Catalog Editor

Permissions of this role

This role is granted for the whole platform.

• See unpublished catalogue records
• Create and edit publications, issues and files
• Publish and unpublish catalogue records
• Retract or correct published records
• Bulk import (CSV, XLSX, JSON)
• Create and edit persons and institutions
• Merge duplicate persons
• Manage taxonomies and categories
• Edit the profiles and issues of the journals in scope
• Upload, replace and archive files in the file library
• See ISBN requests, printings and the legal deposit

Topics for this role

How-to guides

• Creating a Catalogue Record

  Opening a new catalogue record for a book, chapter, journal, article, proceedings paper, thesis or children's book and filling in its details.

• Adding Authors and Contributors

  Adding authors, editors, translators and other contributors to a catalogue record, ordering them and choosing their institutions and CRediT roles.

• Files and Access

  Adding full text, cover and supplementary files to a catalogue record, setting a file's access, embargo and licence, and uploading a new version.

• Adding a Related Publication

  Linking a catalogue record to another record as book and chapter, translation, supplement, new edition, correction or retraction.

• Record Statuses and Publishing

  Sending a catalogue record for review, publishing it or returning it to draft, and which actions are open in each status.

• Bulk Actions

  Selecting several records in the Publications list and sending them for review, publishing, returning to draft, unpublishing or archiving them.

• Unpublishing and Archiving

  Taking a published catalogue record off the site, or archiving it to take it out of the lists, and the difference between the two actions.

• Deleting a Catalogue Record

  Deleting a catalogue record in draft or in review, restoring it from the trash, and the records that cannot be deleted.

• Versions, Corrections and Retractions

  Viewing a record's version history, comparing two versions, going back to an earlier version, adding a correction notice and retracting the record.

• Copyright and Correction Reports

  Reviewing copyright infringement and correction reports from the public site's contact form, taking them up and recording the outcome.

• Downloading Crossref XML

  Downloading the Crossref XML file of a catalogue record or a journal issue for DOI registration, and the conditions the file needs.

• Preparing a Book for DOAB

  Completing an open-access book to meet DOAB's requirements and downloading the ready books in DOAB's Excel template.

• Adding a Journal

  Opening a new journal record in the catalogue, choosing the submission method and the peer review type, and publishing the journal record.

• Creating an Issue

  Creating a new volume and issue of a journal and entering the year, date, title and special issue details of the issue.

• Adding Articles to an Issue

  Adding articles to a journal issue, ordering the table of contents, writing section headings and removing an article from the issue.

• Publishing an Issue

  Running the consistency check on a journal issue, publishing it with its articles or on its own, and unpublishing it.

• Deleting a Journal Issue

  Deleting a journal issue while keeping its articles in the catalogue, or together with its articles.

• Editing the Journal Profile

  Editing the ISSN, scope, submission method, peer review type, publication facts and contact details of a journal on the Profile tab.

• Adding Board Members and Indexes

  Entering the editorial board of a journal with its role groups and adding the indexes that cover the journal with their verification addresses.

• Setting Author Guidelines and Review Criteria

  Entering the author guidelines, reference style, abstract limit and former titles of a journal, and defining the criteria scored in the review form.

• Uploading the Article Template

  Uploading, replacing or removing the writing template that authors download from the journal page.

• Setting the Reviewer Minimum and Reviewer List

  Setting the minimum number of reviewers expected in a review round and publishing the yearly list of reviewers of the journal.

• Writing Journal Policies

  Writing the peer review, open access, copyright, ethics, AI, fee, archiving and complaints policies of a journal in Turkish and English.

• Posting Journal Announcements and Calls

  Writing, publishing, unpublishing and deleting the announcements of a journal and its calls for papers, such as calls for a special issue.

• Preparing for TR Dizin

  Checking how ready a journal is for the TR Dizin criteria with the checklist on the TR Dizin tab, fixing the gaps and turning on the strict check.

• Downloading the ODİS Package

  Downloading the files of a published issue for upload to TR Dizin as a single ZIP file, and marking the issue as uploaded to ODİS.

