FAQ – Integrating Publications

Structure and use of the "My Publications" list

 

You can use the Pending List in order to claim or reject publications suggested to you with the name-based search. Then, the publications move to the ‘Mine’ or ‚Not-Mine’ List. It is therefore possible to clear up your Pending List should many inaccurate publications be suggested to you based on your name. Publications already in the system because they were found on other publication lists will always appear in your search results, unless you move them to the ‘Not-Mine’ List.

As soon as you have started the search for publications in the selected databases by clicking ‘Run my Searches’ or an automatic update was carried out, the publications found for you appear on your Pending List. You can claim individual publications as your own with a green checkmark or reject them using the red X. Publications you confirm move to the ‘Mine’ list. Rejected publications move to the ‘Not Mine’ list and will not be suggested again in subsequent searches. Please note, however, that only previously manually created entries can be changed in this way.

In order to adjust the bibliographical data of specific publications to fit your individual requirements, you can edit them. Call up your list of publications and click on the relevant title. The "Edit Record" button can be found on the right of the "Data Sources" entry. The entries you adjusted will be saved and not overwritten by updates or changes from other users.

If you are not satisfied with the bibliographic data from an external database, you can create a manual record for this purpose via "Add manual record" and adjust it according to your wishes in the following form.

If you enter your individual researcher-ID in your settings, the system can skip the Pending List and automatically match publications to your profile. For this, you must change the following settings:

In ‘My Account → Automatic Claiming’, author-IDs based on your name-based search settings will be suggested to you (such as ORCID, ResearcherID, Scopus ID, e-mail addresses). Once you have accepted your IDs, Elements will automatically identify publications matching your researcher-ID in external bibliographic databases and enter them into your ‘Mine’ list. The publications to be found in the databases do, however, need to have a researcher-ID in order for this to be possible.

If you do not find any publications on your pending list after completing your personal search settings, please contact support via the following functional mailbox and describe your request: researchelements@uni-mainz.de

 

Automated data transfer from bibliographic databases

 

Information on publications can be integrated in Gutenberg Research Elements automatically through different interfaces with external bibliographic databases, such as Web of Science, Europe PubMed Central, MLA, ORCID, etc. Additionally, the data is adopted from the former university bibliography, as well as JGU’s repositories. Furthermore, researchers have the option to enter publication data themselves using entry forms or import data from reference management programs (Bibtex, Endnote).

The system carries out a name-based search in external bibliographic databases in order to create a personal list of recommendations (Pending List). For this, you have to change the following settings:

  1. Edit name-based search: You can find the relevant entry spaces in ‘My Account  → Name-Based Search’. Your name is automatically entered into search settings (usually in the format Last Name, First Name). You can expand the search criteria by adding variations to your name (such as Last Name, First Initial) or address options (such as Mainz) using the + und x symbols and hitting ‘Save’. Using the address option to limit the results can be especially helpful when a large number of results is found for your name that do not correspond to your person.
  2. Selecting databases: You can find the relevant settings in ‘My Account → Name-based search’. Click ‘Search by Name’ and check the desired database, then save your settings by clicking ‘Save’.
The ORCID is a unique digital identifier for researchers you can use to avoid mistakenly being assigned publications which carry your name but refer to someone else. You can receive an ORCID by registering here: https://orcid.org/. You can also publish a personal scientist profile as well as your list of publications on ORCID.

Once you have registered for it, ORCID can be used when searching in external bibliographic databases; see the question „Can I skip the Pending List and automatically claim publications from external bibliographic databases? "

Additionally, the publication data collected in ‘Works’ will be used as a secondary data source. This means that entries you have acquired in ORCID with a digital object identifier (DOI) are automatically placed on your ‘Mine’ List. However, this is only true for entries whose DOI is found in one of the external bibliographic databases. If the search for a DOI entry entered in ORCID does not turn up any results in external bibliographic databases, the publication will not automatically be placed on the ‘Mine’ List.

Gutenberg Research Elements adds the publications from the university bibliography for which you are listed as author to your Pending List via automatic synchronization without the need to start manual searches. Afterwards you only have to add these publications to your publication list via the "Claim as mine" function on the Pending List.

For all publications for which you are listed as the editor, you must manually add the relevant publications to your list:

  1. Find the relevant publication entries by entering the title in the search field under "Menu → Explore → System Search".
  2. Go to the entry detail page and scroll down to the "Links" section.
  3. There enter your name in the name field. Below this, two drop-down fields with "Name" and "Relationship" will appear.
  4. Make sure that the first field contains your name and then select "Editor of" in the second field. Then click on the plus sign on the right to complete the process.

