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## Preparing Publications for Data Entry  ### Mendeley  Mendeley provides a central location for the collection, annotation, and tracking of the journal articles that we use. Features of Mendeley that are useful to us include:   * Collaborative annotation & notes sharing  * Text highlighter   * Sticky notes for comments in the text  * Notes field for text notes in the reference documentation  * Read/ unread & favorites:  Papers can be marked as **read** or **unread**, and may be **starred.**  * Groups  * Tagging  Each project has two groups: "projectname" and "projectname_out" for the papers with data to be entered and for the papers with data that has been entered, respectively. Papers in the _out group may contain data for future entry (for example, traits that are not listed in [Table 6](#Table 6)).   Each project manager may have one or more projects and each project should have one group. Group names should refer to plant species, plant functional types, or another project specific name. A list of current groups can be found in [Table 1](#Table 1). Please make sure that, at a minimum, Mike Dietze and David LeBauer are invited to join each project folder.   1. Open Mendeley desktop  2. Click `Edit` → `New Group` or `Ctrl+Shift+M`  3. Create group name following instructions above  4. Enter group name   5. Set `Privacy Settings` → `Private`  6. Click `Create Group`  7. Click `Edit Settings`  8. Under `File Synchronization`, check `Download attached files to group`  ### Adding and Annotating Papers   When naming a group, tag folders so that instructions for a technician would include the folder  and the tag to look for, e.g. "please enter data from projectx" or  "please enter data from papers tagged y from project x".  To access the full text and PDF of papers from off campus, use the [UIUC  VPN](http://www.cites.illinois.edu/vpn/download-install.html) service.  If you are managing a Mendeley folder that undergraduates are actively  entering data from, please plan to spend between 15 min and 1 hour per  week maintaining it - enough to keep up with the work that the  undergraduates are doing.  ### Adding a reference to Mendeley  - If the DOI number is available (most articles since 2000)  1. Select project folder  2. Right click and select `Add entry manually...`  3. Paste DOI number in *DOI* field  4. Select the search spyglass icon  5. Drag and drop PDF onto the record.  - If DOI not available:  1. Download the paper and save as `citation_key.pdf`  2. Add using the *Files* field  3. The citation key should be in `authorYYYYabc` where `YYYY` is  the four digit year and `abc` is the acronym for the first three  words excluding articles (the, a, an), prepositions (on, in,  from, for, to, etc...), and the conjunctions (for, and, nor,  but, or, yet, so) with less than three letters.  ### Annotating a Reference in Mendeley  Each week, please identify and prepare papers that you would like to be  entered next by completing the following steps:   1. Use the star label to identify the papers that you want the student  to focus on next.   - Start by keeping a minimum of 2 and a maximum of 5 highlighted  at once so that students can focus on the ones that you want.  Students have been entering 1-3 papers per week, once we get  closer to 3-5, the min/max should change.   - Choose papers that are the most data rich.   2. For each paper, use comment bubbles, notes field, and highlighter to indicate:  - Name(s) of traits to be collected  - Methods:  * Site name  * Location  * Number of replicates  * Statistics to collect  * Identify treatment(s) and control  * Indicate if study was conducted in greenhouse, pot, or growth chamber   - Data to collect  * Identify figures number and the symbols to extract data from.  * Table number and columns with data to collect  - Covariates  - Management data (for yields)  - Units in 'to' and 'from' fields used to convert data  - Esoteric information that other scientists or technicians might not catch and that is not otherwise recorded in the database  - Any data that may be useful at a later date but that can be skipped for now.  #### **Comment or Highlight** the following information  * Sample size  * Covariates (see [Table 7](#Table 7))  * Treatments  * Managements  * Other information entered into the database, e.g. experimental  details  ### Finding a citation in Mendeley  To find a citation in Mendeley, go to the project folder. Group folders  and personnel are listed in [Table 1](#Table 1). By default, data entry technicians should  enter data from papers which have been indicated by a yellow star and in  the order that they were added to the list. Information and data to be  collected from a paper can be found under the 'Notes' tab and in  highlighted sections of the paper.    ## Google Spreadsheets: Recording extracted data and transformations  Google Spreadsheets are used to keep a record of any data that is not  entered directly from the original publication.  * Any raw data that is not directly entered into the database but that  is used to derive data or stats using equations in [Table 1](#Table 1) and [Table 5](#Table 5).  * Any data extracted from figures, along with the figure number  * Any calculations that were made. These calculations should be  included in the cells.  Each project has a Google document spreadsheet with the title  ’’project\_data’’. In this spreadsheet, each reference should have a  separate worksheet labeled with the citation key (`authorYYYabc`  format). Do not enter data into excel first as this is prone to errors and  information such as equations may be lost when uploading or  copy-pasting.