Gutenberg Open


How to Publish

Publishing : step by step

How to save time

Import features

Automated transfer of your publication data to university-related information systems


Publishing: step by step

Authorization

Due to security reasons, you may only access the "Publish" screen from within the university network.

All members of the university have access to the database.


Gather bibliographical information

In addition to bibliographical data, an entry in the database also comprises information about people and institutions involved in the making of the book, journal, etc.

Please gather the following information before making an entry into the database:

  • The names of all authors involved, in the exact order as they appear in the publication.
  • The status of all authors involved, at the time of publication (staff member?).
  • The names of the university institutions involved in the publication (according to attribution to authors).
  • The page number of the first AND last page of your journal article, book contribution or any other type of non-independent publication.

In order to get more detailed information on how to prepare an entry for the database, please consult our guideline "How to save time".


Edit entry form

Every publication requires a separate entry into the database.

  1. Go to "Publish".
  2. Select the appropriate document type from the drop down menu "Document type". Click on "Continue" to access the entry screen.
  3. Fill in ALL fields marked with a red star since they are mandatory, and try to indicate as much information as possible in the remaining fields. This will greatly improve the quality of your database entry. Please note that the information required varies with every document type. If you are required to enter information that is not applicable to your publication, you may have chosen the wrong document type.
  4. Click on "Continue" to display your entry as it will appear in the database. Please check your entry for potential errors before saving it to the database.

Before finalizing your entry, the system runs a duplicate check to make sure that no publication is entered twice in the database. A duplicate warning may appear on the final entry screen whenever you or one of your co-authors has already registered the publication. Click on "Cancel" to return to the main page or click on "Revise" to modify your entry. To find out in advance if your publication has already been entered, please go to "If more than one of the authors involved is a staff member...".


How to save time

Turn on the "AutoComplete" feature of your browser!

Information that has already been entered into a form may be saved for later use. When the "AutoComplete" feature is turned on, your browser will display a ScreenTip when you type the first few characters of an AutoText entry, at which point you can insert the entry or continue typing.

In order to use this feature, please configure your browser as follows:

  • Firefox: On the "Tools" menu, click "Options...", and then click the "Privacy" tab. Select the "Remember what I enter in forms and the search bar" check box. Click "OK".
  • Internet Explorer: Internet Explorer: On the "Tools" menu, click "Internet Options...", and then click the "Content" tab. Click "AutoComplete..." and select the "Forms" check box. Click "OK".


If more than one of the authors involved is a staff member...

...please make sure that your publication has not already been entered.

If you have contributed to a book, journal or any other written document that involved more than one staff member of the University of Mainz, it is possible that one of your co-authors has already registered your publication with the library's bibliography. Please note that once a publication is entered it will be attributed automatically to all co-authors' personal publication lists and does not require a separate entry for each co-author.

How to do this:

  • Go to "Search author".
  • Enter your name (last name, first name) into the search box.


Make use of our sample entries!

Since these examples represent the most frequently requested document types, we recommend using them for your own entries.

     BookID 10035
     Book contributionID 10566
     Journal articleID 25968
     Multivolume work  ID 10119
     ReviewID 10372

How to do this:

  1. Click on the ID to display the filled-in form.
  2. Change information where necessary.
  3. Confirm your entry and save the publication to the database.

Repeat these steps for every publication of the respective document type that you wish to enter.


Import features

For the Gutenberg Open itself...

...you can create a template from one of the previously entered records to accelerate the registration process for the remaining documents.

Sort the publications you wish to register by document type before you start. (e.g. journal articles, book contributions, etc.) You only have to fill in the respective form once for each batch of documents that have the same source. You can then use the template created from the first publication entered for the remaining documents.

How to do this:

  1. Register the first document from the source.
  2. Write down the ID of the publication entered.
  3. Go to "Publish" -> "Import record or use template"
  4. Select "University of Mainz Publications Database" from the drop down menu "Import from". Enter the respective ID.
  5. Click "Continue" to display a copy of the record previously entered.
  6. Change information where necessary.
  7. Confirm your entry and save the publication to the database.

Repeat steps 4 through 7 for each of the remaining documents from the same source.

