Welcome to the new CEEOL. A tutorial for publishers

Transcription

1 Welcome to the new CEEOL A tutorial for publishers

2 Agenda 1. Who we are 2. Apply to Include Your Publication 3. Registration as a new publisher 4. Administer your account 5. Content Management ebooks Journals Gray literature 6. Statistics 7. Help and Support

3 Who we are

4 Who we are The Central and Eastern European Online Library (CEEOL) is the leading repository offering access to a highly specialized and comprehensive collection of full text indexed articles from humanities and social science periodicals. The NEW CEEOL is also offering an ever growing collection of ebooks and has the ambition to provide a significant collection of Gray Literature documents. All content in CEEOL is from and/or about Central, East and Southeast Europe. CEEOL s aim is to provide first hand academic information for researchers around the world whose areas of research are focusing on Central, East and Southeast Europe, its politics, history, languages, and cultures. Key academic and independent journals and ebooks from this region, effortless access and broad coverage make the CEEOL collection a unique and high quality research tool. Our customers are world-leading universities, colleges and other institutions (such as NGOs) and a growing number of individual users.

5 Apply to Include Your Publication

6 Apply to Include Your Publication accessing the form If you are a new publisher and want to apply to include your publication in CEEOL, we kindly ask you to request the inclusion of your publication into our database by filling out the online application form. 1. To do that, on CEEOL s main page please click on For PUBLISHERS button. 2. In the window that appears click on the Apply to Include Your Publication. There you can access the online form which you are kindly asked to fill. Fields framed in red are mandatory and need to be filled in order to proceed with your application.

7 Apply to Include Your Publication Our publisher s support team will contact you right away and inform you whether or not your publication can be included. If your publication is accepted, you will be asked to register and accept our publisher s agreement. As soon as your journal and our agreement are accepted, you can proceed with the registration instructions in this tutorial. Once registered, you can login and administer your account.

8 Create a new publisher s account Accessing the form Once your publication has been accepted for inclusion by CEEOL, you will be asked to register your publishing house. 1. To do that, on CEEOL s main page ( click the for PUBLISHERS button. 2. On the New Publisher page click on Create a new publisher s account which will open a registration form in which you will be asked to enter details related to your publishing house as well as your credentials (log-in details, which you will use later for loggingin to CEEOL in order to administer both publishing house s and administrator s data). Please note that fields framed in red are mandatory!

9 Create a new publisher s account filling the form 1. Name 2. Address In the Name orig. window, please write the name of your publishing house in original name and alphabet. In the Name English window, please write the English translation of the publishing house s name. ONLY if the original name of your publishing house is in Cyrillic alphabet, please write the original name and Latin transcription of its name in the Name orig. TL window. If your publishing house is divided into departments, please fill in the Department window. In case you need to enter any additional address information beside the Street, Address Suppl. window should be filled. Other address related fields are mandatory to fill. 3. Password and Upon your future log-in to CEEOL Password and you enter will be used

10 Log-in as a new publisher Once you have registered your publishing house, you can Log-in to CEEOL and continue your work. 1. To do that, on CEEOL s home page ( click on LOG IN. 2. A Login window will appear, where you can enter your Username ( ) and your Password you used upon registration.

11 Log-in as the already existing publisher In case you are an already existing publisher in CEEOL, you will receive an with your credentials. 1. To log-in, on CEEOL s main page ( please click on the LOG IN button. 2. A Login window will appear, where you can enter your Username ( ) and your Password you used upon registration.

12 Administer your account

13 Editing your data on your account Once you have logged in to your account, you will be redirected to the your publishing house s page. In this section, in the 1. Content Provider Data, you may edit your data about: a) your Publishing House b) your Journal 2. In the Content Management window, you will be able to archive your publications: a) your ebooks b) your Journals c) your Gray Literature

14 Editing your data on your account: publishing house data 1. In case you need to edit your publishing house s data, from the previous screen, you click on the Content Provider Data -> Publishing House Data, where the following form will be opened for your editing. 2. Under the first tab, you may change/edit all your basic data. 3. Moving the mouse over the yellow question marks shows you information on how to fill out the form 4. Click on Save.

15 Editing your data on your account: publishing house data Add a New Content Admin 1. Under the second tab, Content Admins, you can add a new administrator / edit or delete the existing one. (Administrator is a person to whom you have given the rights to work in your publishing house s account.) 2. If you want to add a new Content Admin, please, click Add New Content Admin and fill in the form. 3. Do not forget to activate the active checkbox! 4. Under the Content rights, define the rights of the admin what s/he can edit: ebooks, Gray Literature, Journals. 5. Click on Save.

