Help

New entry

Christian Ruchat Help

Starting:

Go to the Serval application in MyUNIL, the portal of the University of Lausanne.

To start entering a publication, click the icon createat the top right of the screen and select Enter a notice.

ajouter-une-notice

Choice of type and subtype:

The first step is to choose the type and subtype of your publication. This step is very important because the fields will vary according to your choice. You will not be able to change this choice once it is done.

For the example we will enter a book of various studies.

type

  1. Enter the type of your publication (book, article, thesis etc.).
  2. If necessary, enter the subtype of your publication. The list of subtypes offered varies according to the chosen type!
  3. Click Continue to enter the metadata.






Metadata:


At this point all fields are empty. It is possible to pre-fill the record from an external service (eg DOI, Pubmed) that must be selected from the list. The identifier for your publication must be entered in the field Fill via


doi


Fields marked with (1) are always mandatory. Fields marked with (2) are mandatory from the state to be validated.


In the case of articles, completing the ISSN automatically generates the publisher’s policy link on archiving and distribution (Sherpa / RoMEO) in the step of adding the document.


issn-vide




After completing this step of entering the metadata, press Continue to go to the document entry.








Documents:


The values ??entered during this step are saved whenever you add / delete documents!


The check mark in the Copyright field is required to submit documents. You can then add a main document (in PDF format) as well as any secondary documents (photo, recording etc …).


 


ajout-document


Click Continue to proceed to the next step.




Links:


During this stage you will have to add a link to the publication to each co-author working at the UNIL. If you are the author, do not forget to add your own link! If it is a UNIL / CHUV publication, add the links to the units as well.


Automatic proposals based on the first 5 and last 5 authors entered in the metadata step may already be present. You will need to check the ones you want to select from these.




If you need to add links that are not available, you can do so from the form at the bottom of the page. Select the type of link to add; The search will adapt to your choice. Find a person, a unit or a team then click on the + to add it. It will then appear in the list above.


ajout-lien


Click Continue to proceed to the next step.




Visibility:




Visibility allows you to define the scale of distribution of your record.




visibility


 


As soon as a notice is no longer in the Personal State, it becomes possible to add an embargo by state (period during which the document (s) can not be consulted). For a simple entry, select the choice With the same embargoes for all documents and beginners on … Enter the start date of the embargo as well as its duration internally and externally.


Starting from state 4. To validate, it is no longer possible to modify the record.


visibility_2




Click Save All to complete the entry.



	


	


				
					


	
	

		

			Help for research
		

	


	
		Christian Ruchat
		Help
		

		 , 

	
	

		


    

  1. Choice between all collections or one in particular. Advanced search forms vary depending on the choice of the collection.
    2. 

  2. Proposed search criteria, eg publications with document.
    3. 

  3. Search field. The magnifying-glass button is used to start the search. The right button (circular arrow) allows you to reset the fields.
    4. 

  4. To show / hide the advanced search, click the circled icon. You will have access to different search criteria according to the collection chosen (see 1.).
    5. 

  5. You have the possibility to sort your search according to different criteria (last modification, score – that is to say the correspondence with the criteria you have entered, year, …). Select the desired filter. The triangle on the right indicates the sort order, which you can invert by clicking on it.
    6. 

  6. Click this icon to show / hide publication details.
    7. 

  7. Perform actions like export search results.
    8. 

  8. Select the publications to perform an action on (see 7) .
    9. 


	


	


				
					


	
	

		

			Adding files to a publication in “serval” state
		

	


	
		Christian Ruchat
		Help
		

		 

	
	

		


From the details of a publication (see 6 of the help on the search) which is in the “serval” state, click on the “Add file” button.






You must accept copyright (see 1) before you can add a file if you have not already done so. You can then add the file using the “Add” buttons (see 2).


Once the files have been added, you can change their names and versions (see 1). Then click the “Save” button (see 2). You can then either define the embargos of the added files (see 3) or return to the search (see 4).




