Newsletters
The newsletter feature is used by the LUDOK team to prepare the period newsletter (every second month). First, a new newsletter issue is created in SciPaMaTo. The rough workflow is as follows:
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Then the team uses the filtering and searching functionality in SciPaMaTo to find candidate studies that shall be presented in the newsletter.
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Every study that shall be in the newsletter receives two additional items of information: a free-text
headlineand atopicfrom a pre-compiled topic list (that can be extended on demand). The topic is used to group related studies, thus allowing the newsletter issue to have a small number of main topics. -
Studies can be included and excluded until the selection fits the purpose of the newsletter.
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The topics can be sorted per newsletter.
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Once the newsletter is finalized, its status is set from 'In Progress' to 'Published'.
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The newsletter — including the topics used and the headlines assigned — are synchronized into SciPaMaTo-Public during the next Synchronization run.
Only one newsletter issue can be in status 'In Progress' at any time. Any studies that is added to a newsletter, is added to the issue that has the status 'In Progress' at that moment. There is a third status 'Cancelled' which is not open for modification and is also not synchronized to SciPaMaTo-Public. It should only be used for parking a newsletter if necessary.
Menu Newsletters → Newsletters
This screen shows a list of existing newsletter issues. You cc`issue` and/or Publication Status.
You can sort by columns Issue, Issue Date or Publication Status.
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Click the button
New Newsletterto create a new issue. This is only possible if there is no other newsletter issue in status 'In Progress'. The new newsletter will be in status 'In Progress' automatically. -
The newsletter
Issueis clickable. Doing so will display the respective newsletter issue. You may change its status and edit it if it is in status 'In Progress'. -
Click on Icon in Column
Sort Topicsto sort the topics -
Click on waste bin icon in column
Deleteto delete the newsletter. This is only possible for the newsletter in status 'In Progress'. -
SciPaMaTo-Public offers links to both the newsletter issue (either the latest or a particular issue) as well as to the summary page of a cited study/paper.
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The process of writing the newsletter text or distributing it to all recipients is not part of the workflow that is incorporated into SciPaMaTo. |
In case of LUDOK, the various links are:
The Newsletter List Page (Menu Newsletters → Newsletters) lets you create a new newsletter issue in status 'In Progress'.
To do that, click the button New Newsletter.
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You can only create a new newsletter if there is no other newsletter issue in status 'In Progress'. |
Add an issue — e.g. 2019/01 and an issue date and save the newsletter.
Use the normal filtering and searching functionality from SciPaMaTo-Core to identify studies that shall be associated with the newsletter. Use the Newsletter Icon to trigger or cancel the association.
The Newsletter List Page (Menu Newsletters → Newsletters), you can click on the Issue (e.g. '2018-10')
to display or edit the respective newsletter.
The only fields of the newsletter are: Issue, Issue Date and Publication Status.
You are only able to modify Issue and Issue Date if the publication status is 'In Progress'.
Any studies that are associated with the newsletter are listed in the table.
As you will see, newsletter topics (as well as headlines) are added to the paper/newsletter association from the Paper Entry page.
The Newsletter List Page (Menu Newsletters → Newsletters) provides access to sorting already assigned topics.
To do so, click the sort icon of the respective newsletter.
You can change the sort order by dragging and dropping the topics as needed. Don’t forget to save after reordering.
The sort-order of already published newsletter issues is not protected. That means that you do not need to reset a published newsletter back into status 'In Progress' in order to (re-) sort the topics.s
Perform normal searching in SciPaMaTo (Menu Papers → Search).
If a newsletter has previously been associated with the current or an older newsletter issue, you will see a closed envelope icon on the right hand side. Hovering the mouse over the icon shows the newsletter issue as title text.
If exactly one newsletter is in status 'In Progress', any newsletter that has not yet been associated with a newsletter, you can do so by clicking the + icon in the same column.
Any paper that is associated with the current newsletter (status 'In Progress') has an open envelope icon. Clicking that will remove the paper from the newsletter.
The same is possible from the Paper Filter Page (Menu Papers → Papers).
The Newsletter Topic and Headline are individual to each association between paper and newsletter. In order to maintain it, open the paper entry page (click the title of a paper identified in either:
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the Newsletter List page
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The result list of the paper filter page
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The result list of the paper search page
Selecting a newsletter topic that has not yet been associated with a particular newsletter issue will add it, also in the sort panel. Removing (the last instance) of a topic from a newsletter will remove it from the sort panel too.
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A paper-to-newsletter association will not be synchronized to SciPaMaTo-Public if the topic has not been selected (even if the status of the newsletter issue is 'Published⁾. |
Note that here, you can only select topics that have existed before. Hence, you cannot define new topics from within the paper entry page. To do that, see the next section.
[[Maintaing the Newsletter Topic list]]
Menu Newsletters → Newsletter Topics.
The Newsletter Topic List page lists all defined topics. The table aggregates the translation of each relevant language into one line.
Clicking the translation opens up the newsletter topic edit page. It lists one line for each language. You can modify the translations (don’t forget to save) or delete the topic with all translations.
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Deleting a topic is only possible if the topic is not still used in a newsletter issue. If so, you first need to un-associate the topic from the affected newsletter issues before you can delete the topic. |