January 16, 2009
Please enter your username and your password, so that you can make use of functionalities only available to registered users, such as submitting content to PubMan..
If
you do not have a PubMan account yet, please contact: PubMan Support.
At the moment, two workflows are implemented: Simple Workflow, the more basic form, and Standard Workflow, where each publication needs to be controlled and approved by an authorised person, e.g. a librarian, before it becomes publicly visible.
In addition to the diverse workflows, there are also different user roles with varying privileges. These roles principally remain the same, whereas their rights may vary according to the workflow. A "depositor", for instance, is always a person that submits data (e.g. a scientist). A moderator, on the other hand, cannot submit data – s/he can only modify or complement them (e.g. a librarian).
Since roles within the institutes are often assigned in quite different ways, PubMan roles can be accordingly combined. For example, the same user may be depositor and moderator in one.
In the standard workflow, the depositor creates items (item state: "pending") and submits them to the moderator for quality check (item state: "submitted"). After evaluating the item, the moderator can either accept the item – making it publicly available (item state: "released") – or send it back to the depositor for rework, in case the item does not conform to the quality standards (item state: "in rework"). Released items can be modified by the moderator and the depositor. After a relesed item has been modified by the depositor, this item will again be set to item state "pending".
In this workflow, the depositor can create items (item state: "pending") and then release them for public view (item state: "released"). After an item has been released by the depositor, it can be modified by the depositor and the moderator. After modifying an item, the moderator accepts it (item state: "released"). The option "send back for rework" is not available in the simple workflow.
As mentioned before, two user roles are currently implemented in PubMan: depositor and moderator. However, this concept is expanded at the institutes' request. Under the following link you find an overview of user roles and workflows: http://colab.mpdl.mpg.de/mediawiki/PubMan_WorkflowsMany PubMan functionalities are not reserved for logged-in users, but are also open to not logged-in users. Below, there is an overview of all functionalities available to not logged-in users.
Three different search modes are provided:
Please
enter
one or more search terms and click on the "go" button beside the search
field to perform a search.
The following Boolean operators are supported:
If
you want to
search within the metadata and the full text file attached to a record,
please check the checkbox next to "Include Files". Please
note that only the
following mime types are indexed:
You can either search using single search options (Any field, Persons, Organizations, etc.) or you can combine the search options with "AND", "OR" or "NOT". By default, the operator "AND" is set between the fields. An overview of available search fields and their indexes can be found under: http://colab.mpdl.mpg.de/mediawiki/PubMan_Indexing
Some additional hints:
If you search for a specific date, please enter it in both fields: for example, startdate "2009-06-15" to enddate "2009-06-15".
If you enter a date only in the startdate e.g. "2009-06-15", you will get all records valid after the 15th of June 2009.
If you search for a time range, e.g. startdate "2008" to enddate "2009", it will automatically search for 2008-01-01, means from the beginning of the year 2008, to 2009-12-31, means to the end of the year 2009.
Please
select the organization (or the sub-organization) you would like to be
informed about. All PubMan items affiliated with this institute will be
displayed. Clicking on the description button will provide you with
more
information on this organization.
If
you
clicked on "Include Files", there will also be records displayed, where
the
search term was found within the attached full text. You can change the
display
of single items or of the whole list, choosing between short and medium
view. Please note that full text parts with the search term highlighted
are only visible in medium view. If you click on the title of the
publication, the full item view will
be
displayed. You
can
either retrieve the selected items in a citation style (e.g. APA) or
you can export the items to an export format (e.g. EndNote Export
Format). You
can send exports per E-Mail.
Please specify the receiver of the E-Mail, as well as the E-Mail
address the receiver can reply to. If
you want to
send the mail to more than one E-Mail addresses, please separate them
with a
comma and a blank. In PubMan, you can select any number
of items from a list and compile them to a basket. To do so, please
check the box next to the desired items and then click on "Add to
basket". The number of items in the basket is always visible next to
the "Basket" link. Please note, that the basket is only available for
the particular session and cannot be saved. It is possible to export
all items in the basket.
All released versions of an item are
displayed here, so that you can track all changes on an item.