• Publishing an Article as Early View

  Publishing an accepted article on the journal page without placing it in an issue, and adding it to an issue later.

• Finding a Journal on DergiPark

  Entering the DergiPark address in the profile of a journal managed on DergiPark, finding the journal number and sending authors to DergiPark.

• Harvesting from DergiPark

  Turning on the harvest of the issues and articles a DergiPark-managed journal has published into the catalogue, starting it at once and reading its results.

• Deleting a DergiPark Article

  Removing an article harvested from DergiPark from the catalogue and knowing what the harvest does with articles that are deleted, unpublished or gone from DergiPark.

• Setting Up the Thesis Harvest

  Entering the OAI-PMH address of the institution's open repository, checking the source, choosing the record format and the sets, switching the harvest on and starting the first full harvest.

• Managing People and Institutions

  Adding, editing and deleting the person records and the institution tree of the catalogue, and restoring deleted ones.

• Searching ROR for an Institution

  Finding an institution's ROR record with the Search ROR button of the institution form and copying its ROR ID, names and contact details into the form.

• Merging Person Records

  Merging two person records of the same person and gathering their publication links and details in the record that is kept.

• Reviewing Duplicate Records

  Reviewing the possible duplicate person records the system finds every day, merging records of the same person and taking different people out of the queue.

• Managing Categories

  Creating a taxonomy, adding categories and sub-categories, changing a category's name, place, order and visibility, and deleting an empty category.

• Merging Categories

  Merging a category in use into another category with a preview, and moving its publications and sub-categories there.

• Importing Records in Bulk

  Filling in the template, uploading the CSV, XLSX or JSON file, reviewing the dry-run report and importing the valid rows as draft records.

• Retrying Failed Rows

  Importing the invalid or failed rows of a completed bulk import again with a new dry-run report after the problem has been fixed.

• Uploading Files to the Library

  Uploading a publication file, cover, institutional content or branding file to the file library, and the file types each upload purpose accepts.

• Downloading the Barcode and Copyright Page

  Downloading the cover barcode of a book with an ISBN as SVG or PDF, and copying the text of the copyright page or getting it as a PDF.

• Downloading the Yearly ISBN Report

  Downloading the ISBN requests, numbers, Ministry dates and the legal deposit steps of each printing for a chosen year as an Excel workbook.

• Replying to a Contact Message

  Opening a contact message, copyright report or correction report from the public site, replying to it, recording the outcome and deleting the personal data.

Screens and settings

• Panel Search

  Searching submissions, publications, people, users, pages and help topics at once with the search box in the panel's top bar.

• Publications

  The list of catalogue records with its search box, filters, columns, row menu and bulk action bar.

• New Publication

  The screen where you choose the type of a new catalogue record, fill in its first details and create the draft.

• Catalogue Record

  The page of a catalogue record, its tabs, the status, quality and record information cards on the right, and the save bar.

• Data Quality Screen

  The filters and columns of the screen that lists catalogue records by metadata quality score, its Fix button and the CSV file.

• DOAB Readiness

  The screen that checks books and chapters against the DOAB requirements, with its cards, its table, the gaps it checks and the template download button.

• Journals and Issues Screen

  The screen that lists the journals in your scope as cards, the details on the cards and the Manage journal and Record details buttons.

• Journal Management

  The tabs, the issue list, the DergiPark card on the Profile tab and the buttons at the top of the screen that Manage journal opens.

• Issue Page

  The table of contents, the issue details card, the consistency check, the publishing, ODİS and Crossref buttons and the deletion of a journal issue.

• Thesis Harvest Screen

  The status card, the harvest buttons, the source settings, the list of recent runs and the transfer report of the thesis harvest screen.

• People and Institutions Screen

  The tabs, filters, columns and menus of the screen with the person records, the institution tree and the queue of duplicate records.

• Person Page

  A person record's identity details, bio, institution links, possible duplicates and the merge and delete buttons.

• Categories Screen

  The parts of the Categories screen, with the taxonomy tabs, the category tree, row labels, the row menu and the category form.

• Import Columns

  The columns of a bulk import file, which ones are required, how values are written and the rules that make a row invalid.