You can use our sample entries.


Individual records in RIS format...

... as, for example, from WISO, EBSCO databases, or reference management programmes like Citavi can be imported automatically into the input form of Gutenberg Open.

How to do this:

  1. Select, for example, "RIS" as export format in your reference management system and save the data.
  2. Go to Gutenberg Open and select "Publish - Import record or use template".
  3. Go to "Import from" and select the option "RIS format".
  4. Copy and paste all lines from "TY" to "ER" from your export file into the input form.
  5. Click on "Import" to display the filled-in form
  6. Add missing information such as authors and department or faculty. Make sure to fill in all mandatory fields.
  7. Confirm your entry and save the publication to the database.

Repeat steps 4 to 7 for each publication you want to import.


Mainz University Library catalog data...

...can be imported into the input form of Gutenberg Open in RIS format.

How to do this:

  1. Search for the desired book in the "Catalog of Mainz University Library".
  2. When the desired search results are displayed click on "RIS Format".
  3. Copy and paste all lines from "TY" to "ER" by RIS.
  4. Go to "Publish" -> "Import record or use template".
  5. Select "RIS format" from the drop down menu "Import from".
  6. Paste the record into the text box.
  7. Select the respective document type.
  8. Click on "Import" to display the filled-in form.
  9. Add missing information such as authors and department or faculty. Make sure to fill in all mandatory fields.
  10. Confirm your entry and save the publication to the database.

Repeat these steps for every publication you wish to import from the Catalog of the Mainz University Library.


Individual records in BibTeX format...

... as for example from reference management systems like Citavi can be imported automatically into the input form of Gutenberg Open.

How to do this:

  1. Select "BibTeX" as export format in your reference management system and save the data.
  2. Go to Gutenberg Open and select "Publish- Import record or use template".
  3. Go to "Import from" and select the option "BibTeX format".
  4. Copy and paste all lines from "@...{..." to "}" from your export file into the input form.
  5. Click on "Import" to display the filled-in form
  6. Add missing information such as authors and department or faculty. Make sure to fill in all mandatory fields.
  7. Confirm your entry and save the publication to the database.

Repeat steps 4 to 7 for each publication you want to import.


Import publications lists

Data which is registered, for example, in "Web of Science" can be saved as a list and imported into Gutenberg Open subsequently. Formats available as individual import, as for example RIS or BibTeX, are also provided.

How to do this:

  1. Search your literature and save the list as you'd do with an individual import of a specific database or a specific format.
  2. Go to "Publish- Import publication list" and click "Continue".
  3. Go to "1. Import publication list", search your saved list and upload it.
  4. Please note that only data in the following formats may be uploaded: .txt, .bib or .ris.
  5. In the next window click on the Import-ID link. The Import-ID for the uploaded file is automatically assigned.
  6. Go to "2. Process publication list" and complete the following information: your department, DDC subject area, DFG subject area and your e-mail address. Now click "Continue".
  7. An overview page is displayed. By clicking on "Load input form" an accordingly precompleted form is generated.
  8. Add missing information such as authors and department or faculty. Make sure to fill in all mandatory fields.
  9. Confirm your entry and save the publication to the database.
  10. You can import further data via the link "Back to record".


Automated transfer of your publication data to university-related information systems

Open Text und WordPress

In case you're using Open Text, the Content Management System for Mainz University websites, or WordPress, you can easily display a complete publication list for a specific author of Gutenberg Open in the center column of an Open Text or WordPress website.


SciPort RLP - the science portal of Rhineland-Palatinate

Through a daily, automated update Gutenberg Open provides its data for the research portal SciPort RLP. If you're already using the research portal you won't need to record your data once again. Within the SciPort portal you can identify publications already listed in Gutenberg Open easily as your work.

How to do this:

  1. Log onto SciPort RLP.
  2. Go to "Publications" in the menu-bar and click the button "New Publications".
  3. Go to "These publications might be yours" and follow the link ">> to the publications".
  4. A list of your potential publications will be displayed.
  5. Add publications you are involved in or dismiss wrong titles as "Not my publication" (these titles won't be suggested again once you start a new search).
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