3.2. Search
results
3.2.1. Export
3.2.1.1.
Send Export via E-Mail
3.3. Basket
3.4. View
Item
On the detailed item view you have the possibility to use different Social Bookmark Services.
Currently PubMan offers bookmarking options for Delicious, CiteULike and Connotea. If an ISI Web of Knowledge Identifier
is stored with the item, that Identifier serves as a link to an ISI
Search. A query for the same item in ISI offers the
possibility
for the user to retrieve some additional information about the
displayed article. In case of a business card symbol is placed after
the authors name, this icon leads to the Researcher Portfolio
page. On this page the user gets further information about the author.
All publications, which are stored in PubMan, are listed there.
Furthermore the Researcher Portfolio offers the possibility to look up
the same author in WorldCat
and Google Scholar.
In case a house symbol is placed after the name of the organization the
author is belonging to, this icon leads to the organization
description.
3.4.1. View Release
History
3.4.2. View Item
Revisions
Here
you can
see how often the item was retrieved and how often the attached full
text file was
downloaded. Please note that the statistics are updated on a nightly
basis.
3.4.4.
Item Log (Registered Users
only)
This is an option reserved to registered users, where you can see a full history of actions performed on the item, as logged by the system.
3.4.5.
Local Tags
(Registered Users only)
Here you can assign tags to publications in order to create own sets for specific purposes, such us "my best publications".
In
PubMan, you
may choose between three different ways of
submitting content.4. Submission
Before
you create a new
item, please select a submission method and then the collection, in
which
you would like to add the item, by clicking on the name of the
collection. Please
specify the document type (Genre) of your item before you start
submitting the publication
data. According to this genre, you are then provided with a submission
mask.
Please note that you can only change the genre until you have saved,
submitted or
released the item once; PubMan will then delete all submission fields
that are
unnecessary for this genre.
Please
fill out all
fields marked with a star, as they are the minimum data required to
submit an item. Should you leave one of these fields empty, a
validation message is displayed. Also see: Validation.
There
are two ways of submitting person names. You may submit them
separately, using the "persons" mask and clicking on the "plus" symbol
to
add further persons.If the name you start typing is recognized by the
system, an auto-suggestion list is displayed. You can either select a
name from the list or press ESC to close it. If
you would like to give a journal name as a source, please choose
"Journal" as "Source Genre". When you start typing the journal name,
PubMan will start suggesting journal names accordingly. You may either
choose one of the suggestions by selecting it and clicking on it or
pressing "enter", or you may enter a new journal name. If you do not
want to select a suggested name, please press ESC to close the list. Auto-suggestion
lists are
also available in the publication language field. You may enter the
language in German or English; both languages are recognized by the
system.4.1. Create
Item
4.2.
Create /
Edit Item
4.2.1.
Submitting Persons and
Organizations
To enter multiple persons at once click on the "add multiple" link: a
text field appears,
where you may type or copy/paste a list of persons. This list is then
parsed by the system.Please
note that at least one person has to be
affiliated
to an organization, otherwise the item cannot be created.
4.2.2. Submitting
Journal Names
4.2.3.
Entering
the Publication Language
4.2.4.
Entering
Dates
A date should have the following format: YYYY-MM-DD.
However, you may
also enter terms like "yesterday", "last year", or similar: PubMan will
convert them into the right format.
Note for a date entry for publication
types "Series" and "Journal": For this both genres the given date
relates to the start of the respective publication.
4.2.5.
Provide Rights Information
It's possible to provide
several rights information for each uploaded file and locator. You can
appoint access rights ("public", "private", "restricted") and assign
them to selected user groups respectively. There is an option to
provide a "Rights Statement" (freetext field) and a "Copyright
Date" (date format). Additional it's possible to choose a Creative
Commons License (http://creativecommons.org/)
for the file. All these data are optional. Please be aware
that you have checked these rights information before!
A new revision is an intellectually
revised version of a publication (eg. first pre print, then post
print). Please note that each revision is a new, separate item, which
is linked to the original item ("is revision of").
Before releasing the new revision, you can give a comment on creating a
new revision of the item.