16 Editing your data on your account: publishing house data Delete Admin 1. You can delete the admin by selecting (clicking once) the existing one and then clicking on the delete-icon 2. Click on Save.

17 Editing your data on your account: publishing house data Edit Admin 1. By double clicking on the already existing admin, you can edit his/her data. 2. Under the second tab, Content rights, define the rights of the admin what s/he can edit: ebooks, Gray Literature, Journals. 3. Click on Save.

18 Editing your data on your account: publishing house data 1. The tab Logo allows you to upload, remove or edit your company logo. To add a Logo, you will need an image in JPEG and not bigger then 50 KB. 2. Under Documents you will find all relevent documents like contracts etc.

19 Editing your data on your account: journal data IMPORTANT PRELIMINARY REMARKS: 1. If you want to add a new journal, you ADD THE BASIC DATA OF THE JOURNAL in the CONTENT PROVIDER DATA > JOURNAL DATA > NEW JOURNAL 2. Adding NEW ISSUES AND ARTICLES has to be done under CONTENT MANAGEMENT!

20 Editing your data on your account: journal data New Journal 1. To add a new journal, in the Content Provider Data > Journal Data, please click on the New Journal. 2. In the Basic Data tab fill in all relevant data (fields framed in red are mandatory!). Remark: ONLY if the original name of your publishing house is in Cyrillic alphabet, please write the original name and Latin transcription of its name in the Name orig. TL window.

21 Editing your data on your account: journal data New Journal 1. The second tab, Contact Data, is for you to fill in the contact data of the journal. 2. Click on Save.

22 Editing your data on your account: journal data New Journal Content Admin 1. As soon as you saved your journal s basic data and contact data, in the third tab, that appears on your screen, you may assign a content admin for this journal (or choose one of the already existing) 2. To select the already existing content admin, please click on the Choose Content Admin and select. 3. a. If you need to create a new content admin, please, click on the CREATE NEW CONTENT ADMIN. 3. b. The Add Content Admin window will appear which you should fill. 4. Click on Save. Please, do not forget to check the Active checkbox!

23 Editing your data on your account: journal data 1. Under the tab: Text-Modules, you are kindly asked to add text modules (like a short description of the journal). 2. a. The Subject(s) Affiliation tab is where you will find a list of the subjects offered in our repository. Please, choose as many subjects as you think necessary to describe your journal the best. 2. b. If you click on the arrow beside the general subject(s), a list of subcategories will appear, and we kindly ask you to select among those as well. The more thorough you do the subject affiliation, the easier it is for the end users to find your publication! 3. Click on Save.

24 Content Management

25 Content Management In this section, you a) add new ebooks b) add new journal issues c) add grey literature and of course edit and delete the above mentioned content.

26 ebooks

27 Content Management: adding ebooks 1. In the Content Management, 2. by clicking on ebooks you will be able to add a new ebook published by your publishing house. 3. When adding an ebook to CEEOL, you first have to register it by clicking on Add new ebook.

28 Content Management: adding ebooks 1. In the ebook Data tab, please fill in all the data about the ebook (Book type, Title and, if applicable, Subtitle, both in original language and in English). ONLY for ebook with the title written in Cyrillic alphabet, please, provide the Latin transliteration. Windows framed in red are mandatory! 2. In the Details tab you should provide data relating to ebook s Number of pages, Year of publishing, Price, ISBN, etc. 3. Please, do not forget to fill in the Keywords and Summary/Abstract fields! 4. Click on Save.

29 Content Management: adding ebooks After saving the data under ebook Data and Details, you see new tabs and can edit the languages, subject(s) affiliation, contributors. Furthermore you can add files like Cover image, Table of content or an Introduction. The more thorough you are in providing information, the easier it is for the end users to find your publication!

30 Content Management: adding ebooks - Languages 1. Under the Languages tab, please check the check box beside the language(s) the ebook is written in. 2. In case the language you need is not listed among Available languages, click on the More Languages button, and select from there.

31 Content Management: adding ebooks 1. a. Tab Subject(s) affiliation, is where you will find a list of the subjects offered in our repository. Please, choose as many subjects as you think necessary to describe your journal the best. 1. b. If you click on the arrow beside the general subject(s), a list of subcategories will appear, and we kindly ask you to select among those as well. The more thorough you provide the subject affiliation, the easier it is for the end users to find your publication!

