System Administrator Guide

The system administrator has access to every section. The system administrator cannot issue final decisions on submissions or approve ISBN requests. These tasks also require the Editor-in-chief or Publishing board role.

In the panel you see the Administration section and every other menu. You decide whether the help pages are open to visitors who have not signed in, with the Help pages open to everyone flag on the Site settings → Features tab.

The search box in the top bar searches many parts of the panel at once. When you type in the box and press Enter, the Search screen opens and the results are grouped into sections. Turkish characters and upper and lower case make no difference. For example, typing ışık also finds the title Işık Kirliliği.

The box appears for all roles other than Registered researcher and Reviewer. Which sections you see depends on your permissions.

Result sections

Each section shows at most six results. If there are more, the See all link at the top of the section opens the search in that screen's list. Submission and publication results also show the type and the status.

When you press a help result, the topic opens in the help panel next to the screen, and you do not leave the screen you are working on.

When there are no results

Check the spelling or try a shorter phrase. If you are searching by submission number, type the whole number, for example JT-2026-00012.

The peer review type decides whether the author and the reviewer see each other's identity. The type is chosen in the Peer review field of the journal profile. Submissions not tied to a journal are reviewed double-anonymously.

Rules for every type

• Reviewers see only the anonymous files. The title page, the cover letter and the declaration documents are open only to editors.
• Editors always see the authors and the reviewers.
• The author sees only the comments-to-the-author section and the attachment of the reviews the editor shares.
• Confidential comments to the editor are never shown to the author.
• The invitation e-mail contains only the submission number and the journal name.

When the type is set

The peer review type of each submission is recorded when the author first submits it. If the journal changes the type later, the change applies only to new submissions. The editor sees the type of the submission in the header of the submission screen. The reviewer sees it in the note at the top of the invitation page.

The steps for changing the type are in Editing the Journal Profile.

Each invitation has two deadlines. The reviewer responds to the invitation by the response deadline. If they accept, they submit the review by the review deadline. The exact dates are in the invitation and on the Deadlines card of the invitation page.

Default periods

If the editor does not set periods in the invitation, the periods from the site settings apply. By default these are 7 days for the response and 21 days for the review. A system administrator changes them on the Workflow tab of the Administration → Site settings screen.

In an invitation, the response period can be between 1 and 60 days and the review period between 1 and 180 days. Both periods count from the moment the invitation is sent. The review deadline cannot be earlier than the response deadline.

Reminders

• A reviewer who has not responded to the invitation yet is reminded once before the response deadline.
• For an accepted invitation, a reminder goes out before the review deadline.
• If the review is late, the reminders continue at the same interval. At most five review reminders are sent for one invitation.
• A site setting decides how many days before the deadline the reminder goes out. By default this is 3 days.
• Reminders go out only while the review round is open.

The editor sees the number of reminders sent in the row of the invitation.

Unanswered invitations

An invitation that is not answered by the response deadline closes automatically, and its status changes to Expired. The reviewer and the editors of the submission get a notification. An expired invitation can no longer be accepted. The editor can invite the same reviewer again.

Changing the deadlines

Only the editor changes the deadlines. The change is written to the audit log and the reminder counter is reset. The panel has no button for the reviewer to ask for more time. For more time, the reviewer contacts the inviting editor directly.

The editor's steps are in Tracking Invitations and Reviews. For a reviewer who cannot meet the deadline, see I cannot meet the deadline.

Editors follow submissions on the Editorial → Editor queue screen. A submission goes through screening, moves on to peer review and ends with a decision. The Next step card on the submission's page says what needs to be done at that moment.

The Section editor screens submissions, invites reviewers, corresponds with the author and records a decision recommendation. The Editor-in-chief also issues the final decision, assigns editors to submissions and manages the journal settings. The System administrator cannot issue final decisions. If a role was granted for one journal, only that journal's submissions are visible.

If the system administrator has made two-factor authentication mandatory for editorial roles, your editor permissions do not work until you set it up. The set-up is described in Using Two-Factor Authentication. Start by getting to know the Editor Queue screen.

The Editorial → Editor queue screen lists the submissions within your scope. If your role was granted for one journal, you see only the submissions of that journal. Submissions you are an author of are not in the list. Drafts do not appear in the queue either. A submission enters the queue when the author submits it.

Quick filters

The boxes above the list, with their counts, are quick filters. Pressing a box narrows the list to those submissions.

Filters

The Filters section has the following filters:

• The Submission no. or title box searches the submission number and the title.
• In the Journal list, editors authorised for the whole platform also see the Without a journal (books, chapters, theses …) option.
• The Status and Type lists narrow the submissions by status and by type.
• The Deadline list shows submissions whose deadline falls within 3, 7, 14 or 30 days. Overdue submissions are not in this list but in the Overdue box.

The filters stay in the address bar. If you share the link, the same list opens.

Sorting

The Sort list sorts by last activity, by submission date or by deadline. By default the list is sorted by last activity. The Deadline: nearest first option puts overdue submissions at the top and submissions without a deadline at the bottom.

Columns

Submitting on behalf of an author

Only people with the permission to start submissions on behalf of authors see the Start a submission for an author button. The screen it opens is described in Submitting on Behalf of an Author.

When you open a submission, the Next step card tells you what to do at that moment. The parts of the submission screen are described in Editor Submission Screen.

During screening you check whether a submission is ready to go to reviewers. A new submission arrives with the status Submitted. When you send it to peer review, its status changes to Under review.

Starting screening

1. On the Editorial → Editor queue screen, open the submission.
2. On the Next step card of the Overview tab, press Start screening.
3. In the confirmation dialog, press the same button again.

The status of the submission changes to Screening. The author sees the new status on the page of their submission. This step is optional. You can also send a suitable submission straight to peer review.

Cards to check

Check the following cards on the Overview tab:

• The Metadata card shows the title, abstract, keywords and type-specific details. If the submission is written in two languages, you switch between them with the language tabs.
• The Authors card shows the authors in order with their institutions and ORCID iDs. The corresponding author is marked separately.
• The Declarations card shows the declarations the author confirmed and the answers they gave.
• On the Files card, the Anonymous files are the files the reviewers will see. A file whose metadata was removed carries the Metadata removed label. A file whose text contains an author's name, e-mail address or ORCID iD carries the The text of the file names an author label, with whose details appear where below it. Reviewers do not see this result. The Identified files are open only to editors.

Requesting missing documents

1. On the Next step card, press Request missing documents.
2. Optionally, fill in the Subject field.
3. In the Message to the author field, state clearly what is missing. The text must be at least 10 characters long.
4. Press Request missing documents in the dialog.

The status of the submission changes to Documents missing and an e-mail goes to the author. Your message also appears on the Messages tab of the submission. When the author completes the missing items and submits again, the status returns to Submitted and you get a notification.

Missing documents can be requested only for a submission whose status is Submitted or Screening.

Uploading an anonymous copy

If the anonymous manuscript still contains the name or institution of an author, you can upload a cleaned copy for the reviewers. The The text of the file names an author label appears when an author's name, e-mail address or ORCID iD is in the text. Institution names and self-citations such as "Author, 2024" are not searched for; look out for them as you read.

1. Go to the Upload an editor file section at the bottom of the Files card.
2. In the File type list, select Anonymous manuscript.
3. Optionally, fill in the Description field.
4. Drop the PDF, DOCX or ODT file on the upload area.

The new file replaces the author's anonymous manuscript. The old file stays in the list with the Replaced by a newer file label. The file you upload carries the Uploaded by an editor label and opens after the virus scan. Author details in the file properties are removed during the upload. The reviewers also see the files you upload as Supplementary file.

When the submission has the status Revision requested, the copy you upload goes to the new round the author is preparing and replaces the author's revised manuscript there. The text the reviewers of the previous round read stays as it was.

Sending to peer review

1. On the Next step card, press Send to peer review.
2. In the confirmation dialog, press the same button again.

The status of the submission changes to Under review and the author gets a notification. From this stage on, the author cannot change the files. You can now invite reviewers. The steps are in Inviting Reviewers.

To reject an out-of-scope or unsuitable submission without sending it to reviewers, see Desk-Rejecting a Submission.

A desk rejection is a final decision. The submission is rejected without going to reviewers, a decision letter goes to the author and the process closes. Only an Editor-in-chief makes this decision. In the same situation a Section editor saves a rejection recommendation.

You can make this decision while the status of the submission is Submitted, Screening or Documents missing. For a submission in peer review, see Making a Decision.

Rejecting the submission

1. On the Next step card of the Overview tab, press Desk reject.
2. In the Rationale (editors only) field, write the rationale for the decision. The rationale must be at least 10 characters long and is not shown to the author.
3. The Decision letter to the author field comes filled with a draft letter. Edit the letter. The letter must be at least 10 characters long.
4. Press Desk reject in the dialog.
5. Read the outcome in the confirmation dialog and confirm.

You can also make the same decision on the Decision tab by selecting Desk reject. On this tab the letter starts empty, and the Draft a letter button writes the draft. If you wrote or changed the letter yourself, the panel asks before it replaces the letter with the draft.

The status of the submission changes to Rejected. The decision is stored as a record that cannot be changed, and it is written to the audit log.

A section editor's rejection recommendation

For a submission in screening, a Section editor sees the Decision recommendation section on the Decision tab. Only Desk reject can be selected in this section.

1. On the Decision tab, select Desk reject.
2. Fill in the Rationale (editors only) field. The letter is optional for this recommendation.
3. Press Save recommendation and confirm.

The recommendation does not change the status of the submission. A notification goes to the editors-in-chief assigned to the submission or, if none is assigned, to the editors with the permission to decide. The recommendation appears in the Decisions and recommendations section at the bottom of the tab.

When you assign editors to a submission, the notifications of the submission go only to the assigned editors. If no editor is assigned, the notifications go to all editors in scope. The permission to assign editors belongs to the Editor-in-chief role.

1. On the Overview tab of the submission, find the Editor assignments card.
2. Press Assign editor.
3. Select the person in the Editor list. Editors who can decide carry the Can decide label. If a person is already assigned with another role, that role appears under their name.
4. In the Role list, select Handling editor, Section editor or Editor-in-chief.
5. Press Assign editor in the dialog.

The assigned editor gets a notification and sees the submission in the Assigned to me box of the queue. The assignment is written to the timeline and the audit log.

An editor whose account was closed counts as not assigned. The Account closed label appears next to the name, the notifications go to the other editors, and the submission is also listed in the Unassigned box of the queue. Assign another editor to the submission.

Editors you can assign

• The list includes only editors who may see this submission and whose e-mail address is verified.
• The authors of the submission and the reviewers who accepted an invitation for it do not appear in the list.
• The Editor-in-chief role can be given only to an editor with the permission to decide.
• You cannot assign the same person with the same role twice.
• Editors cannot be assigned to a withdrawn submission.

Removing an assignment

1. On the Editor assignments card, press the cross button in the editor's row.
2. In the confirmation dialog, press Unassign.

An editor you unassign keeps seeing the submission in the queue as long as it is within their scope. They are no longer among the assigned editors.

You invite reviewers from the Reviewers tab of the submission. You can invite only while the status of the submission is Under review.

1. On the Editorial → Editor queue screen, open the submission and go to the Reviewers tab.
2. Press Invite reviewer.
3. Choose the reviewer in one of two ways:
   • On the From the reviewer pool tab, search by name, e-mail, institution or expertise. The candidates are ranked by the keywords of the submission. You can change the ranking with the Matching keywords field. Each candidate shows their number of ongoing, completed and declined invitations. A candidate whose expertise matches the submission carries the Matched label. Select the row of a suitable candidate.
   • On the By e-mail tab, fill in the E-mail address, Full name and Invitation language fields. If an account with this address exists, the invitation goes to that account. For a person without an account, a reviewer account is created and a link for setting a password is sent. In this case the full name is required.
4. Optionally, add a Personal message. If you leave Days to respond and Days to review empty, the periods from the site settings apply. By default these are 7 and 21 days.
5. Press Send invitation.

The response period can be between 1 and 60 days, the review period between 1 and 180 days. The review deadline cannot be earlier than the response deadline. If you enter a review period shorter than the response period, both deadlines fall on the same day.

After the invitation

The invitation e-mail contains only the submission number and the journal name. The reviewer also gets a notification in the panel. Reminders go out automatically, and an invitation that is not answered in time closes. The periods are described in Reviewer Deadlines and Reminders.

You follow the status of the invitation, its deadlines and the incoming review on the same tab. Changing deadlines, cancelling an invitation and inviting the same person again are described in Tracking Invitations and Reviews.

Rules the system applies

• The authors of the submission and the people already invited in this round do not appear in the candidate list.
• The pool includes only active accounts with a verified e-mail address that have the reviewer role or joined the reviewer pool from their profile.
• You cannot invite yourself as a reviewer.
• If a person already has an open invitation in the same round, a second invitation is not sent to them.
• The Reviewer rules note at the top of the tab checks the number of reviewers and their institutions. These warnings do not block the action.

The Reviewers tab of a submission shows the reviewer invitations by round. The newest round is at the top and carries the Current round label. The card of a closed round shows the date it closed.

Invitation row

Each invitation row shows the reviewer's name, e-mail address, institution and the status of the invitation. The status is Awaiting response, Accepted, Declined, Expired or Cancelled.

If the reviewer accepted the invitation, the row shows their conflict-of-interest declaration. If the reviewer disclosed a possible conflict, their explanation is here too. If they declined, the Reason for declining they wrote appears. The row also shows the number of reminders sent to the reviewer.

Reading the review

When the reviewer submits the review, a Show review link appears in the row. The review shows the reviewer's recommendation and scores, the Comments to the author and Confidential comments to the editor sections and, if there is one, the Review attachment file. Confidential comments to the editor are never shown to the author.

If the reviewer has started the review but not submitted it, the row says the review is a draft. The submitted reviews of the round also appear side by side on the Decision tab. Notes the reviewer sends after the review are listed as internal notes on the Messages tab.

Invitation actions

The Invitation actions menu of each invitation in the current round holds the actions that fit the status of the invitation:

• Change deadlines appears for open invitations. For an invitation awaiting a response, you change both dates. For an accepted invitation, you change only the review deadline. The date fields cannot be left empty. The new date must be in the future, and the review deadline cannot be earlier than the response deadline.
• Cancel invitation appears for open invitations. You need to write at least 5 characters in the Reason (not shown to the reviewer) field. The reviewer loses access to the files and is informed. An invitation whose review has been submitted cannot be cancelled.
• Invite again appears for declined, expired and cancelled invitations. A new invitation record opens for the same reviewer, and the earlier invitation stays closed. Once a decision is made, the round takes no more reviewers and this action no longer appears in the menu.

A deadline change is written to the audit log, and the reminder counter is reset. Editors with the permission to invite reviewers see the menu. An invitation with no action left has no menu, for example one whose review has been submitted.

Reviewer rules note

The Reviewer rules note at the top of the tab warns about the following cases, based on the criteria of TR Dizin (Türkiye's national citation index):

• The number of reviewers in the round is below the minimum the journal requires. If the journal has not set a number, at least two reviewers are expected.
• Two reviewers are from the same institution.
• A reviewer is from the same institution as an author.
• The reviews received include an accept or minor revision recommendation together with a reject recommendation, and there are fewer than three reviews. In this case you may want to invite a third reviewer.

Invitations awaiting a response, accepted invitations and invitations with a submitted review count towards the number of reviewers. The warnings do not block any action. The minimum number of reviewers the journal requires is the setting described in Setting the Reviewer Minimum and Reviewer List.

When reminders go out is described in Reviewer Deadlines and Reminders.

You make the decision on the Decision tab of the submission. An Editor-in-chief makes the final decision. A Section editor saves a decision recommendation on the same tab. The submitted reviews of the round appear side by side at the top of the tab.

A decision is made while the status of the submission is Under review or Revision submitted. To reject a submission that has not been sent to reviewers, see Desk-Rejecting a Submission.

Final decision

1. In the Decision section of the Decision tab, select Accept, Minor revision, Major revision or Reject.
2. For a revision decision, check the Revision period (days) field. The field comes filled with the period from the site settings and must be between 7 and 365 days.
3. In the Rationale (editors only) field, write the academic rationale for the decision. The rationale must be at least 10 characters long and is not shown to the author.
4. In the Reviewer comments to share with the author section, clear the tick of any review you do not want to share with the author. All submitted reviews come ticked.
5. Fill in the Decision letter to the author field. The Draft a letter button writes a draft based on the decision you selected and the shared reviews. If the field holds text you wrote or changed, the panel asks before it replaces that text with the draft. The letter must be at least 10 characters long.
6. Press Issue decision, then read the outcome in the confirmation dialog and confirm.

Unless the site settings were changed, the revision period is 30 days for a minor revision and 60 days for a major revision.

While you fill in the form, you can move to another tab to look at a file or at the details of the submission. The decision type, rationale and letter you entered stay in the form until you come back.

Effects of the decision

• The decision is stored as a record that cannot be changed, and it is written to the audit log.
• The round closes. The invitations of reviewers who have not submitted a review close, and these reviewers are informed.
• The decision letter goes to the author. Of the shared reviews, the author sees only the Comments to the author section and the attachment, if any. In open review the author also sees the name of the reviewer of a shared review.
• An accept decision opens a production job automatically.
• A revision decision gives the author a deadline. The author is reminded once before the deadline. Unless the setting was changed, the reminder goes out 3 days before the deadline.

Decision recommendation

A Section editor sees the Decision recommendation section on the same tab.

1. In the Decision section, select the decision you recommend.
2. Fill in the Rationale (editors only) field. Optionally, also write a draft letter for the editor-in-chief.
3. Press Save recommendation and confirm.

The recommendation does not change the status of the submission. A notification goes to the editors-in-chief assigned to the submission or, if none is assigned, to the editors with the permission to decide.

Decision and recommendation history

All decisions and recommendations stay in the Decisions and recommendations section at the bottom of the tab. Each entry shows the decision type, whether it is a final decision or a recommendation, the round, the person who made it, the date and the rationale. You open the letter with the Show letter link.

If you cannot see the decision button, see The decision button is missing. The steps after a revision arrives are in Starting a New Round After a Revision.

When the author submits a revision, the status of the submission changes to Revision submitted and a new round starts. The editors of the submission get a notification. It is up to you whether you send the revision to reviewers again or make a decision directly.

Checking the revision

The card of the new round opens on the Reviewers tab. The card shows the Author’s response to reviewers text and the Files of this round list. The invitations and reviews of the earlier rounds stay on the tab.

Direct decision

If no new reviewer opinion is needed, an Editor-in-chief makes the decision right away on the Decision tab. The steps are in Making a Decision.

New review round

1. On the Next step card of the Overview tab, press Send to peer review and confirm.
2. On the Reviewers tab, press Invite reviewer.
3. Select the reviewers of the previous round from the pool again. If a reviewer does not appear in the pool, enter their e-mail address on the By e-mail tab. If an account with this address exists, the invitation goes to that account.
4. Press Send invitation.

You cannot use the Invite again action for an invitation from a previous round, because the action appears only on the invitations of the current round. The reviewer receives a new invitation for the new round. After accepting it, they see the author's response to the reviewers and the current anonymous files.

The steps of the invitation are in Inviting Reviewers.

All correspondence with the author runs on the Messages tab of the submission. On the same tab you also write internal notes that only editors see.

1. Open the submission and go to the Messages tab.
2. Select Message to the author or Internal note (editors only).
3. Optionally, fill in the Subject field.
4. Write your text in the Message field.
5. Press Send.

When you send a message to the author, the author is informed by e-mail. The e-mail does not contain the text of the message and directs the author to the panel. Internal notes are never shown to the author and are marked with the Internal note label in the list.

If you move to another tab before you send the message, what you wrote stays in the box until you come back. If you try to leave the screen without sending it, the panel asks first.

Other entries on the tab

• Requests for missing documents sent during screening are listed as messages to the author.
• Notes that reviewers send after their reviews appear as internal notes.
• Messages the author writes to the editors are in the same list.

Messaging permission

Sending messages to the author requires the Message authors about their submission permission. If you do not have this permission, the tab says so in a note and you can only add internal notes.

Withdrawal reason

If the author withdraws the submission, the reason they wrote appears under the Submission withdrawn entry on the Timeline tab. The reason is not included in e-mails and is not shown to reviewers. A withdrawal also closes the open reviewer invitations.

If an author cannot prepare their submission themselves, you can open the draft for them. Only the author confirms the declarations, and only the author submits. The author needs a registered, active account with a verified e-mail address.

Starting the draft

1. On the Editorial → Editor queue screen, press Start a submission for an author.
2. In the Author account field, type at least 3 letters of the author's name or the full e-mail address.
3. In the list, press Select in the author's row.
4. Select the Publication type and the Main language of the submission. For an article, also select the Journal.
5. Press Create the draft.

The list shows e-mail addresses masked. Only the account whose full address you typed shows its address in full. The journal list contains the journals in the scope of your role that accept submissions. Types not tied to a journal, such as books, chapters or theses, need a role granted for the whole platform.

The draft appears in the author's My submissions list, and the author gets a notification in the panel. This notification is not sent by e-mail.

Filling in the draft

1. On the screen that opens, fill in the Metadata, Authors and Files tabs. Changes are saved automatically.
2. On the Status tab, check what is left for the author.
3. Press Leave it to the author.

When the author confirms the declarations and submits, the submission appears on the Editor queue screen. The submission does not enter the queue until the author submits it.

Rules

• Only the person who started the draft edits it. For that, the draft must not have been submitted yet and your permission for the journal must still be in place.
• You cannot open a draft in your own name this way. You start your own submissions from the My submissions screen.
• The action is written to the audit log. The Started by the editorial office on the author’s behalf entry appears on the author's timeline.
• Your drafts that have not been submitted yet stay in the Drafts I started for authors list.

The parts of the screens are described in On-Behalf Submission Screen and On-Behalf Draft Screen.

This screen opens when you open a submission from the queue. Screening, reviewer invitations, the decision and the correspondence all run from this screen. The buttons on the screen depend on the status of the submission and on your permissions.

Header

The header shows the submission number and title. Below them are the status of the submission, the publication type, the journal, the review round and the submission date. The peer review type also appears here as Double-anonymous, Single-anonymous or Open review. For submissions not tied to a journal, Books and other submissions appears in place of the journal.

If you reviewed this submission as a reviewer, a separation-of-duties warning appears under the header. In that case you cannot make the final decision.

Tabs

The open tab stays in the address bar. If you share the link, the same tab opens.

Next step card

The card says what you need to do in the current status of the submission and shows the buttons for the actions available in that status.

Only editors with the permission to decide see the Desk reject button. For submissions awaiting a revision and for accepted, rejected and withdrawn submissions, the card only explains the status.

Overview cards

Screen rules

• The screen opens only submissions within your scope that have been submitted. Drafts do not open here.
• A submission you are an author of does not open.
• If the status of the submission changed after you opened the screen, an action may be refused. Reload the page to see the current status.
• The decision type, rationale and letter you entered in the decision form stay when you move to another tab. The message you are writing stays too. If you try to leave the screen before you issue the decision or send the message, the panel asks first.

Related topics

• Screening a Submission
• Assigning Editors
• Inviting Reviewers
• Tracking Invitations and Reviews
• Making a Decision
• Messaging the Author

The Submission on behalf of an author screen is where you open a submission draft for a registered author. You reach the screen with the Start a submission for an author button on the Editor queue screen.

New draft card

The Create the draft button opens the draft in the author's account and takes you to the draft screen.

If there is no matching account, the author has to register first or a system administrator has to invite the account. If no journal in your scope accepts submissions, a warning saying so appears in place of the journal field.

Drafts I started for authors

The Drafts I started for authors list shows your drafts that the author has not submitted yet. Each row shows the title and type of the draft, the author's name, the journal and the time of the last activity. The Edit button opens the draft. When the author submits, the draft leaves the list and appears in the editor queue.

Screen rules

• Editors and system administrators with the permission to start submissions on behalf of authors see the screen.
• You cannot open a draft in your own name.
• The notification to the author is sent only inside the panel.

The steps are in Submitting on Behalf of an Author. The screen where you fill in the draft is described in On-Behalf Draft Screen.

On this screen you fill in the draft you opened for an author. The title of the screen is the title of the draft. If no title has been entered, it reads Untitled draft.

Header

The note under the title says for whom the draft is being prepared. The publication type, the journal and the author's name and e-mail address also appear here. The save status shows as Saving…, Unsaved changes or the time of the last save.

The Leave it to the author button in the header saves the changes and takes you back to the Submissions for authors screen.

Tabs

A tab with missing items shows a dot.

Screen rules

• Changes are saved automatically.
• If an author card has details but no name, the screen keeps you on the Authors tab and shows the error.
• The declarations are not on this screen. The author confirms the declarations and submits.
• Only the person who started the draft opens it. Once the author submits, the draft no longer opens on this screen and the submission enters the editor queue.

The steps are in Submitting on Behalf of an Author.

Separation of duties means that one person does not take two roles on the same submission. A person who reviews a work does not decide on it. An author is not an editor or a reviewer on their own submission either. JournTech applies these rules automatically.

Editors who review

If you accepted a reviewer invitation for a submission, you cannot make the final decision on that submission. The rule applies even if you have an editor role, and it covers every round of the submission. A warning appears on the submission screen and the decision buttons are hidden. You cannot be assigned to such a submission as an editor either. Another editor-in-chief makes the decision.

Your own submissions

Submissions you are an author of do not appear in your queue and do not open. The system recognises you as an author if you own the submission or if your e-mail address or ORCID iD is in the author list. The authors of a submission cannot be assigned to it as reviewers or editors. You cannot invite yourself as a reviewer either.

Permission to make final decisions

Only an Editor-in-chief makes final decisions. A Section editor saves a decision recommendation, and the recommendation does not change the status of the submission. A System administrator can open every screen but cannot make final decisions. An administrator who needs to make decisions is also given the editor-in-chief role.