Embargoes can be assigned in the visibility step. Embargoes of files that have been validated can not be changed. The choices proposed here depend therefore on the state of the files already validated.



	


	


				
					


				
					


				
					


	
	

		

			3. Links
		

	


	
		Christian Ruchat
		Help
		

		 

	
	

		
edit_rels


    

  1. Selected editing step, Links in this example, and navigation to another step
    2. 

  2. Back to search
    3. 

  3. Save changes
    4. 

  4. Show details
    5. 

  5. Automatic link proposals
    6. 

  6. Creator of the note
    7. 

  7. Links of (co)authors, units and teams
    8. 

  8. Fund selection
    9. 

  9. Adding links manually
    10. 







General Explanation and Important Notes 




The links make it possible to attribute the publication to the UNIL co-authors and to the units and teams in which the publication was made. 


If you are the author, do not forget to add your own link! If it is a UNIL / CHUV publication, add the links to the units as well.




Automatic link proposals


Clicking on the buttonicon_propositions_auto will give you a list of potential links. These proposals are obtained from the authors, (co) directors, scientific editors and translators automatically recognized by the system. You just have to check the links that correspond to the publication that is edited to select them. If you do not see links that you need to add, you can do so by using the manual addition.


 




Adding links manually


You can use the search form at the bottom of the page to manually add links to the publication. To use it, you must first select the type of link. The fields available for searching vary depending on the type of link you are interested in.


 


edit_rels_search_person
Lien vers une personne


 


edit_rels_search_unit


Search for a structure (search for units in this example)


Then just fill in one of the search boxes and click the buttonicon_search_text. The results will be displayed below the form. You can then select the result you want by clicking on the buttonicon_select_blue_on_white that corresponds to it. The selected link will then be added to the matching list in the selected links of the publication (field 7.).

	


	


				
					


	
	

		

			4. Visibility
		

	


	
		Christian Ruchat
		Help
		

		 

	
	

		
edit_visibility


    

  1. Selected editing step, Visibility in this example, and navigation to another step
    2. 

  2. Back to search
    3. 

  3. Save changes
    4. 

  4. Choice of visibility status
    5. 

  5. Choice between: no embargo, a simple mode or an advanced embargos entry.
    6. 

  6. Entry of embargoes
    7. 





Visibility and its status


Visibility allows to define the scale of diffusion of a notice. One begins by entering it in a personal space and then it “pushes” it in different stages until its insertion in the collection of the publications of the UNIL. Passage through each state is not compulsory. It is also possible to add embargos to define when the publication document will be accessible for the Unil, Web and Serval states.


visibility








Possible states are:






state_1


The entry is only visible in MyUNIL, the portal of the University of Lausanne, by the authors and members of the related institutes.






state_2


The entry is visible to the users of the portal.


state_3






The entry is also visible on the UNIL website (like Unisciences).






state_4


This step does not directly modify the visibility but is required for a notice to pass to the Serval state. From this step, the entry is no longer editable except by validators and administrators.






state_5


The entrance is in the Serval depot and becomes visible everywhere. UNIL / CHUV publications are harvested by external servers and receive URNs if they have a main document.










Standard and advanced embargos entry modes


The choice to add embargos becomes available from state_2. The standard mode of entry, which corresponds to the choice “With the same embargoes for all documents and beginners on …” is then proposed only for publications that have a document.


Standard mode


The standard mode allows to choose an embargo duration for the diffusion in internal (MyUnil) and one for the public diffusion (websites, serval site, …). If the publication contains several documents, all will have the same duration of embargoes.




edit_visibility_simple_embargos


Advanced mode


The advanced mode, which corresponds to Advanced Choices, with embargoes beginning on … allows to fine-tune the embargos but it is, for this reason, more complex than the previous mode.