32 Content Management: adding ebooks - Contributor In the Contributors tab you can add data about the author, editor, translator, composer, photographer and/or illustrator of the ebook. 1. To do that, you are kindly asked to check first whether the contributor you are looking for already exists in our database by starting to type his/her last name in the search window. 2. If you find the person you are looking for, move on and select the contributor s role (author, editor, etc.), and 3. Click on Add button. The person you added will appear in the appropriate window beside.

33 Content Management: adding ebooks Edit Author If you find it necessary to change some data about the contributor you found in our repository, it is possible by: 1. Selecting the contributor from the list and then 2. clicking on the Edit Author button. 3. A new window will appear, where you will be able to change the data.

34 Content Management: adding ebooks New Author 1. If the contributor you are looking for does not exist in our repository, to add a new contributor, please click on the New Author button. 2. A New Author window will appear, in which you are kindly asked to fill as many data about the author as possible, as to avoid future duplication. a. Please pay attention to fill correctly data about author s last name and first name! b. Please, write the last name and name of the author in original language and alphabet! c. If the author s name comes originally from the language written in Cyrillic alphabet, please provide it in the fields in Cyrillic letters.

35 Content Management: adding ebooks adding files - Monograph 1. If, in the ebook Data tab, you selected Monograph as the ebook Type, in 2. the Add Files tab, you will have to add files such as Cover page, ebook PDF (the entire book), Table of Contents, Sample PDF (first several pages of the ebook), Introduction.

36 Content Management: adding ebooks Add Files 1. In the Add Files tab, you are kindly asked to upload as many documents as possible, most important being Cover Page and Table of Content, but also a Sample PDF (for example, first few pages of the ebook) and Introduction. Those documents will be visible for end users on CEEOL s main page and downloadable free of charge. 2. All the documents, except for Cover page are to be in PDF. 3. To add a Cover Page you will need an image in JPEG and not bigger then 50 KB. You should ask the person in charge for layout to provide you with such image or, if needed, you can convert and downsize it by yourself.

37 Photo Shop downsize and convert image to JPEG If you need to prepare the Cover Page image yourself, and if the cover page you have is in PDF, you can both downsize and convert it to JPEG in the Photo Shop. 1. To downsize the image in Photo Shop, upon Opening it (File > Open > select the document) downsize the resolution to 30 pixels and click on OK. That way, in most cases, the image will be downsized to less then 50 KB. 2. Now you can go on and Save it as a JPEG. To do that, you go to File > Save As and from the dropdown Format window, select JPEG. Click on Save, and you can use the image for adding it as Cover Page.

38 Content Management: adding chapters to an ebook Collective work 1. If you selected Collective work in the Book Type field, you will have to cut the ebook into Chapters and include them one by one. 2. To do that, once you have filled all the tabs, you will have to click on Back button. 3. Among the ebooks listed under your publishing house, select the one you are archiving by clicking once on it, and 4. Among the Actions, click on Add new Chaphter.

39 Content Management: adding chapters to an ebook Collective work 1. A New Chapter window will open, which you are kindly aked to fill. Please, do not forget to enter all the data, to separate Keywords with semicolone (;), and to edit the Summary fields so the line brakes are removed. 2. Once you click on Save button, 3. a new window will appear, in which, under various tabs, you are kindly asked to enter all the necessary data, Languages, Subject(s) Affiliation, Contributor(s) and 4. to Add Files, i.e. add the chapter you are uploading.

40 Content Management: adding chapters to an ebook cutting the articles The issue should be cut into separate readable pdf documents, each of them representing one article. Please note that readability of the pdf is essential for the visibility of the article! Ask the person in charge for the journal layout to provide you the already separated pdf articles or cut the journal yourself. To cut the journal into separate articles, you will need the Adobe Acrobat Professional, or a program by your choosing. To cut articles by yourself, please follow the instructions below.

41 Adobe Acrobat Professional cutting the articles 1. Here you will be able to see the page you are at as well as the total number of pages of the document/journal. 2. Click on Page Thumbnails, to see the entire list of pages in the document, so you can go through it more easily. 3. To cut an article, remember its page range, click on Tools, and then on Extract. 4. The following window will appear, where you can define the page range to be cut, click on OK. A separate document will appear, which you should save and use as the article.