Whether reviewers and authors see each other's identity is explained in Peer Review Types.

The Issue decision button depends on your role, the status of the submission and your part in the submission. Check the causes below in order.

You are a section editor

A Section editor does not make final decisions. They see the Decision recommendation section on the tab and save a recommendation with the Save recommendation button. An Editor-in-chief makes the decision.

Your editor-in-chief role is for another journal

Your roles can differ from journal to journal. For example, you can be editor-in-chief of one journal and section editor of another. Your permission to decide applies only to the journal where you are editor-in-chief.

The submission is not at the decision stage

A final decision is made while the status of the submission is Under review or Revision submitted. In any other status the tab gives the current status of the submission in a note. To reject a submission that has not been sent to reviewers, see Desk-Rejecting a Submission.

You reviewed this submission

If you accepted a reviewer invitation for the submission, the decision buttons do not appear and the tab says so in a note. Another editor-in-chief has to make the decision. The rule is explained in Separation of Duties.

You are a system administrator

The System administrator role does not carry the permission to make final decisions. With this role you can only save decision recommendations. If you need to make decisions, you also have to be given the Editor-in-chief role.

E-mail sending may be turned off on the installation. The invitation also goes out as a notification in the panel, along with the e-mail. A reviewer with an account therefore finds the invitation in the panel.

A reviewer with an account

The reviewer signs in with the e-mail address the invitation was sent to and opens the Invitations tab of the Author & reviewer → Reviewing screen. The View invitation button opens the invitation there.

The reviewing screens require a verified e-mail address. If the reviewer's address is not verified, they need to verify it first.

A reviewer with a new account

If the person you invited by e-mail address has no account, the link for setting a password goes out only by e-mail. If e-mail sending is turned off, a system administrator creates this link and passes it on to the person. The administrator's steps are in Managing User Accounts.

The e-mail sending setting is described in Configuring Outgoing E-mail.

The row of an invitation whose deadline has passed carries the Overdue label. What you do depends on the status of the invitation.

The reviewer did not respond to the invitation

An invitation whose response period has ended closes automatically shortly afterwards, and its status changes to Expired. You get a notification too. You can invite the same reviewer again with Invite again in the Invitation actions menu of the invitation, or invite another reviewer.

The reviewer is late with the review

For an accepted invitation, reminders go to the reviewer at regular intervals once the review deadline has passed. To give the reviewer more time, select Change deadlines in the Invitation actions menu of the invitation and enter a new Review due date. The reminder counter is reset.

If the reviewer is not going to send a review, cancel the invitation with Cancel invitation and invite another reviewer.

The actions are described in Tracking Invitations and Reviews. When reminders go out is described in Reviewer Deadlines and Reminders.

Submissions not tied to a journal are visible only to editors whose role was granted for the whole platform. Book, book chapter, proceedings paper, thesis and children's book submissions belong to this group. If your role was granted for one journal, you do not see these submissions.

Solution

If you need to work on these submissions, ask your system administrator to grant your role for the whole platform. Granting roles is described in Granting and Revoking Roles.

Filtering these submissions

Editors authorised for the whole platform list only these submissions with the Without a journal (books, chapters, theses …) option of the Journal filter in the queue. The journal column of these submissions shows Books and other submissions.

When an editor accepts a submission, a job for the work opens automatically on the Editorial → Production screen. The job's checklist has these tasks: copy-editing, typesetting, cover, proof and author approval, metadata check, identifiers, licence and access, and final approval. The Production coordinator assigns the tasks, uploads the proofs and the final files and shares the proof with the author.

When the checklist is complete, the work is released to the catalogue with its publication settings. The record is published at once or stays a draft for the catalogue editors' final check. Because the release is an editorial decision, the catalogue's editor approval rule does not cover this step.

Editors and the Unit manager role can only view jobs. A job's statuses are described in Job Statuses.

The Editorial → Production screen shows the production jobs of accepted works as a board. If your role was granted for one journal, you see only the jobs of that journal.

Columns

Jobs are listed in four columns by status. Each column shows its number of jobs at the top, and the numbers follow the filters you choose. The Released column shows the jobs released last. The button at the bottom of the column brings the earlier ones too.

The statuses are described in Job Statuses.

Cards

Each card shows the submission number and the type, title and journal of the work. The progress bar of the card counts the completed tasks. Below it you see the number of open required tasks, or Required tasks done. The bottom line of the card gives the production lead and the planned release date. An overdue job carries the Overdue badge.

Filters

• The Search box searches submission numbers and titles.
• Assigned to me shows the jobs where you are the production lead or have an open task assigned to you.
• Overdue shows the jobs that have a task past its due date, or that are not released by their planned release date.
• Show cancelled jobs lists cancelled jobs in a separate section at the bottom of the board. The ones cancelled last come first.

Opening a job

Jobs open automatically with the editor's acceptance decision. If an accepted submission has no job, use the Open job button. The button appears to people with the permission to manage production. The steps are in Planning a Job.

As soon as an editor accepts a submission, a job with the default checklist opens for the work. The production team and the author are notified.

Opening a job by hand

If no job opened automatically for an accepted submission, you open it yourself.

1. On the Editorial → Production screen, press Open job.
2. Select the submission in the Accepted submission list.
3. Press Open job in the dialog.

The dialog lists the accepted submissions in your scope that have no job, with their number, journal or type, and title. If the submission already has a job, the dialog says so and shows the Open the existing job link.

Job details

1. Open the job from the board.
2. On the Job details card, select the lead in the Production lead list.
3. In Planned release date, enter when the work is planned to be released.
4. Optionally write a note for the team in Notes.
5. Press Save.

The assigned lead gets a notification. The list holds the users who can see production jobs for the journal of the job. A job that is not released by its planned date counts as overdue on the board.

Assigning the tasks is described in Managing Tasks.

When you open a job from the board, the header shows the title, submission number, type and journal of the work, the production lead, the planned release date and the acceptance date. Without the production permission, you can only view the page, and a note says so. When the production lead's account was closed, the Account closed label appears next to the name, and the production coordinators receive the notifications meant for the lead.

Top buttons

• Open the submission opens the editor page of the submission and appears to people who can see the editor queue.
• Open the catalogue record opens the catalogue record once the job is released.
• Release opens the release dialog. While an item blocks the release, the button cannot be pressed.

Cards

Rules of the screen

• On a released or cancelled job, tasks and settings cannot be changed. Reopen the job to change them.
• You cannot upload files to a cancelled job.
• The assignee of a task can change the status and the note of their own task, even without the production permission.
• While a file is being scanned for viruses, the page refreshes itself every few seconds.

The steps are in Planning a Job, Managing Tasks, Uploading Files and Sharing Proofs, Filling in the Release Settings and Releasing a Work.

Every job opens with a default checklist. The tasks are on the Tasks card of the job page.

The "Licence and access" and "Final approval" tasks are always required. For the other tasks, you can change the Required task box in the edit dialog.

Changing the status

1. Open the job and scroll down to the Tasks card.
2. In the list on the row of the task, select To do, In progress, Done or Skipped.

A status you pick with the mouse is saved at once. With the keyboard, the arrow keys move between the statuses and save nothing. Save the status you chose with Enter. If you leave the list without pressing Enter, or press Escape, the saved status comes back.

A required task cannot be skipped. The status of the job changes automatically with its tasks. When all required tasks are done, the job becomes Ready to release. The row of a completed task shows who completed it and when.

Assignee and due date

1. Press the Edit button with the pencil icon on the row of the task.
2. Select the person in the Assignee list.
3. Enter the due date in Due.
4. Optionally enter a Note.
5. Press Save.

The assignee gets a notification. Even without the production permission, they can update the status and the note of their own task.

New task

1. Press Add task.
2. In Task, enter a name of at least 2 characters.
3. If the task must be done before release, tick Required task.
4. Optionally enter an assignee, a due date and a note.
5. Press Add task in the dialog.

Only tasks added later can be renamed.

Reminders

For an unfinished task with a due date, the assignee gets one e-mail and one panel notification before the due date. How many days before is set by the Production task reminder (days before the due date) setting on the Site settings → Workflow tab. The default is 3 days, and 0 switches the reminder off. If the due date is moved later, a new reminder goes out for the new date.

No reminder goes out for a task whose due date has passed. The task is marked Overdue on its row, and the job counts as overdue on the board.

When the assignee's account was closed, the task's row shows the Account closed label and the assignee gets no reminder. Assign the task to someone else. The reminder e-mail names the task in the recipient's language.

The files of the work are kept in versions on the Files and proofs card of the job. Each upload is a new version (v1, v2…), and earlier versions are kept.

Uploading a file

1. In the Upload a new version section at the bottom of the Files and proofs card, select the type in the File type list.
2. Optionally enter a Version note.
3. Drag the file onto the field, or select it with the choose from your computer link.

An uploaded file goes through a virus scan and cannot be used before the scan finishes. On release, the final PDF, the EPUB and the cover image are added to the catalogue record.

Sending the proof to the author

1. Press Share with the author on the row of the proof.
2. Confirm the dialog.

The author is informed by e-mail, opens the proof on the page of their submission and writes comments. The author's steps are in Checking Proofs. Sharing is separate for each version, so you share a new proof version separately too. You withdraw sharing with Withdraw sharing. A proof whose scan has not finished cannot be shared.

Comments

1. On the Comments card, write your comment in Comment.
2. Select the file in the Related file list, or leave it at General.
3. To send the comment to the author too, tick Visible to the author.
4. Press Add comment.

The author sees only the comments written with this box ticked on a proof shared with them. The author's comments appear with the Author label. A comment from the author is notified to the production lead, or to the production team if no lead is assigned. After the job is released or cancelled, the author can no longer comment on proofs.

The details on the Release settings card are used when the catalogue record is created or updated on release. You can fill in the card at any stage of the job and save it with Save.

Access and licence

• The Access status list offers Open access, Metadata only, Embargoed and Restricted. For an article Open access is preselected, and for other types Metadata only.
• Select the licence in the Licence list. An open-access release needs a licence, and it must be an open licence. Licences that are not suitable for open access are marked in the list.
• For an embargoed release, enter a future date in Embargo end date.

Identifiers and year

• If Publication year is empty, the year of the issue is used, or the year of the publication date when there is no issue.
• The DOI starts with 10.
• The ISBN field appears for books, theses, proceedings papers and children's books.

If a DOI, ISBN or catalogue address is used by another record, the release is blocked.

Placing an article in an issue

• Select the issue of the article in the Journal issue list. An article can be placed only in an issue of its own journal.
• The Section and Position in the issue fields are optional.
• If you select no issue, you can tick Publish as early view. The article is released without an issue and appears in the early view section of the journal page. The catalog editors add it to an issue later.
• The Page range (for example 12-34) and Article number fields are optional.

If you do not have the permission to manage journals, the list shows only published issues. The details are in The issue I am looking for is not in the journal issue list.

Parent book and pages

For a book chapter or a proceedings paper, find and select the book with the Search books box in the Parent book section. Enter the pages of the chapter in Page range. For a book, this field is called Number of pages.

Categories and address

• Categories are the subject and genre categories of the catalogue record. A book that is to be published at once needs at least one category.
• If Catalogue address (slug) is left empty, it is generated from the title.

Publishing at once

If Publish immediately on release is on, the record is published on the public site at the moment of release. If it is off, the record is created in the catalogue as a draft and waits for the final check of the catalog editors. The Citation preview at the bottom of the card shows how the citation will look.

On a released or cancelled job, the settings cannot be changed. The release steps are in Releasing a Work.

For articles, the job page has a Front matter card. The card prepares the details to be printed on the first page of the article, in Turkish and in English. It holds the following.

• The title, the authors, their institutions and ORCID iDs, and the corresponding author
• The article type
• The received, revised and accepted dates
• The citation line and the DOI, for example Abbreviation. 2026;12(1):15-22
• The licence
• The declarations on ethics committee approval, conflicts of interest, funding, author contributions and the use of artificial intelligence

Copying the front matter

1. Open the job and scroll down to the Front matter card.
2. Check the Missing for the front matter list and complete what is missing.
3. Select the Türkçe (Turkish) or English tab.
4. Press Copy and paste the text into the typesetting.

The card is refreshed every time the release settings are saved.

Missing items list

The Missing for the front matter list follows the first-page criteria of TR Dizin (the national citation index run by TÜBİTAK ULAKBİM) and does not block the release. It can include the journal abbreviation, the issue, the page range or article number, the DOI, the ORCID iDs and institutions of the authors, the English title and the ethics committee statement.

The issue, page range, article number and DOI are entered on the Release settings card. The journal abbreviation is in the catalogue record of the journal. On release, the declarations and the revision date are also written to the catalogue record.

A work whose checklist is complete goes into the catalogue with Release. Releasing needs a separate permission (Release accepted works to the catalogue), which the Production coordinator role has.

Checklist

The Release checklist card shows these items.

The What blocks the release list at the bottom of the card names each missing item.

Release steps

1. Press Check. The check also tries the catalogue rules without saving anything, and shows the result on the card.
2. If nothing blocks the release, press Release.
3. In the Release the work dialog, select Publish immediately on release or Draft.
4. When you publish at once, you can fill in Publication date. If you leave it empty, the current time is used.
5. Press Release in the dialog.

The job becomes Released, the catalogue record is created and the author is informed. The final PDF, the EPUB and the cover image are added to the catalogue record. You go to the record with the Open the catalogue record button at the top of the page.

Conditions that block a release

• Not all required tasks are done.
• The final PDF is not uploaded, or its scan has not finished. If the cover task is required, a cover image is needed too.
• An open-access work has no licence selected, or the end date of an embargoed work is not in the future.
• The DOI, ISBN or catalogue address is used by another record.

While Publish immediately on release is on, the place of the record in the catalogue is checked too.

• An article must be in a published issue of a public journal, or be marked as early view. Its publication year must match the year of the issue.
• For a book chapter, the book must be selected and published.
• A book must have at least one category.

If the issue is not published yet, have it published first, or switch off immediate publication and release the work as a catalogue draft. A catalog editor or the journal's editor-in-chief publishes issues.

Because releasing is an editorial decision, the editor approval rule of the catalogue does not cover this step. The rule is described in Four-Eyes Principle.

Releasing again

If a released work needs a change, reopen the job, make the change and release the work again. The catalogue record is not written anew then. Only the fields production changed since the last release go to the record. Details the catalogue editors corrected in the record, such as an author's name, an English abstract or the page range, stay as they are. The new final PDF replaces the previous file, which is archived.

You cancel and reopen a job with the buttons on its Job details card.

Cancelling

1. On the Job details card of the job, press Cancel job.
2. In Reason for cancelling, enter a reason of at least 3 characters and confirm.

The job closes. Its tasks, files and comments are kept, and the reason for cancelling shows on the job page. A released job cannot be cancelled.

Reopening

1. On a cancelled or released job, press Reopen job.
2. Confirm the dialog.

The job continues from where it stopped, according to its checklist. The job of a released work is reopened to prepare a corrected version, and the catalogue record stays published. When you finish the correction and release the work again, the catalogue record is updated.

Cancelled jobs appear on the board with the Show cancelled jobs button.

You do not choose the status of a job by hand. The status changes automatically with the tasks on the checklist. Only releasing, cancelling and reopening change the status directly. This way each column on the board shows where a job really stands.

Overdue jobs

A job counts as overdue while a task past its due date is still open. Done and skipped tasks do not count. A job that is not released by its planned release date counts as overdue too. Overdue jobs are marked on the board and listed by the Overdue filter.

Who changes a job

The Production coordinator changes all settings of a job and releases the work. Editors and the Unit manager can only view the job. The assignee of a task can change the status and the note of their own task.

The release steps are in Releasing a Work, and cancelling and reopening in Cancelling and Reopening a Job.

When the panel cannot load the licence list, the Release settings card shows the warning The licence list could not be loaded; reload the page and try again. instead of the list. If a licence was selected for the job before, its code is shown next to the warning.

1. Reload the page.
2. If the warning stays, tell your system administrator.

An open-access work cannot be released without a licence.

The selected licence counts as invalid

The list shows only the licences in use. If a licence that was selected for the job earlier has since been withdrawn from use, it stays in the list but counts as invalid on release, and the What blocks the release list says that the selected licence was not found. Select another licence from the list and save.

A book needs at least one category in the catalogue. If no category is selected while Publish immediately on release is on, the What blocks the release list says that the book needs at least one category. You fix this in one of two ways.

Choosing a category

1. On the Release settings card, select at least one category in Categories.
2. Press Save.
3. Check again with the Check button.

Releasing as a draft

Switch off Publish immediately on release, or select Draft in the release dialog. The record is created in the catalogue as a draft. A catalog editor adds the category and publishes the record.

Category trees are described in Managing Categories.

The Journal issue list shows the issues of the article's own journal. Check the causes below.

The issue is not published yet

If you do not have the permission to manage journals, the list shows only published issues. The journal's editor-in-chief or a catalog editor creates and publishes a new issue. The steps are in Creating an Issue and Publishing an Issue.

A draft issue that was selected for the job earlier stays in the list with the draft badge.

The issue belongs to another journal

An article can be placed only in an issue of its own journal. The issues of other journals do not appear in the list.

Releasing without waiting for the issue

If the issue is not ready yet, tick Publish as early view. The article is published in the early view section of the journal page, and the catalog editors add it to an issue later. The details are in Publishing an Article as Early View.

Jobs open automatically with the editor's acceptance decision. The Open job button is only for jobs that did not open automatically, and it appears to people with the permission to manage production. The Production coordinator and System administrator roles have this permission.

You do not have the permission

Editors and the Unit manager can only view the board. If an accepted work has no job on the board, tell a person with the Production coordinator role or your system administrator.

The dialog lists no submission

The dialog lists only accepted submissions in your scope that have no job. If there is none, the dialog says No accepted submissions found. A submission whose job was cancelled does not appear either, because the submission has a job. Find the cancelled job with the Show cancelled jobs button on the board and reopen it.

The author sees the proof only after you share it, and can comment only while the job is open. Check the causes below.

The proof is not shared

If the row of the proof has no Shared with the author label, press Share with the author. A proof whose scan has not finished cannot be shared.

The new version is not shared

Sharing is separate for each proof version. If you uploaded a new proof version, share that version too.

The job is closed

After the job is released or cancelled, the author can no longer comment on proofs. If a correction is needed, reopen the job. The steps are in Cancelling and Reopening a Job.

The author does not see the team's comments

The author sees a comment from the team only if it was written on a shared proof with Visible to the author ticked.

The Release button depends on the status of the job, its checklist and your permissions. Check the causes below in order.

An item blocks the release

If the button is disabled, look at the What blocks the release list on the Release checklist card and complete each item. The details are in Releasing a Work.

The job is released or cancelled

On a released or cancelled job, the button is hidden. Reopen the job to make a correction.

You do not have the permission

Releasing needs a separate permission (Release accepted works to the catalogue). Editors and the Unit manager can only view the job.

The check passes but the release fails

The Check button also tries the catalogue rules and lists any problems on the card. If an error comes up in the release dialog, the dialog lists the blockers one by one.

Every publication on the public site is a catalogue record. Records of books, book chapters, journals, articles, proceedings papers, theses and children's books are created and edited on the Catalogue → Publications screen. The type of a record sets the required fields of the form and cannot be changed later.

A record starts as a draft, is sent to review and is published. A published record appears on the public site, in search, in the sitemap and in OAI-PMH. For a mistake in a published record, a correction note is added or the record is retracted. If the editor approval rule is on in your installation, the person who sent a record to review cannot publish it. The details of the rule are in Four-Eyes Principle.

The Data quality screen shows records with missing details, and the DOAB readiness screen shows whether books are ready for DOAB (the Directory of Open Access Books). For your first record, start with Creating a Catalogue Record.

You open a new catalogue record with the New publication button on the Catalogue → Publications screen. You choose the record's type first, because the type sets the required fields of the form and cannot be changed later.

Creating the draft

1. On the Catalogue → Publications screen, press New publication.
2. Select the record's type from the list that opens.
3. In the Title and abstract section, type the record's title on the Türkçe (Turkish) tab.
4. Fill in the other details you know. Fields marked with an asterisk are required.
5. Press Create draft.

The record is created as a draft and its own page opens. The page has the Details, Files, Relations and Versions tabs. Save later changes with the Save changes button in the bar at the bottom. The Ctrl+S shortcut (Cmd+S on a Mac) also saves. If you try to leave the page without saving, the panel asks you to confirm first.

Works that the production team released as drafts also arrive in the Publications list with the Draft status. You complete and publish them in the same form.

Sections of the Details tab

Title, abstract and keywords

You write the title and the abstract on the Türkçe and English tabs. The Turkish title is required. If the English title is missing, the tab shows Translation missing and the public site shows the Turkish content. An abstract can have at most 5000 characters. Type the keywords one at a time and press Enter after each one. You can enter at most 20 keywords in each language.

Books, children's books and proceedings papers also have a Table of contents field on the same tab. Write one chapter on each line. The Translation status field of each language is explained in Translation Status.

Type-specific information

In the references, write one reference on each line. If Series is filled in for a book, series links appear at the top of the book list on the public site. Write the series name the same way in every book, because a difference in upper and lower case creates two separate series. The Content kind field of children's books works as a filter on the children's publications list in the same way.

Placement of the record

For an article, you select the journal and the issue in the Placement section. When you select an issue, the Section heading and Order fields appear. An article is published only while it is in a published issue. To publish it before the issue, see Publishing an Article as Early View.

A book chapter or proceedings paper is linked to a book with the Parent book field. A chapter can be published only when its parent book is published.

Declarations

For articles, the Declarations card holds ethics committee approval, conflict of interest, AI use, informed consent, permissions, data availability and acknowledgements. The declarations are shown on the article page. For articles released from production, the declarations come from the author's declarations in the submission and can be completed in the catalogue.

Basic information, identifiers and access

If you leave the Slug (URL) field empty, the slug is made from the title. Cyrillic, Greek and Georgian letters are written in Latin letters in the slug. If the title is written in an alphabet that cannot be turned into Latin letters, such as Arabic, the slug is made from the record's title in another language. If the record has no title in another language, the slug starts with kayit, so fill in the field yourself. Another record's slug, or an old address that redirects to another record, cannot be the new slug. A slug made from the title then gets a number at the end. If you change the slug of a record that was published once, the old address redirects to the new one. The redirect is set up even when the record is unpublished at the time.

Published records with Feature on the home page ticked are shown among the featured items on the home page. A higher Featured order value comes first. Journal records do not go into this list.

You add persistent identifiers in the Persistent identifiers section with the Add identifier button. ISBN, ISSN and DOI go through format and duplicate checks. These checks are described in Catalogue Rules. Access status, licence and embargo are explained in Access Statuses and Embargo.

Next steps

The Metadata quality card on the right lists what you must complete before publishing. Add the authors as in Adding Authors and Contributors and the files as in Files and Access. When the record is ready, go on to Record Statuses and Publishing.

You add authors and other contributors in the Authors and contributors section of the record's Details tab. You select the person from the existing person records. If the person is not in the list, you add them as a new person.

Selecting the person

1. Type the person's name or ORCID iD in the Add person field.
2. Select the right person from the list. A person found by ORCID iD is marked ORCID match.
3. If the person is not in the list, select the new person option in the last row.
4. When you have added all contributors, press Save changes.

If the warning "Similar people are registered. If it is the same person, pick them from the list; do not create a duplicate profile." appears below the new person option, select the person from the list. Do not create a duplicate person record. The new person record is created when you save the catalogue record. If the ORCID iD you entered already belongs to another person, or there is a person without an ORCID iD with the same name, the system does not create a new record and uses the existing person.

When you select an existing person, the person's current institutions come in as the contributor's institutions. The person's earlier institutions appear in the edit area as options you can add with one click.

Contributor details

The pencil button on a contributor's row opens the edit area:

• In the Role list, select the Author, Editor, Translator, Illustrator, Advisor or Contributor role.
• For a new person, you can fill in the New person's ORCID iD (optional) field.
• Mark the person responsible for correspondence as Corresponding author.
• In the Affiliations (at publication) section, keep or remove the institutions at the date of publication.
• In the CRediT contributor roles section, tick the person's contribution types.

Order and removal

Contributors appear on the public site in the order of the list. Drag the rows to change the order. Remove a contributor with the cross button on the row. The changes are saved when you press Save changes.

Permission needed

Searching for people needs the person management permission. Without this permission, the note "Searching people needs the person management permission." appears below the field. The Catalogue editor and Production coordinator roles have this permission.

Requirements for publishing

A book needs at least one author or editor. An article, a thesis and a children's book need at least one author, and a book chapter and a proceedings paper need at least one contributor. Managing person records is explained in Managing People and Institutions.

You add a record's full text, cover and supplementary files on the record's Files tab. You choose the file's settings first and then upload the file.

Adding a file

1. On the record's page, open the Files tab.
2. In the Add file section, select the type of the file from the File type list.
3. Set the File language and Access fields.
4. If needed, fill in the Display name, Rights holder, Permission reference and File licence fields.
5. Drag the file onto the upload area or select it from your computer.

The panel checks the settings before the upload. If the embargo date is missing, an open access file has no licence, the file does not fit the kind or a current file of that kind exists, the upload does not start and the field is marked. Correct the setting and press Try again in the upload area. If the server refuses the file after the upload, the same button attaches the uploaded file without sending it again. Changing the settings during an upload does not change that file's settings.

After the upload the file goes through a virus scan. While the scan runs, the row says Scanning and the page refreshes by itself. The file is not served to anyone before the scan finishes. If the upload stops halfway, the Try again button in the upload area sends the file again. You do not need to select it again.

File types

For the full text, EPUB, cover and table of contents there is one current file in each language. Instead of adding a second file of the same type, upload a new version of the existing file.

Access and licence

In the Access field you select Same as the publication, Open, Embargoed or Restricted. For an embargoed file, Embargo ends is required.

