D-CIS Publication Database - User Manual

Introduction

The goal of the D-CIS Publication database is to keep a complete and correct list of scientific publications that resulted from D-CIS related projects. The list of references can be browsed on the Web. Project partners can add and change entries of their own scientific publications. The publication database is intended to be used for both dissemination and project management purposes.

The D-CIS publication database application is an instance of the AIGAION open source publication database system. The system is fairly self-explanatory. This manual gives a brief overview of the system and should be sufficient to get you up and running. For an in-depth manual we refer to the AIGAION website at http://www.aigaion.nl/. For technical information on installation, configuration and back-up contact D-CIS.

Accessing the publication database

The publication database is accessed using a web-based browser. The website has two sections: one public section for non-registered anonymous users and one private section for registered users. Anonymous visitors have read-only rights.

Registered users can login and

- browse publications in various ways

- add or edit publication entries

- add or edit author entries

- export publication entries

- change their personal profile

These features are covered in subsequent sections. First we explain the concept of affiliations in the publication database.

Affiliation

An affiliation is a label that is assigned to a publication entry. A publication entry can have multiple affiliations. In the D-CIS publication database there are two main affiliations: D-CIS projects and Organizations. Sub-affiliations of Organizations are used to indicate which partner organizations contributed to the publication. The affiliation structure is shown in the following screenshot below.

A publication entry must be assigned at least one affiliation from D-CIS projects and at least one affiliation from Organizations. A correct annotation is of utmost importance, i.e. for users to find publications and for organizations to generate lists for management reporting.

Browse publications

The affiliation structure allows for easy browsing and for generating lists of publications per project and partner organization. It is important that the affiliations are correctly assigned to the publication entries.

A registered user can subscribe to multiple affiliations (menu item Affiliation Review), and can browse publications by subscribed affiliation (menu item Affiliation). Also, a user (both anonymous and registered) can browse publications

• by title (menu item Alphabetic),
• by first author (menu item Alphabetic first author),
• by type (menu item Type),
• by date (menu item Recent),
• by individual author (menu item Authors) and
• by D-CIS author (menu item D-CIS authors).

Finally, there is a free-text search function (menu item Search) and an advanced search function (menu item Advanced search).

Add publication entries

A registered user can add new publication entries in two ways:

- menu item New Publication

- import from BibTeX or RIS file

When clicking the New Publication menu option, the New Publication screen appears (see screenshot below). Here the user can fill out the webform of a new publication entry. Also, attachments can be added to the publication entry. Authors can be entered by either typing the author names in the Authors textbox, or by selecting names from a list of authors by clicking the Edit Authors/Editors button. Click Help on input fields to get a detailed explanation of the input fields.

Alternatively, you can import multiple publication entries at once with the import function. Select Import from the menu. The Import Publications screen will now appear. Copy-paste your BibTeX or RIS entries here and click Import. See screenshot below. The publication entries are now automatically imported in the publication database.

After completing your publication entry, make sure to assign the right affiliations to it. You can do this by looking up your publication, using one of the browse or search functions. Then, tick the checkbox next to the entry and select the appropriate affiliation from the dropdown list. See screenshot below.

Finally, check the author names. When the name of an author is formatted differently, duplicate author entries might appear in the author list. This can easily be corrected; see section Edit author entries below.

Edit publication entries

Registered users can alter a publication entry by clicking the icon, next to a publication entry. See screenshot below.

Next, the Edit Publication screen appears. Here a user can alter the publication entry. See screenshot below.

Add author entries

Registered users can add author entries by clicking the New Author menu item. The New Author screen will appear. Here the user can enter the author name (first name, initials, 'von' and surname), e-mail address, the name of the institute and an URL. You can enter the institute by either selecting an existing name from the drop down list, or by adding an new entry. Click the Create button to add the author entry.

Edit author entries

Registered users can alter author entries by clicking the Authors menu item. A list of publications of that author will appear. To change the author's entry click the icon. The publication database automatically detects if there are possible duplicate author entries. In that case the link '<author name> (merge)' will appear. See screenshot below. If both author names refer to the same person, click this link to merge both author entries.

Export publication entries

Registered users can export publication entries to BibTeX or RIS format. Click the Export menu item. The Export Publications screen will appear. See screenshot below. Select the format of the export file and hit the Generate button to open the BibTeX or RIS file.

Change personal profile

Registered users can alter their personal profile by clicking the Profile menu item. The screen Edit User Preferences appears. Here a user can edit name, e-mail address, username, password and display options. The latter are explained below:

• Publication summary style determines how to display a publication entry. Either author name first or publication title first.
• Author display style determines how author names are formatted, i.e. the position of first name, surname and 'von' part.
• Number of publications per page determines the maximum length of publications listed on a page.
• Open attachments: either in a new browser window or in the same window.

Access Privileges

Anonymous and registered users do not have full access privileges. For instance, registered users cannot add, change or delete affiliations. If you want to perform an action for which you are not authorized, or you want to change your own privileges, please contact your system administrator. (see below)

Additional features

Project partners can extract a selection of publication entries for their own personal or company website. The main benefit is that the list of publications becomes an integral part of your own website (with the same look & feel), and the entries are always up-to-date. If you want to use this feature, please contact your system administrator (see below) or consult the manual of the Publication Database Query Script.

System Administrator

If you want to use additional features or want to acquire rights / privileges which you don't possess at the moment, you can contact the D-CIS Publication Database System Administrator at info@decis.nl.