Concept
Catalogue Rules
The rules the system applies to catalogue records, the required fields of each type, identifier checks, address redirects and the reason rule.
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:
| Type | Also needed for publishing |
|---|---|
| Book | At least one author or editor, publication year, at least one category |
| Book chapter | At least one contributor, a published parent book, the chapter's order |
| Journal | Scope, publisher |
| Article | At least one author, abstract, keywords, a published issue or early view |
| Proceedings paper | Event name, publication year or event year, at least one contributor |
| Thesis | At least one author, institution, publication year, level |
| Children's book | At least one author, target age, content kind |
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 A published article cannot leave its issue, cannot move to an unpublished issue, and its year cannot differ from the issue's year. A published chapter cannot leave its book and cannot be linked to an unpublished book.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Records that cannot be unpublished
- A book with published chapters cannot be unpublished.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.