A file's access cannot be more open than the publication's access. The effective access label on the row and the Public or Not public label show the result. The cover image and the table of contents appear on the record page unless their own access is restricted.

File licence stays The publication's licence by default. For a file under a different licence, such as a supplementary file, select the file's own licence. An open-access file needs its own licence or the publication's licence. The rules are explained in Access Statuses and Embargo.

Changing settings, new version and removal

• File settings changes the file's language, display name, access, embargo, rights holder, permission document and licence.
• Upload a new version uploads a new file. The earlier file is not deleted. It is archived and stays in the Earlier versions list.
• Remove (archive) removes the file from the public page. The file stays in the record's history.

A change to access, licence or embargo takes effect on the file links at once. The SHA-256 value of the file at the moment it became public is stored and appears on the row as SHA-256 when published. Changes to file access are written to the audit log.

Display on the public site

An open-access full-text PDF is shown on the publication page in a built-in PDF preview. The reader turns pages, zooms and uses the Fit width button. The preview also works on a phone. If the viewer cannot open, the page shows the browser's own PDF view and an Open PDF link.

If a file does not appear on the site, see A file does not appear on the public page.

You link a record to another record on the record's Relations tab. The number in the tab's title shows how many relations the record has.

1. On the record's page, open the Relations tab.
2. Press Add relation.
3. In the Other publication field, search for the other record by its title or slug and select it.
4. Select the type of the relation from the Relation type list.
5. Select the direction of the relation from the Direction list.
6. Press Add relation at the bottom of the window.

The relation is saved at once and shown on the tab as a short sentence. The Remove button on the row removes the relation after you confirm.

Relation types

• Part of (book–chapter)
• Translation of
• Supplement to
• Related
• Correction of
• Retraction notice for
• New edition of

Direction of the relation

With This record → the selected record, the record you select becomes a chapter, translation, supplement or new edition of this record. For example, on a book's page you add its chapter with this option. With The selected record → this record, the relation goes the other way. For example, on a chapter's page you select its book with this option.

Rules

• Only book chapters and proceedings papers can be linked to a book.
• A chapter or proceedings paper can belong to only one book.
• A record cannot be linked to itself.
• Chapter, supplement and new edition relations cannot form a loop.

The Parent book field of a book chapter or proceedings paper record creates the same relation with the book. A chapter can be published only when its parent book is published.

Every catalogue record starts as a draft, is sent for review and is published. The status buttons are on the Status card on the right of the record's page and change with the record's status.

Statuses and actions

While there is an unsaved change, these buttons are disabled.

Sending for review and publishing

1. Save the changes on the record's page with the Save changes button.
2. On the Status card, press Submit for review and confirm.
3. Check that the Metadata quality card says Ready to publish.
4. Press Publish.
5. Type a reason if you want to, and confirm.

A published record appears on the public site, in search, in the sitemap and in OAI-PMH. The Public page link at the top of the card opens the record's public page. Publishing is written to the audit log.

If the Publish button is disabled or missing, see The Publish button is disabled or missing. The list of required fields is in Catalogue Rules.

Editor approval rule

If the system administrator switched on Catalogue records are published after an editor's approval on the Site settings → Workflow tab, the person who sent a record for review cannot publish it. In that case the card says that you sent the record and that another catalogue editor will publish it.

For a record sent by another editor, the card shows who sent it and when. You review the record and publish it, or you type a reason and send it back with Return to draft. The audit log records the person who publishes as the approver. The rule is explained in Four-Eyes Principle.

Returning to draft

You return a record in review to draft with the Return to draft button. The record leaves review and the editor who prepared it can edit it again. The reason is optional and is written to the audit log.

Permissions needed

Sending a record for review and deleting it need the catalogue edit permission. Publishing, returning to draft, unpublishing and archiving need the catalogue publish permission. Adding a correction notice and retracting are a separate permission.

The Production coordinator role edits records and sends them for review, but cannot publish them. In that case the note "An editor with the publish permission can publish this record." appears on the card.

Actions on a published record

• To take a record off the site or out of the lists, see Unpublishing and Archiving.
• For an error in a published record, see Versions, Corrections and Retractions.
• To change the status of several records at once, see Bulk Actions.

You apply the same status action to several records from the Publications list. The system first shows a preview that changes nothing. After you confirm, the action is applied record by record.

1. On the Catalogue → Publications screen, find the records with the filters.
2. Select the rows with the boxes on the left. The box in the header row selects all rows on the page.
3. In the bar that opens above the list, press the button of the action.
4. Type the reason. Unpublish and Archive need a reason of at least 5 characters. For the other actions the reason is optional.
5. Press Preview.
6. In the preview, read the result for each record.
7. Press Apply. The button shows the number of records the action will be applied to.

The results are listed in the same window. Successful records change, and records that do not qualify are skipped with their reasons.

Contents of the preview

For each record, the preview says on the row that the action will be applied or why the record will be skipped. An action that will be applied is shown as a status change, for example "In review → Published". The reasons for skipping are these:

• The record's status does not allow the action.
• Fields required for publishing are missing in the record.
• Someone else changed the record after you opened the list.
• The editor approval rule is on, and the record is in draft or you sent it for review yourself.

The preview tries the real action in the same order and then rolls it back. Because of this, its result is the same as the real action's. For example, if a book earlier in the list will be published, that book's chapter also passes in the preview.

Selection and permissions

The selection covers only the rows of the page that is open. When you change the page or the filters, the selection is cleared. Submit for review needs the catalogue edit permission, and the other actions need the catalogue publish permission. Only the buttons of the actions you have permission for appear.

To take a published record off the site, you use Unpublish. To take it out of the lists but leave it open at its own address, you use Archive. Both actions need the catalogue publish permission and a reason of at least 5 characters. The reason is written to the audit log.

Unpublishing

1. On the record's page, press Unpublish on the Status card.
2. Type the reason in the Reason (written to the audit log) field.
3. Confirm.

The record returns to draft. Its public page no longer opens, and OAI-PMH reports the record as deleted. The file links stop working at once too. You can correct the record and publish it again.

A book with published chapters and a journal with published issues cannot be unpublished. Unpublish the chapters or the issues first.

Archiving

1. On the record's page, press Archive on the Status card.
2. Type the reason in the Reason (written to the audit log) field.
3. Confirm.

An archived record stays open at its own address and can be cited. It leaves the lists, the category pages and search. An archived record cannot go back to published. You can only add a correction notice to it or retract it.

Differences between the actions

Retraction and correction notices are explained in Versions, Corrections and Retractions.

Several records

You can select several records in the Publications list and apply the same action. The steps are in Bulk Actions. If many records are unpublished within a short time, the system administrators get an operations alert. If you plan a bulk correction, tell the system administrator beforehand. The details are in Operations Alerts.

Only records in draft and in review can be deleted. A deleted record goes to the trash, does not appear on the public site and can be restored with the Show deleted filter.

1. On the record's page, press Delete on the Status card. The row menu in the Publications list has the same action.
2. Type a reason of at least 5 characters in the Reason (written to the audit log) field.
3. Confirm.

The deletion and its reason are written to the audit log.

Restoring a deleted record

1. On the Catalogue → Publications screen, tick the Show deleted box.
2. In the record's row menu, select Undo delete.

The Undo delete button on the record's own page does the same. A deleted record cannot be edited until it is restored.

Records that cannot be deleted

• A published record cannot be deleted. Unpublish the record first.
• Archived and retracted records remain part of the scholarly record and cannot be deleted.
• Deleting a record that was published before also needs the catalogue publish permission.
• A journal record with issues cannot be deleted. Delete the journal's issues first.

To delete a journal issue together with its articles, see Deleting a Journal Issue.

Every change to a record is kept as a version that cannot be altered. You view an earlier version on the record's Versions tab and go back to it if needed. For an error in a published record, you add a public correction notice. For a serious problem, you retract the record.

Version history

The Version history table on the Versions tab shows each version's number, date, the person who made the change, the note and the status at that moment. The top row is the current version.

• The eye button on a row (View content) shows all filled fields of that version.
• The Compare with the current record button on a row shows what has changed since that version.

Comparing two versions

1. Tick the boxes on the rows of the two versions you want to compare.
2. Press Compare.

Each changed field appears in the Before and After columns. In the contributor, category, identifier and keyword lists, removed items are struck through and added items are shown in green. A later change to the name of a person or a category does not count as a change to the record.

Going back to an earlier version

1. If the Details tab has unsaved changes, press Save changes or Discard changes.
2. Press the Restore button on the version's row.
3. Confirm in the Restore this version window that opens.

The titles, contributors, identifiers and other details return to their state in that version. The record's status, address and files do not change. Going back also creates a new version.

Going back puts the version's details in place of those in the form. An unsaved change is not in the version history. So while there are unsaved changes, the Restore buttons are disabled and a note at the top of the tab says what to do.

A category or person merged since that version comes back as the record it was merged into. A category, person or institution deleted since, a peer-review process removed from the settings, a licence no longer in use and an identifier another record holds now are not brought back. The restore still happens, and the notification lists what was not brought back. An article in an issue keeps its issue's journal.

Correction notice

A correction notice is used on a published or archived record and is shown to everyone on the publication page.

1. On the Status card, press Add a correction notice.
2. In the Public notice (Turkish) field, type the text readers will see.
3. If you want, fill in the Public notice (English) field too.
4. If you want, type the internal reason in the Internal reason (audit log only) field.
5. Press Add a correction notice.

The public notice must have at least 10 characters in at least one language. If the record already has a correction notice, the window loads it, and the text you save replaces the earlier notice.

Retraction

A retracted record stays public, and its page shows a retraction notice. Access to its files is closed. A retraction cannot be undone, and a retracted record can no longer be changed.

1. On the Status card, press Retract.
2. Type the retraction notice in the Public notice (Turkish) field.
3. If you want, type the English notice and the internal reason.
4. Press Retract at the bottom of the window.

Permissions needed

Everyone who can see the record can see its version history. Going back to an earlier version needs the catalogue edit permission. Adding a correction notice and retracting are a separate permission, which the Catalogue editor role has.

How copyright and correction reports from the public site are resolved is explained in Copyright and Correction Reports.

Copyright infringement and correction reports from the public site's contact form reach you as a panel notification and by e-mail. The e-mail does not carry the content of the report. It only links to the panel. You resolve the report on the Catalogue → Copyright and correction reports screen.

1. Open the Catalogue → Copyright and correction reports screen.
2. Press Open on the report's row.
3. Read the message. The Open publication link opens the record the report is about.
4. In the New status section, select Start handling or Resolve and close.
5. In the Outcome / action taken field, write what you did. This field is required when you close the report.
6. If you want, fill in the Reason (written to the audit log) field.
7. Press Update.

The outcome is also written to the audit history of the publication concerned. Opening the message counts as access to personal data and is written to the audit log. You send your answer to the sender from your own e-mail. The window shows the sender's address.

Outcome of the report

If the report is justified, correct the record and add a correction notice or retract the record as in Versions, Corrections and Retractions. If the copyright infringement is in a file, you can remove the file or restrict its access as in Files and Access.

Message visibility by role

On this screen the catalogue editor sees only copyright and correction reports. Content editors answer general contact messages. If you also have the content editor role, all messages are on the Institutional content → Contact messages screen. The details are in Contact Messages.

To upload to Crossref by hand, you download the Crossref XML file of a record or of a journal issue. The file is made only for public records that have a DOI. If your institution's automatic DOI registration is on, records go to Crossref by themselves and you do not need this file.

The file of a record

1. On the record's page, find the Record information card on the right.
2. Press Download Crossref XML.

The button appears on article, book, book chapter and proceedings paper records. An article's file also carries the details of its journal and its published issue. An article in early view has no issue yet, and its file is made with the details of its journal only. The file of an article whose issue went back to draft carries no issue details.

A book's file carries all the book's ISBNs. A number obtained through an ISBN request is written as print or electronic, depending on the form of the request. A number typed into the catalogue by hand counts as print.

The file of an issue

1. Open the issue's page.
2. Press the Crossref XML button at the top of the page.

The issue's file contains every public article of the issue that has a valid DOI. Articles without a DOI are left out of the file. The file needs a published journal record and a published issue.

Conditions for the file

• The record must be published, archived or retracted.
• The record must have a DOI.
• If a DOI prefix is entered in the site settings, the DOI must start with that prefix.
• A thesis must have an author and the institution where it was written.

If a thesis's institution is not typed in but only linked to an institution record, the institution's name and ROR ID come from that record. Imported theses may be like this. If the institution record was deleted, the thesis's file is not made.

Crossref accepts only two-letter ISO 639-1 codes as languages. Ottoman Turkish has no such code. The file does not state the language of a record or a title in that language.

An article's file also contains its reference list. References that mention a DOI in their text are written with their DOIs. If the system administrator switches off the Crossref XML export feature, the file cannot be downloaded.

Sending records to Crossref automatically is explained in Automatic DOI Registration.

DOAB (Directory of Open Access Books) accepts only books that passed independent external review before publication, carry an open licence and have their own ISBN. The Catalogue → DOAB readiness screen shows whether each book and chapter is ready for DOAB and what it lacks.

Completing the book

1. If the press's peer review processes are not defined, ask the system administrator to define them on the Site settings → Peer review tab.
2. In the book's record, select the process the book went through in the Peer review process field of the Type-specific information section.
3. Enter at least one Thema code in the Thema subject codes field. Separate several codes with semicolons.
4. On the English tab, write the abstract and the keywords.
5. In the Access and licence section, set the access to Open access and select an open licence.
6. Add an ISBN to the book.
7. On the Files tab, upload the public full-text PDF.
8. Save the changes and publish the book.

The selected process must include external review before publication. DOAB requires this review. The steps for getting an ISBN are in ISBN Process.

Downloading the template

1. On the DOAB readiness screen, check that the book's row says Ready.
2. Press Download DOAB template.

The file contains DOAB's template sheet, a PRISM sheet that shows the books' peer review processes and a check sheet that lists what every book lacks. By default only ready books go into the template sheet. If you tick the Also published books that are not ready box, published books that are not ready go in as well.

DOAB takes books by hand or through this template and does not harvest the press's OAI-PMH. Send the file to the DOAB team after DOAB has accepted the press. The parts of the screen are described in DOAB Readiness.

The Catalogue → Publications screen lists all draft, in-review and published records in the catalogue. Opening a new record, finding a record and applying the same action to several records all start here.

Buttons at the top

• New publication opens a new record of the type you select and needs the catalogue edit permission.
• Bulk import opens the bulk import screen and needs the bulk import permission.

Search and filters

The search box searches the record's titles and subtitles in every language and its slug. Turkish letters do not matter, and a search for "isik" also finds a draft titled "Işık". The characters % and _ are searched as they are typed, so a search for "50%" finds only titles that contain "50%". The filters are these:

The filters stay in the address bar. If you share the link, the same list opens. If you come from a category's menu on the Categories screen, the list is filtered by that category.

Columns

Row menu

The menu at the end of a row shows the actions that suit the record's status:

• Edit opens the record's page.
• In draft, Submit for review and Delete appear.
• In review, Publish, Return to draft and Delete appear.
• When published, Archive and Unpublish appear.
• For public records, Open the public page opens the record's page on the public site.
• For a deleted record, only Undo delete appears.

If the editor approval rule is on in your installation and you sent the record for review, the Publish (another editor publishes it) item in the menu is disabled.

Bulk action bar

When you select rows with the boxes on the left, the bulk action bar opens above the list. The bar has the Submit for review, Publish, Return to draft, Unpublish and Archive buttons. The steps are in Bulk Actions. When you change the page or the filters, the selection is cleared.

Related topics

• Creating a Catalogue Record
• Record Statuses and Publishing
• Deleting a Catalogue Record

The New publication screen asks for the type of a new catalogue record and opens the form where you fill in the record's first details. You reach the screen with the New publication button in the Publications list.

Choosing the type

The screen asks "What kind of record are you creating?" and lists the seven types with their descriptions:

If you select a type from the drop-down list of the New publication button, this step is skipped and the form opens directly.

The form

When the type is chosen, the record's form opens. The form has all the sections of the Details tab of the record page. The sections are described in Creating a Catalogue Record. Files, relations and versions open on their own tabs after the record is created.

The bar at the bottom reminds you that fields marked with an asterisk are required. The Create draft button creates the record and opens its page.

Rules of the screen

• The type cannot be changed later.
• The record is always created as a draft.
• The Turkish title is required, and the title in each language must have at least 2 characters.
• If the access status is open access, a licence is required. If it is embargoed, an embargo end date is required.
• For a journal managed on DergiPark (Türkiye's national journal platform), the DergiPark address is required.
• Opening a journal record also needs the journal management permission.

Fields that cannot be saved are listed by name in the notification at the bottom right, and the page scrolls to the first field with an error.

The page of a catalogue record shows all of the record's details, files, relations and versions together. You open the page by pressing the record's title in the Publications list. Next to the title you see the record's type, status, slug and any missing translation.

Tabs

Cards on the right

• The Status card shows the record's status and access, the link to the public page and the actions open in that status. For a record in review it also shows who sent it for review and when.
• For a retracted or corrected record, a separate card shows the Retraction notice or Correction notice text with its date.
• The Metadata quality card shows the quality score out of 100, whether the record is ready to publish, and the Required and Recommended gaps. For articles the TR Dizin data checks warnings are here too.
• The Record information card has the time of creation, last update and first publication, the record's version number and, for an imported record, a link to the import. For the types that support it, the Download Crossref XML button and the Crossref DOI registration line are on this card too.
• On book, children's book, proceedings paper and thesis records, people with an ISBN permission see the ISBN requests card.

Save bar

When you change a field on the Details tab, a bar that says "There are unsaved changes" opens at the bottom. Save changes saves the changes, and Discard changes returns to the last saved state. The Ctrl+S shortcut (Cmd+S on a Mac) also saves. If you try to leave the page without saving, the panel asks you to confirm first.

Rules of the screen

• While there are unsaved changes, the status buttons and the Restore buttons on the Versions tab are disabled.
• While a status action runs, the other status buttons are disabled. If you press Save changes meanwhile, your changes are saved once the action is done. What you type while the action runs is not lost.
• If you have no permission to edit the catalogue, the record is view-only and a note at the top of the page says so.
• A retracted record cannot be changed. A deleted record cannot be edited until it is restored.
• On a thesis harvested from the institutional repository, a note at the top of the form says it came from the repository. The fields and files that come from the repository cannot be changed, and an earlier version cannot be restored. The categories, featuring and relations can be changed. The details are in Harvested Theses.
• If someone else changed the record while you were editing, saving stops and the "Someone else changed this record" window opens. Reload the page with Reload and make your change again.

Related topics

• Creating a Catalogue Record
• Record Statuses and Publishing
• Files and Access
• Adding a Related Publication
• Versions, Corrections and Retractions
• Data Quality

The Catalogue → Data quality screen lists catalogue records by their metadata quality score. The record with the lowest score is at the top. You choose a problem and correct the records that have it one by one. How the score is calculated is explained in Data Quality.

Filters

The TR Dizin checks group appears only for articles. TR Dizin is Türkiye's national citation index.

Columns

The Fix button on a row opens the record. If all of the record's problems concern files, the record's Files tab opens. When you correct and save the record, the score is calculated again.

CSV file

The Download CSV button downloads all rows that match the selected filters. The file has the record's ID, type, status, title, score, missing required and recommended fields, TR Dizin warnings and a link to the panel.

Rules of the screen

• The report scores the 2000 most recently changed records. When more records match the filters, a note at the top of the screen says so. Filter by type or status to see older records.
• Deleted records do not go into the report.
• The list is shown page by page, while the CSV file contains all rows.

The Catalogue → DOAB readiness screen checks the books and chapters in the catalogue against the requirements of DOAB (Directory of Open Access Books). Ready records are at the top, and the others show what they lack. Ready books are downloaded in DOAB's Excel template.

Buttons at the top

• Download DOAB template downloads one XLSX file with DOAB's template, a PRISM sheet that shows the books' peer review processes and a check sheet that lists what every book lacks.
• If Also published books that are not ready is ticked, published books that are not ready also go into the template sheet.

The press's requirements

The card titled The press's requirements ticks off what DOAB expects from the press:

• A peer review process with external reviewers before publication must be defined and published on the site.
• At least three books must be ready for DOAB. Chapters do not count here.
• The address and e-mail address of the press must be on the site.
• The site must open over HTTPS.
• Editors and editorial board members must be listed on the site with their institutions. You check this line yourself.

If you have permission to manage the site settings, the card shows the Edit the peer review processes link.

Readiness count and table

The card next to it shows how many books are ready and how many records have each of the gaps that keep books out of DOAB. The table has these columns:

The Fix button on a row that is not ready opens the record. If the only gap is the full text, the record's Files tab opens.

Gaps the screen checks

• The record is not published or not open access.
• There is no open licence. "All rights reserved" does not meet DOAB's terms.
• There is no public full-text PDF. This check runs only on published records.
• The book has no ISBN. A chapter goes into DOAB with its book's ISBN. That is why the book's ISBN is checked for a chapter.
• No peer review process is selected, or the process has no external review before publication.
• There is no English abstract or there are no English keywords.
• There is no Thema subject code or no publication year.

In the template, a chapter's row carries the title and the ISBN of its book. The screen checks the 2000 most recently changed books and chapters that are not deleted. The steps for preparing a book are in Preparing a Book for DOAB.

Every catalogue record has a metadata quality score out of 100. The score shows how complete the record is. A record with a missing required field cannot be published. Recommended fields do not block publishing, but they help the record to be found, indexed and cited correctly.

Score calculation

Required fields make up 60 points of the score and recommended fields 40. Each missing required field lowers the score by 12. The points for recommended fields depend on the share of fields that are filled in. When you correct and save the record, the score is calculated again.

Required fields

The required fields depend on the record's type. The list for each type is in Catalogue Rules. The record's Metadata quality card lists the missing required fields under the Required heading. When nothing is missing, the card says Ready to publish.

Recommended fields

For every type, an English title, an abstract, an English abstract, keywords, a licence and a persistent identifier are recommended. For all types except journals, the rights holder, the publication year, ORCID iDs for all authors, the authors' institutions and a full-text file are recommended too. A record whose access is metadata only is not expected to have a full text.

TR Dizin data checks

For articles, the card also shows the TR Dizin data checks warnings. TR Dizin is Türkiye's national citation index. These warnings check details such as the English abstract, the authors' ORCID iDs and institutions, the received and accepted dates, the references, the ethics committee statement and the DOI. The warnings do not block publishing the record. If the journal makes the TR Dizin check mandatory, they block publishing the issue. The details are in Preparing for TR Dizin.

Finding the gaps

The Data Quality Screen lists the gaps in the whole catalogue by score. The Missing data filter in the Publications list also finds records with no licence, no category, no abstract or no English translation.

The translation status tells whether a record's title and abstract in each language were written in the language of the work or are a translation. Readers can then tell the original text from a translation.

Default status

Each language tab has a Translation status field with the value Original language or Translation. Unless you choose otherwise, the text in the language of the Language of the work field counts as original and the other languages count as translations. If you change the language of the work, the default status changes too.

If you choose something other than the default, your choice is saved and kept even when the language of the work changes. For example, for a work published in two languages you can select Original language on both language tabs.

Display on the public site

When a reader opens a publication in a translated language, the note "Title and abstract are a translation" and the original language of the work appear below the title. Abstracts in the other languages carry a "translation" mark.

Missing translation

If a language has no title, the panel shows Translation missing on that language's tab. In the Publications list the record carries the EN missing or TR missing label. For a missing language the public site shows the Turkish content.

The system applies the rules below to catalogue records by itself. A save or publish that breaks a rule stops, and the panel gives the reason with the name of the field.

Required fields by type

Every record needs a title, the language of the work and an access status. An open-access record also needs a licence, and an embargoed record needs an embargo end date. An open-access record whose licence has expired cannot be published. The extra fields for each type are these:

An article's year must be the same as the year of its issue. The article's journal must be published too.

A published record keeps these rules while it is edited. A published article cannot leave its issue, cannot move to an unpublished issue, and its year cannot differ from the issue's year. A published chapter cannot leave its book and cannot be linked to an unpublished book. For such a change, unpublish the record first.

Persistent identifiers

• ISBN, ISSN and DOI are checked for their format, and the check digit of ISBN and ISSN is checked too.
• If you enter an ISBN-10, the number is stored as an ISBN-13.
• When an ISBN is saved, it is hyphenated according to the international ISBN range list, for example 978-975-491-495-5.
• The same identifier cannot be used in two separate records.
• The ISSN and e-ISSN of a journal record come from the journal profile.

Addresses and redirects

If a record's Slug (URL) field changes, the old address redirects to the new one. Old addresses also redirect to the new ones for the slugs of people, institutions and categories, for merged people and categories, and when the volume or issue number of a published issue changes.

Records that cannot be unpublished

• A book with published chapters cannot be unpublished.
• A journal with published issues cannot be unpublished.
• An issue with published articles cannot be unpublished.

Unpublish the linked records first.

Reason and notice

Unpublishing, archiving and deleting need a reason of at least 5 characters. For a retraction or correction notice, the public notice must have 10 characters in at least one language. Reasons are written to the audit log.

Simultaneous editing

If someone else changed a record while you were editing it, saving stops. In the window that opens, reload the page and make your change again. This way nobody overwrites someone else's change.

Audit log

Publishing, unpublishing, retraction, merges, imports and changes to file access are written to the audit log. The log cannot be changed. The details are in Audit Log.

Two-factor authentication

If the system administrator made two-factor authentication mandatory for privileged roles, your catalogue permissions do not work until you set it up. You set it up on the My profile → Security tab, as explained in Using Two-Factor Authentication.

Operations alerts

The system administrators get an alert when, within a short time, many records are unpublished or retracted, or many records that were published before are deleted. The threshold and the time window are in Operations Alerts.

If the system administrator switched on automatic DOI registration, records whose DOI starts with the institution's prefix are sent to Crossref by themselves. They are sent when the record is published and after every later metadata change. The record's state appears on the Crossref DOI registration line of the Record information card on the right.

