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 ‘claimed’ or ‚rejected’ 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 ‘rejected’ 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 checkmark or reject them using the “X”-symbol. Publications you confirm move to the ‘claimed’ list. Rejected publications move to the ‘rejected’ 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.

To edit the publication data in the 'claimed' List, go to your list of publications and select the relevant title by clicking on it. In the field displayed under "Data sources" you can create a manual record, if you aren't content with the publication data from an external bibliographical database.Click on "Add manual record" to adjust the data in the following window according to your preferences.

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:

Open the drop down menu by clicking on the three parallel lines in the square at the top left. In the following window, select "Automatic claiming" under "My Profile" → "Settings". There you find the author IDs (e.g. ORCID, ResearcherID, Scopus ID, e-mail addresses) which are suggested to you from your name-based search settings. After you have accepted your IDs Gutenberg Research Elements will automatically identify the publications matching your researcher ID in the external bibliographic databases and transfer them to your 'claimed'-List. The precondition is that your researcher ID is linked to the publications in the databases.

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).

Gutenberg Open Science is the Open Access repository of Johannes Gutenberg-University and the digital publication record of theses, which are thus made visible to scientists worldwide. Gutenberg Open Science replaced the two predecessor systems Gutenberg Open and Gutenberg Qualify, whose stored publication data are synchronized in Gutenberg Research Elements.

Automatic synchronization of publication data is regularly performed on Gutenberg Research Elements. The transferred publication information is mapped to the metadata scheme on Gutenberg Research Elements when it is transferred from Gutenberg Open Science. This process may lead to slight differences in the displayed publication data, as a different metadata scheme is a basis here.

The data from the former university bibliography (Metadata UB) and those from Gutenberg Open Science (Openscience UB) are visible at “Data Sources”. The full texts of the publications can be found under “Full text” in the “Open Science UB” tab (if marked with "1").

You should only activate the databases in which you expect publication reference. Users can also deactivate data sources in the automated searches for the pending list. In the following FAQ "What settings do I have to make to activate/deactivate certain data sources in my pending list?" is an instruction on how to do this.

Gutenberg Research Elements gives you the option of activating and deactivating certain data sources in your Pending List. This selection makes sense, because otherwise publications that you have not authored could be assigned to you on the basis of name similarities. Therefore, only those databases should be activated in which your publications or publications that correspond to your discipline are to be expected.

The following data sources are activated by pre-setting throughout the system: METADATA.UB and OPENSCIENCE.UB. Information on these data sources can be found in the corresponding FAQ entries.

To enable or disable data sources, proceed as follows:

  1. In the drop-down menu, select "My Profile" → "Settings" and click on "Name-based Search". 
  2. There you can add and remove the data sources in the lower input field, by putting in or removing the cross in the box under "Search by Name".
  3. Additionally, you can select either the "Simple Mode" or the "Advanced Mode". While the simple mode works with the system's default settings, you can modify the search in the advanced mode. To do this, click on the downward pointing arrow next to the data source to change the search conditions. In the free field that is now displayed, you can type in the desired keywords. The "Advanced mode" is not available for all data sources.
The system carries out a name-related search in the 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 settings: Your name is automatically set in the search settings (usually by last name, first name). To expand the search settings, select in the drop-down menu "My Account" → "Settings" and click on "Name based Search". Your name is automatically set in the search settings (usually by last name, first name). To expand the search settings, click in the drop-down menu under "My Account" → "Settings" click on "Name based Search. Under "Name based Search Terms" you can specify name variations (e.g. surname, initials) or address options (e.g. Mainz) via the "+" (add) and "x" (remove) symbols and then save your settings with "save". A restriction via the address option ("Addresses") is particularly helpful if your name has many entries in the bibliographic databases which do not belong to you.
  2. Select databases: In the menu under "My Profile" → "Settings" → "Name-based Search" you will find the corresponding setting options under "Source-specific name-based search terms". There you can tick the box for the required external database and save your settings with "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 ‘claimed’ 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 ‘claimed’ List.

Before the introduction of Gutenberg Research Elements, publication information was available in many different applications. It was distributed and structured separately. One of these applications is the former University Bibliography, which was in operation from 2006 to 2020. After the transfer of publication data to Gutenberg Research Elements, which began in August 2020, it was switched off, as Gutenberg Research Elements, in contrast to the former university bibliography, offers more comprehensive publication management.

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. Search for the publications by selecting "Reporting" → "Search" → "System Search" in the drop-down menu. Now enter the title of the requested publication in the search field. 
    2. Go to the detail page of the publication by double-clicking on it. Scroll down to the "Links" field. 
    3. Enter your name (last name, first name) in the search field. Two drop-down fields with "Name" and "Relationship"will appear. 
    4. Make sure that your name is in the first field and then select the option "Editor of" in the "Relationship" drop-down field. Finally, click on the mint green "+" symbol to the right to complete the process. In case you are looking for a specific publication from the former university bibliography, please select "Reporting" → "Search" → "System Search" from the menu and enter the title of the required publication. A search via the publication ID under "My Profile" → "Settings" → "Name based Search" is not provided for records from the former university bibliography.

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.

Gutenberg Open Science is the open access repository of Johannes Gutenberg University and the digital publication of dissertations, which are made visible worldwide this way. The repository is available in Gutenberg Research Elements as a data source with the designation OPENSCIENCE.UB.

