✅Do's and ❌Don'ts

Here are some general best practices to follow when adding or editing data in Pure. Following these rules helps avoid common errors and ensures the data quality remains high. This guide is based on the QRC "Do’s and don’ts when submitting/editing data in Pure".

• ✅Do perform a quick search in Pure before manually adding a new item to prevent duplicates.
• ✅Do check automatically found duplicates: when you import a publication from a source like Scopus, Pure will automatically search for duplicates. If found, it will display a “View possible duplicates” message in red. Click the message to see if the record already exists.

Analyze possible duplicate entries for the following:

• ✅Do add the item if the duplicate has a different publication type (e.g., you are importing a 'Conference contribution' and Pure finds a 'Preprint' for the same work). These should co-exist as they represent different stages of the research.
• ❌Don't add the new item if it is a true duplicate: same type, title, publication date, etc.

When adding an affiliation for an external co-author:

• ✅Do enter the main name of the organization. For example, use 'Chinese Academy of Sciences', not 'State Key Laboratory of Resources and Environmental Information System, Chinese Academy of Sciences, Beijing, China'.
• ❌Don't add departments, sections, or city names in the organization field. The country should be selected in its own separate field.

For more details, see adding_external_authors_affiliations.

A talk or presentation at a conference is different from a published conference paper, and should be registered separately.

• ✅Do register talks and presentations at a conference as an Activity.
• ✅Do register the accompanying paper, poster, or abstract as Research Output, for example Research Output › Contribution to conference › Poster.
• ✅Do link these types of items back to the main entry by creating the appropriate Relations while creating the entry for the sub-item.

• ❌Don't make separate entries for parts of one document. For example, if an abstract is part of a paper and was never published by itself as a separate item, you should not create an entry for it.

For a detailed breakdown, see the guide for 🗣️ Conference contributions.

Titles imported from automated searches can be in various capitalizations, like ALL CAPITAL LETTERS, sentence case, or title case.

• ✅Do use sentence case (Capitalize only the first letter and proper nouns like University of Twente)
• ❌Don't use title case (Capitalizing All Major Words, Not Minor Words. This is Often Used as the Default in the United States for Example).