The status line

The Sent state shows that Crossref has received the file. Crossref usually processes the file within a few minutes. JournTech reads the result from Crossref and writes it under the line:

• If Crossref confirmed the registration, the date of the confirmation shows.
• If Crossref confirmed it with a warning, the warning itself shows in English.
• If Crossref refused the record, the state becomes Error and Crossref's explanation shows.
• If the result cannot be read within a day, the line says so.

Crossref also reports the result to the institution's DOI registration e-mail address. The line appears only while the feature is on, or if the record was sent before.

When sending fails, the line gives the reason:

• If the record breaks a Crossref rule, the fields to fix are listed. The record is sent again at its next change.
• If Crossref refused the deposit login, check the Crossref account in Site settings.
• If Crossref did not accept the deposit, the HTTP code shows, with Crossref's own answer below it.
• If the Crossref server could not be reached, sending is tried again later by itself.
• If Crossref refused the record when it processed the file, Crossref's explanation shows in English. Fix the record; it is sent again at its next change.

Records that are not sent

The line gives the reason a record cannot be sent in one of these sentences:

• Only public records are sent.
• The record has no DOI; add one under Identifiers.
• No DOI prefix is set in the site settings.
• The DOI does not start with the registrant prefix; it is registered elsewhere.
• The record was harvested from DergiPark, which registers its DOI.

When you correct the record, it is sent again.

Sending at once

If you have the catalogue publish permission, the Send now button puts the record in the queue at once. The record is sent again even if it has not changed since it was last sent. Edits made one after another within half a minute go to Crossref together in one deposit. If Crossref cannot be reached or is busy, the deposit is tried again in the background. If Crossref rejects the institution's Crossref credentials, or the record does not meet Crossref's rules, the state becomes Error at once.

Switching the feature on is explained in Configuring Automatic DOI Registration. To upload by hand, download the file as in Downloading Crossref XML.

A record's access status decides what a reader can open on the public site. You select the access status in the Access status field of the record's Access and licence section. The record's files follow this status, and a file's own setting can only make it more closed.

Access statuses

Licence

An open-access record cannot be published without a licence. The Licence list shows the licences that are active on the platform. If you select a licence that does not allow open access, for example "All rights reserved", a warning appears below the field. An open-access record whose Licence valid until date has passed drops to Metadata only by itself.

End of the embargo

For an embargoed record, Embargo ends is required. When the date comes, the record becomes open access by itself. If the record has no licence, it changes to Metadata only instead of open access. File access goes by the date, and a file whose embargo ends opens on that day.

If a file was given its own embargo, the file follows the publication's access again when the embargo ends.

Access of a file

A file's access cannot be more open than the publication's access. For example, a file set to open on a record with metadata only access stays closed to the public. The cover image and the table of contents are the exception. They appear on the record page unless their own access is restricted.

For a file to become public, the record must be published, and the file must have passed the virus scan and be the current version. An open file needs its own licence or the publication's licence.

Retraction and unpublishing

Access to the files of a retracted record is closed. The cover and the table of contents stay visible. The file links of an unpublished record stop working at once.

When changes take effect

A change to access, licence or embargo takes effect on the file links at once. Browsers and proxy servers check their copy of an open file with the server each time it is opened, and do not show the old copy after a change. Changes to file access are written to the audit log.

Under the four-eyes principle, the person who prepares a piece of work does not approve that same work. At least two people see each publishing decision, so fewer records are published and fewer requests are approved by mistake. JournTech applies this principle in three places.

Catalogue records

If the Catalogue records are published after an editor's approval switch on the Site settings → Workflow tab is on, a record is published only from review. The person who sent the record for review cannot publish it, and another catalogue editor publishes it. The audit log records the person who publishes as the approver.

The switch is off by default. While it is off, the person who sent the record for review can also publish it.

Releasing an accepted submission from production into the catalogue is outside this rule, because that step is already an editorial decision. Harvesting from DergiPark (Türkiye's national journal platform) and bulk import are not affected by the rule either.

Institutional content

If the Institutional content is published after review switch on the same tab is on, pages, policies and guides are published or scheduled only from review. The person who sent the content for review cannot publish it. Another editor with the publish permission publishes it.

ISBN requests

For ISBN requests the rule always applies, and no setting switches it off. A person who prepared the request, edited it after the last approval, took it back to draft or sent it for approval cannot approve the same request. The system administrator role does not carry the approval permission. An administrator who serves on the publishing board is given the Publishing board role as well.

The Publish button depends on the record's status, unsaved changes, required fields and the approval rule of your installation. Check the reasons below in order.

There is an unsaved change

While there is an unsaved change, the status buttons are disabled. Press Save changes in the bar at the bottom first.

The record is not in review

The Publish button works only for a record in review. Send a draft record for review first with the Submit for review button on the Status card.

A required field is missing

If the Metadata quality card does not say Ready to publish, complete the gaps the card lists. The required fields depend on the type. For example, an article needs an author, an abstract, keywords and a published issue.

You sent the record for review

If the editor approval rule is on in your installation and you sent the record for review, the Publish button does not appear. The card says that another catalogue editor will publish the record. Ask another catalogue editor to publish it, or take your request back with the Return to draft button. The rule is explained in Four-Eyes Principle.

The article is not linked to an issue

An article is published only when it is in a published journal issue, or as early view in its journal. Place the article in an issue. If the issue is not published yet, publish the issue first, or publish the issue together with the article. The details are in An article cannot be published until it is placed in an issue.

You have no publish permission

The Production coordinator role edits catalogue records but cannot publish them. Ask a catalogue editor to publish the record.

An article is published only while it is in a published journal issue, or as early view in its journal. Until then, the record's Metadata quality card lists the issue as a missing required item. Follow the section below that matches the warning on the card.

The article is not placed in an issue

The warning "Place the article in an issue, or publish it as early view in its journal." appears on the card.

1. In the record's Placement section, fill in the Journal and Issue fields.
2. Press Save changes.

You can also add the article with the Add article field on the issue's own page. The steps are in Adding Articles to an Issue.

The issue is not published yet

The warning "Publish the issue first, or publish the article together with it." appears on the card. There are two ways:

• Publish the issue first, then publish the article.
• Publish the issue together with its articles with the Also publish draft and in-review articles option.

The steps are in Publishing an Issue.

The journal record is not published

The warning "Publish the journal first." appears on the card. Publish the journal's own catalogue record first. Until the journal record is published, its issues and articles cannot be published.

The article's year differs from the issue's year

The article's Publication year field must match the year of the issue. The card shows the issue's year. Correct the article's year and save.

Publishing without waiting for an issue

To publish the article in its journal without placing it in an issue, use early view. The details are in Publishing an Article as Early View.

You take a record that was published by mistake off the site with Unpublish. The record returns to draft, its public page no longer opens and its file links stop working at once.

1. On the record's page, press Unpublish on the Status card.
2. Type a reason of at least 5 characters in the Reason (written to the audit log) field.
3. Confirm.

After you correct the record, you can send it for review again and publish it. The steps are in Unpublishing and Archiving.

If the work was really published

If readers have seen and cited a work, do not unpublish it to hide an error. For a small error, add a public correction notice to the record with Add a correction notice. For a serious problem, retract the record with Retract. A retraction cannot be undone. The steps are in Versions, Corrections and Retractions.

Records that cannot be unpublished

A book with published chapters and a journal with published issues cannot be unpublished. Unpublish the chapters or the issues first. An archived record cannot be unpublished. It can only get a correction notice or be retracted.

To restore a detail that was changed by mistake, go back to an earlier version on the Versions tab.

An archived record is taken out of the lists, the category pages and search on purpose. It stays open at its own address and can still be cited. This is not an error. It is the purpose of archiving.

Taking a record out of the archive

An archived record cannot go back to published. You can only add a correction notice to an archived record or retract it. Make sure of your decision before you archive a record.

Instead of archiving

If you want to take the record off the site for a while, do not archive it. Use Unpublish instead. An unpublished record returns to draft and can be published again. The difference between the two actions is explained in Unpublishing and Archiving.

The reading counts and the Most read lists on the public site come from the site's own visit counters. The counters do not store the visitor's identity or IP address.

The feature is off

If the system administrator switched off the Reading counts and most-read lists feature, neither the counts nor the lists appear. The feature is on the Site settings → Features tab.

Visits that are not counted

Search engine bots are not counted. If the same visitor opens the same record again on the same day, it counts once.

The period counted

• The Views / Downloads line on a publication page shows the record's all-time total. The line appears only when one of the counts is above zero.
• The Most read list on the home page is sorted by the total views and downloads of the last 90 days.
• The Most read list on a journal page counts the last 12 months.
• The Most read sort order in publication lists and in search also counts the last 12 months.

Only published records go into the lists. The lists are refreshed every few minutes. A new reading may not show in a list at once.

A file's row on the record's Files tab says Public or Not public. If the file is not public, check the reasons below in order.

The virus scan has not finished

The scan status on the row must be Available. If it says Scanning, wait for the scan to finish. The page refreshes by itself. If it says Quarantined, the file did not pass the security scan and is never served. Upload a clean file as a new version.

The record is not published

Files of records in draft or in review are not public. Publish the record. Files of an unpublished record do not open either.

The record's access is closed

If the record's Access status field is Metadata only or Restricted, its files are not public. The file's own setting cannot open them. If the files should be open, set the record's access to Open access.

The embargo has not ended

For an embargoed record or an embargoed file, the file does not open before the embargo end date. The embargo label on the row shows the date.

There is no licence or it has expired

An open file needs its own licence or the publication's licence. A record whose licence has expired drops to metadata only. Check the licence and the date in the record's Access and licence section.

The record was retracted

Access to the files of a retracted record is closed. This is not an error and cannot be undone.

The file is an earlier version

Only the current version is served. Archived files in the Earlier versions list are not public.

The file store does not answer

If the row says Public but the link opens a "Temporarily unavailable" page, the file store is not answering at that moment. The record page and its metadata still open meanwhile. Try again in a few minutes. If the problem persists, tell your system administrator.

The file is missing from the store

If the row says Public but the link opens a "Page not found" page, the file was not found in the store. Upload a new version of the file and tell your system administrator.

All the rules are in Access Statuses and Embargo.

Journals are managed on the Catalogue → Journals & issues screen. Every journal is also a catalogue record of the journal type. The issues of a journal cannot be published before the journal record is published.

Issues are created on the journal's Issues tab. Articles are added to the issue and put in order, the issue is checked for consistency, and then it is published. The journal's profile, boards, guidelines and policies are on the other tabs of the same screen.

The editor-in-chief of a journal manages only their own journal and can add only their own journal's articles to an issue. Catalogue editors place the other records. The archive of a journal that is managed on DergiPark (Türkiye's national journal platform) is brought into the catalogue with DergiPark Harvesting.

A new journal is created as a catalogue record of the journal type. After you create the record, you manage the profile, issues and other settings of the journal from the Catalogue → Journals & issues screen.

1. On the Catalogue → Journals & issues screen, press New journal.
2. In the Title and abstract section, type the name of the journal on the Turkish tab.
3. On the Journal profile card, write the scope of the journal in the Scope (TR) field.
4. Select a value in the Submissions and Peer review fields.
5. If the journal has them, fill in the ISSN (print) and e-ISSN fields.
6. In the Basic information section, fill in the Publisher field.
7. Press Create draft.

The journal record is created as a draft. Before you publish the issues of the journal, send the journal record to review and publish it. The steps are in Record Statuses and Publishing. The scope and the publisher are required to publish the journal record.

Submission method

A journal appears in the submission wizard only if its record is published and its method is Through the workspace (JournTech). Entering the DergiPark address is described in Finding a Journal on DergiPark.

ISSN and categories

The ISSN and e-ISSN are written to the journal profile and added to the persistent identifiers of the record automatically. The check digit is verified. Select the categories of the journal in the Categories section of the record. The categories appear as links to the category page on the journal page and on the card of the journal in the journal list of the public site.

Next steps

Open the journal with Manage journal on the Journals & issues screen. The profile, boards, guidelines and policies are edited there. The details are in Editing the Journal Profile, Adding Board Members and Indexes and Writing Journal Policies. For the first issue, go on to Creating an Issue.

Required permissions

Creating a new journal requires both the permission to edit the catalogue and the permission to manage journals. These permissions belong to the Catalogue editor and System administrator roles. The Editor-in-chief of a journal cannot create journals but manages the profile and issues of their own journal.

You create a new issue on the Issues tab of the journal. The issue is created as a draft. You publish it after you have added and checked the articles.

1. On the Catalogue → Journals & issues screen, open the journal with Manage journal.
2. On the Issues tab, press New issue.
3. Fill in the Volume, Number and Year fields.
4. If you know it, fill in the Publication date field.
5. Optionally, enter an Issue title in Turkish and in English.
6. If the issue is a special issue, tick the Special issue box.
7. Press Create.

The page of the issue opens. Add the articles to the issue as described in Adding Articles to an Issue.

Fields

• Volume is a number. The dialog fills this field with the latest volume of the journal.
• Number has at most 16 characters and can also be a name such as "Special".
• Year is a four-digit year. The year of the articles in the issue must be the same as this year.
• Publication date is needed to publish the issue. You can also enter the date later.

A journal cannot have a second issue with the same volume and issue number.

Changing the issue details

You change the details of the issue on the Issue details card of the issue page. The Editor's note is on this card too. If you change the volume or issue number of a published issue, the old address of the issue redirects to the new one.

Issues without a date

To publish old issues whose date is unknown, a system administrator can turn off the Journal issues need a date to be published switch on the Administration → Site settings → Workflow tab. The switch is on by default.

You add articles to an issue on the Table of contents card of the issue page. You can also place an article in an issue from the Placement section of the article's own record.

1. On the Catalogue → Journals & issues screen, open the journal with Manage journal.
2. On the Issues tab, press Open in the row of the issue.
3. In the Add article field, type the title or the short name of the article.
4. Select the article in the list.

The article is added to the end of the table of contents and saved at once.

Order and section headings

1. Put the articles in order by dragging them or with the arrows.
2. If needed, type the section heading in the field in the row of the article, for example "Research Article".
3. Press the Save contents button that appears at the top of the card. The button saves the order and the section headings together.

The order and the section headings appear in this arrangement on the issue page of the public site.

Removing an article from the issue

1. Press the cross button (Remove from issue) in the row of the article.
2. Confirm.

The article record is not deleted. Only its link to the issue is removed. A published article must be unpublished first. An archived or retracted article cannot leave its issue.

Rules

• Only article records can be added to an issue.
• An article can be in only one issue. An article in another issue must first be removed from that issue.
• The editor-in-chief of a journal can add to the issue only the articles of their own journal, that is records released from submissions to the journal. Catalogue editors place the other records.
• The year of the article must be the same as the year of the issue.
• A published article goes only into a published issue. Add an early-view article after the issue is published.
• An article added to the issue moves to the issue's journal and leaves early view. A new version of the article is saved. When automatic DOI registration is on, the article's DOI metadata is sent again with the volume and number.

If an article cannot be added, see An article cannot be added to the issue.

You publish an issue with the Publish issue button on the issue page. Before publishing, check the issue and its articles with Consistency check.

1. On the issue page, press Consistency check.
2. Check in the notes at the top of the page that nothing is missing.
3. Press Publish issue.
4. To publish the articles as well, tick the Also publish draft and in-review articles box in the dialog.
5. Press Publish issue in the dialog.

The issue becomes visible on the journal page. Articles are not listed on the issue page unless they are published as well. The notification says how many articles were published together with the issue and how many stayed drafts.

Consistency check

The check verifies the volume, number, year and publication date of the issue, whether the journal record is published and the publishing conditions of each article. The row of an article with problems shows its gaps in red. A separate TR Dizin data checks note lists the warnings of the articles for TR Dizin (Türkiye's national citation index), articles with the same title in the issue and overlapping page ranges.

Publishing with the articles

The Also publish draft and in-review articles option requires the permission to publish in the catalogue. If the option is ticked, the draft articles are sent to review and published together with the articles in review. If an article does not meet the publishing conditions, the issue is not published either, and the check shows the article with problems.

If the editor approval rule is on for the installation, the option is called Also publish the in-review articles. Draft articles stay drafts. If there is an article you sent to review, the issue is not published, and another catalogue editor publishes that article. The rule is described in Four-Eyes Principle.

Publishing conditions

• The catalogue record of the journal itself must be published.
• The volume, number, year and publication date of the issue must be entered. The date rule can be turned off in the site settings.
• If the TR Dizin check is mandatory for the journal, an issue whose article data still has TR Dizin warnings is not published. Details are in Preparing for TR Dizin.
• The year of the published articles in the issue must be the same as the year of the issue.

Unpublishing the issue

1. On the issue page, press Unpublish issue.
2. Write a reason of at least 5 characters in the Reason (written to the audit log) field.
3. Confirm.

If the issue has published articles, it cannot be unpublished. Unpublish the articles first. Publishing and unpublishing are written to the audit log.

Required permissions

Publishing and unpublishing an issue require the permission to manage the journal. The editor-in-chief of the journal can publish the issue. Publishing the articles of the issue, however, requires the permission to publish in the catalogue, which the Catalogue editor role has.

You can delete an issue even if it has been published. The articles of the issue either stay in the catalogue as drafts or go to the trash together with the issue. A deleted issue cannot be restored.

1. On the Catalogue → Journals & issues screen, open the journal with Manage journal.
2. On the Issues tab, press the trash button in the row of the issue. The Delete issue button on the page of the issue opens the same dialog.
3. The dialog shows how many articles the issue has and how many of them are published. Under The issue's articles, select an option.
   • With Keep the articles in the catalogue, the articles leave the issue and return to draft. You can place them in another issue later. Published articles do not appear on the site until they are published again.
   • With Delete the articles too, the articles move to the trash. They can be restored with the Show deleted filter of the Publications list.
4. If the issue is not an empty draft, write a reason of at least 5 characters in the Reason (written to the audit log) field.
5. Press Delete issue.

Issues that cannot be deleted

If the issue contains an archived or retracted article, the issue cannot be deleted, because these articles stay part of the publication record. In this case the dialog shows how many articles block the deletion.

Required permissions

Deleting an issue requires the permission to manage the journal. Unpublishing the published articles requires the permission to publish in the catalogue, and deleting the articles requires the permission to edit the catalogue. All these permissions belong to the Catalogue editor role.

The Editor-in-chief of a journal cannot delete an issue that has published articles. In this case the dialog says that a catalogue editor can delete the issue.

Effects of deletion

• When a published issue is deleted, the page of the issue is removed from the site.
• If a published article has a DOI, the DOI link no longer opens the article.
• If the journal is harvested from DergiPark, later harvests do not take the deleted articles in again.
• The issue placement of the production jobs planned for the issue is cleared.
• The deletion is written to the audit log together with the details of the issue and the list of its articles.

If needed, you can create a new issue with the same volume and issue number.

The journal profile shapes the journal page on the site and sets where the journal takes submissions from. You open the journal with Manage journal on the Catalogue → Journals & issues screen and edit the profile on the Profile tab.

Profile fields

1. Enter the ISSN (print) and e-ISSN. The system verifies the check digit.
2. Write the aims and scope of the journal in the Scope (TR) and Scope (EN) fields. Each language takes up to 5,000 characters. You can write a long text in a larger window with the Write in a larger window button next to the field.
3. In the Submissions list, select the way the journal takes submissions. The options are described below.
4. In the Peer review list, select Double-anonymous, Single-anonymous or Open review.
5. Fill in the Publication facts and Journal contact details sections.
6. Press Save.

The peer review type of each submission is recorded when the author first submits it. A change you make later applies only to new submissions. The difference between the types is explained in Peer Review Types.

Submission methods

Submissions through the panel are possible only for journals set to Through the workspace (JournTech).

Journal managed on DergiPark

For a journal whose submission and peer review run on DergiPark, set the Submissions field to Managed on DergiPark. With this option the DergiPark address or short name and DergiPark journal number fields open in the profile. The profile is not saved without the address. Authors cannot submit to this journal through the panel, and the submit button on the site opens the submission page on DergiPark.

The steps for entering the address and finding the journal are in Finding a Journal on DergiPark. To bring the DergiPark issues of the journal into the catalogue, see Harvesting from DergiPark. The harvest card opens at the bottom of this tab once the address is saved.

Publication facts and contact details

The details in the Publication facts section appear in the About the journal section of the journal page. The checks for TR Dizin (Türkiye's national citation index) use them too.

• The Field sets the minimum number of issues a year that TR Dizin expects. Journals in the health sciences are expected to publish 3 issues a year, in science and engineering 2, and in the social sciences and humanities 1.
• Issues a year and Publication months must match. Select as many months as there are issues a year.
• In the Languages field, type the language codes, for example tr, en or de.
• The Frequency field is free text that appears on the page as written.

In the Journal contact details section you enter the e-mail address, telephone number and postal address of the journal. The TR Dizin checklist asks for the e-mail address and the postal address.

Record details

The name, abbreviation, publisher, access status and licence of the journal are in the catalogue record of the journal. If you may see draft records, the Record details button in the page header opens the record.

You enter the board members and the indexes on the Board & indexes tab of the journal. The journal page shows the boards divided into role groups. The indexes are listed on the page with their links.

Adding a board member

1. Open the journal with Manage journal and go to the Board & indexes tab.
2. On the Editorial board card, press Add board member.
3. Type the name of the member in the Full name field. This field is required.
4. In the Role group list, select the group of the member.
5. Optionally, type the title to show on the page in the Role field.
6. Enter the institution, city, two-letter country code and ORCID iD of the member.
7. In the last list, select Publishing institution or Another institution for the member.
8. When you have added all members, press Save at the bottom of the tab.

The role groups are Editor-in-chief, Editor, Associate editor, Section editor, Language editor, Statistics editor, Editorial board, Advisory board and Other. You change the order of the members by dragging the rows. You remove a row with the cross button.

Board details for TR Dizin

TR Dizin (Türkiye's national citation index) requires at least one third of the editorial board to come from other institutions. For this reason, select for each member whether they are from the publishing institution or from another one. If the Editorial board group has members, the share is calculated from this group. Otherwise it is calculated from the whole board.

The TR Dizin checklist also looks for the editor-in-chief, the section editors and the language editor. Enter these members with the matching groups. Members with a missing institution, city or country also appear as warnings in the checklist.

Adding an index

1. On the Indexes card, press Add index.
2. Type the name of the index in the Index name field.
3. In the Verification address field, type the address of the journal's page in that index. The address must start with https://.
4. Press Save.

An index without an address is saved too. The Source links of the indexes row in the TR Dizin checklist shows which indexes have no link. If TR Dizin is among the indexes, JournTech sends reminders to upload published issues to ODİS, the journal system of TR Dizin. Details are in Downloading the ODİS Package.

The Guidelines & review criteria tab of the journal keeps the author guidelines shown to authors and the criteria that reviewers score in one place. You save the changes on the tab with the Save button at the bottom of the tab. The article template on the same tab, however, is saved as soon as you upload it. The template steps are in Uploading the Article Template.

Author guidelines

1. Open the journal with Manage journal and go to the Guidelines & review criteria tab.
2. In the Reference style field, type the style the journal uses, for example APA 7 or ISNAD 2.
3. In the Similarity check tool field, type the similarity software the journal uses.
4. In the Abstract word limit field, type the maximum number of words in an abstract. The value must be between 50 and 2000.
5. Write the author guidelines in the Author guidelines (TR) and Author guidelines (EN) fields. You can use simple HTML such as paragraphs, lists and links.
6. Press Save.

The author guidelines appear in the submission wizard when the journal is selected, and in the Author guidelines section of the journal page. The reference style, the abstract limit and the similarity tool appear at the top of the same section. The data check for TR Dizin (Türkiye's national citation index) warns about articles whose abstract exceeds this limit.

Former titles of the journal

If the title or the ISSN of the journal has changed, add its former titles to the Former titles card.

1. Press Add a former title.
2. Fill in the Former title, ISSN and Last year fields.
3. Press Save.

The former titles appear in the About the journal section of the journal page.

Review criteria

The Review criteria card defines the criteria scored in the review form. If the journal has not defined any criteria, the card lists the default criteria used in the review form. If you add criteria, only your criteria are used.

1. Press Add criterion.
2. In the Code field, type a short code that starts with a lower-case letter, for example originality. The code consists of lower-case letters, digits and underscores.
3. In the Name (TR) field, type the Turkish name of the criterion. The Name (EN) field is optional.
4. In the Maximum score field, type a value between 2 and 10.
5. Press Save.

You change the order of the criteria by dragging the rows. The reviewer gives each criterion a score between 1 and the maximum score.

The criteria are copied to a review at the moment the reviewer accepts the invitation. A change you make later applies only to invitations accepted after it.

The minimum number of reviewers and the yearly reviewer list on the same card are described in Setting the Reviewer Minimum and Reviewer List.

The article template is the file authors use when they prepare their articles. Once the template has passed the virus scan, it can be downloaded from the journal page with the Manuscript template button.

1. Open the journal with Manage journal and go to the Guidelines & review criteria tab.
2. Drop the file on the Upload a template area of the Article template card.

You can upload a DOCX, ODT or PDF file. For a LaTeX template, upload a ZIP file. The upload is saved at once, and your other unsaved changes on the tab are kept. While the scan runs, the card says that the file is being scanned. If the file does not pass the scan, the card says why, and the template does not appear on the journal page. In that case, upload a smaller or clean copy of the file. If the card says that the file is missing from the file store, uploading the same file again is enough.

Replacing and removing the template

• Uploading a new file replaces the previous one.
• The Remove the template button removes the template from the journal page. The file itself stays in the library.
• If you may see draft catalogue records or manage the file library, the Choose from the file library button appears too. With this button you select a document in the library and press Use as template. Files linked to a catalogue record cannot be templates.
• The list starts with the newest files of the library. You can also find a document by typing its name in the Search by file name box. If the library has more than 1,000 files, the list looks at the newest 1,000 and a note says so. Search for an older document by its name.

