APNI Workflow

Workflow both within NSL editor/search and work done outside.

Maybe write the main workflow then we can add side flow like getting info from BHL etc. (this might be part of the main work flow just thinking this might be an example...)

... get new publication

.... call up name

... check existing data

.... create reference

etc....

Data Quality Checks

.... type of checks (will include links to any outputs written later)

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2 March 2016

Workflow for APNI Data Entry

Editor Overview

e.g. use of the different tabs

Adding instances to new names

Adding names to a new reference

Editing existing data-- some common problems e.g. missing pages for common names, discrepancy between nomenclatural tag (e.g. nom. illeg.) and notes field (nom. inval.)...

Entering new data

It’s important to check the existing records to ensure that something is not already there. If you cannot find something with an exact search (e.g. pasting a full journal title) but it seems like data “should” already be in APNI (e.g. well-established authors and standard references) it’s worth re-checking your search terms and spending a while to do a search with fragmentary search terms to see if perhaps the information has been entered with an alternative (or incorrect!) spelling or in an abbreviated form.

Add a diagram with workflow as follows?

• name published
• name found in literature search
• assessment of whether name needs to go into APNI
• name and associated information entered into APNI
• name added to APC update list

Entering a new name

• Search for name to ensure that it needs to be entered. Use wildcards e.g. "Acac%deal%".
• Once you've confirmed that the name is not already in APNI, click "New" in the top bar and select the appropriate name category from the drop-down menu. Use "Scientific" for phrase names (as they have a scientific component, usually the genus); use "Other name" for common and vernacular names.
• Select correct name (sub-)"Type" from the drop-down menu. Defaults are set to what we believe are the most common choices.
• Add as detailed a name entry as possible . Select appropriate status/parent etc. Parents will appear in a typeahead if they have  already been entered. (If not, use new browser tab to enter-- but check first using wildcarded search!) Note that typeahead is restricted to listing parents of appropriate higher rank/s, so need to select correct rank for new name first.
• Authors will appear in a typeahead if they have  already been entered. (If not, use browser new tab to enter-- but check first using wildcarded search!)

Entering a new reference

• Search for reference using wildcarded search to ensure that it needs to be entered
• Once you've confirmed that the reference is not already in APNI, click "New" in the top bar and select "Reference" from the drop-down menu.
• Select correct reference (sub-)"Type" from the alphabetical drop-down menu.
• Select appropriate parent title (if any). Parent titles will appear in the typeahead if they have  already been entered. (If not, use new browser tab to enter-- but check first using wildcarded search!) Note that the parent title typeahead is restricted to listing parents of appropriate types (e.g. journals for a paper), so need to ensure that you select correct reference type first.
• Add as detailed a child reference as possible (title, author (if necessary), page range, date, notes (if necessary)) 
• Add as detailed a child reference as possible (title, author (if necessary), page range, date, notes (if necessary))
• Sometimes will need to add new author/author team or parent reference before completing entry (Use new browser tab to enter-- but check first using wildcarded search!)

Entering new author/s and authorities

Authors of publications and authors of plant names (authorities) are both entered using the same interface.

• Search for author name or names using wildcarded search to ensure a new entry is required.
• Once you've confirmed that the author name/s are not already in APNI, click "New" in the top bar and select "Author" from the drop-down menu.
• Names are given in the format Surname, Initials (with no spaces between initials) e.g. Hooker, W.J.; Mueller, F.J.H. von
• Authority abbreviations are those given by the International Plant Name Index (IPNI): http://ipni.org/ipni/authorsearchpage.do, even if the publication uses a non-standard abbreviation (e.g. "F. v. M." instead of the standard F.Muell.). The Abbreviation field can be left blank if the person is an author of publications but not of any taxon names. If entering data for an entirely new authority without an abbreviation in IPNI, consult other APNI team members. Authority abbreviations can be added to existing publication author entries later if they subsequently publish plant names in their own right.
• Ideally there will only be one entry for each individual author and one entry for each unique author team. This means some licence is taken with the names of authors as they appear in publications. For example, a paper may be credited to "P.G.Wilson". Due to confusability, it's necessary to find out whether this is Paul Graham Wilson or Peter Gordon Wilson. The paper (and any names published within) should be attributed to the correct author, regardless of whether the journal gives full names or just initials.
• Extra Information and Notes fields can be used to distinguish between author entries which may otherwise be confused, e.g. full names, birth and death dates etc.

Creating instances

An "instance" in the context of the NSL editor is the use of a name in a work. At a minimum this means that the taxon name was cited in a given work on a particular page. An instance may also include other information, including synonyms, a type citation, an explanation of etymology, an illustration etc. In the editor, instances are created by either:

• finding or adding a taxon name (scientific, cultivar, common etc.) and then adding a reference to this taxon name
• finding or adding a reference entry (paper, book etc.) and then adding a taxon name to this work

The option to create an instance becomes available on the Details tab for a taxon name or a reference as soon as the taxon name entry or reference entry has been completed and saved.

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