General requirement for adding records

  • By default, one has to be logged in to edit a record. This default can be changed by the admin.

General description of the Add Record page

Open the Add record page by clicking the link at the top of every page.

  • The Add record page has several input fields, which are grouped. Groups are indicated by color coding:
  1. Grey fields:
    • e.g. author, title, year and publication
    • these are mandatory fields, which are necessary for correct citation of references
  2. White fields:
    • e.g. abstract, keywords and ISBN
    • these are facultative fields, which are not necessary for correct citation
    • however, filling these fields will be beneficial for your database users, e.g. when searching abstracts
  3. Yellow fields:
    • e.g. 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)


The author(s) of the publication.

  • Separate multiple authors by a semicolon (;)
  • Separate surname and forename(s) ( or forename initials) by a comma (,)
  • No space character between forename initials

Note that you should decide whether you'd like to use fully written forenames 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.


Granskog,MA; Virkanen, J

is Editor

Yes if author is editor.

  • Mark this field if persons entered in the author field are actually editors of the publication.
  • Only relevant for books (type "book whole").


The title of the publication.

  • No dot at the end.
  • Species or ship name(s) can be set in italics by surrounding the name(s) with underscores.
  • Wrapping superscript letters with [super:...] will cause them to appear above the normal text baseline.
  • Wrapping subscript letters with [sub:...] will cause them to appear below the normal text baseline.


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


Defines the type of the publication.

  • Simply select an item from the drop-down list.
  • Note that the publication type will influence the visibility of related files (e.g. .pdf files). By default, for publications of type "Thesis", attached files are also visible for not-logged in users.


The year of the publication.

  • Enter years in four-digit style.




The complete name of the publication.

  • Insert here the complete name of the Journal (if type Journal Article) or book (if type Book Chapter).
  • Abbreviated jounal names should be entered in the "Abbrev Jounal" field.


Canadian Journal of Fisheries and Aquatic Sciences
The northern North Atlantic: A changing environment

Abbrev Journal

The abbreviated name of the publication.


Can J Fish Aquat Sci


The volume of the publication.




The issue of a publication within a volume.

  • Often, a Volume of a journal consists of several issues.
  • An Issue is a single booklet and is labelled by a number.




Defines which pages of the publication are covered by the reference.

  • Enter a range of pages, when using types "Journal Article" and "Book Chapter".
  • Enter the total number of pages including "pp" (without any dots) when using types "Book Whole" and "Manuscript".


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 associated with the author.

  • Usually the institution under which the author published his/her work.
  • For Diploma or Phd theses, this would be the name of the university/department.


Leibniz-Institute for Marine Sciences at the University of Kiel


The type of a thesis.

  • If the publication is a thesis, this field defines the type of academic degree.


diploma thesis
Doctoral thesis
Habilitation thesis


The address and/or contact information of the author(s).

  • Any info on how to contact the corresponding author(s) (often the first author of the paper), e.g. postal address of author institution, email address etc.).


Granskog: Department of Geophysics, P.O. Box 64, FIN-00014 University of Helsinki, Finland, Email:;
Meiners: Institute for Polar Ecology, University of Kiel, Wischhofstrasse 1-3, D-24148 Kiel, Germany


The keywords given by the author.

  • Contains keywords, as given in the article.
  • Your personal keywords can be entered under "User Keys".
  • Multiple keywords should be separated by a semicolon (;).


Baltic Sea; hydroacoustic; Sprat; Herring; GAM


The abstract of this publication (if any) as given by the author.


User fields (yellow fields)

User Keys

Marked & Selected

  • Both fields can be used to permanently "mark" (or "select") records so that one can easily come back to these records later on. It's up to you how you use these fields.
  • The "selected" field is meant to indicate your "selected publications". This can be used to easily gather all publications of a particular author that shall be included on the institute's web site. Here's an example:
Publications of Dieter Piepenburg
In the above URL, note the use of the &selected=yes bit. I.e. the above URL displays all selected records that were authored by "D. Piepenburg" in Citation view (grouped by publication year), and adds a header message above the results list.
For more info, please see how to setup dynamically updating author (or group) bibliographies.