edit full information about the given author will be displayed in a pop-up form;

  • changes can be made in the author form, they will not be saved in the main scientist's record. Changes will only be saved "locally" in the edited bibliographic description;

  • changes may affect any of the available fields (including the name). This means that if the author published the work under a different name, this name should be included in the description. If a given publication was produced for an affiliation other than the current one, this fact should also be taken into account when adding the external affiliation of the publication. We can also assign a role designation to a given author for a given publication (selecting one of the available variants: Corresponding author, First, Equal or Last).

• if the author is not in the index, a record should be created for him/her in the database. This can be done in two ways:

  • using the tab

  • by entering the author's details locally in the book description:

    • enter the name in the author field

    • click (not found, create new)

      Open

      

    • complete the form

    • click Save/Close

While saving the description of a publication/object, the system will ask you if we want to add the description of the new author to the authors' index. If we check the checkbox, the record will be added to the Authors and Employees index (Main Author Index).

• data in the Author field are arranged according to the order of entering; this order can be changed by grabbing the element and moving it to the required place (drag & drop)

Institutional author

This field should be completed only in case that we cannot determine the author or editor of the publication. We then provide the institutional author (authorizing institution) - it may be an institute, association, club. The Institutional Author field is also taken from the index (Main Institution Index). If a given institution is not on the list, it should be entered into the database. More in the chapter Institutions

Collective author

It refers to the name of a large team of authors, e.g. CMS Collaboration or Alice (in CERN). After clicking on the Collective author field, a form will be displayed in which you can enter the remaining authors of a given work along with their affiliations or paste the text from the publication. This function is useful, e.g. for multi-center publications with a large number of authors.

Total number of authors

• if we provide all authors of the publication in the Author field, the system will automatically fill the field with the correct value

• if the number of authors of the publication is greater than the number of authors in the Author field, the field value must be corrected by the editor - the number of all authors (including those already entered) is entered here.

Title of the publication

In this field, one enters the title of the publication in the language in which the work was written. The title should not end with a period, the system will insert it in the description in the appropriate place;

you can enter the field Other versions of the title, e.g. a title in a different language. After clicking Add, a field will appear that you can complete.

Language of publication

The value for this field is retrieved from the index; the index includes 2-letter country language codes in accordance with ISO 639-1 Standard

Publisher

The field refers to monographic publications. We select the value from the Main Index of Institutions. Within the list you may have selected publishers for which you score the publications. If the work described was published by a publisher which is outside list of distinguished publishers, complete this information in the Publisher's Name field (outside the publisher's list). If you don't see the publisher you want on the list, please report it to the editor with the appropriate permissions.

Title of the journal/series

We select value for this field from the Main List of journals/series. If the appropriate title of the journal/series is not on the list, we report it to a person with appropriate authorizations

Volume, No., Vol.

Data regarding the volume, volume, issue, issue of the joural should be entered without additional abbreviations such as: heft, vol., etc. When presenting data, the system automatically adds appropriate abbreviations. If we do not know the volume number, enter 0 in the volume field, which will result inignoring the information when presenting the description.

Pagination

• We enter the data manually

• when specifying the number of pages of the publication, we do not enter markings such as p, pp, the system itself adds the marking of the pagination abbreviation in the appropriate language version

• for an article or chapter, we provide a page range, e.g. 112-145

• for one-page publications (e.g. summary, introduction in a book, etc.) we provide, e.g. 15-15

• for parent publications (monographs, encyclopedias, dictionaries, etc.) we provide the number of pages, e.g. 567

• page numbers are given as marked in the publication

License

• This is a field that specifies under what license the work was published. It is always determined after consultation with the author. Click Add new in the license field to add information under what terms a given author published his work

• If we attach more than one file to the publication record, then the field Licenses and declarations at each file should be completed.

Number of publication sheets

The system automatically calculates the estimated number of publication sheets based on the specified page range. The calculated value can be manually corrected. In such a case, after saving the record, it will not be recalculated later, because it is assumed that the value entered manually is correct. To be able to re-estimate the number of sheets, you must adjust the page ranges and clear the manually entered number of sheets.

Article number

The field is used when entering articles or chapters. Some online journals do not provide page numbers for published articles, instead the publication number is usually provided

ISBN

We enter it manually, provide the number without the abbreviation "ISBN" and dashes

DOI

• Digital identifier of an electronic document (digital object identifier). Unlike URL identifiers, DOI does not depend on the physical location of the document, but is permanently assigned to it. It is recommended to save the DOI in the field by copying the value downloaded from the electronic version of the document (10.1007/5584_2017_31).

• please enter only the number, e.g. 10.1007/5584_2017_31
  The entries: DOI:10.1007/5584_2017_31 or https://doi.org/10.1007/5584_2017_31 are incorrect

• Before entering a DOI number, always make sure to which level it is assigned: to the entire document or to a specific article. You should not provide the DOI number of the entire publication (book) if you are describing a part of the document (chapter).

URL

• means a unified format for addressing resources (information, data, services) used on the Internet and in local networks (Uniform Resource Locator). You should indicate an address that we know will be permanent and indicates the text of the work

• it is recommended to save the URL in the field by copying the value from the source

File

E.g. a file containing the full text of the publication, which can be attached to its description. You should always indicate whether and on what terms a given file will be made available in the Knowledge Base. It is also possible to indicate the type of license. More in the Attaching files (formats, licenses) chapter

Summary in main system language and English

You can enter an abstract in this field (if the agreement with the publisher allows us to do so)

Keywords in Polish and English

We enter them manually, separating individual words or phrases with a comma
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