Template changes are written to the audit log. The checklist for TR Dizin (Türkiye's national citation index) suggests adding a template, and the Fix link in the checklist takes you straight to this card.

You set the minimum number of reviewers and the yearly reviewer list at the top of the Review criteria card on the Guidelines & review criteria tab of the journal.

1. Open the journal with Manage journal and go to the Guidelines & review criteria tab.
2. In the Minimum reviewers per round field, type a number between 1 and 5. The default value is 2.
3. To publish the reviewer list, tick the Publish the yearly list of reviewers box.
4. Press Save at the bottom of the tab.

Minimum number of reviewers

If a round has fewer reviewers than this number, the editor is warned by the Reviewer rules note on the Reviewers tab of the submission. The warning does not block any action. TR Dizin (Türkiye's national citation index) expects at least two reviewers. The note is described in Tracking Invitations and Reviews.

Yearly reviewer list

If the list is turned on, an Our reviewers link appears on the journal page. The list includes only reviewers who allowed the publication of their name in their review. The reviewers are listed by the year they submitted the review, with their titles, names and institutions. Within each year the list is in alphabetical order of the full name; the title does not affect the order. The list does not say which article they reviewed. While the list is turned off, this page does not open.

The permission of the reviewer is an optional box in the review form, and it starts unticked. Details are in Writing a Review.

You write the policies of the journal on the Policies tab. The policies you fill in are published on the journal page as separate sections under the Journal policies heading. Policies you leave empty are not shown.

1. Open the journal with Manage journal and go to the Policies tab.
2. Select a policy in the list on the left. The list shows whether each policy has been written.
3. Select Turkish in the language tabs and write the text. Then write the English text.
4. Repeat steps 2 and 3 for the other policies.
5. Press Save.

You can use formatting such as headings, lists and links in the text. Harmful tags are removed when you save.

Policies and TR Dizin

The list has eleven policies. The checklist for TR Dizin (Türkiye's national citation index) shows a missing policy as a warning or as a suggestion.

If the journal charges no fees, say so clearly in the Publication fees policy, for example "The journal charges authors no fees." The TR Dizin checklist is described in detail in Preparing for TR Dizin.

You manage the announcements and calls for papers of the journal on the Announcements & calls tab. Published announcements and open calls appear on the journal page. Calls are also listed on the Calls page of the site.

Writing an announcement or a call

1. Open the journal with Manage journal and go to the Announcements & calls tab.
2. Press New announcement or New call for papers.
3. For a call, fill in the Deadline field. This field is required for calls.
4. On the Turkish tab, fill in the Title, Short description and Text fields. The Turkish title is required.
5. Optionally, fill in the same fields on the English tab.
6. Press Save.

A saved item stays a draft and does not appear on the site. To edit an item, press its title in the list.

Publishing and unpublishing

1. In the list, press Publish in the row of the item.

The item is published at once. You remove a published item from the site with the Unpublish button. The trash button deletes the item. Both actions ask for confirmation.

Journal announcements are not subject to the review rule of institutional content. An editor who can use this tab publishes the items themselves.

On the site

• The journal page shows the last three announcements and the open calls.
• The Calls page of the site sorts the open calls by deadline. Expired calls stay on the same page in a separate section.
• A call whose deadline has passed drops off the journal page automatically.

News and calls of the institution that are not tied to a journal are described in Adding News, Announcements and Events.

The TR Dizin tab of the journal checks the details, boards, recent issues and article data of the journal against the journal criteria of TR Dizin, the national citation index of Türkiye run by TÜBİTAK ULAKBİM. The list shows whether the data is ready. You still upload the issues and articles to TR Dizin yourself, through ODİS, the journal system of TR Dizin.

Reading the list

Each row carries the Done, Warning, Missing or Suggestion label. Above the list you see the number of done, warning and missing rows and the time of the check.

Fixing the gaps

1. In a missing or warning row, press the Fix link. The link opens the tab where you fix the gap. In the template and index rows it goes straight to the field concerned.
2. Fix the gap and save.
3. Go back to the TR Dizin tab and press Check again.

The link in the journal title, abbreviation, publisher, open access and licence rows opens the catalogue record of the journal. If you do not have the permission to open this record, ask a catalogue editor to correct these details.

The link in the article data rows opens the Issues tab. The Consistency check button on the issue screen shows the TR Dizin warnings of each article separately.

Strict check

If the Hold issues to the TR Dizin data checks switch is on, an issue whose article data still has TR Dizin warnings cannot be published. While the switch is off, the warnings are for information only. The setting is saved the moment you change the switch. Journals that turn on the strict check also get the ODİS upload reminders.

TR Dizin record

If a system administrator turned on the Show TR Dizin data feature flag, the TR Dizin record card appears at the top of the tab. The card reads the open data of TR Dizin by the ISSN of the journal. It shows whether the journal is indexed in TR Dizin and, by year, the numbers of missing issues, missing review reports and expert warnings.

The record refreshes automatically once a week. To refresh it now, press Fetch from TR Dizin. Because the record is read by ISSN, the journal must have an ISSN. If there is no ISSN, the card says so.

The steps for uploading issues to ODİS are in Downloading the ODİS Package.

The ODİS package collects the files you need to upload an issue to ODİS, the journal system of TR Dizin (Türkiye's national citation index), in a single ZIP file. JournTech does not upload the issue to ODİS for you.

Downloading the package

1. On the Catalogue → Journals & issues screen, open the journal.
2. Open the published issue from the Issues tab.
3. Press ODİS package in the page header.

The button appears only on published issues.

Contents of the package

By default the package adds the referee dossiers of 15% of the articles, and of no fewer than two. Referee dossiers are added only for articles reviewed in the panel, and only with the permissions of an editor-in-chief. If you do not have these permissions, the BENIOKU file says that the referee dossiers were not added. Articles without a PDF are also listed in this file.

Uploading to ODİS

The BENIOKU file describes these steps:

1. Create the issue in ODİS and upload the full issue PDF.
2. Enter each article with the details from the data sheet and attach its PDF.
3. Upload the referee dossiers. Also add the dossier of one rejected article each year.
4. Send the issue to the checking process in ODİS.

You get the referee dossier of a rejected article from the editor screen of the submission. Details are in Downloading the Referee Dossier.

Uploaded mark

1. After uploading the issue to ODİS, press Mark as uploaded to ODİS on the issue page.

From then on the button shows the date of the mark. If you set the mark by mistake, press the same button again to remove it.

Reminders

For issues without the mark, reminders go out 14 and 45 days after the issue is published. Reminders go out only for journals that list TR Dizin among their indexes or have turned on the strict TR Dizin check. They reach the editors authorised for the journal by e-mail and as panel notifications. If there is no such editor, they go to the other users with the permission to manage the journal.

A system administrator changes the days in the ODİS upload reminder (days after the issue was published) field on the Workflow tab of the Administration → Site settings screen. If the field is left empty, no reminders are sent.

With early view, an accepted article is published on the journal page without being placed in an issue. When you later add the article to an issue, it leaves early view automatically. The journal of the article must be published.

Early view from production

1. On the Editorial → Production screen, open the job of the article.
2. On the Release settings card, leave the Journal issue field empty.
3. Tick the Publish as early view box.
4. Press the Save button of the card.
5. Release the article.

The steps for releasing are in Releasing a Work.

Early view from the catalogue

1. Open the catalogue record of the article.
2. In the Placement section, select the journal of the article in the Journal field. Leave the Issue field empty.
3. Tick the Early view: publish in this journal before placing it in an issue box.
4. Save the record and publish it.

Publishing the record is described in Record Statuses and Publishing.

On the site

The article appears in the Early view section of the journal page. The page of the article shows the Early view label, and its source line gives the name of the journal.

When you add the article to an issue, the early view mark is removed automatically and the article leaves this section. An article placed neither in an issue nor in early view cannot be published, and the form says so with an error.

From early view to an issue

An article in early view is a published record, so it goes only into a published issue. Prepare the other articles of the issue and publish the issue, then add the early-view articles to it from the issue's page or from the Placement section of the article. When automatic DOI registration is on, the article's DOI metadata is sent again with the volume and number.

The Catalogue → Journals & issues screen lists the journals you may manage as cards. If your role was granted for a single journal, you see only that journal. The menu is hidden from people without the permission to manage journals.

Button at the top

New journal opens a new journal record and requires the permission to edit the catalogue. The steps are in Adding a Journal.

Journal card

Each card shows the following:

• The name of the journal and its ISSN and e-ISSN numbers, or its short name if it has no numbers.
• The status of the journal record.
• A short excerpt from the scope of the journal.
• The submission method, the peer review type and the number of issues.
• The EN missing or TR missing label if a translation is missing.

Manage journal at the bottom of the card opens the management screen of the journal. Record details opens the page of the journal record in the catalogue and requires the permission to see unpublished catalogue records.

Related topics

• Journal Management
• Creating an Issue
• Publishing an Issue

You open the management screen of a journal with the Manage journal button in the Journals & issues list. The screen gathers the issues, profile, boards, guidelines, policies and announcements of the journal and its readiness for TR Dizin (Türkiye's national citation index) in tabs. Next to the title you see the status of the journal record, the submission method and the peer review type.

Buttons at the top

• Record details opens the page of the journal record in the catalogue. The name, categories, publisher and licence of the journal are edited there.
• Public page opens the page of the journal on the public site in a new tab, if the journal record is published.

Tabs

Issues tab

The tab lists the issues of the journal with the newest volume at the top. The table has the Issue, Year, Status and Articles columns. Special issues are marked separately. Open in a row opens the page of the issue, and the trash button opens the dialog for deleting the issue. New issue creates a new issue.

DergiPark card on the Profile tab

For a journal whose submission method is Managed on DergiPark and whose DergiPark address is saved, the Harvest from DergiPark card appears at the bottom of the Profile tab. The card brings the archive of the journal from DergiPark, the national journal platform of TÜBİTAK ULAKBİM, into the catalogue. Details are in Harvesting from DergiPark.

Screen rules

• People with the permission to manage journals open the screen. An editor whose role was granted for one journal sees only that journal.
• The profile, board, guidelines and policies tabs each have their own Save button. A change on a tab is saved with the button of that tab.
• Saving one tab does not discard the unsaved changes on the other tabs. Moving between tabs keeps them as well. If you try to leave the screen with unsaved changes, the panel asks first.
• If two people edit the profile at the same time, the person who saves last gets the "Someone else changed this record" warning. Reload the page and make the change again.

The issue page shows the articles and the details of a journal issue together. You open the page from the row of the issue on the Issues tab of the journal. The header shows the volume and issue number, and next to them the status, year and title of the issue and the special issue mark.

Buttons at the top

ODİS is the journal system of TR Dizin, the national citation index of Türkiye. The ODİS buttons appear only on a published issue and are described in Downloading the ODİS Package.

Table of contents

The Table of contents card lists the articles of the issue in order. Each row shows the title, status, year and pages of the article and a field for the section heading. After a check, the row of an article with problems shows its gaps and TR Dizin warnings.

• You put the rows in order by dragging them. When the order or a section heading changes, the Save contents button appears. The button saves the order and the section headings together.
• The Add article field at the bottom of the card adds an article to the issue.
• The cross button in a row removes the article from the issue.

The steps are in Adding Articles to an Issue.

Issue details

The Issue details card has the Volume, Number, Year, Publication date, Turkish and English Issue title, Special issue and Turkish and English Editor's note fields. The editor's note is formatted text: the toolbar adds headings, bold or italic text, lists and links. The note appears on the issue's public page under "From the editor". The Save button of the card is active only when there is a change. The Delete issue button at the bottom of the card opens the dialog for deleting the issue.

Screen rules

• Only people who may manage the journal open and change the page.
• Publishing the articles together with the issue requires the permission to publish in the catalogue.
• An issue with published articles cannot be unpublished.
• Changes to the order you set by dragging, to the section headings and to the issue details stay until you save them. Adding or removing an article, publishing the issue or saving the other card does not discard them. If you try to leave the page with unsaved changes, the panel asks first.
• Deleting the issue is described in Deleting a Journal Issue.

The publishing steps are in Publishing an Issue.

The journal list of the submission wizard contains only published journals that accept submissions through the panel. Check the causes below in order.

The submission method is not the panel

On the Profile tab of the journal, the Submissions field must be set to Through the workspace (JournTech). With the other options, authors cannot submit to the journal through the panel. The difference between the options is explained in Editing the Journal Profile.

The journal record is not published

The catalogue record of the journal must be published. A catalogue editor publishes the record. The steps are in Record Statuses and Publishing.

Submissions are closed

If a system administrator turned off the New submissions feature flag, no journal accepts submissions and the Submit an article button on the journal pages is hidden. A system administrator turns the flag back on.

If an issue is not published, the panel gives the reason in the notification at the bottom right and shows the result of the consistency check at the top of the page. Check the causes below in order.

The journal record is not published

The notification reads "Publish the journal first." Publish the catalogue record of the journal itself before the issue. You open the journal record with the Record details button on the management screen of the journal.

The details of the issue are missing

The volume, number, year and publication date of the issue must be entered. If the date is missing, the notification reads "Enter the issue date before publishing the issue." Enter the missing details on the Issue details card and press Save.

The TR Dizin check is mandatory

The notification reads "The issue does not pass the TR Dizin data checks." If the data check for TR Dizin (Türkiye's national citation index) is mandatory for the journal, an issue whose article data still has warnings is not published. Fix the warnings in the TR Dizin data checks note of the check. Details are in Preparing for TR Dizin.

An article does not meet the conditions

When you publish the issue with its articles and an article cannot be published, the issue is not published either. The row of the article with problems shows its gaps in red. Fix the article, or publish the issue without the articles.

If the year of a published article in the issue differs from the year of the issue, the issue is not published. Correct the year of the article or of the issue.

You sent the article to review

If the editor approval rule is on for the installation and you sent an article of the issue to review, the notification reads "You sent this article to review. Another editor has to publish it." Have another catalogue editor publish the article, or publish the issue without the articles. The rule is described in Four-Eyes Principle.

The option to publish the articles is missing

The Also publish draft and in-review articles box in the publishing dialog requires the permission to publish in the catalogue. The editor-in-chief of the journal publishes the issue, and a Catalogue editor publishes the articles.

An issue cannot be unpublished while it has published articles. The notification reads "Unpublish the issue's published articles first." Unpublish the articles first, then unpublish the issue.

1. On the Catalogue → Publications screen, find the articles of the issue.
2. Select the articles and press Unpublish in the bulk action bar.
3. Write the reason and confirm the preview.
4. On the issue page, press Unpublish issue.
5. Write a reason of at least 5 characters and confirm.

The steps of the bulk action are in Bulk Actions. Unpublishing articles requires the permission to publish in the catalogue.

Removing the issue completely

If the issue will not be published again, you can delete it even while it is published. The deletion dialog either keeps the published articles in the catalogue as drafts or moves them to the trash. The steps are in Deleting a Journal Issue.

The Add article field of an issue searches only article records. If the article cannot be found or a warning appears when you add it, check the causes below.

The article is in another issue

An article can be in only one issue. The warning reads "The article is in another issue." First remove the article from the table of contents of the other issue, or change its issue in the Placement section of its record.

The article does not belong to this journal

If your role was granted for one journal only, you can add to the issue only the articles of that journal, that is records released from submissions to the journal. In this case the warning reads "This article cannot be placed: a journal's editors place only their journal's articles (released from submissions to the journal). Catalogue editors place other records." Have a catalogue editor place the other records.

The record is not an article or has been deleted

Only records of the article type can be added to an issue. A book chapter or a proceedings paper is linked to a book, not to an issue. A deleted article does not appear in the search. First find it with the Show deleted filter in the Publications list and restore it.

A published article cannot be added to an unpublished issue

A published article, for example one in early view, goes only into a published issue. The warning reads "Publish the issue first." Publish the issue first, then add the article.

A published article cannot be removed from the issue

To remove a published article from the issue, unpublish the article first. The warning reads "Unpublish the issue's published articles first." An archived or retracted article cannot leave its issue at all. In this case the warning reads "An archived or retracted article cannot leave its issue."

For a journal managed on DergiPark (Türkiye's national journal platform), submissions and peer review take place on DergiPark. DergiPark is selected as the submission method in the journal's profile, and the journal's DergiPark address is entered. From then on, the submit button on the public site opens the submission form on DergiPark.

Once harvesting is turned on, the issues and articles the journal has published on DergiPark are copied into the catalogue and updated automatically once a week. The original page of a harvested article is on DergiPark. For this reason these articles are not included in the sitemap or in OAI-PMH, but they appear on the public site, in search and on the issue pages.

JournTech sends its requests to DergiPark one at a time and with pauses between them. If DergiPark turns a request down, JournTech waits for the time DergiPark asks for and tries again. PDFs that cannot be fetched at the moment are requested again later.

For a journal whose submissions and peer review take place on DergiPark (Türkiye's national journal platform), Managed on DergiPark is selected as the submission method in the profile, and the journal's DergiPark address is entered. The Find on DergiPark button finds the journal on DergiPark and automatically fills in the journal number that the submission link needs.

Entering the address

1. On the Catalogue → Journals & issues screen, open the journal with Manage journal.
2. Go to the Profile tab.
3. In the Submissions list, select Managed on DergiPark.
4. In the DergiPark address or short name field, enter the journal's DergiPark address or only its short name. For example, the short name in the address https://dergipark.org.tr/en/pub/shortname is shortname.
5. Press Find on DergiPark.
6. Check the journal name and the journal number that appear under the field.
7. Press Save.

Find on DergiPark saves nothing. The address and the journal number are saved only with the Save button. If the search cannot find the journal number, you can also fill in the DergiPark journal number field by hand. The link under the field shows the address that authors will be sent to.

For a journal that changed its name, DergiPark redirects the old short name to the new address. In that case, the search writes the journal's new short name in the field. For a journal without a Turkish interface, DergiPark sends Turkish addresses to the English page, and the search follows this redirect too.

When creating a new journal

The same fields are used when you create a new journal record. In the New journal form, the address field, the Find on DergiPark button and the journal number appear once Managed on DergiPark is selected in the Submissions field. If the address is empty, the form warns you before saving. The journal profile card on the journal's Record details page has the same fields. The steps for adding a journal are in Adding a Journal.

Changes on the public site

When you save the profile, the public site shows the journal like this.

• The note This journal is managed on DergiPark appears at the top of the journal page.
• The submission button becomes Submit on DergiPark and opens the submission form on DergiPark in the visitor's language. If no journal number is saved, the button opens the journal's page on DergiPark.
• Links to the journal's DergiPark page, its archive and its writing rules appear at the side of the journal page.
• In the journal list, the journal is shown with the DergiPark label.
• In the author guide, the journal's row has a button that goes to DergiPark.

Submissions to this journal cannot be made in the panel. The journal list of the submission wizard shows only the journals that take submissions through the panel.

Next step

To bring the journal's published DergiPark issues into the catalogue, go on to Harvesting from DergiPark. If the search cannot find the journal, see The Find on DergiPark button cannot find the journal.

The DergiPark harvest copies the issues and articles that a journal has published on DergiPark (Türkiye's national journal platform) into the catalogue and updates them automatically once a week. You turn the harvest on in the Harvest from DergiPark card on the journal's Profile tab. The card appears only for journals whose submission method is saved as Managed on DergiPark and whose DergiPark address has been entered.

Before you start

• Save the journal's DergiPark address as described in Finding a Journal on DergiPark.
• Publish the journal's own catalogue record. If the journal record is not published, the harvested issues and articles stay as drafts.
• If you are going to copy the PDFs too, select a licence in the journal record. The copied PDFs are published under this licence.
• Get permission for the harvest from the journal's editorial board. You confirm this permission when you turn the harvest on.

Turning the harvest on

1. On the Catalogue → Journals & issues screen, open the journal with Manage journal.
2. On the Profile tab, scroll down to the Harvest from DergiPark card.
3. Turn on the Harvest the published issues from DergiPark switch.
4. If you want the PDFs to be copied too, turn on the Copy the PDFs too switch.
5. Tick the box that confirms the editorial board's permission.
6. Press Save.

The confirmation box appears only the first time you turn the harvest on. The Save button does not work until the box is ticked, and your confirmation is written to the audit log. Turning the harvest on needs the catalogue publishing permission, because the harvested articles are published in the catalogue. This permission is in the Catalogue editor and System administrator roles. The journal's editor with the Editor-in-chief role sees the card but cannot turn the harvest on.

Starting the harvest

Once you save, the Harvest now button appears on the card.

1. Press Harvest now.
2. Wait for the results while the button says Harvest running….

The harvest runs in the background, and you can leave the page. The card refreshes the results by itself. Only one harvest runs at a time for a journal.

If you do not press the button, the system starts the harvest itself. The system checks the journals that have the harvest on every six hours and starts a new run for a journal whose last run was a week ago or longer. Each run reads all of the journal's records on DergiPark and skips the articles that have not changed. The speed of a run depends on DergiPark's responses. The details are in DergiPark Request Intervals.

Reading the results

The line under the card shows the number of DergiPark records in the catalogue, how many of them are published and the date the harvest was turned on. The table lists the last ten runs.

The counts in the result column are these.

Problem lines give the record's DergiPark ID and the reason for the problem. For articles left as drafts, see Articles harvested from DergiPark stay as drafts. For failed runs, see The DergiPark harvest shows as failed.

Turning the harvest off

If you turn off the Harvest the published issues from DergiPark switch and press Save, the weekly harvest stops. Records harvested earlier stay in the catalogue. How harvested records behave is described in Records Harvested from DergiPark, and the PDF copies in DergiPark PDF Copies.

To remove an article harvested from DergiPark (Türkiye's national journal platform) from the catalogue, you first unpublish it and then delete it. A deleted article is not taken in again or republished in later harvests.

Deleting the article

1. On the Catalogue → Publications screen, open the article.
2. On the Status card on the right, press Unpublish.
3. Enter a reason of at least 5 characters and confirm.
4. On the same card, press Delete.
5. Enter the reason and confirm.

A published record cannot be deleted directly. Deleting a record that was published before also needs the publishing permission. A deleted article goes to the trash. You find it in the Publications list with the Show deleted filter and restore it with Undo delete.

Later harvests

• Deleted and retracted articles are skipped. The harvest does not overwrite these records and does not republish them.
• An article that was only unpublished stays a draft. If this article's information changes on DergiPark, the next harvest updates the record and republishes it if the record passes the publish checks. If you never want the article to appear on the site, delete it.
• An article you restore from the trash comes back as a draft. The harvest republishes it only if its information on DergiPark changes.

Articles removed from DergiPark

An article that is no longer on DergiPark is not deleted from the catalogue automatically. The harvest reports these records with the Gone from DergiPark count in the result line. If you want to remove such an article from the catalogue too, delete it with the steps above.

Deleting an issue

You can also delete an issue harvested from DergiPark as described in Deleting a Journal Issue. The delete window also states that the journal is harvested from DergiPark.

• With the Delete the articles too option, the articles go to the trash and are not taken in again in later harvests.
• With the Keep the articles in the catalogue option, the articles stay as drafts without an issue. For an article that is updated on DergiPark, the next harvest creates its issue again, and the article can be published again.

Manual changes

The harvest protects only deleted and retracted records. The catalogue information of an article that changed on DergiPark is rewritten with the information on DergiPark. The details are in Records Harvested from DergiPark.

The DergiPark harvest creates an article record in the catalogue for every article that a journal has published on DergiPark (Türkiye's national journal platform). The record's original page stays on DergiPark. The article appears on the public site, in search and on issue pages, but the sitemap and OAI-PMH leave it out, because the DergiPark record announces the article itself.

Information taken over

The harvest takes an article's information from two sources.

• DergiPark's OAI-PMH record provides the title, abstract and keywords in each language, the authors, the language of the work, the publication date, the DOI, the volume, the issue and the pages.
• The article's DergiPark page provides the authors' ORCID iDs and institutions, the references, the article type and the PDF address.

The article page is read only for new or changed articles. A page that cannot be read appears as a problem in the result line and is read again in the next harvest. When the page cannot be read, the ORCID iDs, affiliations, references and article type of an existing record are not removed.

The authors on the article page are matched to the authors of the OAI-PMH record by their names. An author whose name does not match is matched by position only when both lists have the same number of authors. If the lists differ, that author's ORCID iD and institution are not taken from the page. This way, no author gets someone else's ORCID iD.

Authors are linked to existing person records by their ORCID iDs, or by an exact match of their names when there is no ORCID iD. If there is no match, a new person record is created. Institutions are matched by their Turkish or English names too. An institution without a match is added to the institution tree, and if the institution text ends with Türkiye or Turkey, the city and the country are filled in too. You can merge duplicate person records as described in Merging Person Records.

The article's access depends on the Copy the PDFs too option. If the PDFs are copied, the article becomes open access under the journal's licence. If they are not copied, the article stays Metadata only, and its page links to the original page on DergiPark. The details are in DergiPark PDF Copies.

Issues and publishing

• An article is placed in the journal's issue that has the same volume and issue number. If there is no such issue, the harvest creates it. An article with no volume and issue information at all is not placed in an issue and stays a draft.
• If the journal record is published, the harvest publishes the issue. The issues that the harvest creates have no publication date. The harvest publishes them anyway, because this step is not held back by the issue date rule.
• An article is published if it passes the catalogue's publish checks. Otherwise it stays a draft. An article left as a draft is tried again in the next harvests, even if it did not change on DergiPark. An article that an editor took off the site, and an issue that was published once and withdrawn, are not published again. For articles left as drafts, see Articles harvested from DergiPark stay as drafts.
• The installation's editor approval rule does not apply to this publishing, because the content is already published on DergiPark. The details of the rule are in Four-Eyes Principle.

