How to Manage and Update Intellectual Work (Journals, Books) for the Faculty Portfolio through the Intellectual Work Manager

Updated: May 2021
Applicable to: Institution Admin, College Admin, Department Admin
Applies to: Faculty Portfolio
Outcome: The user will be able to access, audit, and edit Intellectual Works that were entered through the Faculty Portfolio, and create a library of Intellectual Works (Journals, Books) that faculty may select when updating their Intellectual Contributions in their Faculty Portfolio manager.
Description:  Faculty are required to either select a pre-populated “Intellectual Work” or add a new “Intellectual Work” when creating an Intellectual Contribution record in their CV in AEFIS for a Journal, Book or Book Chapter.  Through the Intellectual Work Manager screen, Admins can edit these entries, eliminate redundancy and centrally manage these works.  This guide contains three sections: 
Section One: View, Filter and Search Intellectual Works Manager Entries
Section Two: Editing and Deleting Intellectual Works
Section Three: Add a new Intellectual Work

Section One: View, Filter and Search Intellectual Works Manager Entries

Step by Step:
Step 1: Log in to AEFIS
Step 2: Click on the AEFIS hamburger main menu and navigate to the Faculty Portfolio menu section
Step 3: Select Intellectual Work from the menu listing

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Step 4: The Intellectual Work manager screen will populate and you will have a series of options to search, view and filter the works already populated
a. Filter Intellectual Works – you may select the + Add Filter to choose Type (Journal or Book) or Source (None Selected, ABS, Harzing, ABDC, EconLit, Cabell’s or Other)
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b. Search – you may use the search box to search by keyword or title
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c. Sort – you may sort by any of the following categories by clicking on the name of the category: Type, Title, Quality Level, Impact Factor, International, Updated (date last edited)
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Now that you located the Journal or Book you would like to update or edit, you may move on to Section Two: Editing and Deleting Intellectual Works in this guide.

Section Two: Editing and Deleting Intellectual Works through the Manager

Step 1: Once you located the Intellectual Work you would like to edit, locate the edit button next to the work
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Step 2: View the two options that display: Edit, Delete
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Step 3: To delete, click the Delete option.  A pop-up will display confirming that you would like to permanently delete this entry.  If you would like to delete, select the blue Delete button
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Note: If this Intellectual Work is included in a Faculty Portfolio, you will not be allowed to delete it and the following message will appear:
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Step 4: To Edit your Intellectual Work, click the Edit button directly, or the down arrow next to Edit to select Edit
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Step 5: The Add Intellectual Work wizard will appear and you will be able to change any of the attributes of that Intellectual Work
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Note:  If a Faculty Portfolio is already published and includes this Intellectual Work, the portfolio will only accept these edits once it is Revised.  

Step 5: Click the blue Save button

Section Three: Adding a new Intellectual Work through the Manager

Step 1: Click the blue + Add Intellectual Work button at the top right of the screen
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Step 2: A pop-up Intellectual Work wizard screen will appear
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Step 3: Choose the Intellectual Work type – Journal or Book
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a. If you select Journal, additional fields will appear.  Please note that prior to hitting Save you will need to complete any items with a *
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b. If you select Book, a different set of fields will appear.  Please note that prior to hitting Save you will need to complete any items with a *
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Step 4: Click the blue Save button
Step 5: You will now see the Intellectual Work you created on the manager list:
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Don’t see your Intellectual Work displayed in the manager after saving?  Try refreshing the page!

If you would like to edit or delete your Intellectual Work, please return to Section Two: Editing and Deleting Intellectual Works.

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