Adding records

From refbase

Contents

General requirement for adding records

  • as default, one has to be logged in to edit an record. This default can be changed from the admin
  • the add record-page has to be opened. This can be easily done at with the link at the header of every page
  • some browsers (e.g. firefox) have problems with pasting in text with line breaks. So please remove line breaks before pasting the text in these cases.

General description of the Add Record page

  • you will see several input-fields, which are grouped. Groups are indicated by color-coding (colors may vary with used browser, used stylesheets etc.)
  1. grey fields:
    • such as author, title, year and publication
    • these are mandatory fields, which are necessary for correct citation of references
  2. white fields:
    • such as abstract, keywords and ISBN
    • these are facultative fields, which are not necessary for correct citation
    • but these fields will give a additional benifit to your database, for searching abstracts etc.
  3. yellow fields:
    • such as marked, user keys and related
    • these fields are facultative fields, which are only visible for the logged in user
    • this allows a personalization of a common used references

Filling the fields

Hints for filling the fields should be displayed when moving the mouse over a field. More information is given below and at the definition page for the refs MySQL table.

Mandatory fields (grey fields)

Author

the author(s) of the publication

  • several authors separated by semicolon (;)
  • surname and forename(s) or forename-initials separated by comma (,)
  • no points and no space character between forename-initials

Note that you should decide whether you'd like to use fully written fornames or initials and apply this rule to all of your database records. When citing records, correct sorting of records is only possible if all cited records have either fully written forenames or just initials.

example: Granskog,MA; Virkanen, J

is Editor

Yes if author is Editor

  • please activate, if persons, entered in author-field are editors of the publication
  • only relevant for books (Type: "book whole")

Title

the title of the publication

  • no dot at the end
  • species-names can be set as italic by surrounding by underscore
  • use "[super:...]" to impose words
  • use "[sub:...]" to lower words
examples:
Feeding of _Sprattus sprattus_ in the Baltic Sea
Decomposition of [super:14]C-labelled glucose
Factors controlling CaCO[sub:2] dissolution in the Weddell Sea

Type

defines the type of the publication

  • simply select an item from drop-down-list
  • this entry is used for defining the citation style of the publication. Therefore selection should be made carfully
  • this entry defines visibility of related files (e.g. .pdf). As default, for publications of Type="Thesis" the files are visible for not logged in users, as well
  • see configuration of refbase to learn how to add/remove entries in the list

Year

the year of the publication

  • enter in four-digit-style
example: 2003

Publication

complete name of publication

  • insert here the complete (!) name of the Journal (if Type=Journal Article) or of the book (if Type=Book Chapter)
  • abbreviated Jounal-names has to be entered in the field "Abbrev Jounal"
  • a list of journal-names and -abbreviations (related to aquatic sciences) can be found by open journals.php in the root directory of the refbase URL
examples:
Canadian Journal of Fisheries and Aquatic Sciences
The northern North Atlantic: A changing environment

Abbrev Journal

the abbreviated name of the publication

  • enter the abbreviated journal-name without dots
  • a list of journal-names and -abbreviations (related to aquatic sciences) can be found by open journals.php in the root directory of the refbase URL
example:
Can J Fish Aquat Sci

Volume

the volume of the publication

example: 245

Issue

the issue of a publication within a volume

  • often a Volume of a journal consist of several issues
  • the single booklet is called Issue and is labelled by a number
examples: 3 or C2
 

Pages

defines which pages of the publication are covered with the reference

  • enter range of pages, when using Types "Journal Articles" and "Book Chapter"
  • enter total number of pages including "pp" (without dot) when using Types"Book Whole" and "Manuscript"
examples:
12 (article has only one page)
35-42 (article or book chapter starts at page 35 and ends at page 42)
620 pp (book has 620 pages in total)

Facultative fields (white fields)

Corporate Author

the institution or society to which so the author is associated

  • defines the institution under which the author published his work
  • for Diploma- or Phd-thesis this would be the name of the university/department
example: Leibniz-Institute for Marine Sciences at the University of Kiel

Thesis

the type of a thesis

  • if the publication is a thesis, this field defines the type of academic degree
  • see configuration of refbase to learn how to add/remove entries in the list
examples: diploma thesis, Ph.D.thesis, Doctoral thesis, Habilitation thesis

Adress

the adress of the authors

  • contains contact informations, how to contact the authors (in most cases the first author) of the paper (e.g. postal adress, Fax, email et.)
example:
Granskog: Department of Geophysics, P.O. Box 64, FIN-00014
University of Helsinki, Finland, Email: mats@iki.fi;
Meiners: Institute for Polar Ecology, University of Kiel,
Wischhofstrasse 1-3, D-24148 Kiel, Germany

Keywords

the keywords given by the author

  • contains keywords, as given in the article
  • your personal keywords can be entered under User Keys
  • multiple items should be seperated by semicolon (";")
examples:
Baltic Sea; hydroacoustic; Sprat; Herring; GAM

Abstract

the abstract for this publication (if any)as given by the author

  • some browsers (e.g. firefox) have problems with pasting in text with line breaks. So please remove line breaks before pasting the text in these cases.

Publisher

User fields (yellow fields)

User Keys