42 Content Management: adding chapters to an ebook 1. Once you have added your chapters, to check whether all are included, select your ebook by clicking once, 2. and on the right side, among Actions, click on List of Chapters. 3. A List of Chapters window will appear, in which all the chapters you added will be listed. If you need to add a new one, please click on OK button, and then go back to Add new Chapter action. If all the chapters are listed, click on OK and your ebook will be available online in short notice.

43 Journal issues

44 Adding a New Journal Before adding a new issue of a journal, do not forget to register it! 1. To add a new journal, in the Content Provider Data > Journal Data, please click on the New Journal (on the right side of the screen). 2. In the first tab Basic Data fill in all relevant data (fields framed in red are mandatory!). Remark: ONLY if the original name of your publishing house is in Cyrillic alphabet, please write the original name and Latin transliteration of its name in the Name orig. TL window.

45 Adding a New Journal 1. The second tab, Contact Data, is for you to fill in the contact data of the journal. 2. Click on Save.

46 Adding a New Journal Content Admins 1. As soon as you have saved your journal s basic data and contact data, in the third tab, that appears on your screen, you may assign a content admin for this journal (or choose one of the already existing) 2. To select the already existing content admin, please click on the Choose Content Admin and select. 3. a. If you need to create a new content admin, please, click on the CREATE NEW CONTENT ADMIN. 3. b. The Add Content Admin window will appear which you should fill. 3. c. Click on Save. Please, do not forget to check the Active checkbox!

47 Editing your data on your account: journal data Text Modules and Subject(s) 1. Under the tab Text-Modules, you are kindly asked to add text modules (like a short description of the journal). 2. a. The subject(s) affiliation tab is where you will find a list of the subjects offered in our repository. Please, choose as many subjects as you think necessary to describe your journal the best. 2. b. If you click on the arrow beside the general subject(s), a list of subcategories will appear, and we kindly ask you to select among those as well. The more thorough you do the subject affiliation, the easier it is for the end users to find your publication!

48 Content Management: adding journal issues & articles STEP 1: ADD JOURNAL DATA under CONTENT PROVIDER DATA see slides above STEP 2: GO TO CONTENT MANAGEMENT and click on JOURNAL ISSUES STEP 3: There you select a journal and add an issue to it STEP 4: Then you add an article to the issue Add journal data here: Add issues and articles here:

49 Content Management: adding a new journal issue 1. To add a new issue you select the journal you want to add an issue to and 2. click on List Issue 3. Add a new issue by clicking on New Issue

50 Content Management: adding a new journal issue 1. Fill in the form providing data about the issue you are uploading (Year of publication, Volume, Number, and a short description / Comment, if applicable) and click on Save. 2. This window appears.

51 Content Management: adding a new journal issue adding files 1. In the Add Files tab, you are kindly asked to upload the Table of Content in pdf format AND add/replace you cover page image. 2. To add a Cover Page you will need an image in JPEG and not bigger then 50 KB. You should ask the person in charge for layout to provide you with such image or, if needed, you can convert and downsize it by yourself.

52 Photo Shop downsize the image and convert it to JPEG If you need to prepare the Cover Page image yourself, and if the cover page you have is in PDF, you can both downsize and convert it to JPEG in the Photo Shop. 1. To downsize the image in Photo Shop, upon Opening it (File > Open > select the document) downsize the resolution to 30 pixels and click on OK. That way, in most cases, the image will be downsized to less then 50 KB. 2. Now you can go on and Save it as a JPEG. To do that, you go to File > Save As and from the dropdown Format window, select JPEG. Click on Save, and you can use the image for adding it as Cover Page.

53 Content Management: adding journal articles 1. In the Articles tab, you will see the list of articles you have uploaded. 2. To add a new article, click on New Article.

54 Content Management: adding journal articles cutting the articles The issue should be cut into separate readable pdf documents, each of them representing one article. Please note that readability of the pdf is essential for the visibility of the article! Ask the person in charge for the journal layout to provide you the already separated pdf articles or cut the journal yourself. To cut the journal into separate articles, you will need the Adobe Acrobat Professional, or a program by your choosing. To cut articles by yourself, please follow the instructions below.

55 Adobe Acrobat Professional cutting the articles 1. Here you will be able to see the page you are at as well as the total number of pages of the document/journal. 2. Click on Page Thumbnails, to see the entire list of pages in the document, so you can go through it more easily. 3. To cut an article, remember its page range, click on Tools, and then on Extract. 4. The following window will appear, where you can define the page range to be cut, click on OK. A separate document will appear, which you should save and use as the article.

