This article explains how to merge or split records. You might also hear this referred to as joining or unjoining records. Occasionally records are duplicated and need to be manually joined and more rarely you might need to split two records that have been joined in error. Examples of these types of situations are: inpress and publication records, records with the same title but are different items.

Merge Items

Occasionally, the synchronizer will not unify items from different data sources, usually because of a problem with an identifier such as a DOI or ISSN. More commonly, manually entered articles do not automatically merge with harvested records. In those instances, you can merge the items. In many instances, it is more desirable for a Research Manager or Administrator to undertake the merging activities since they might have more experience with identifying variants of records as they appear in different data sources. You can merge items of the same source from DSpace, figshare for Institutions, figshare.com, Manual, MLA, ORCID, RePEc, Scopus, SSRN.

In this case, the Scopus version of the article “Normalized mean glandular dose computation from mammography using GATE: A validation study” was not merged with the versions harvested from four other sources:

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To begin, please note that you can only see the tabs (Summary, History, Data Sources, etc.) if the “My publications” page is displaying Detailed view. If you aren’t seeing the tabs, you are probably in Compact view. You can toggle back and forth between the views using the button in the upper right-hand corner of the page, beside the Export and Reject buttons.

When you have located the items you wish to merge, claim them both. Then, add them to the Workspace by clicking the green “ticket” icon in the toolbar.

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You’ll now see that the Workspace has two items in it.

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Click on the Workspace icon and you’ll see the two versions of the article. Click the checkbox beside the article titles and the click the “Join” button.

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The resulting merged item will be displayed, along with the message “Publication joined.” Note that the name of the person who joined the items is recorded.

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When you return to the researcher’s profile, the newly merged item will be there. Note that the items now has five record sources:

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If you click on the History tab, you’ll see a complete history of the item, including the names of the people who acted on it. Also, the Research Manager can add notes for accepted publications.

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Split Records

In the rare instances where the synchroniser wrongly matches records or if a user incorrectly merges records, they can be easily split.

  1. In the ‘My Publications’ page, activate ‘Detailed view’ and locate the publication that you wish you split
  2. Click on the Data Sources tab
  3. Find the record you wish to split from the publication and click the blue double-arrow icon immediately to the left of it

The split record will create a new publication in Elements. This new publication will have the same claimed, pending & rejected links as the original; you will need to edit these links if they are incorrect.

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