If you are looking for a specific publication from the university bibliography, please select the option "Menu → Explore → System Search" and enter the title of the publication. A search using a publication ID under "My Account → Name-based search" is not intended for entries from the university bibliography.

Updates regularly take place to ensure that the information already integrated from external bibliographic databases is automatically updated. The exact time of update can vary depending on the database. If, after several weeks, you find that new entries have not been included or that an entry’s details deviate from the information in the source database, you are welcome to contact us.

Index Theologicus

Using the search function, especially the author search, or analogously corresponding settings in your user account, you can call up a list of your publications on the Index website. You can now select individual publication entries or the list as a whole for export by setting the corresponding checkmarks on the left side of the overview. Then click on "Export" in the upper display area and select the following option under Media type in the pop-up window that opens:

RIS (Citavi, Zotero, etc.).

Then confirm by clicking "Export" in the window and you will receive a file in .ris format after the export process is complete, which you can save and use for subsequent import into Gutenberg Research Elements. Details on the import process can be found in the FAQ below for the question "How to import publications?".

 

Index Religiosus

Using the search function, especially the author search, or analogously corresponding settings in your user account, you can call up a list of your publications on the Index website. You can now select individual publication entries or the list as a whole for export by setting the corresponding checkmarks on the left side of the overview. Then click on "Export" in the upper right display area, which will redirect you to the corresponding export page. There, please select the following option among the available file formats for export:

.ris -Research Information Systems Format.

After that, confirm by clicking "Export" in the window and you will receive a file in .ris format after the export process is completed, which you can save and use for subsequent import into Gutenberg Research Elements. Details on the import process can be found in the FAQ below on the question "How to import publications?".

Using the buttons ‘Manage → Publications → Import’, you can upload bibliographic data on a new publication in BibTeX.format (*.bib) or RIS-format (*.ris). These can be exported from an external database or the literature management programs Citavi or Endnote. After selecting and uploading the import file, you can preview the file using ‘Records to import’ and decide for every title how you would like to continue with the entry.

 

Manual input and import of publication entries

 

You can manually include different types of publications using the menu point ‘Manage → Publications → Add a new publication’. With help of the DOI, several fields are automatically filled in when adding journal articles. If this is not the case, you will be sent to a form to manually fill out the entry when clicking on ‘skip’.

In Citavi, select the project you want to upload to Gutenberg Research Elements as an export in .bib format. To create an export file in the desired format, please perform the following steps:

  1. In the bibliographic records management, select the command "Export → Export..." from the "File" menu.
  2. Select all titles in this project that you want to export and then click on "Next".
    Select "BibTeX" as target format. Click on "Next".
  3. Click "Browse" to select the storage location for the BibTeX file you want to export.
  4. If necessary, select from the other options for the BibTeX export.
  5. Click on "Finish". Citavi will create a BibTeX file in .bib format in the desired location. You can then upload the created file to Gutenberg Research Elements as described on this FAQ page.
  6. In order to see the individual fields in .bib format, you can open the .bib file via editor if you want to have a look at the fields. Therefore, right-click on the file → "Open with..." and choose the editor program. Afterwards, safe the file to your preferred storage location.
Via the menu tab "Manage → Publications" you can access your publications overview. There you can use the "Add a new publicaition → Add a new book" button to add an entry from Google Books either by title or ISBN and to add further information. In order to indicate your status as editor of the work in the RIS, you have to adapt the information in the section "Links" as well as in the metadata in the section "Data Sources". Please follow the steps below:

  1. Call up the detail page of the entry after you have added it to your list of publications.
  2. Select the "Edit record" button and enter your name under Editors on the following page to add it to the list. Here you can also remove your name from the list of authors, if necessary.
  3. When you have finished, scroll to the end of the page and click the "Save" button to save the process. You will then see the changes on the previous page in the "Data sources" section.

To manually create the Publisher status in the "Links" section from the Google Books entry, follow these steps:

  1. Scroll down to the "Links" section and click on the "Edit" button.
  2. On the following page, select the "Edited by" setting from the drop-down list next to the "Link Type" label and then click on "Update".
  3. You will then return to the detail page of the entry, where the status should now be set as "Edited by" in the "Links" section.

 

 

You can add different name variants at any time in your account under "My Account → Name-based search" in the field "Name-based search terms". In this way, publications in the system can be assigned to your account, even if your user name does not match the name specified in the publication.

Please note that the automatic assignment of publications may take some time after adding name variants.