56 Content Management: adding journal articles New Article 1. To add a new article, click on the New Article button. 2. A new window will appear, which you are kindly asked to fill as accurate as possible. 3. Choose among offered Article Types, to define the type of article you are uploading. 4. Enter the Title and Subtitle (if applicable) of the article, both in original language and in English. 5. Enter the total Number of pages of a particular article you are uploading, as well as the Page- Range (in the original/print version of the journal). 6. Please, do not forget to enter Keywords and Summary/Abstract, paying attention to separate keywords with the semicolon (;). 7. Note that Price field is active and should be filled only for payable journals/article types. 8. Click on Save. Please note that windows framed in red are obligatory. All the additional instructions can be found by clicking on the Help button next to particular field.

57 Content Management: adding journal articles - Languages A new window will appear in which, under particular tabs, you are kindly asked to fill the data about the article. 1. In the Languages tab, please check the checkbox next to the language the article is written in. 2. If the language you are looking for does not appear among the Available languages, please click on More Languages button, and select the language from the list displayed.

58 Content Management: adding journal articles Subject(s) affiliation 1. Under the Subject(s) affiliation tab, you will find a list of the subjects offered in our repository. Please, choose as many subjects as you think necessary to describe the article content the best. 2. If you click on the arrow(s) beside the general subject(s), a list of subcategories will appear, and we kindly ask you to select among those as well. The more thorough you provide the subject affiliation, the easier it is for the end users to find the article!

59 Content Management: adding journal articles Contributors In the tab, Contributors, you can add data about the author, editor, translator, composer, photographer and/or illustrator of the ebook. 1. To do that, you are kindly asked to check first whether the contributor you are looking for already exists in our database by starting to type his/her last name in the search window. 2. If you find the person you are looking for, select him/her by clicking once, and then select the contributor s role (author, editor, etc.), and 3. Click on Add button. The person you added will appear in the appropriate window beside.

60 Content Management: adding journal articles Edit Author If you find it necessary to change some data about the contributor you found in our repository, it is possible by: 1. Selecting the contributor from the list and then 2. clicking on the Edit Author button. 3. A new window (New Author) will appear, where you will be able to change the data.

61 Content Management: adding journal articles New Author 1. If the contributor you are looking for does not exist in our repository, to add a new contributor, please click on the New Author button. 2. A New Author window will appear, in which you are kindly asked to fill as many data about the author as possible, as to avoid future duplication. a. Please, pay attention to fill correctly data about author s last name and first name! b. Please, write the last name and name of the author in original language and alphabet! c. If the author s name comes originally from the language written in Cyrillic alphabet, please provide it in the fields in Cyrillic letters.

62 Content Management: adding journal articles Add Files 1. In the Add Files tab, you are kindly asked to upload the pdf document of the article. 2. To do that, click on Add and select the particular pdf document among the folders on your computer. 3. Click on Save by which upload of the particular article has been successfully saved and included among the Articles of the journal s issue.

63 Gray literature

64 Content Management: adding Grey Literature Add New Grey Literature To add a New Grey Literature: 1. in the Content Management, please click on Grey Literature. 3. Click on the Add New Grey Literature and a New Grey Literature window appears.

65 Content Management: adding Grey Literature Grey Literature Data 1. In the Grey Literature Data tab, please fill all the necessary fields. 2. Select among Grey Literature Types (Policy Paper, Pamphlet, etc.). 3. Enter Title and Subtitle (if applicable) both in original language and alphabet. 4. ONLY if the original title (and, if applicable, subtitle) is written in Cyrillic, please provide Latin transliteration.

66 Content Management: adding Grey Literature Data 1. In the Data tab, please provide the data about the Grey Literature document you are uploading. 2. Define the total Number of pages enter the Year the document was published. 4. Enter the Publishing Location and Publishing Country data. 6. Please. fill in the Keywords field, paying attention to separate them with semicolon (;). 7. Please, fill in the Summary/Abstract field. 8. Click on Save. Please note that clicking on the Help buttons will provide you additional information about the uploading process and particular field.

67 Statistics

68 Statistics You can at any time monitor and download the sales and usage statistics for each content type on your account. Statistics are self-explanatory. If you need help, please contact us directly:

69 Help & Support

70 Help & Support For all technical questions please address yourself to For all other questions please mail to Please let us know if you are interested in a CEEOL Publisher s Webinar to learn more details about the site.