Display on the public site

• The article page names the DergiPark page as the original address. The note This record comes from the journal's DergiPark archive appears on the page with a link to the original page.
• The page does not write Google Scholar tags. This way, search engines do not see two originals of the same article.
• The record is left out of the sitemap and OAI-PMH.
• The record's DOI is registered by DergiPark. JournTech does not send these records to Crossref. The details are in Automatic DOI Registration.

If you delete the DergiPark address in the record's External address field, the record counts as your own record and is included in the sitemap and OAI-PMH. If the article changes on DergiPark, the next harvest writes this address again.

Updated records

Each harvest reads all of the journal's records on DergiPark. Articles whose OAI-PMH record has not changed are skipped. The catalogue record of a changed article is rewritten with the information on DergiPark. Manual changes in the following fields are lost in the process.

• The title, abstract and keywords in each language
• The authors and their institutions
• The type-specific details, including dates added by hand, funding and declarations
• The persistent identifiers, which are replaced by the DOI on DergiPark
• The access status, the publisher, the language of the work, the publication year and the publication date
• External address

The record's categories, files and featured setting are kept. Deleted and retracted articles are never updated. Records that are no longer on DergiPark stay in the catalogue and are only counted. The details are in Deleting a DergiPark Article.

The harvest copies the articles' PDFs only if the Copy the PDFs too option is on. While the option is off, the article page links to the original page on DergiPark (Türkiye's national journal platform), and the PDF is read on DergiPark.

Conditions for copying

• A licence must be selected in the journal record. The copied PDFs are published under the journal's licence, and the article becomes open access.
• Every PDF goes through the virus scan like other uploads and does not open before the scan has finished.
• If the article already has a current full text in the catalogue, the harvest does not take a new copy.
• PDFs are requested from DergiPark one at a time and at longer intervals than pages. The details are in DergiPark Request Intervals.

If you turned the option on after the first harvest, the earlier articles open under the journal's licence at the next harvest. The details are in The PDFs of DergiPark articles do not show on the site.

PDFs to try again

If DergiPark does not give a PDF at the time, the harvest marks the PDF to be tried again later. This happens with a 429 or 5xx response and when DergiPark does not answer at all. The result line says that the PDF could not be downloaded for now and will be tried again shortly. The PDFs to try again count shows the number of these PDFs.

• When the run finishes, a new attempt is set up for 20 minutes later.
• For PDFs that still cannot be received, the attempts continue at the same interval. Each PDF is tried at most 5 times.
• A PDF that is copied later drops off the run's problem list.
• The weekly harvest also requests again the missing copies of articles that have not changed on DergiPark.
• When a harvest job passes 20 minutes, it leaves the remaining PDFs to the next attempt without waiting. In that case, the PDF does not lose an attempt.
• If Copy the PDFs too is turned off, the waiting attempts are not made.

PDFs not requested again

A file that is not found on DergiPark (404), is not a PDF or is larger than 100 MB is not requested again. A PDF that could not be received in 5 attempts is not requested again either. The last warning stays in the result line. You can upload the full text of such an article by hand as described in Files and Access.

JournTech sends requests to DergiPark (Türkiye's national journal platform) one at a time and with pauses in between. This way, the journal's archive is taken without straining DergiPark. That is why the first harvest of a large archive can take a long time.

DergiPark's rules

The harvest never requests the sign-in and search addresses that DergiPark's robots.txt file forbids. The record list is read from DergiPark's OAI-PMH address in pages of 100 records, and each page is a separate background job.

Waiting between requests

The harvest waits 1 second before each request and 6 seconds before each PDF. The wait is longer for PDFs, because DergiPark limits downloads more strictly than pages.

When DergiPark is busy

If DergiPark answers with 429 (too many requests) or 503, the harvest waits and makes the same request again.

• The waiting time that the response gives (Retry-After) is used.
• If the response gives no time, the wait grows to 30, 60 and 120 seconds.
• The wait never exceeds 5 minutes.
• After such a response, the wait between requests doubles for the rest of that job and can grow up to eight times its normal length.

If there is still no response after the waits, the page of the record list is retried later in the job queue. An article page is read again in the next harvest. A PDF is marked to be tried again later. The details are in DergiPark PDF Copies.

Long-running jobs

Once a job passes 20 minutes, it stops waiting for DergiPark and leaves the remaining PDFs to the next attempt. A run that lasts longer than half a day counts as stuck and is closed as failed.

Only one harvest job runs at a time. When the harvests of two journals are under way at the same time, their pages are taken in turn. Short jobs such as e-mails and virus scans do not wait for the harvest.

Redirects

For a journal without a Turkish interface, DergiPark redirects Turkish addresses to the English page. The harvest follows redirects only within DergiPark and over https, at most three times. The page that answers becomes the original address of the article record.

If the Find on DergiPark button cannot read the address or cannot find the journal on DergiPark (Türkiye's national journal platform), a warning appears under the DergiPark address or short name field. Follow one of the sections below, depending on the warning.

The address belongs to another site

The warning "This is not a dergipark.org.tr address." appears. Only dergipark.org.tr addresses go in this field. Enter the journal's address on DergiPark or its short name.

The address names no journal

The warning "The address names no journal. Enter the journal address in the form …/pub/shortname." appears. The address must contain /pub/ and the journal's short name. The address of the submission form or of a PDF download page does not work. Open the journal's home page on DergiPark and copy its address.

The short name is invalid

The warning "Enter the journal's short name on DergiPark (letters, digits, - or _)." appears. A short name consists of letters, digits, hyphens or underscores and contains no spaces.

DergiPark has no such journal

The warning "DergiPark has no journal with this name." appears. DergiPark shows no journal with this name, or the journal has moved away from DergiPark. Compare the spelling of the short name with the journal's address on DergiPark. For a journal that changed its name, DergiPark redirects to the new short name, and the search writes the new name in the field itself.

DergiPark does not respond

The warning "DergiPark did not answer." appears. DergiPark did not respond at the time or gave an unexpected response. Try again a few minutes later. If the problem continues, ask your system administrator whether the server can reach dergipark.org.tr.

Too many attempts

The search can be run at most 20 times a minute from the same IP address. Once the limit is passed, the warning "Too many attempts. Please wait a moment and try again." appears above the field. Wait a minute and try again.

Even if the search cannot find the journal, you can enter the journal's DergiPark journal number by hand in the DergiPark journal number field if you know it. The steps are in Finding a Journal on DergiPark.

The Harvest from DergiPark card appears on the journal's Profile tab, below the profile form. The card appears only for journals whose submission method is saved as Managed on DergiPark and whose address on DergiPark (Türkiye's national journal platform) has been entered. Check the causes below in order.

The profile is not saved

The card looks at the saved profile. Selecting an option in the Submissions list or pressing Find on DergiPark is not enough.

1. In the Submissions list, select Managed on DergiPark.
2. Fill in the DergiPark address or short name field.
3. Press Save.

After saving, the card opens below the profile form. The details of finding the address are in Finding a Journal on DergiPark.

You are on another tab

The card is only on the Profile tab. It does not appear on the Issues tab or on the other tabs.

The journal management screen does not open

The journal management screen needs permission to manage the journal. This permission is in the Catalogue editor role and in the Editor-in-chief role granted for the journal. If you do not have the permission, contact your system administrator.

The switches and the Save button on the Harvest from DergiPark card depend on your permissions, on the confirmation of the editorial board's consent and on the licence of the journal record. Check the causes below in order.

No publishing permission

If the card says "Switching the harvest on needs catalogue publishing rights (catalogue editor or system administrator).", you do not have permission to turn the harvest on. Because the harvested articles are published in the catalogue, the switch is turned on by someone with the catalogue publishing permission. The journal's editor with the Editor-in-chief role sees the card but cannot turn the harvest on. Ask a catalogue editor or a system administrator for help.

Changing the settings while the harvest is on needs this permission too. An editor without it can only turn the harvest off.

The Save button is disabled

When you turn the harvest on for the first time, a box appears that confirms the editorial board's consent. The Save button does not work until the box is ticked. The button is also disabled when no setting has changed.

The PDF copy switch is disabled

If the switch has the text "Set open access and a licence in the journal's record first; PDFs are published under it." under it, the journal record has no licence. Because the copied PDFs are published under the journal's licence, a licence must be selected first.

1. On the journal management screen, press Record details.
2. In the Access and licence section, set the Access status field to Open access.
3. In the Licence field, select the journal's licence.
4. Press Save changes.
5. Go back to journal management and turn on the Copy the PDFs too switch.

No address saved

If saving shows the warning "Enter the journal's DergiPark address first.", the journal's address on DergiPark (Türkiye's national journal platform) is not saved. Save the address as described in Finding a Journal on DergiPark.

The harvest publishes an article only if it passes the catalogue's publish checks. Articles that fail them stay as drafts and are added to the Left as drafts count in the result line. Check the causes below in order.

The journal record is not published

If the journal's own catalogue record is not published, the harvest publishes neither the issues nor the articles. Publish the journal record as described in Record Statuses and Publishing.

The first harvest after you publish the journal record also publishes the articles left as drafts earlier, and their issues. This happens even when the article did not change on DergiPark (Türkiye's national journal platform). If you do not want to wait for the weekly harvest, press the Harvest now button on the journal management screen.

The harvest does not publish again an article that an editor took off the site. It does not publish an issue that was published once and taken down later either, nor the draft articles in it. Publish such issues by hand on the issue screen. The details are in Publishing an Issue.

The article has no volume and issue information

An article whose DergiPark record has no volume and issue information at all is not placed in an issue and stays a draft. Place the article in an issue as described in Adding Articles to an Issue. To publish it without waiting for an issue, see Publishing an Article as Early View.

A required field is missing in the article

The catalogue requires at least one author, an abstract and a keyword for an article. If one of these is missing in the DergiPark record, the article stays a draft.

1. On the Catalogue → Publications screen, open the article.
2. Fill in the gaps that the Metadata quality card lists.
3. Press Save changes.
4. Press Submit for review.
5. Press Publish.

If you do not publish the article by hand, the next harvest publishes it when it passes the checks. If the article changes on DergiPark, the next harvest rewrites the record with the information on DergiPark, and the details you added are lost. That is why completing the missing information on DergiPark too is the lasting solution. The details are in Records Harvested from DergiPark.

The PDF of an article harvested from DergiPark (Türkiye's national journal platform) appears on the site only if the harvest copied the PDF and the article is open access. The page of an article whose PDF was not copied links to the original page on DergiPark. Check the causes below in order.

PDF copying is off

If the Copy the PDFs too option is off, the harvest does not copy PDFs. Turn the option on as described in Harvesting from DergiPark. The option needs a licence in the journal record.

The option was turned on after the first harvest

If copying was turned on later, the earlier articles open at the next harvest. The harvest also copies the PDFs of articles that have not changed on DergiPark, sets their access status to Open access and, if their licence field is empty, enters the journal's licence. If you do not want to wait for the harvest, press Harvest now.

The PDF will be tried again

If the result line has a PDFs to try again count, DergiPark did not give these PDFs at the time. The harvest requests them again 20 minutes later and again after that if needed. The details are in DergiPark PDF Copies.

The PDF will not be requested again

If the result line says that the PDF could not be downloaded, the file may not have been found on DergiPark, may not be a PDF or may be too large. The harvest does not request this PDF again. Upload the full text by hand on the article's Files tab. The steps are in Files and Access.

The virus scan is running

Every copied PDF goes through the virus scan and does not appear on the site before the scan has finished. The scan status of the file is shown on the article's Files tab.

If a run cannot get the record list from DergiPark (Türkiye's national journal platform) or stops halfway, it ends with the Failed status. A problem with a single article does not stop the run. It only appears in the result line. Follow one of the sections below, depending on the reason that the problem line gives.

DergiPark does not respond

If the line says "DergiPark could not be reached." or that DergiPark is not responding at the moment, DergiPark did not give the record list despite several attempts. Restart the harvest after a while with the Harvest now button. If you do not start it by hand, the system tries again a week later.

DergiPark gave a response that cannot be read

If the line says "DergiPark sent an answer that cannot be read." or that DergiPark gave an OAI error or an unexpected response, the record list could not be read. Try again after a while. If the problem continues, tell your system administrator.

The journal or the address is gone

If the line says "The journal or its DergiPark address is gone.", the journal record was deleted or the DergiPark address in the profile was removed. Save the address again as described in Finding a Journal on DergiPark.

The harvest stopped without finishing

If the line says "The harvest stopped without finishing.", the run took longer than half a day and the system closed it as failed. Start a new run with the Harvest now button. The new run reads the whole list from the start, but it skips the records that were taken in earlier runs and have not changed.

Problem lines in a finished run

A run with the Done status can also list problems with individual articles.

• If an article page could not be read or has moved to another address, the article is taken with its other information from DergiPark, and the page is read again in the next harvest. What the page gave an article taken before is not removed.
• The warning "This DergiPark article belongs to another journal here." says that the same DergiPark article is linked to another journal in the catalogue. Check whether the same DergiPark address is saved in the profiles of two journals.
• The warning "The record has no title." says that the record received has no title in any language. Such a record is not added to the catalogue.
• The warning "The record could not be added to the catalogue." says that the catalogue refused the record. The rest of the warning gives the reason.

For PDF problems, see DergiPark PDF Copies.

Alert to the system administrators

Every run that ends as failed sends an operations alert to the system administrators. At most one alert per hour goes out for the same journal. The alert links to the journal's Profile tab. The details of the alerts are in Operations Alerts.

The Harvest now button starts a new harvest run in the background. If the button does not work, check the causes below in order.

The button is missing

The button appears only after the harvest has been turned on and saved. Turn on the Harvest the published issues from DergiPark switch and press Save. If the switch does not turn on, see The DergiPark harvest cannot be turned on.

A run is already in progress

If the button says Harvest running…, a run of the journal is in progress. Only one run goes at a time for a journal, and the button becomes active again when the run finishes. If someone else started a run at the same time, the warning "A harvest of this journal is already running." appears. The results arrive in the card's table by themselves.

A run that lasts longer than half a day counts as stuck and is closed as failed in the system's regular check. After that, the button works again.

Too many attempts

At most 6 harvests an hour can be started by hand from the same IP address. The limit is shared by all journals. Once the limit is passed, the warning "Too many attempts. Please wait a moment and try again." appears. Wait a while and try again.

The harvest was turned off or the address removed

If the warning "Turn on the DergiPark harvest first." appears when you press the button, the harvest has been turned off in the meantime. The warning "Enter the journal's DergiPark address first." says that the journal's address on DergiPark (Türkiye's national journal platform) has been removed. Refresh the page and check the settings.

The Institutional Archive shows the theses in the institution's own open repository on the public site. The theses are imported into the catalogue from the repository's OAI-PMH service and synced with it every night. You set up and follow the harvest on the Catalogue → Thesis harvest screen.

The original of an imported thesis stays in the repository. A mistake in a thesis is corrected in the repository, and the next sync brings the correction into the catalogue. The thesis page on the public site links to the record in the repository. An embargoed or restricted thesis shows only its bibliographic details.

The Institutional Archive page of the public site shows how many theses there are, of which types and from which graduate schools. On the Theses page theses are filtered by type, graduate school, department, advisor, year, language and access status. The two pages are not added to the menu by themselves. How to add them is explained in Adding the Institutional Archive to the Menu.

You set up the thesis harvest in the Source settings card of the Catalogue → Thesis harvest screen. People with the Manage site settings and feature flags permission change the source settings. People with the Bulk import (CSV, XLSX, JSON) permission see the screen, start the harvest and read its results.

Before you start

• Ask the repository's administrator for its OAI-PMH address. In DSpace repositories this address usually ends in /server/oai/request.
• Ask the repository's administrator which sets hold the theses. In DSpace repositories every graduate school's community and every department's collection is a set of its own.

Checking the source

1. Open the Catalogue → Thesis harvest screen.
2. Type the repository's OAI-PMH address in OAI-PMH address.
3. Press Check the source.

The check reads the repository's identity, the record formats it offers and its sets. In a repository with many sets this takes about a minute. When it is done, The archive's details shows the repository's name, its contact address, how it reports deleted records and the formats it offers. If the check fails, see Check the source gives an error.

Choosing the settings

1. Leave the recommended format selected in Metadata format. JournTech recommends the format, among those the repository offers, that gives the most detail about a thesis. In DSpace repositories this is xoai.
2. Tick the sets that hold the theses in Sets. The Choose the thesis collections button chooses every set whose name shows it is a thesis collection.
3. Choose in Full text how readers reach the full texts.
4. Leave the recommended The archive's record option selected in Original page.
5. Type the name of the university that awards the degrees in Institution name. If the university is in the institution tree, also choose it in Its entry in the institution tree.
6. Switch Harvest on on.
7. Press Save.

The harvest can only be switched on with the address that was checked. If you change the address, check the source again before you save.

Sets

A thesis that is in several sets is in the catalogue once. One installation imports theses from at most 300 sets.

The list of sets a check reads is kept. When you open the screen again, the list shows with the date of the check. You do not need to check the source again to add a set. A set added to the repository after the last check is not in the list. To add it, check the source again. The new check replaces the kept list.

If a chosen set is not in the kept list, not in the archive shows next to it. The list shows at most 2,000 sets. For a repository with more sets, the note under the list gives the number of sets in the repository. If the screen shows only the chosen sets, no list has been kept yet. Check the source once in that case.

Full text

With Link to the archive's file selected, the page of an open-access thesis opens the full text from the file in the repository.

With Copy the file here after a malware scan selected, open-access PDF files are copied here and scanned for viruses like every upload. Copying works only with xoai, the format that lists the files, and files larger than 150 MB are not copied. To keep the load on the repository low, JournTech waits ten seconds before each file. The first full harvest therefore takes much longer.

The files of embargoed and restricted theses are never copied or linked, whichever option you choose.

Original page

With The archive's record selected, search engines treat the thesis's record in the repository as its original page. The page on this site carries no citation tags, and the thesis stays out of the sitemap and of this site's OAI-PMH output. This way the same thesis does not appear twice in search engines. The page on this site makes the page on this site the original.

The first full harvest

After you save the settings, press Full harvest in the Status card. A full harvest reads every record in the chosen sets. If you press the button outside the night hours, the harvest starts by itself when they come. The card shows the night hours.

The full harvest runs in the background and you can leave the screen. While the screen is open, the counts refresh by themselves. JournTech sends its requests to the repository one at a time with pauses, so a full harvest of a repository with thousands of theses can take hours. After the first full harvest, new and changed theses are synced every night by themselves. The details are in Full Harvest and Sync.

Switching the harvest off

If you switch Harvest on off and press Save, the scheduled runs stop. The theses imported so far stay in the catalogue and on the public site.

The Institutional Archive and Theses pages of the public site are ready, but they are not added to the menu by themselves. You add the two links to the top menu once for each language. The menu is explained in detail in Editing a Menu.

Turkish menu

1. On the Institutional content → Menus screen, choose the Header menu tab and the Türkçe button.
2. Press Add link.
3. Type "Kurumsal Arşiv" in Label.
4. Choose Site section in Target type.
5. Choose the Institutional Archive section in Target.
6. Press Done.
7. Press Sub-link on the new link's row.
8. Type "Tezler" as the name of the child link and choose the Theses section the same way.
9. Press Save menu.

English menu

Switch to the English menu with the English button and follow the same steps. Name the links "Institutional Archive" and "Theses". On the English site, the site section opens its own English address.

You can change the names in the menu as you like. The link's address comes from the site section you chose. The public site keeps menus in its cache for about 20 seconds. If the link does not show on the site, see A menu link does not show on the site.

The thesis harvest reads the repository with three kinds of run. The system starts them by itself in the night hours. You can also start a run by hand on the Catalogue → Thesis harvest screen. Only one run goes on at a time.

Kinds of run

A full harvest reads every record in the chosen sets from the start and skips the theses that did not change in the repository. Start a full harvest after you change the sets, the record format, the full-text option or the institution name. A sync reads only the records that changed in the repository, so it does not bring the older theses of a newly chosen set.

A sync asks the repository for the records changed since the last successful full harvest or sync. A repository does not always change a thesis's record when its embargo ends, so the sync also reads the theses whose embargo date has passed. One sync checks the embargo of at most 200 theses.

The removal check compares the repository's whole list with the catalogue. A thesis that is no longer on the list is unpublished. A record on the list with a newer date than ours is read again. Some repositories report deleted records only for a while. Thanks to this check, a thesis deleted from the repository is unpublished within a week at the latest.

If the repository's address, the record format or the sets change while a run is going on, the run stops halfway and its problems say the source changed. Start the run again with the new settings.

Night hours

Full harvests and scheduled runs take place in the night hours, when the repository's load is low. By default they are from 01:00 to 06:00, and the Night hours line of the screen shows them. The system administrator changes them in the installation settings.

A full harvest asked for outside the night hours starts when they come. The Sync now and Check for removed theses buttons start their run at once.

Pauses between requests

JournTech sends its requests to the repository one at a time and waits two seconds before each one. When full texts are copied, it waits ten seconds before each file. If the repository's robots.txt asks for a longer pause, JournTech keeps to it up to thirty seconds. If the repository says it is busy, JournTech waits for the time the repository asks for and sends the request again. If the repository names no time, it waits half a minute, then one minute, then two minutes.

The list of records is read page by page, and each page is queued as a job of its own. Every thesis read is saved at once, so the theses read before a harvest stopped are not lost. A run that takes longer than twelve hours counts as failed and is closed.

Safety limit for removals

During maintenance or a migration, a repository may leave part of its records off its list for a while. So that a scheduled check does not empty the catalogue in such a case, there is a limit. If the number of theses missing from the repository's list is greater than both 25 and 5 per cent of the imported theses, the check unpublishes none of them. The run's problems say so, and an alert goes to the system administrators.

If the theses really were removed from the repository, start the check by hand with Check for removed theses. A check started by hand does not apply the limit. The details are in The removal check did not remove the theses.

Failed runs

If the repository cannot be reached, gives an answer that cannot be read, or the run stops halfway, the run ends with the Failed status and an operations alert goes to the system administrators. A problem in a single record does not stop the run.

Nor does a page the repository cannot produce in spite of several tries. The repository usually fails because it cannot write one record on that page. JournTech then gets that set's list of records again from its start and asks for the records it has not harvested yet one at a time. A record the repository still cannot produce is added to the list of problems; the other records are harvested. The next set is read page by page as usual. The solutions are in Thesis harvest looks failed.

The Catalogue → Thesis harvest screen is where you set up, start and follow the harvest of theses from the institution's open repository. The screen needs the Bulk import (CSV, XLSX, JSON) permission. Only people with the Manage site settings and feature flags permission change the source settings. Everyone else sees them read-only.

The Transfer report (CSV) button at the top of the screen downloads the transfer report. Its columns are listed at the end of this topic.

Status

The first line of the Status card says where the harvest stands. While a run is going on, the screen refreshes itself every few seconds.

Under the counts you see when the last full harvest, sync and check for removals finished. The Next run line shows the system's next run and the earliest time it starts. The Night hours line shows the hours in which full harvests and scheduled runs take place.

Harvest buttons

Sync now and Check for removed theses stay disabled until the first full harvest has finished. While a run is going on, or while the harvest is switched off, all three buttons are disabled. The note under a button gives the reason.

Check for removed theses asks for confirmation first. A check started by hand unpublishes every thesis that is missing from the repository's list. The safety limit of the scheduled check does not apply to it. The limit is explained in Full Harvest and Sync.

If you press Full harvest outside the night hours, the harvest starts when they come. The screen tells you when it starts.

Source settings

How to fill in the fields is explained in Setting Up the Thesis Harvest.

Recent runs

The Recent harvests table lists the last ten runs. The Kind column shows the kind of run, and Started shows when it started and who started it. Result shows the main counts above zero.

The row of a run started by hand gives the name of the person who started it. A full harvest asked for outside the night hours shows the name of the person who asked for it. A run the system started by itself shows Scheduled. If the account of the person who started it was deleted, Started by a user takes the place of the name.

The Details button of a row opens all the counts of the run, the records by set and the problems.

The Records by set table shows, for every set, how many records the repository reports next to how many the run read. When the two differ, the row shows a warning sign.

The Problems and skipped records list gives each problem's record identifier and its cause. The list shows the first twenty problems. If there are more, the Show all problems button opens up to a hundred. How to solve them is explained in Thesis harvest looks failed.

Transfer report

The Transfer report (CSV) button downloads a CSV file with one row for every record the harvest knows. The file opens in a spreadsheet with Turkish characters intact.

The thesis harvest creates a thesis record in the catalogue for every thesis in the chosen sets of the repository. The original of the record stays in the repository. A thesis that changes in the repository is updated in the catalogue at the next sync too.

Details taken from the repository

The thesis harvest takes these details from the repository.

The institution field gets the university name typed on the thesis harvest screen. The repository's language tags are not always right, so a text's own words decide whether it is Turkish or English. The "ÖZET" heading and the reference line in DSpace's Turkish abstract field are left out of the abstract. Names and titles written in capitals are changed so that only their first letters are capitals.

Authors are linked to existing person records by their ORCID iD, or by an exact match of their names when there is no ORCID iD. If nothing matches, a new person record is created. You can merge duplicate persons as in Merging Person Records. Advisors are not linked to person records. Their names go into the record's advisor field.

Kind of thesis

The kind of thesis comes from the repository's type and subtype. In DSpace repositories a thesis whose subtype is medical specialty becomes Medical specialty, and one whose subtype is proficiency in art becomes Proficiency in art. Without a subtype, a master's thesis becomes Master's and a doctoral thesis Doctoral. Records that are not theses, such as bachelor's theses, working papers or datasets, are not harvested and count under Skipped records.

Access status and full text

• A thesis with an embargo date in the future in the repository becomes Embargoed, and the date the embargo ends goes into the record. When the embargo ends, the thesis becomes open access at the next sync.
• A thesis known to be embargoed in the repository, but without an end date, becomes Restricted.
• A thesis with restricted access in the repository becomes Restricted, and one whose details only are open becomes Metadata only.
• All other theses become Open access.