The choices offered in this input mode will vary according to your publication:


    

  • The choice of embargoes to be fixed depends on the visibility state selected for your publication. If your publication is in state state_2, only embargos  state_2will be offered. The more advanced you are, the more you will be able to choose embargoes.
    • 

  • The embargoes for each document will be proposed only if the document exists.
    • 



The interface will assist you during your modification of the durations of the embargoes. The durations of the other embargoes will be modified dynamically so that they remain coherent.


Example of a state_4 publication with one main document and two secondary documents:


edit_visibility_advanced_embargos


    

  1. Embargoes on metadata. This embargo is applied to the publication itself.
    2. 

  2. Embargoes on the primary document
    3. 

  3. Embargoes on secondary document (s)
    4. 




	


	


				
					


	
	

		

			1. Metadata
		

	


	
		Christian Ruchat
		Help
		

		 

	
	

		
edit_metadata


    

  1. Selected editing step, Metadata in this example, and navigation to another stepRetour à la recherche
    2. 

  2. Back to search
    3. 

  3. Save changes 
    4. 

  4. Filling aid
    5. 

  5. metadata
    6. 





Filling the form from an external source


Fill via (4.), will fill the metadata form from various external sources (eg: Pubmed, DOI). Choose the source that will be used in the list and enter the identifier corresponding to your publication in the chosen source. Then click on Fill. If you have already entered values ??in your form, the value entered in a field will only be replaced if a new value exists in the values ??from the external source.


edit_metadata_fill_with






Entering Authors




If your publication has fewer than five authors, it is recommended that you enter their names and first names in separate fields, which is easy to use, as in the example below.


edit_metadata_authors_less_than_6


 


On the other hand, for publications with more than 5 authors, a text entry in a single, more flexible text field is preferred. You will then have to enter one author per line, respecting the format “name, first name”. For the author field, which sometimes allows to enter a working group, the name followed by “[wg]” must be entered.


edit_metadata_authors_more_than_5






Help in entering a journal






The Fill Periodic and / or ISSN button will allow you to fill out the Periodic and ISSN fields from Sherpa / RoMEO. To begin, click on it to go to the periodic search screen.






edit_metadata_journals_step_1


 


You can either enter the journal title or the ISSN in the search field. Then click icon_search to start the search. You can then select the periodical in the results obtained by clicking on the correspondingicon_select_blue_on_white .


edit_metadata_journals_step_2


 


The Periodic and ISSN fields will then be filled in.


edit_metadata_journals_step_3


 

	


	


				
					


	
	

		

			2. Files
		

	


	
		Christian Ruchat
		Help
		

		 

	
	

		
edit_resources


    

  1. Selected editing step, Documents in this example, and navigating to another step
    2. 

  2. Back to search
    3. 

  3. Save changes
    4. 

  4. Show details
    5. 

  5. Tick ??for acceptance of copyright
    6. 

  6. Main file
    7. 

  7. Secondary files
    8. 





Main file


The main document corresponds to the full text of the publication. For sustainability questions, it must be in PDF format. The PDF / A format should be promoted.




Secondary files




Secondary documents, up to a maximum of 10, can be added to the publication. They may correspond to appendices, explanatory documents, … but should not contain raw data from the search. The maximum size per subfile is 200 MB. Unlike the main document for which a long-term archive of UNIL / CHUV scientific publication(in the state_5state ) is planned, no long-term retention is available for secondary documents. The choice of formats is therefore much more free (click on the button icon_helpcorresponding to the secondary documents for the complete list).






 

	


	


				
					


	
	

		

			Changing the type of a publication
		

	


	
		Christian Ruchat
		Help
		

		 

	
	

		
From the details of a publication (see 6 of the help on the search), click on the “Change type” button.


Choose the type of publication (see 1) in which you want to convert this publication. The “Before” (see 2) and “After” (see 3) zones allow you to see the changes that will be made during the conversion. Once you are sure of your choice, click on “Continue” (see 4).






Adapt the metadata to match the new type selected. Then click “Save” to save the type and the metadata changes.