Managing People and Institutions

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.