The full text of an open-access thesis opens through a link to the file in the repository or is copied here, depending on the choice on the thesis harvest screen. The files of embargoed and restricted theses are never copied or linked.

Licence

The licence of a thesis is found from the licence address in the repository. If the catalogue's licence list has a licence with the same address, the thesis is published under it. If the repository names a Creative Commons licence the list lacks, the thesis harvest adds that licence to the list. A thesis under CC BY-NC-ND 3.0 US, for example, is published under its own licence and is not turned into the 4.0 version. If the repository names no licence at all, the thesis gets the All rights reserved licence. The rights then stay with its author, and the repository only distributes it. An open-access thesis that comes with a licence the catalogue does not know, other than a Creative Commons one, stays a draft.

Publishing

A harvested thesis is published when it passes the catalogue's publishing checks. If it does not, it stays a draft. A thesis that stays a draft is tried again when it changes in the repository or at the next full harvest. The installation's editor approval rule does not apply to this publishing, because the thesis is already published in the repository. For theses that stay drafts, see A harvested thesis stays a draft.

A thesis an editor unpublished is not published again. A thesis deleted in the catalogue is not created again by the harvest.

Theses removed from the repository

If the repository reports that it deleted a thesis, or the removal check does not find the thesis on the repository's list, the thesis is unpublished and goes back to draft. If the repository lists the thesis again, it comes back at the next sync.

A harvested thesis in the panel

At the top of a harvested thesis's record form, a note says the thesis came from the repository, with the Open the archive's record link. The fields that come from the repository are read-only. Correct a mistake in the repository's record, and the next sync brings the correction here. You can change the thesis's categories, whether it is featured on the home page and its relations to other records in the panel. The details are in The details of a harvested thesis cannot be changed.

On the public site

• The thesis page links to the record in the repository and says the thesis was harvested from the institution's open repository.
• When The archive's record is chosen as the original page on the thesis harvest screen, the original address the page gives is the record in the repository. The page writes no Google Scholar tags, and the thesis stays out of the sitemap and of this site's OAI-PMH output.
• Harvested theses do not appear in the new publications section of the home page. They appear on the Institutional Archive pages, in search and in the catalogue lists of the public site.
• JournTech does not send harvested theses to Crossref. If a thesis has a DOI, the repository registered it itself.

When Check the source cannot read the repository's identity, formats and sets, the reason appears under OAI-PMH address. The harvest can only be switched on with an address whose check succeeded. Follow the section below that matches the message under the field.

The address cannot be reached

If the repository did not answer, or the check did not finish within a minute, the message says the address cannot be reached.

1. Check that the address is typed correctly. It starts with https:// or http:// and contains no question mark or parameters.
2. Open the address in a browser and add ?verb=Identify at its end. If the repository answers, the page shows its name.
3. If the browser gets an answer but the check still cannot reach the repository, the JournTech server cannot reach it. Ask your IT department to let the JournTech server connect to the repository's address.
4. If the repository is busy at the moment, try again a little later.

The address is not an OAI-PMH service

If the address answered but the answer is not an OAI-PMH answer, the message says the address is not an OAI-PMH service. This mostly happens when the repository's home page or search page was entered. In DSpace 7 and later the OAI-PMH address ends in /server/oai/request, in older versions usually in /oai/request. Ask the repository's administrator for the right address.

robots.txt does not allow it

If the repository's robots.txt forbids reading the OAI-PMH address, JournTech does not read the repository. Ask the repository's administrator to open the OAI-PMH address in robots.txt. Once they have, check the source again.

The address has not been checked yet

If saving with Harvest on switched on says the address has not been checked yet, the address changed after the last check. Press Check the source and save again when the check is done.

When a run cannot get the list of records from the repository, or stops halfway, it ends with the Failed status. A problem in a single thesis does not stop the run; it only appears in the list of problems. Nor does a page the repository cannot produce. To see the problems, press the run's Details button in the Recent harvests table. Follow the section below that matches the cause the problem line gives.

The repository is not answering

If the line says "The source archive could not be reached." or that the repository is not answering right now, the repository did not answer despite several attempts. Start the run again a little later. If you do not start it by hand, the system tries again the next night. If the problem lasts for several days, contact the repository's administrator.

The repository gave an answer that cannot be read

If the line says "The source archive sent an answer that cannot be read.", or that the repository reported an OAI error or answered unexpectedly, the repository's answer could not be read. Try again a little later. If the problem continues, pass the error code on the line to the repository's administrator.

robots.txt no longer allows it

If the line says "The source archive's robots.txt does not allow its OAI-PMH address.", the repository's robots.txt changed after the check. Ask the repository's administrator to open the OAI-PMH address again.

The run stopped halfway

If the line says "The harvest stopped without finishing.", the run took longer than twelve hours and the system closed it as failed. Start the run again. The theses read until then stay in the catalogue, and the unchanged ones are not written again.

If the line says "The archive's address, format or sets changed during the harvest. Start it again.", the repository's address, the record format or the sets were changed while the run was going on. Start the run again with the new settings.

Problem lines in a finished run

A run with the Done status can also list the problems of single records.

• If the line says the record is not a thesis, the record is of another kind, such as a bachelor's thesis or a dataset, and is not harvested. If it is a thesis, correct its type in the repository.
• "The record has no title." says the record has no title in any language. Add the title in the repository.
• "The record's OAI identifier is longer than 128 characters." says the record's identifier is too long to be harvested. Tell the repository's administrator.
• "The record could not be added to the catalogue." says the catalogue refused the record. The rest of the message gives the reason.
• "The source archive could not produce this page, so the set's records were asked for one at a time." says the repository could not produce a page in spite of several tries. It usually fails because it cannot write one record on that page. JournTech then gets the set's list again from its start and asks for the records it has not harvested yet one at a time. The run therefore takes longer than usual.
• If the line says the repository could not produce the record, the repository refused the record with an error each time it was asked for, and the record was not harvested. The error usually comes from the record itself; its abstract may hold a character that XML does not accept, for example. Pass the record identifier on the line to the repository's administrator. Once the record is corrected in the repository, the next sync brings it.
• If the line says the thesis stays a draft, see A harvested thesis stays a draft.

Full-text problems

These problems only come up while full texts are copied.

• If the line says the full text was not downloaded for now, the repository did not give the file at that moment. The file is asked for again up to five times, twenty minutes apart.
• If the line says the full text was not downloaded, the repository refused to give the file. Check that the file is open access in the repository.
• "The full text is larger than the 150 MB limit." says the file is too large to be copied. In that case the thesis page does not show the full text.

The removal check did not remove theses

If the line says "Many theses were missing from the source archive's list. As that is beyond the safety limit, no thesis was unpublished.", see The removal check did not remove the theses.

The alert to the system administrators

Every run that ends as failed sends an operations alert to the system administrators. At most one alert is sent per hour. The alert links to the Thesis harvest screen. Alerts are explained in Operations Alerts.

A harvested thesis that does not pass the catalogue's publishing checks stays a draft. You find the reason in two places. The run's problem list says which check the thesis did not pass. In the Transfer report (CSV) file, the thesis's status column says draft and its note column gives the code of the reason. Follow the section below that matches the code.

A thesis that stays a draft is tried again when it changes in the repository or at the next full harvest.

The licence is not known

If the code is open_needs_licence, the thesis is open access, but the licence the repository names is not in the catalogue's licence list. The thesis harvest adds the Creative Commons licences a repository names to the list by itself. This code comes up with a licence address that is not Creative Commons. Check the licence address in the repository. If it is wrong, have the repository's administrator correct it. If it is right, contact your system administrator.

The author or the year is missing

If the code is author_required, the record in the repository has no author. If the code is year_required, the record has no date for the thesis. Add it to the record in the repository. As the record changed in the repository, the thesis is tried again at the next sync.

An editor unpublished the thesis

If the note column says taken_down, the thesis was published once and an editor unpublished it. The thesis harvest does not publish again a thesis an editor took down. To publish it again, use the publish button of its record form.

The thesis was removed from the repository

If the status column says removed, the thesis went back to draft because it was removed from the repository. deleted in the note column means the repository reported that it deleted the thesis, and missing means the thesis was not on the repository's list in a removal check. If the repository lists the thesis again, it comes back at the next sync.

If a thesis in the repository does not show on the public site, first download the Transfer report (CSV) file on the Catalogue → Thesis harvest screen. Look the thesis up in the file by its OAI identifier or title, and follow the section below that matches the status column of its row.

A thesis missing from the report

If the thesis is not in the report, the harvest has not read it yet.

• Check that the collection the thesis is in is among the chosen sets. If it is not, choose the set in Sets, save and start a full harvest. If the collection is not in the list, it was added to the repository after the last check. Check the source again first in that case.
• If the thesis was added to the repository recently, it comes with the next night's sync. To bring it at once, press Sync now.

A thesis not harvested (skipped)

The thesis was not harvested, and the note column gives the reason. The not_thesis code says the record is not a thesis. After the code comes the record's type in the repository, for example not_thesis:bachelorThesis. The no_title code says the record has no title. Master's, doctoral, proficiency in art and medical specialty theses are harvested. If the record is a thesis, correct its type or title in the repository. The next sync then brings it.

A thesis that stays a draft (draft)

The thesis stays a draft in the catalogue. The reason is explained in A harvested thesis stays a draft.

A thesis removed from the repository (removed)

The thesis was unpublished because it was removed from the repository. If the repository lists it again, it comes back at the next sync.

A published thesis (published)

The thesis is published on the site, and the local_url column gives its address. Harvested theses do not appear in the new publications section of the home page. You find the thesis on the Theses page of the public site or in search.

The page of an embargoed or restricted thesis shows only its bibliographic details, and the full text does not open. If there is an embargo end date, the page shows it.

If the system started the removal check and the check did not find many theses on the repository's list, no thesis is unpublished. The run's problems say "Many theses were missing from the source archive's list. As that is beyond the safety limit, no thesis was unpublished.", and an alert goes to the system administrators. The limit applies when the number of theses missing from the repository's list is greater than both 25 and 5 per cent of the harvested theses. Why it exists is explained in Full Harvest and Sync.

1. Press the check's Details button in the Recent harvests table.
2. In the Records by set table, find the sets with fewer records than expected or none at all.
3. Ask the repository's administrator whether these sets changed.

Depending on the answer, follow one of the ways below.

The repository had a passing problem

If the repository was under maintenance or left part of its records off its list for a while, you need to do nothing. The next scheduled check reads the repository's whole list again.

The repository's sets changed

If collections were merged, moved or renamed in the repository, the theses are now in other sets.

1. Press Check the source.
2. In Sets, choose the new sets and untick the ones that no longer exist.
3. Press Save.
4. Start a full harvest.

The full harvest sees the theses in the new sets, and the next check does not remove them.

The theses really were removed from the repository

If the repository's administrator confirms the theses were removed, press Check for removed theses and confirm. A check started by hand does not apply the safety limit and unpublishes every thesis missing from the repository's list.

The original of a thesis harvested from the institutional repository is in the repository, so the fields that come from there are locked in the record form. The note at the top of the form says the thesis came from the repository and when the repository last listed it.

Correcting a detail

1. Open the thesis's record in the repository with the Open the archive's record link at the top of the form.
2. Correct the mistake in the repository's record, or have the repository's administrator correct it.
3. If you want the correction at once, press Sync now on the Catalogue → Thesis harvest screen.

If you do not press the button, the correction comes with the next night's sync.

What the panel can change

You can change these settings of a harvested thesis in the panel.

• The thesis's categories
• Whether the thesis is featured on the home page, and its place there
• The thesis's relations to other records

These settings do not come from the repository, and the sync leaves them alone. The thesis's files come from the repository and cannot be changed in the panel. An earlier version of the thesis cannot be restored either.

Keeping a thesis off the site

If you do not want a thesis on the site, unpublish it from its record form. The thesis harvest does not publish again a thesis an editor unpublished. If the thesis must also leave the repository, contact the repository's administrator.

The authors, editors and other contributors in the catalogue are person records. People and institutions are managed on the Catalogue → People & institutions screen. Institutions form a tree of parent institutions and their units.

If a person has two separate records, the records are merged and the publications are gathered on one record. The system scans for possible duplicates every day and lists them on the Duplicates tab. A merge cannot be undone and is written to the audit log.

Deleted people and institutions do not disappear permanently. They can be restored if needed. A person's e-mail address is never shown on public pages.

You manage person and institution records on the Catalogue → People & institutions screen. People are on the People tab and institutions on the Institutions tab. You can also create a new person while adding an author to a catalogue record. That way is explained in Adding Authors and Contributors.

Adding a person

1. On the People tab, press New person.
2. In the Display name field, type the name the person will have in publications.
3. If you know them, fill in the Given name, Family name and ORCID iD fields.
4. Select the person's current institution from the Institution list.
5. Press Create.

The person's page opens. If there are people with similar names, the notification at the bottom right gives their names. If the new record belongs to the same person, merge it with the existing record as in Merging Person Records.

You can type the ORCID iD in the form 0000-0002-1825-0097 or as an https://orcid.org/… link. Its check digit is verified. An ORCID iD can belong to only one person in the catalogue. The address in the E-mail (private) field is never shown on public pages.

Editing a person's details

1. On the People tab, press the person's name.
2. Correct the details on the Identity card.
3. On the Short bio card, write the Turkish and English bio.
4. On the Affiliations card, press Add institution.
5. Select the institution on the new row.
6. If you want, fill in the Title / position, From and To fields.
7. Press Save.

A person can have at most 20 institution links. The end date of a link cannot be before its start date. If the Display name changes, the person's slug is renewed from the new name. Whether the slug changes this way or in the Slug (URL) field, the old address redirects to the new one. The Public page button at the top of the page opens the person's author page on the public site.

Deleting and restoring a person

Only a person who does not appear in any publication can be deleted.

1. On the person's page or in the row menu of the list, select Delete person.
2. Confirm the deletion in the window that opens.

A deleted person is not gone for good. When you tick the Show deleted box, the list shows deleted people. Restore in the row menu brings the person back. Until a deleted person is restored, they cannot be added to publications and their public page does not appear.

Adding an institution

1. On the Institutions tab, press New institution.
2. Fill in the Name (Turkish) field and, if there is one, the Name (English) field.
3. If the institution is a unit of another institution, select the parent from the Parent institution list.
4. Fill in the ROR ID, Country code, City and Website fields.
5. Press Save.

To add a unit under an institution, select Add sub-unit from that institution's menu in the tree. The parent institution field fills in by itself. To take the institution's details from its ROR record, see Searching ROR for an Institution.

The country code is two capital letters, and a new institution comes with TR filled in. A ROR ID can belong to only one institution. An institution cannot be moved under itself or under one of its sub-units. If an institution's slug changes, its old address redirects to the new one.

Deleting and restoring an institution

An institution with sub-units or linked people, or one that a publication lists as its authors' institution, cannot be deleted. In the tree, the Delete institution item of an institution with sub-units is disabled.

1. In the tree, select Delete institution from the institution's menu.
2. Confirm the deletion in the window that opens.

The Show deleted box on the Institutions tab lists deleted institutions with the time they were deleted. The Restore button on the row brings the institution back. To restore a sub-unit, restore its parent institution first. Deleting and restoring are written to the audit log.

The reasons why a record cannot be deleted or restored are in A person or institution cannot be deleted and A deleted person or institution cannot be restored.

ROR (Research Organization Registry) gives research organisations a persistent identifier. The Search ROR button in the institution form lists the matches in ROR and writes the ROR ID and the name of the record you select into the form.

Before you start

The button appears only if the system administrator switched on ROR search in the institution form on the Administration → Site settings → Integrations tab. The server must be able to reach api.ror.org.

Searching and selecting

1. On the Catalogue → People & institutions screen, open the Institutions tab.
2. Press New institution, or select Edit from the menu of an existing institution.
3. In the form, press Search ROR. The search box fills with the institution's name from the form.
4. If needed, change the name to search for.
5. Press Search.
6. In the list, press the institution's record.
7. Check the details written into the form.
8. Press Save.

The list shows at most 10 matches with their name, acronym, city, country and ROR ID. A search needs at least two characters.

Details written into the form

The ROR ID of the record you select is written into the ROR ID field. If the ROR record has a Turkish name, it goes into the Name (Turkish) field. If it has an English name, that goes into the Name (English) field. If the Turkish name field is empty and ROR has no Turkish name, the record's name in ROR is written. The country, city and website are filled in only if they are empty in the form.

Marked matches

• A record that is not active in ROR is marked Inactive in ROR, and a record withdrawn from ROR is marked Withdrawn from ROR.
• A ROR ID used by another institution cannot be selected. The row says which institution uses the ID.

When ROR does not answer

If ROR cannot be reached, the warning "ROR is not answering right now. Try again a little later." appears instead of the list. You can also type the ROR ID into the ROR ID field by hand. The ID has nine characters and starts with 0. You can also paste the ID as an https://ror.org/… link.

If a person has two separate records, you merge the record to remove into the record to keep. All publication links of the removed record move to the record that is kept. A merge cannot be undone.

Opening the merge window

You open the window from these places:

• The Merge with another person button on the person's page.
• Merge with another person in the person's row menu in the People list.
• The merge buttons on the Duplicates tab.
• The Merge button on the Possible duplicates card of the person's page.

Steps

1. On the person's page, press Merge with another person. This person comes in as the Profile to remove (source).
2. In the Search the target person field of the Profile to keep (target) card, type the name or ORCID iD of the person to keep.
3. Select the person to keep from the list.
4. If the source and the target are the wrong way round, press Swap direction between the two cards.
5. If you want, type the reason for the merge in the Reason field.
6. Press Merge.

The notification says how many contributions were moved and how many publications were updated. If you started the merge from a person's page, the page of the person you kept opens.

Results of the merge

• The publication contributions of the removed record move to the record that is kept. If the kept person already appears on the same publication with the same role, the duplicate contribution is deleted. Its corresponding author mark, institutions and contribution roles are added to the remaining contribution.
• If a user account's profile or author rows of submissions point to the removed record, they point to the kept record afterwards.
• The institution links of the removed record that the kept record does not have are added.
• The ORCID iD, the user account link, the bio, the web page and the e-mail are taken from the removed record if they are empty in the kept record.
• The old addresses of the removed record on the public site redirect to the page of the kept person.
• The duplicate match between the two people is closed. The other matches of the removed person leave the queue too.
• The action is written to the audit log with its reason.

If two people try to merge the same pair in opposite directions at the same time, the second action waits for the first one to finish and stops with the warning "This person was merged into another record; a merged record cannot be restored."

Records that cannot be merged

• Two people with different ORCID iDs cannot be merged.
• Two people linked to different user accounts cannot be merged.
• A record that was merged before cannot be merged again.
• A deleted person cannot be merged. Restore the person first with Restore.

How to solve these cases is explained in Person records cannot be merged. Merging needs a separate permission. The Production coordinator role edits person records but cannot merge them.

The system scans person records every day and lists pairs that may belong to the same person on the Duplicates tab of the Catalogue → People & institutions screen. For each pair you merge the records or mark them as different people. The tab is open only to people with the merge permission.

Building the list

• Pairs of people with similar names go on the list. The percentage on the row shows how similar the two names are.
• Pairs with a similarity below 55 per cent do not go on the list.
• Two records with the same ORCID iD count as 100 per cent similar.
• If two people share an institution, 10 points are added to their similarity.
• People with different ORCID iDs never match.
• Deleted and merged people are not scanned.
• A pair that was merged or marked as different people does not come back to the list. The scan counts only new pairs, so a new pair is found however many old pairs fill the queue.
• When an import, a DergiPark harvest or a release brings a new author, the system does not guess a match with a person of the same name. If the author's ORCID iD is not in the catalogue, or several people have that name, a new person record is created and enters the list with its namesakes at 100 percent similarity. You decide whether the records belong to the same person.

The list is sorted from the highest similarity down.

Reviewing the pairs

1. On the Catalogue → People & institutions screen, open the Duplicates tab.
2. Compare the names, ORCID iDs and institutions of the two people on the row.
3. If you are not sure, press a person's name to open their page.
4. If the two records belong to the same person, press one of the two merge buttons on the row.
5. In the window that opens, complete the merge as in Merging Person Records.
6. If the records belong to different people, press Different people.

A merge button shows the two names with an arrow. The record on the left of the arrow is removed, and the record on the right is kept. A pair you mark with Different people leaves the queue, and the people's records do not change.

Running the scan at once

To scan newly added people without waiting for the next day, press Scan again at the top of the tab. The notification says how many new possible duplicates were added to the queue.

A person's pending matches also appear on the Possible duplicates card of their own page. The Merge button on the card opens the window with the person whose page you are on as the source and the matching person as the target. If needed, turn the direction round with Swap direction.

The Catalogue → People & institutions screen shows the person records of the authors, editors and other contributors in the catalogue, the institution tree and the pairs of people that may be duplicates. The screen needs the person management permission.

Tabs and the button at the top

The Duplicates tab opens only for people with the merge permission and shows the number of pending pairs.

People tab

The search box finds people by any part of their name. Turkish characters and upper or lower case make no difference. To search by ORCID iD, type the full number with its hyphens. The ORCID filter separates people with an ORCID iD from people without one. The Show deleted box lists deleted people.

The row menu has Edit, Merge with another person and Delete person. Deleting is disabled for a person who appears in a publication. The menu of a deleted person shows only Restore.

Institutions tab

Institutions are shown as a tree. A row shows the institution's name, its English name when the panel is in Turkish, its city and country, its ROR ID and the number of sub-units. A missing translation is marked on the row. You open and close the sub-units with the arrow.

The row menu has Add sub-unit, Edit and Delete institution. Deleting is disabled for an institution with sub-units. The Show deleted box shows, instead of the tree, the list of deleted institutions with the Deleted at column and the Restore button.

Duplicates tab

Each row shows the similarity percentage and the two people's names, ORCID iDs and institutions. The two merge buttons on the row start the merge in one of the two directions. The Different people button takes the pair out of the queue.

Related topics

• Managing People and Institutions
• Merging Person Records
• Reviewing Duplicate Records
• Searching ROR for an Institution

The person page is the screen where you edit the details of a person record. You open the page by pressing the person's name in the Catalogue → People & institutions list.

Page header

The header shows the person's name, the ORCID iD if there is one, and how many publications the person contributed to. If the person is linked to a user account, the "Linked to a user account" label appears. The Public page button opens the person's author page on the public site.

On the page of a merged person, the note "This profile was merged into another profile." and the Open the current profile link appear. The page of a deleted person has a deletion note and the Restore button.

Identity details

Bio and institution links

On the Short bio card, the Turkish and English texts are written on separate tabs. You can enter at most 4000 characters in each language.

Each row on the Affiliations card has the Institution, Title / position, From and To fields. Add institution adds a new row. A person can have at most 20 institution links.

The Save button becomes active when you make a change.

Side cards

• The Possible duplicates card shows the person's pending matches with their similarity percentage. Each row gives the other person's name and the reason for the match, for example the same ORCID iD or a similar name. The name opens the other person's page. Only people with the merge permission see the card.
• The Merge with another person button opens the merge window with this person as the source. If there are unsaved changes, the panel asks before it opens the merge window.
• The Delete person button is active only for a person who does not appear in any publication.

Related topics

• Managing People and Institutions
• Merging Person Records
• A person or institution cannot be deleted

A person can be deleted only if they do not appear in any publication. An institution can be deleted only if it has no sub-units and no linked people and no publication lists it as the institution of its authors. See which of the cases below applies.

The person appears in a publication

If the Records column of the list shows a number above zero, Delete person is disabled. This number also includes records in draft and in the trash. There are two solutions:

• If the person is a duplicate of another person record, merge the two records as in Merging Person Records.
• If the person was added by mistake, remove the person from the Authors and contributors section of the records concerned, then delete the person.

The person was merged or is already deleted

On the page of a merged person, the delete button is disabled. This record stays as a redirect to the kept person. A deleted person is already in the trash and appears in the Show deleted list.

The institution has sub-units

In the tree, the Delete institution item of an institution with sub-units is disabled. First delete the sub-units, or move them under another parent institution with Edit.

People are linked to the institution

If the institution appears on a person's Affiliations card, deleting stops with a warning. On the people's pages, remove this institution from their links or replace it with the right institution, then delete the institution again.

Institution links of deleted people count too. If the link is on a deleted person, restore the person, remove the link and save, then delete the person again.

Authors of publications list the institution

If a contributor in the Authors and contributors section of a publication has this institution, deleting stops with a warning. The warning says how many publications use the institution. In these publications, replace the contributor's institution with the right one and save, then delete the institution again. A deleted institution does not appear as an author's institution on publication pages, because its page no longer opens.

If the system finds a detail that shows the two records belong to different people, it does not merge them. Follow the section below that matches the warning in the window or the notification.

The merge button does not appear

The Merge with another person button and the Duplicates tab are open only to people with the merge permission. A Production coordinator can edit people but cannot merge them. A Catalogue editor does the merge.

The two people have different ORCID iDs

Two records with different ORCID iDs count as separate people and are not merged. If the ORCID iD in one of the records is wrong, first correct the ORCID iD on that person's page and save. Then try the merge again.

The people are linked to different user accounts

If both records say "Linked to a user account" and the accounts are different, the records are not merged. These two records belong to separate account holders.

One of the records was merged before

A merged record stays as a redirect to the kept person and cannot be merged again. Go to the current record with the Open the current profile link on the record's page and do the merge with that record.

The source and the target are the same person

If the same person is selected on both cards of the window, the warning "The source and target must be different." appears. Select another person on the target card.

One of the people was deleted

A deleted person cannot be merged. First restore the person from the Show deleted list, then merge.

Deleted people and institutions come back from the Show deleted list with Restore. Restoring stops in the cases below.

