Fixing missing information in agreement

In this guide you will find out how to fix missing information in an agreement after you have uploaded a list. When essential fields are missing an error message will appear at the top of the agreement page. Non-essential fields will not display an error message as these are recommended or optional. It is therefore always important to check that the uploaded journals includes all the data you expect it to.

When you have missing information in an agreement it is important to find out what information is missing and why it is missing.

The first stage is to check what information is missing.

Check what is missing

Essential fields:

• Journal Name
• Publishing Model

1. You can scroll to the Uploaded Journals. Journals will be highlighted and have a icon to indicate it is missing essential information.
   
   You can also sort journals with missing information by clicking the checkbox next to Only show entries with missing data
   
   Once here you should be able to see which fields are missing, in this example the publishing model is missing.
   
   You can also click on an individual journal and the field that is empty will be highlighted
   

Missing non-essential fields

If there are non-essential fields missing these will not come up with an error so it is important to check your Uploaded Journals to see that they are showing all the data you expected. Below are the fields that do not show an error message if they are missing.

Journal URL

• Note: Journal URL is indicated by the Journal Title being hyperlinked and underlined.

Imprint

• Note: An Imprint will not be missing as when an Imprint is not found within the import the Imprint will use the Publisher Name instead

License Option

• Note: If a License Option is not found within the import AND a default has been selected this will be used instead

ISSN-E

ISSN-P

Subject Areas

Why is it missing?

After identifying what information is missing it is important to find out why it is missing.

Checking the spreadsheet and how to fix

1. Open the spreadsheet and take a look at the columns. See below for example spreadsheets and the issues with it.
   1. Column for the particular field is missing. In this example there is no column for Imprint (Recommended), Electronic ISSN (Recommended), License Option(Recommended), or Subject Area
      
   2. Suggested fix:
      1. Add the missing column or columns AND fill in missing data
2. Incorrect column name - the column has a spelling error in the column name or the column name is not supported
   
   1. Note: When importing a list it automatically maps the column name to a supported list. If this does not match to the supported list it will not be imported. See here for a list of supported column names
      
   2. Fix: Change column name e.g. License Option
3. Missing data within row - The column is in the spreadsheet but there is data missing within the row
   
   1. Fix: Enter missing data

Publishing Model, License Options and Payment Option Data

In addition to the above, when importing Publishing Model, License Options and Payment Option the text will automatically match to a supported list. If this does match to the supported list it will not be imported. See here for a list of supported column names

1. Incorrect text - the row text has a spelling error in the row data or the row data is not supported
   
   1. Fix: Correct spelling or change to supported text.

License Options

1.  License options are written but not comma separated
   1. Note: Multiple license options they must be comma separate e.g. CC BY, CC BY-NC
      
   2. Fix: Add commas between license options e.g. CC BY, CC BY NC

Step-by-Step

1. Fix the spreadsheet based on what the issue was (see examples above)
2. On the Edit Agreement page upload the corrected spreadsheet
   
3. Click Save Changes
   
   
4. Check that the originally missing data has now been populated under Uploaded Journals

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