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FIU Digital Project Guidelines and Help Materials

The internal standard operating procedures for FIU Libraries' digital collections

Using the Author Merge Tool

  1. Find Duplicate Authors on Author list
  2. Go to the Author Merge Tool. You can find the author merge tool on your administrative dashboard.
  3. In the search box, enter the last name of the person you are searching for.
  4. Select the primary author name and check merge next to all names to be merged:
    1. For FIU Authors: Select the most complete name. This includes email, full first name, middle initial if available, and departmental affiliation. If you run into an instance where one author has two email addresses used for different entries (college and personal emails or faculty vs. student emails) you will need to change one of them before you can merge the author’s entries together. Only bepress can merge these entries that have two different email addresses, so when possible, it’s easier to change one of them. The school email is the preferred email if one is available since a public link is created from the name. Once the same email address is listed for all entries, they will merge automatically.
    2. For Non FIU Authors: The most complete name (including middle initials and prefixes) and their institution, no department required. If a department is listed, click on the article, select revise publication and remove their departmental affiliation.

Things to Keep in Mind:

  1. Check the Titles of the submission to make sure there are no duplicate articles.
  2. To make edits, click on the title of the article. This will bring you to the usual article page- (where you can then click Edit Submission, Revise Submission, etc.) When making changes enter "Author Merge Edit" in the reason for update box. Once all edits for the author are complete, update the community the author is listed in, then do a site-update at the very end.
  3. Here are some things to keep in mind so all author names have a clean, uniform appearance for submissions and Author List:
  •                Do all entries have/not have middle initial?
  •                Do middle initials have periods?
  •                The more name information the better- full name instead of initial, middle initial included, etc Is the email address listed for all entries? For FIU authors only: If there is no email address, add an FIU email address. You can search the university phonebook for the correct email