Publications Module - Manage Underlying Fields

This article explains how Elements uses underlying fields. Every field is available to be used in all the publication types.  When you change types the underlying data is preserved. 

Elements contains 49 default underlying fields.  You cannot edit or remove the default fields, but you can create your own. Where possible, use the default fields rather than creating your own. You can change a type without loss of data as long as the equivalent underlying fields exists in the two types. For example - "Title" is used by all publication types. If you are considering varying from the default types the following article on Customising will provide more information.

From the Manage page System admin > Data category settings > Publications > Underlying fields, you have the following options:

• Download the grid of underlying fields - A CSV formatted document shows field mapping for the publication types.

• Create a new underlying field - The "Underlying field properties" screen will open. Locally created or custom underlying fields are prefixed c- and can be deleted (click the red cross).

• Underlying field types - View the number of publications types using a field and the data format for each field. Some fields are reserved for use by external datasources.  More information is available in the Data Migration article. Locally created or custom underlying fields are prefixed c- and can be deleted by clicking the red cross.

The field properties screen contain the following input fields:

• Name - Specify your custom underlying field. Separate words with a dash (-) and be mindful of naming conventions if you plan to use this field in multiple publication types.

• Data Format - The data format will determine input options. Note that the data format cannot be changed after it has been created. The following formats are available from the drop down menu:

  • Text (allows you to specify the Length of the text field)

  • Date

  • Choice (a set number of choices to be filled with inputs such as radio button lists or drop-downs - once selected null values cannot be entered in the data entry screens) 

  • Integer (a number, restricted to whole numbers)

  • Boolean (true/false)

  • Number (a number, without the integer restriction)

  • List (a set of separate pieces of data – such as keywords, which users will add one by)

  • Person list (a set of separate names, entered by users one by one, and which the system will parse intelligently) Choose Person with Organisation - to use the pre-populated list of organisations from the GRID database for manual data entry

  • Keyword list (a set of separate keywords, each with an indicator to show if it is a MeSH keyword, entered one by one by users, and parsed intelligently by the system)

  • ISBN-10

  • ISBN-13

  • ISSN

  • URL

  • DOI

  • Pagination (a free text box for entering page ranges, used intelligently when displaying in lists)

  • Address list (a list of addresses, stored in a suitable format, which users will enter one by one)

  • Funding acknowledgements (a list of acknowledgements for funding of an activity, with pre-formatted details collected and parsed intelligently, including a list of grants and acknowledgements)

  • Money

  • Person  

The table below provides information on the use of the default fields.

Equivalence is used in a number of places in Elements:

• When a publication is switched between types (see example below).

• In reporting – so the system will display the contents of these fields in one column in a CSV export.

• The underlying field types may also be useful in simplifying calls to the system API.

The grid of underlying fields for publications shows which fields in each publication type Elements considers to be equivalent. If you change type from Conference contribution to Performance, Elements will move data between the fields that share underlying type. All other fields will not be populated. If you change your mind and revert back to a Conference contribution, underlying data (in red) is retained and re-populates the fields.

Note that colour has been added and all other publication types have been removed from this grid to better illustrate the example.