• Bulk Import Screen

  The upload area, the source system name, the template buttons and the list of earlier imports on the bulk import screen.

• Dry-Run Report

  The counts, notes, import and retry sections, row tabs and columns of the bulk import report.

• File Library Screen

  The search box, filters and columns of the screen that lists uploaded files, the file details window and the places where a file is used.

• ISBN & Legal Deposit Screen

  The status filters, search, columns, upcoming obligations card and yearly report card of the screen that lists ISBN requests.

• ISBN Request Page

  The status line, warnings, action buttons and the form, copy sheet, printings, barcode, copyright page and history cards on the page of an ISBN request.

• Contact Messages

  The message types, filters and columns of the screen that lists contact form messages and copyright and correction reports, and the message dialog.

Concepts

• Peer Review Types

  What authors and reviewers see of each other in double-anonymous, single-anonymous and open review, and when the type is set.

• Data Quality

  The metadata quality score out of 100 of a catalogue record, the required and recommended fields, and the TR Dizin data checks for articles.

• Translation Status

  Whether a record's title and abstract in each language are in the original language of the work or a translation, and how the public site shows this.

• Catalogue Rules

  The rules the system applies to catalogue records, the required fields of each type, identifier checks, address redirects and the reason rule.

• Automatic DOI Registration

  How DOIs that start with the institution's prefix are sent to Crossref by themselves, the status line on the record page and sending at once.

• Access Statuses and Embargo

  The open access, metadata only, embargoed and restricted access statuses of a catalogue record, the licence rule and how an embargo ends by itself.

• Four-Eyes Principle

  The rule that the person who prepares a piece of work does not approve it, and the three places where JournTech applies it.

• Records Harvested from DergiPark

  What the DergiPark harvest brings into the catalogue, when it publishes issues and articles, and how the harvested records appear on the site.

• DergiPark PDF Copies

  When the DergiPark harvest copies the article PDFs, how it requests again the PDFs that DergiPark did not give at the time, and which PDFs it does not request again.

• DergiPark Request Intervals

  At what intervals JournTech sends requests to DergiPark, how it waits while DergiPark is busy and how long-running harvest jobs are split up.

• Full Harvest and Sync

  The three kinds of run of the thesis harvest, the night hours, the pauses between requests to the repository and the safety limit for theses missing from the repository.

• Harvested Theses

  Which details the thesis harvest takes from the repository, how it decides the kind of thesis and its access status, when it publishes theses and how harvested theses behave in the panel and on the public site.

• ISBN Process

  The statuses an ISBN request goes through from draft to legal deposit, who takes each step, and the part JournTech plays in the Ministry application.

Troubleshooting

• The Publish button is disabled or missing

  Why the Publish button of a catalogue record cannot be pressed or does not appear at all, and how to fix it.

• An article cannot be published until it is placed in an issue

  If an article record does not publish because of an issue warning, place the article in an issue, publish it together with the issue or use early view.

• A record was published by mistake

  Taking a catalogue record off the site after it was published by mistake or with missing details, or reporting an error in a published work.

• An archived record does not appear in lists or search

  Why an archived record leaves the public site's lists and search, stays open at its own address and cannot come back from the archive.

• Reading counts are missing or look too low

  Where the view and download counts and the Most read lists on the public site come from, which period they count and when they do not appear.

• A file does not appear on the public page

  If a full text or supplementary file added to a record does not open on the public site, check the scan, access, embargo, licence and file store reasons in order.

• The journal does not appear in the submission wizard

  Causes when authors cannot find your journal in the journal list of the submission wizard, or the journal page has no Submit an article button.

• The issue cannot be published

  Checking the journal record, the missing details of the issue, the TR Dizin check and the status of the articles when Publish issue fails.

• The issue cannot be unpublished

  Unpublishing the articles first, or deleting the issue, when an issue with published articles cannot be unpublished.

• An article cannot be added to the issue

  Checking whether the article is in another issue and whether the journal editor restriction applies when an article cannot be added to the table of contents of an issue.

• The Find on DergiPark button cannot find the journal

  If the Find on DergiPark button shows a warning under the address field, correcting the address, checking the short name or waiting a little and trying again, depending on the warning.