You
can validate
the item in order to check if it meets the requirements of the
collection.
Please
note
that you can’t submit an item that doesn’t meet the
requirements of the
collection.
After
clicking on the "save" button, your item obtains the status "pending"
and can
only be seen by you. This might be useful if you want to complete your
entry at
a later time. You can then access and edit your item by clicking on "My
Items".
Please
note that only items in state "pending" can be deleted. "Released"
items can only be withdrawn, since they have been assigned a PID for
citation purposes.
In
the
Standard Workflow, the depositor can only submit his items.
If
you go on "submit item", your data will first be validated. If your
item is valid, you
are guided to a mask, where you can state a comment to your submission.
After
you have submitted your item, it is sent to the moderator of your
collection,
who then checks the data and either releases it for public view or
sends it
back to you for corrections. Items that have been sent back to the
depositor
are labeled as "in rework" and can be found under the corresponding
filter under "My items".
In
the
comment field you can give a comment on your submission; the user
following you
in the workflow will be able to read it.
In
the
simple workflow, you don’t have to submit items first; they
can be directly
released and made publicly available.
In
the
comment field you can give a comment on your release; the user
following you
in the workflow will be able to read it.
In
order to guarantee the high quality of data in PubMan, a quality
assurance workflow is implemented, which ensures that specific quality
criteria are met. Responsible for the quality assurance is the
moderator, who has a wide spectrum of means at her/his disposal. S/he
can modify the items or send them back to the depositor for re-work; if
s/he is content with the quality, s/he can accept and release the
items.
A further quality assurance option, which is only available to the
depositor, is the withdrawal of an item: an alternative to deleting the
item that serves the purposes of long-term storage and guarantees
further citability of the item.
In
the
standard workflow, a moderator can send "submitted" items back to the owner for
re-work,
in case they do not meet with the Quality Assurance standards. Items
in state "in rework" will be visible by both the moderator and the
depositor,
but can only be edited by the depositor, until they are once more
submitted to
the moderator for quality check.
"Pending"
items can be edited by their owner until s/he is satisfied with them
and submits them. "Submitted" or "released" items (depending on the
workflow) can be changed by the moderator, "releasesd" items can also
be modified by the depositor.
If
you want
to release the item you have modified and make it publicly available
again, please click on "accept".
In
the
comment field you can give a comment on accepting the item, which is
then visible in the item's release history.
"Released"
PubMan items cannot be deleted anymore. They can only be withdrawn, so
that the metadata is further on available (without any full text) and
the items remain quotable. "Withdrawn" items are not searchable and
they can only be accessed through their ID.
Items can only be withdrawn by their owner (depositor). Please state
the reason for withdrawing the item.
As a depositor, you can manage your
items through the depositor workspace (“My Items"). There you
can find an overview of your items and your managing options. You can,
for instance, change the viewing mode, filter the items according to
their state, sort them based on various criteria, export selected items
or create a basket.
In
the "My Items" workspace, the depositor can find all the items he has
created. He may filter them according to their state and perform
different actions, e.g. complete items in status "pending" or enrich
entries that have been sent back for rework. Another filter shows
imported items sorted by date.
If you want items of another state to be displayed, please click on "filter" and open the pull-down list. You may choose one of the following states:
Please
specify the sorting option for your item list by selecting it in the
pull-down
list. You can switch between "ascending" and "descending" sorting order
by
clicking on the link next to the pull down list.
In the Quality Assurance Workspace all items relevant for the moderator are listed. Items in state "submitted" are items that need to be quality checked. The moderator will judge their quality and then either accept them or send them back for rework to the depositor.
Please
note that this only applies to the Standard Workflow. In the Simple
Workflow there are no "submitted" items.
If you want items of another state to be displayed, please click on "filter" and open the pull-down list. You may choose one of the following states:
Please specify the sorting option for your item list by selecting it in the pull-down list. You can switch between "ascending" and "descending" sorting order by clicking on the link next to the pull down list.
In the import workspace you can check the status of your import(s) and do batch operations. If you use the remove buttons, the import task will be delete (not the items). If you use the delete button, the items will be deleted if they still are in state "pending".