The person's ORCID iD is on another person

If the same ORCID iD was given to another person after the person was deleted, restoring stops and the warning "Another person has this ORCID iD. Merge the two records." appears. An ORCID iD can belong to only one person in the catalogue. A deleted person cannot be merged either. Bring the two records together in this order:

1. Open the page of the person who now holds the ORCID iD.
2. Clear the ORCID iD field.
3. Press Save.
4. Restore the deleted person with Restore.
5. Merge the two records as in Merging Person Records.

In the merge, the ORCID iD is taken from the removed record if it is empty in the kept record.

The person was merged

A merged person cannot be restored. This record does not appear in the deleted list either, and its old addresses redirect to the page of the kept person. Edit the details on the kept person's page.

The institution's parent was deleted too

A sub-unit goes back under its parent institution. If the parent was deleted, restoring stops and the warning "Restore the parent institution first." appears. In the deleted list on the Institutions tab, restore the parent first and then the sub-unit.

Categories group the publications on the public site by subject and type. They are managed on the Catalogue → Categories screen as trees divided into taxonomies. An installation comes with two taxonomies, one for the fields of science and one for type categories.

A publication can be linked to more than one category. A book must have at least one category before it can be published. Category pages are listed on the public site. Hidden or inactive categories do not appear in the lists of the public site.

A category in use is not deleted but merged into another category. When categories are merged, the publications and subcategories move to the target, and the old address redirects to the target category.

You manage categories on the Catalogue → Categories screen. Each taxonomy is a separate tab on the screen and has its own category tree. The Subject areas and Genres taxonomies come with the installation.

Adding a category

1. At the top of the screen, select the tab of the taxonomy the category goes into.
2. Press New category.
3. Fill in the Name (Turkish) field.
4. If you want, fill in the Name (English), Description (Turkish) and Description (English) fields.
5. If the category goes under another category, select the parent from the Parent category list.
6. Press Save.

To add a category directly under another one, select Add sub-category from that category's menu in the tree. The parent category field fills in by itself.

Category settings

When you select Edit from a category's menu in the tree, the same form opens.

A category cannot be moved under itself or under one of its sub-categories. Two categories cannot have the same slug. The old address of a category that was merged or whose slug changed keeps redirecting and is not given to another category. A new category with the same name therefore gets a number at the end of its slug.

Creating a taxonomy

1. Press New taxonomy.
2. In the Code field, type a short code with lower-case letters, digits, hyphens and underscores.
3. Fill in the Name (Turkish) field and, if you want, the Name (English) field.
4. In the Kind list, select Subject area (hierarchical) or Genre category.
5. Press Create.

The code has 2 to 48 characters and cannot be the same in two taxonomies. The new taxonomy opens on its own tab. Taxonomies of the subject area kind come first among the tabs. In the panel, a taxonomy's name cannot be changed later and a taxonomy cannot be deleted.

Deleting an empty category

Only a category that is not linked to any record and has no sub-categories can be deleted. For all other categories the Delete item in the menu is disabled.

1. In the tree, select Delete from the category's menu.
2. Confirm the deletion in the window that opens.

A deleted category does not go to the trash and cannot be restored. Remove a category that is in use by merging it, as explained in Merging Categories. Every change to a category is written to the audit log.

Instead of deleting a category that is in use, you merge it with another category. The category's publications and sub-categories move to the target category, its old address redirects to the target, and the category is deleted.

Steps

1. On the Catalogue → Categories screen, select the tab of the category's taxonomy.
2. In the tree, select Merge into another category from the menu of the category to remove.
3. From the Target category list, select the category the publications will move to.
4. Review the preview that the window prepares.
5. Press Merge.

The notification says how many publications and how many sub-categories were moved.

The target list contains only categories of the same taxonomy. The merged category itself and its sub-categories cannot be the target.

Preview

When you select the target, the window prepares a preview without changing anything. The Merge button becomes active when the preview is ready. The preview shows:

• The number and the list of publications that will move to the target. Publications that are already in the target are marked separately.
• The sub-categories that will move.
• The redirects that will be created.
• The category that will be deleted.

The list shows at most 200 publications by name and gives the number of the rest.

Results of the merge

• The category's publication links move to the target. A publication that is already in the target is not linked a second time.
• The sub-categories move under the target.
• The category's Turkish and English public addresses redirect to the target category.
• Menu links to the category move to the target category.
• The category is deleted, and this cannot be undone.
• The merge is written to the audit log.

The Catalogue → Categories screen shows subject areas, genres and other taxonomies as trees. The screen needs the category management permission.

Buttons and tabs at the top

• New taxonomy creates a new taxonomy.
• New category adds a new category to the selected taxonomy.

Each taxonomy is a tab, and the tab shows the number of categories. The toolbar below the tab shows the taxonomy's code. Expand all and Collapse all open or close all branches of the tree.

Tree rows

Each row shows the category's Turkish name, its English name if there is one, its slug and its order. The labels on the right of the row are these:

Row menu

• Add sub-category adds a new category under the category.
• Edit opens the category's form.
• Merge into another category merges the category into another category with a preview.
• Publications opens the publication list with the records linked directly to this category.
• Delete deletes an empty category. It is disabled if records or sub-categories are linked to the category.

Category form

The form has the Name (Turkish), Name (English), Description (Turkish), Description (English), Parent category, Slug (URL) and Order fields and the Active and Visible on the public site boxes. The Turkish name is required. The effect of each field is explained in Managing Categories.

Related topics

• Managing Categories
• Merging Categories
• A category cannot be deleted

Only a category that is not linked to any record and has no sub-categories can be deleted. For all other categories the Delete item in the menu is disabled.

Records are linked to the category

If the number of records on the row is above zero, the category is in use. This number also includes records in draft and in the trash. The way to remove the category is to merge it with another category. The merge moves the records to the target category and deletes the category. The steps are in Merging Categories.

If you want to move the records to another category one by one, the Publications link in the menu lists the records linked to this category. Records in the trash do not appear in this list, but they still block the deletion.

The category has sub-categories

A category with sub-categories cannot be deleted. Move the sub-categories under another parent category with Edit, or merge the category. In a merge, the sub-categories move under the target.

A deleted category does not come back

Categories do not go to the trash, and a deleted category cannot be restored. Because only empty categories can be deleted, no record loses a link. The records of a merged category are in the target category.

The Categories section of a catalogue record shows the categories as boxes grouped by their taxonomy. If you cannot select a category, check the reasons below in order.

The category is inactive

The box of an inactive category is disabled for new selections. An inactive category that was linked to the record earlier stays ticked. To make the category selectable, open its form on the Catalogue → Categories screen, tick the Active box and save.

The category cannot be found in the list

Categories are listed in separate groups by their taxonomy. If the list is long, type the category's name in the Filter categories box at the top of the section. If the category does not exist at all, create it first as in Managing Categories.

The record is read-only

If you have no permission to edit the record, or the record was retracted or deleted, the form opens read-only and the boxes cannot be changed. The note at the top of the form gives the reason.

The category list does not open

If, instead of the boxes, a note says that the category management permission is needed, your account cannot read the category list. The record's existing category links are kept. Ask your system administrator for the permission.

The selected category does not appear on the public site

A category labelled Hidden in the list can be selected, but it does not appear on the public site. Tick the Visible on the public site box in the category's form.

Bulk import brings the records of an old catalogue into the catalogue at once from a CSV, XLSX or JSON file. The work is done on the Catalogue → Bulk import screen.

The uploaded file is checked first, and the result of each row is shown in a dry-run report. No record is created at this step. When you confirm the report, the valid rows are created as draft records and the rows with errors are skipped. Publishing is a separate step.

A row uploaded again with the same source ID does not create a second record. The existing record is skipped or updated, as you choose. Rows that could not be imported can be retried once the problem has been fixed.

A bulk import has two steps. First you upload the file and get a dry-run report. No record is created in this step. When you review the report and confirm it, the valid rows enter the catalogue as draft records.

Preparing the file

1. Open the Catalogue → Bulk import screen.
2. Download the CSV, Excel (XLSX) or JSON template from the Templates section.
3. Delete the two sample rows in the template.
4. Write each record on one row.

The README sheet of the Excel template describes each column. The rules of the columns are in Import Columns. Write each record's ID from the old system in the source_id column. This ID prevents the same record from being created twice when you upload the file again later.

Upload and dry-run report

1. In the Upload and dry-run section, type a short name of your old system in the Source system name field, for example old-catalogue.
2. Drag the file onto the upload area or select it from your computer.
3. Review the rows in the dry-run report that opens.

The report shows each row's problems and the action the import will take. The parts of the report are in Dry-Run Report. The Source system name is stored as the origin of the records. The system recognises an existing record when this name and the source_id value match together. Always upload files from the same old system with the same name.

Correcting errors

1. In the report, open the Invalid tab.
2. Press Download the error report (CSV).
3. Correct the errors in your file with the downloaded list.
4. Upload the corrected file again with the same Source system name.

The error list contains the row number, the column, the problem, the source_id value and the title. Warnings are also in the list, on separate rows. You can also leave the invalid rows and import the valid rows right away. Invalid rows are skipped in the import and can be tried again later with Retrying Failed Rows.

Importing the valid rows

1. For the When a record with the same source ID exists option, select Skip (leave the existing record) or Update (write the data from the file).
2. Press Import the valid rows.
3. Confirm the import in the window that opens.

The valid rows are created as draft records and marked with the import ID. Invalid rows are skipped. A row that fails during the import does not affect the other rows. The notification counts the created, updated and failed rows. The import is written to the audit log, and a report can be imported only once.

After the import

The imported records are drafts. You send them for review and publish them from each record's own page or with Bulk Actions. The link in the report's Title column opens the created record. The Import line on the record's Record information card also links to the report that brought the record in.

Rows that were invalid in an import or failed during the import can be tried again after the cause has been fixed in the catalogue. Use this option if, for example, you created the missing category or corrected the DOI of a conflicting record.

Steps

1. On the Catalogue → Bulk import screen, open the imported report from the Earlier imports list.
2. Press the Retry the failed rows button at the top of the report.
3. Review the rows in the new dry-run report that opens.
4. Choose an option for When a record with the same source ID exists.
5. Press Import the valid rows.
6. Confirm the import in the window that opens.

The number on the button shows the rows that will be tried again. The button appears only on an imported report, and only when rows that were not imported remain.

Retry behaviour

• Only the rows that were not imported are read again from the file you uploaded.
• The rows are checked again against the catalogue as it is today.
• The row numbers stay the same as in the file.
• No record is created until you confirm the new report.
• The first report links to its retries, and the new report links to the first report.

Errors in the file itself

A retry does not change the file. If the error is inside the file, for example a mistyped ISBN, the retry gives the same error. In that case, correct the file and upload it again as in Importing Records in Bulk. If the stored file can no longer be read, the retry stops and the warning "The import file is no longer available. Upload the corrected file again." appears.

The first row of a bulk import file holds the column names. The file can contain only the columns below. An unknown column causes the whole file to be rejected. Upper and lower case in column names make no difference. Spaces and hyphens count as underscores, so a header "Title TR" is read as title_tr.

Columns

The file must have the type column and one of the title_tr or title_en columns. If one of these is missing, the file is not read.

Writing the values

• Dates are written as YYYY-MM-DD. DD.MM.YYYY and DD/MM/YYYY are read too.
• In lists, values are separated by semicolons. If a value has no semicolon, a comma counts as the separator.
• Categories are written with their Slug (URL) value, not with the category name.
• Type-specific fields are given as a JSON object such as {"edition": "1", "pages": 240} and are checked with the rules of the record form.
• On thesis rows, the level value in the type-specific fields is written as its code (ms, phd, art, medical, other) or its Turkish or English name, for example {"level": "Medical specialty"}. A "tezi" or "thesis" at the end of the name makes no difference.
• On rows that are not journals, the issn and eissn columns are not read. These numbers belong to the article's journal or to the book's series and are not stored on the record. A file that repeats the journal's ISSN on every article row is therefore imported without problems.
• In a CSV file the separator can be a semicolon, a comma or a tab, and is taken from the first row. If the file is not UTF-8, it is read with the Turkish Windows encoding and the report notes this.
• In an XLSX file the sheet named publications is read, or the first sheet if there is none.
• A JSON file is a list of objects, or an object that holds such a list in its rows field. Lists can also be written as JSON arrays.

Contributors

In the contributors column, contributors are separated by vertical bars. Each contributor is written as "Family name, Given name". If the role is not author, put the role and a colon before the name. An ORCID iD goes after the name in square brackets. For example:

Aksoy, Deniz | editor: Yalçın, Ece [0000-0002-1825-0097]

As the role, write author, editor, translator, illustrator, advisor or contributor. The Turkish equivalents yazar, editör, çevirmen, resimleyen, danışman and katkıda bulunan are accepted too. A contributor without a role counts as an author.

Cases that make a row invalid

A row is invalid and is not imported in these cases:

• A required value is missing or a value has the wrong format.
• A subtitle, abstract or keywords are given in a language that has no title.
• A category slug or licence code in the row does not exist in the system.
• The row is embargoed, but no embargo end date is given.
• The same ISBN, DOI or source_id value also appears in an earlier row of the file.
• The ISBN or DOI value is used in another record in the catalogue.
• The ISSN or e-ISSN value of a journal row also appears in an earlier row of the file or is used in another record in the catalogue.
• The existing record that matches the row is of another type.

Warnings

Warnings do not make a row invalid, but they are shown in the report:

• The row has no source_id value. If this row is uploaded again, a second record is created.
• The catalogue has another record with the same title, type and year.
• The row is open access but has no licence. This record cannot be published until a licence is selected.

The Catalogue → Bulk import screen is where you upload the import file, download the templates and follow earlier imports. The screen needs the bulk import permission. The Bulk import button on the Publications screen also opens this screen.

Upload area

The Upload and dry-run section has the Source system name field and the upload area.

• Source system name is stored as the origin of the records. It can contain letters, digits, full stops, underscores, colons and hyphens. Turkish-specific letters cannot be used. If it is left empty, the name "import" is used.
• The upload area accepts CSV, XLSX and JSON files. The upload starts as soon as you select the file, and the dry-run report opens.
• If the upload stops halfway because of a connection problem, the Try again button in the area sends the file again without asking you to select it. This button does not appear for a file over the size limit.

An upload only produces a dry-run report and creates no record.

Templates

The CSV, Excel (XLSX) and JSON buttons in the Templates section download a template with the column names and two sample rows. The README sheet of the Excel template and the columns field of the JSON template describe each column.

Earlier imports

Related topics

• Importing Records in Bulk
• Dry-Run Report
• Import Columns
• An import file does not upload or cannot be read

The dry-run report checks every row of the file you uploaded and shows what will happen in the import. While the report is open, no record has been created. After the import, the same page shows the result of each row.

Page header

The header shows the file name, the status of the report, the source system name, the file format and the upload time. If there are invalid rows, the Download the error report (CSV) button downloads the list of errors as a CSV file in the language of the interface.

Counts

The Notes box shows notes about reading the file. If the report is a retry, the note at the top links to the first report.

Import section

If the report has not been imported, the Import the valid rows section appears. Its When a record with the same source ID exists option offers two ways for matching records:

• Skip (leave the existing record) leaves the matching record as it is.
• Update (write the data from the file) writes the details from the file to the matching record.

The button says how many valid rows will be imported. If there are no valid rows, a warning and the Upload a corrected file link appear instead of the button.

On an imported report, this section is replaced by the import date and the result counts. If rows that were not imported remain, the Retry the failed rows section appears and links to the reports of earlier retries.

Row table

The All rows, Invalid and Valid tabs filter the rows and show their numbers.

The column names and their rules are in Import Columns.

Related topics

• Importing Records in Bulk
• Retrying Failed Rows

If the file does not pass the checks, no dry-run report is created. The upload area gives the reason below the file's name. Follow the section below that matches this warning.

The upload stopped halfway

If the connection dropped or the server did not answer for a while, press Try again in the upload area. You do not need to select the file again. If the warning "Too many uploads right now. Try again a little later." appears, wait a little and try again as well.

The file is too large or its type is not accepted

An import file can be at most 20 MB. Split a larger file into several files. Only files with the .csv, .xlsx and .json extensions are accepted. Save an Excel file in the .xlsx format. An empty file is rejected too.

The file cannot be read

The warning "The file could not be read. Check its format (CSV, XLSX or JSON)." has these causes:

• The CSV file cannot be read as text or its format is broken. Save the file again as "CSV UTF-8".
• The XLSX file is broken or its content is too large.
• The JSON file is not valid JSON or does not hold the records as a list.

The format is taken from the file's extension. Every file other than XLSX and JSON is read as CSV.

Columns are unknown or missing

• The warning "The file has unknown columns." does not say which columns are unknown. Compare the header row with the template, then delete the extra columns or correct their names to match the template.
• The warning "The file lacks required columns." means that the file has no type column, or has neither of the title_tr and title_en columns.

The valid column names are in Import Columns.

There are no rows or too many rows

If there is no data row below the header row, the warning "The file has no data rows." appears. At most 5000 rows are imported from one file. Split a longer list into several files.

At most 100,000 rows of an XLSX worksheet are read, empty rows included. If the sheet is longer, a note in the report's Notes box says so. If there is data in the later rows, split the file.

The file did not pass the virus scan

No records are created from a file in which the virus scan found a problem. Produce the file again from a clean copy and upload it.

Uploads are switched off

The message "File uploads are switched off at the moment." in the upload area means that file uploads are switched off on the site. The system administrator switches uploads on again with the File uploads switch on the Site settings → Features tab.

The source system name is not valid

The Source system name field accepts only letters, digits, full stops, underscores, colons and hyphens. Remove Turkish-specific letters and spaces, then upload again.

A bulk import recognises an existing record only when the Source system name and the source_id value match together. If no match is found, the row creates a new record. Check the reasons below.

The rows have no source_id

Each row without a source_id value creates a new record on every upload. The dry-run report shows the warning "No source_id: importing this row again would create a second record." on these rows. Write each record's ID from the old system into the file, then upload it.

The source system name is different

If you uploaded the file with a different Source system name than the first time, the records do not match. Always upload files from the same old system with the same name. The name used in the first upload appears below the file name in the Earlier imports list.

The old record was deleted

Records in the trash are not taken into account for matching. A row uploaded again with the same source_id creates a new record. If you want to use the old record, find it with the Show deleted filter in the Publications list and restore it before the import.

The similar record warning was overlooked

If the catalogue has a record with the same title, type and year, the dry-run report marks the row with a warning. The warning does not stop the row. Before importing, look at the With warnings count and the warnings on the rows.

A row whose ISBN or DOI value is used in another record, on the other hand, is invalid and is not imported. On journal rows the ISSN and e-ISSN are checked the same way. Records with these identifiers are not created twice.

Cleaning up the extra records

The extra records are drafts. The link in the report's Title column opens each record. Delete the extra drafts as in Deleting a Catalogue Record.

The Catalogue → File library screen lists the uploaded files, their virus scan status and the places where each file is used. Publication files, covers, images of institutional content, documents and the site logo appear here.

Every file goes through a virus scan, and nobody can open it before the scan has finished. The library shows only the files you have permission to see. The final files of a work in production do not appear in the library until the work is released and linked to its record.

A publication's files are added on the Files tab of its record. The file's access, embargo and licence are also set there. The steps are in Files and Access.

The file library also accepts files that are not linked to a record. You add a publication's full text and cover on the record's own Files tab instead. The steps are in Files and Access.

1. On the Catalogue → File library screen, press Upload file.
2. Select the purpose of the file from the Upload purpose list.
3. Drag the files onto the upload area or select them from your computer. You can select several files.

After the upload every file goes through a virus scan. Nobody can open the file before the scan finishes. The list refreshes by itself while the scan runs.

Files accepted for each purpose

The list shows only the purposes you have permission to upload for. The upload area shows the largest file size allowed. If the system administrator switched off the File uploads feature, files cannot be uploaded.

Using an uploaded file

A file that is not linked anywhere appears in the list as Not used. A document in the library can, for example, be made a journal's author template. Files linked to a record cannot be templates. The places where a file is used are described in File Library Screen.

The Catalogue → File library screen lists uploaded files with the newest upload at the top. Here you follow each file's scan status and the places where it is used.

Button at the top

Upload file opens the upload area. The steps are in Uploading Files to the Library.

Search and filters

The purpose list contains only the purposes you have permission to see.

Columns

The button at the end of the row downloads the file. If you have permission to open the place where the file is used, the place appears as a link.

File details

When you press a file's name, the File details window opens. The window shows the file's type, size, purpose, scan status and its detail, the scan time, whether its metadata was removed, the dimensions of images, the SHA-256 value, all places where it is used and the File id. Use in a deleted record or in an earlier version is marked separately.

Places of use

A file can be used in these places:

• Publication
• Issue cover
• Journal author template
• Institutional document
• Banner
• News / event cover
• Image in a news text
• Image in a page text
• Site logo
• Dark theme logo
• Default share image
• Tab icon
• Bulk import

Rules of the screen

• Publication files and covers need the permission to see unpublished catalogue records.
• Institutional content and branding files need the file library or the institutional content permission. The person who manages the site settings also sees branding files.
• The final files of a work in production do not appear in the list until the work is released and linked to its record. Open them from the production job.
• Submission and review files never appear on this screen.

Every uploaded file goes through a virus scan and is not served to anyone before the scan finishes. The scan status appears in the file library and on the record's Files tab. For a banner image, a news cover image, the site logo and the article template, the field itself shows the status. If the file does not pass the scan, the field also says what to do.

The file stays in Scanning

The Scanning status shows that the scan is running. The page refreshes by itself, and when the scan finishes the status becomes Available.

If the virus scanner cannot be reached, the scan job is tried again for about an hour. If the scanner is not back by then, the scan is queued again by itself within 15 minutes. The file is scanned once the scanner works again. If the status still does not change for a long time after that, ask the system administrator to look at the background jobs on the System health screen. The details are in Monitoring System Health.

The file is Quarantined

A file with the Quarantined status did not pass the security scan and is not served anywhere. There are two reasons:

• The scan found malware in the file.
• The content of the file does not match its extension. For example, its name ends in .pdf but the file is not a PDF.

The Scan detail line in the file details window gives the reason. Upload a clean copy of the file again. A quarantined file cannot be added to a record.

The file shows Failed

A file with the Failed status could not be scanned and is not served anywhere. The scan is not tried again. There are two reasons:

• The file is larger than the virus scanner accepts. The Scan detail line says too large for the virus scanner.
• The file is missing from the file store. This happens when a database is restored without its files or when a file is deleted from the store by hand. The Scan detail line says object missing from the file store.

Upload a smaller copy of a file that is too large, or ask the system administrator to raise the scanner's size limit. Upload a missing file again. The fields of a banner image, a news cover image, the site logo and the article template tell these two cases apart too.

ISBNs are issued by the Yayın Standartları ve Derleme Bilgi Sistemi (the publication standards and legal deposit information system) of the Ministry of Culture and Tourism. The person authorised for your institution in the Ministry's system applies there with their own e-Devlet (Türkiye's e-government gateway) login. JournTech never sends an application on your behalf. It collects the details of the application, has the publishing board approve them, and records the Ministry steps and the number that comes back.

Requests run on the Editorial → ISBN & legal deposit screen. The Production coordinator prepares the request and the Publishing board approves it. The Ministry's form is filled in by hand from the copy sheet on the request page, or with the browser extension your institution has installed.

Once the number has been assigned, the barcode for the cover and the copyright page are prepared. When the print date is entered, the 15-day legal deposit period starts and JournTech follows the legal deposit steps. Reminders go out for upcoming and overdue tasks. The whole process is described in ISBN Process.

Before the first ISBN requests, a System administrator enters the details of the publisher once. The settings are on the Publisher and ISBN tab of the Administration → Site settings screen. All changes are saved with the Save button at the bottom of the page.

Publisher certificate

1. On the Publisher certificate card, type the certificate number into the Certificate no. field.
2. In Valid until, enter the expiry date of the certificate.

The certificate is issued by the General Directorate of Copyright (Telif Hakları Genel Müdürlüğü) and is renewed every four years. A request cannot be sent for approval without a certificate number or while the certificate has expired. The card shows for how many more days the certificate is valid.

Ministry officers

The Ministry officers list holds the JournTech accounts of the people who act for the institution in the system of the Ministry of Culture and Tourism.

1. With Add person, find the person by name or e-mail address.
2. Add the person to the list and save the settings.

When people are listed, only they record that the application was sent, that the Ministry returned it, and the ISBN that came back. Only they can start filling the form with the extension too. While the list is empty, everyone who handles ISBN requests records these steps.

A listed person must have the permission to handle ISBN requests, for example through the Production coordinator role. The list holds at most 20 people. Each officer must also have an approved record as an authorised person in the Ministry's system. If the JournTech account of an officer is closed, the system administrators get a reminder.

Printers

1. On the Printers card, press Add printer.
2. Fill in Printer’s name, Certificate no. and Place.

The first printer in the list is filled in on new requests for printed books. A request for a printed book cannot be sent for approval without the printer's certificate number. You can add at most 30 printers.

Legal deposit and reminders

While the One copy for the ISBN agency switch is on, the legal deposit (derleme) of a printed book also tracks one copy sent to Türkiye's ISBN agency. The Reminders card sets the reminder days, and lists of days are separated with commas. While Weekly digest is on, an e-mail with the number of upcoming and overdue tasks goes out on Mondays. All reminders are listed in ISBN Reminders.

ISBN range message

The ISBN range message section at the bottom of the tab shows the status of the range message of the International ISBN Agency, its file of ISBN ranges. The file is refreshed once a week. It decides whether a number belongs to Türkiye and where its hyphens go. If it has not been fetched yet, only Türkiye's prefixes are checked, and the copyright page and the barcode show the ISBN without hyphens.

If the file has not been refreshed for more than three weeks, the section shows a warning, and the system administrators get an operations alert every day. Meanwhile, numbers the file does not know are saved with a warning and shown without hyphens. Check that the server can reach www.isbn-international.org. Once the file is refreshed, the warning goes away.