• The Harvest from DergiPark card is missing

  If the journal's Profile tab has no Harvest from DergiPark card, saving the submission method and the DergiPark address or going to the right tab.

• The DergiPark harvest cannot be turned on

  If the switches or the Save button on the Harvest from DergiPark card do not work, checking the publishing permission, the editorial board's consent and the journal record's licence.

• Articles harvested from DergiPark stay as drafts

  If the harvest results show a Left as drafts count, checking the journal record's status, the volume and issue details and the articles' missing fields, and publishing the articles.

• The PDFs of DergiPark articles do not show on the site

  If the pages of articles harvested from DergiPark have no PDF, checking the copy setting, the article's access status, the waiting attempts and the virus scan.

• The DergiPark harvest shows as failed

  If a harvest run ended with the Failed status or its results have problem lines, waiting, checking the address or restarting the harvest, depending on the cause.

• The Harvest now button does not start a harvest

  If the Harvest now button is missing, disabled or shows a warning when pressed, checking the harvest setting, a run in progress and the hourly limit on attempts.

• Thesis harvest looks failed

  What to do when a thesis harvest run ended with the Failed status or its results list problems, by waiting, asking the repository's administrator or starting the harvest again, depending on the cause.

• A harvested thesis stays a draft

  What to do when a thesis harvested from the repository is not published and stays a draft, by finding the reason in the problem list or the transfer report and fixing it in the repository or the installation.

• A thesis in the repository does not show on the site

  What to do when a thesis in the institution's open repository does not show on the public site, by looking up its status in the transfer report and correcting the set, the thesis type or the record in the repository.

• The removal check did not remove the theses

  What to do when a scheduled removal check unpublished no thesis because many theses were missing from the repository's list, by checking the repository's address and the sets and, if needed, starting the check by hand.

• The details of a harvested thesis cannot be changed

  What to do when the fields of a thesis harvested from the institutional repository are locked in the record form or saving is refused, by correcting it in the repository and using the fields the panel can change.

• A person or institution cannot be deleted

  Why Delete person or Delete institution is disabled or deleting gives an error, and how to solve it.

• Person records cannot be merged

  Why the button for merging people does not appear or the merge gives an error, and how to solve it.

• A deleted person or institution cannot be restored

  Why a person or institution in the Show deleted list does not come back with Restore, and how to solve it.

• A category cannot be deleted

  If the Delete item in a category's menu is disabled, or deleting stops with an in-use warning, remove the category by merging it or emptying it.

• A category cannot be selected in the record form

  Why a category's box in the Categories section of a catalogue record is disabled, a category is missing from the list, or the list does not open at all.

• An import file does not upload or cannot be read

  Why a bulk import file does not upload, or an error appears instead of the dry-run report, and how to solve it.

• An import created the same record twice

  Why uploading a file again created new drafts instead of updating the existing records, and how to clean up the extra records.

• A file stays in scanning or quarantine

  What to do when an uploaded file does not leave the Scanning status or shows as Quarantined or Failed, and why this happens.

Features

• Catalogue

  Creating, publishing and correcting records of books, chapters, journals, articles, proceedings papers, theses and children's books.

• Journals and Issues

  Managing a journal's profile, boards, guidelines and reviewer criteria, and creating and publishing volumes and issues.

• DergiPark Harvesting

  Copying the issues and articles of a journal managed on DergiPark into the catalogue and keeping them up to date.

• Institutional Archive

  Importing the theses in the institution's open repository into the catalogue over OAI-PMH, keeping them in step with it and showing them on the Institutional Archive pages of the public site.

• People and Institutions

  Editing author, editor and institution records and merging duplicate person records.

• Categories

  Managing the category trees that group the publications on the public site.

• Bulk Import

  Creating many catalogue records at once from a CSV, XLSX or JSON file.

• File Library

  Seeing all uploaded files, their virus scan status and the places where each file is used.

• ISBN and Legal Deposit

  Preparing an ISBN request, getting the publishing board's approval, recording the application to the Ministry and following the legal deposit.