TODO: fix and split

Correctly affiliating external (non-UT) co-authors is crucial for visualizing our collaboration networks and ensuring accurate reporting. This guide shows you how.

These steps are performed within the editor window of a specific research output.

1. Find the Authors and affiliations section in the Pure record. You will see a list of all authors. External authors are marked with a “globe” icon.
   1. Next to the external author you want to edit, click the Edit button.

TODO: Add screenshot: The “Authors and affiliations” section of a Pure record, with an arrow pointing to the “Edit” button next to an external person's name, as in QRC p.3.

1. In the “Edit person” window that pops up, click the button Affiliate to an external organisation. You can also select the Country from the dropdown menu, which is important for the geographical map display.

TODO: Add screenshot: The “Edit person” pop-up window, with arrows pointing to the “Country” dropdown and the “Affiliate to an external organisation” button, as in QRC p.3.

1. A search box will appear. Type the name of the external organization.

- Search multiple ways (e.g., “MIT”, “Massachusetts Institute of Technology”) to find the correct, standardized name and avoid creating duplicates.

  - Choose the correct organization from the list.  
	//TODO: Add screenshot: The "Add organisational unit" search box showing a search for an organization and the list of results, with an arrow pointing to the correct choice, as in QRC p.3.//
- The organization is now linked. Click **Update** in the "Edit person" window.  
//TODO: Add screenshot: The "Edit person" window again, now showing the external organization affiliated, with an arrow pointing to the "Update" button, as in QRC p.4.//
- The affiliation is now added to the author for this specific output.
- **Don't forget to click Save** at the bottom of the main editor window to save all your changes to the record.

If you cannot find the organization, you can create it by clicking Create external organisation. When doing so, please only enter the main name of the organization, not departments, sections, or locations.

This guide explains how to add publications from before you joined the University of Twente, ensuring they are correctly affiliated and not counted as UT output.

The easiest way to add historical data is to use Pure's automated search feature, especially with Scopus or a complete ORCID profile.

1. Go to Set up automated search.
2. When Pure finds a candidate publication from your previous employment, import it.
3. Pure will often recognize the external affiliation from the source data. However, you must always check and correct the affiliation as described in the manual method below.

When you add a publication from a previous employment (either manually or via import), you must correct the affiliation.

1. Open the publication record in Pure.
2. Managing organisational unit: First, ensure your current UT department is listed as the “managing organisational unit”. This determines who is responsible for handling the record in Pure, it does not count for statistics.

TODO: Add screenshot: The “Publication managed by” section, with an arrow pointing to the current UT affiliation, as in QRC p.47.

1. Contributors and affiliations section: This is where you set the affiliation for reporting.

- Find your name in the author list and click Edit.

  - In the "Edit person" window, you will see your current UT affiliation with a checkmark. **Click the house icon to de-activate your UT affiliation** for this specific publication.
  - Now, click **Affiliate to another external organisation**.
  - Search for and select your previous university or research institute.  
	//TODO: Add screenshot: The "Edit person" window showing the current UT affiliation being de-activated and the "Affiliate to another external organisation" button being clicked, as in QRC p.48.//
- **Click Update**. The affiliations section should now show your name linked to the external organization.
- **Click Save** at the bottom of the record.

The publication is now correctly linked to you as an internal person but with an external affiliation. It will appear on your CV and publication list but will not be counted as a UT publication in official reports.