Gutenberg Research Elements has an automatic synchronization of this data source. This synchronization can lead to slight differences in the presentation of the publication data, since the publication data must be transformed into a different metadata scheme when it is transferred.

Publications for which you are listed as an author are added to your pending list without you having to start manual searches. Then all you have to do is add these publications to your list of publications using the "Claim as mine" function.

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

  1. Find the desired publications with “Reporting” → “Search” → “System Search” from the drop-down menu. Now enter the title of the publication in the search field.
  2. Call up the detail page of the publication by double-clicking on it. Scroll down to the "Links" field.
  3. Enter your name (last name, first name) in the search field. Below that, two drop-down fields appear with “Name” and “Relationship”.
  4. Make sure that your name is in the first field and then select the “Editor of” option under “Relationship”. Click the “+” symbol to complete the process.

In the case that you are looking for a specific publication from the former university bibliography, select “Reporting” → “Search” → “System Search” in the menu and enter the title of the publication you want. A search using the publication ID under “My Profile” → “Settings” → “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 can publications be imported?".

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 can publications be imported?".

In the drop-down menu under "Tools" → "Import Publications" 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 each title how you like to continue with this entry.

 

Manual input and import of publication entries

 

You can manually include different types of publications in following the steps below:

  1. Use the drop-down menu "My Profile" → "My Work" → "Publications" to go to your publication list.
  2. Using the black "+" symbol ("Add a new publication") in the upper area of the window on the right-hand side to manually enter a new publication.
  3. There you can add different types of publications. Additionally, 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’.

If you have entered a publication manually, the "unverified" logo appears at "Data sources" in the top right corner. This means that the information entered for the publication is transferred to the system and displayed there exactly as you have specified it.

The "unverified" button appears because the system theoretically enables subsequent processing. In contrast to the former university bibliography, no subsequent processing or supplementation of the publication data by library staff is intended. It is therefore important that you enter the publication data as precisely as possible.

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, save the file to your preferred storage location.

The drop-down menu "My Profile" → "My Work" → "Publications" takes you to your publication overview. There you can add a new publication via the black "+" symbol ("Add a new publication") in the upper area of the window on the right. In the interaction field that now appears, select "Select publication type" → "Book". You can then search for your entry from Google Books using the title or ISBN and add further information. To subsequently mark your status as editor of the work in Gutenberg Research Elements, you have to adjust the  informations under "Links" and the metadatas under "Data Sources". 

To do this, please follow the steps below:

  1. Access the detail page of the record after you have added it to your publication list. To do this, select the required title of the entry by double-clicking on it to call up the detailed view.
  2. Select "Add manual record" by "Data Sources" and enter your name under "Editors" on the following page to add it to the list. If necessary, you can also delete your name from the list of authors in this section.When you have finished entering your name, scroll down and click the "Save" button to save the process. You will see the changes on the previous page by "Data sources".

To indicate the status of the publisher in the "Links" section, proceed as follows:

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

 

You can add name variations in your account in the following steps. Go to the drop-down menu under "My Profile" → "Settings" and select "Name based Search". By the "Name based search terms" you can add different name variations. This allows you to assign publications to your account even if your username doesn't match the published name in the publication.

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

  1. Go to your publications in the drop-down menu “My Profile” → “My Work” → “Publications.
  2. To add the publications to the workspace, click on the Three-point-menu (“More”) above the publication data on the right and select “Add to workspace”.
  3. Once you have added the required publications to the workspace, go to the workspace. For this, open the drop-down menu “My Profile” → “Tools”  and select “Workspace”. 
  4. In the next input mask, select the requested publications by clicking on the transparent box next to the title of the publication.
  5. To complete the process, click on “Join” to connect the duplicates.

Note: After joining the duplicates it sometimes happens that one of the two entries remains in the workspace and has to be removed manually. For this purpose, select the publications to leave your workspace by clicking on the transparent box above the title. Finally, select "Clear the workspace" in the top toolbar to remove them.

(Co-) editorships for research paper series and magazines can be created at "Professional activities" under the heading "Editorship". The categories here follow the European standard for research information systems.

Please note that information on professional activities cannot currently be transferred to WordPress lists.

 

Assignment to organizational units

 

The publications of the scientists are initially automatically assigned to the respective organizational units in Gutenberg Research Elements according to the existing organizational structures from the IdM (identity management). The assignments can be changed by you.

This information on the organizational units of the IdM is not linked to persons in Gutenberg Research Elements, but to publications. They are used to enable the display of publication lists for organizational units on the homepages hosted by the ZDV.

In order for your publication to appear on your organizational unit's publication list, the following requirements must be met:

  1. the publication must be assigned to your organizational unit in Gutenberg Research Elements.
  2. the publication must be claimed by you.

Links from the IdM are automatically added on a regular basis for new publications.

If corrections regarding organizational units are desired, you can delete the links and create new ones. These will remain stable even after updates from the IdM. Organizational units can be removed as well as added.

To add new organizational units, proceed as follows: 

  1. Click on the corresponding publication. In the detail view under "Links", select the drop-down menu on the right "Create Links". Now click on "Organisational Structure".
  2. On the following page, select "Anyone" in the panel on the right under "Organisational structures" → "Linked to" in order to get results. Additonally, you can enter the name of the organisational unit you are looking for under "Name". 

To delete organisational units, proceed as follows: 

  1. Click on the corresponding publication. In the detailed view under "Links" you will find the already linked organisational units.  
  2. If you want to remove an organisational unit, click on the red "x" symbol and confirm this with "OK".