1. The applicant creates an entry in the DESY publications database including the corresponding full text(s) (authors manuscript and internal reviewer text (Example) if applicable).
2. The pre-filled application form is generated from the entered data. (To do so, after submission you are forwarded to the detailed view where you can request an "Approval for scientific publication" in the lower right.)
3. The completed form is forwarded to -L- for a formal check of the affiliation and, if necessary, further information is added
4. The form and full text are forwarded by -L- to the appropriate approvers for approval
5. The form and full text are archived by -L- and the applicant is informed about the result of the approval.
6. Only after the approval, the submission / publication is allowed

NB: For conference presentation/slides see our FAQ.

1. Please login to the DESY Publication database .
2. Choose "Submit" and then select the type of document you want to submit.
3. Complete the form as far as sensible, e.g. "group", "pofs", "(EU)-grants", ... will probably not change, so you should enter the final values here. For the title and authors you might decide to only enter stub information that is enough for the approver, and complete this information e.g. via a DOI import once the work is published (see below "After publication"). Please also select the journal where you plan to submit your work, since this is important information for the approver. Upload the "Internal Reviewer text" (Example) if required (e.g. at FS). It is mandatory to add your manuscript to the entry, too.
4. Once all the relevant information is filled in, press "Postpone" to store the information in the database.
   Do not use "Finish & Release", since the record needs to be completed after publication.
5. After a moment the system will show you the detailed entry page of the record you just entered.
   In the lower right corner, you find a link "Approval of scientific publication", which generates the pre-filled approval form. Please fill out the missing fields. You must name another scientist who has read and recommends your work for publication and who is not on the author list.
6. Sign the form using the "sign" button.
   Note: You can not revert the signing process, but you can reload the page to start from scratch.
   Please help us by filling the approver field(s).
7. Press "send" to submit the form to the library for further processing.

If for any reason you decide to abandon the planned publication altogether, please delete the entry using "Modify this record" from your list of postponed records, which is displayed on the home screen of the PubDB after a login.

You will be informed by e-mail once the approval process is finished.

For preprints that will be submitted to a journal the PubDB supports the following workflow, which ensures that the preprint is visible as soon as possible:

• Follow the "usual" approval workflow starting with a "Preprint" submission.
  NB: If you apply for a DESY red report number, the approval procedure is finished, once the number is assigned and the library checks have been done.
• Once the preprint approval is finished, create an entry for a journal publication, link both records together and continue the approval process by re-using the preprint data:
  • Use the import functionality with "preprint:<recid>", where <recid> is either the recid (e.g. 47333) or the PubDB number (e.g. PUBDB-20xx-yyyyy). This links the records together
  • Press Postpone
  Open the (journal) approval form, which copies the fulltext and the filled and signed approval form from the preprint to the journal entry
  • Complete the already filled and signed form by filling in the approver and send it to the library
  • You will be informed once the journal approval process is finished.

For members of the DESY Hamburg Theory group a description for DESY Red Reports preceding a Journal publication can be found at Approval for DESY Red Reports and Journal Publications. Note that you must be a member of the DESY Hamburg Theory group and login to view the fulltext.

If you are an approver you will receive an automatic e-mail whenever a submission needs your approval. The e-mail contains further information and a link to the PubDB entry and to the approval form. The full-text and other documents are stored as "files" attached to the record.
Since all information is restricted at that stage, you need to login to obtain access.
Please check and review the information.

To approve sign at the appropriate field and press "send" to submit the information to the library. You help us if you add any missing information.

If you do not approve, please check the appropriate radio button and state the reason/remark, why you did so. You can not sign in this case. Pressing "send" will inform the submitter that this entry was not approved and he/she can do the necessary changes and send the form again when done.

After the final approval step the submitter is informed by mail that the process is finished and can then proceed.