ERef Bayreuth Help page

Who may use ERef Bayreuth to archive references?

The option of archiving and managing references in ERef Bayreuth is only available to members of the University of Bayreuth after logging in with a vaild user id. Please select Log in on the homepage of ERef Bayreuth, then enter your user id (bt.....) and your password. In case of problems with the authentication process, please contact the IT Service Centre. If you are not a member of the University of Bayreuth, e.g. during your PhD studies, please contact the ERef team. It is not possible for University of Bayreuth students to use their id (s...) to log in.

Members of the same chair or cooperating scientists, e.g. in interdisciplinary research priorities, may apply for a group identification at the University's IT Service Centre, if not already available. By using a group account, it is possible for multiple persons to enter items and manage these with one account.

What references should be archived on ERef Bayreuth?

References for

  • monographs (complete or chapters, including volumes of series)
  • complete issues of a journal
  • articles in journals or newspapers
  • conference reports, conference items
  • reports, preprints, reviews
  • working papers, project reports, research reports, evaluations
  • theses that are necessary for the award of a degree (PhD thesis, habilitation, bachelor thesis, master thesis, diploma, admission thesis; no course assignments)
  • patents

Detailed information on the different types of publications is available during the input procedure. References concerning administrative publications and documents of short-term value, e.g. course directories, invitations, etc. may not be archived.

What data is necessary to enter a reference into ERef Bayreuth?

  • Basic bibliographic data as for instance first and last name of the author/authors, their contact data, title of the publication, if applicable: title of the journal or monograph, place of publication, publisher, date of publication, keywords, DDC classification. Other data might be necessary depending on the type of publication.
  • Abstracts in up to two languages are optional. Adding abstracts is recommended as this increases the visibility of your publication.
  • For publications that are the result of a research project, it is necessary to enter information on the project title and on financing. The FP7 Grant Agreement Number is obligatory for FP7 projects.

How do I archive a reference?

After authentication, the Manage Deposit screen is displayed. Here, you have a list of items connected to your account. The following processes can be started from this screen:

  • Creating a new item.
  • Importing an item from another source, e.g. in XML format.
  • Editing previously saved items.
  • Review of previously saved items.

During the process of creating a new reference it is possible to save the data entered so far and continue at a later time, if, for instance, important information is still missing.

After you completed the process by clicking the button Deposit Item Now, your new item is reviewed by a member of the ERef team. Your data is checked for formal and functional problems before the reference is published or an editor contacts you to clarify questions.

How do I enter special characters?

If you need to use special characters, e.g. superscript/subscript numbers or characters from non-latin alphabets, you may use the relevant utf characters from this page to copy and enter them into the entry forms.

How do I import data into ERef Bayreuth?

Information on the data formats supported by ERef Bayreuth for import can be found on a separate page. Currently, this page is only available in German.

Where can I get the link to include publication lists on websites in the University's CMS?

You can include lists of your publications contributed to ERef Bayreuth on your personal or institutional website. These lists will be updated automatically.
For this purpose, you need an XML link, which you can find in ERef Bayreuth as described here and then insert it into the appropriate place in the University'S CMS (Content Management System).

Where do I find the URL used to include publication lists relating to a project on websites in the University's CMS?

Start by going to your project's publication list by using Browse - Projects - Project name. The URL displayed for this view includes the project name in the form necessary for the next steps.
The URL required for including the list in the CMS consists of a prefix (, the name of the project, the format specification XML, a repeat of the name of the project and the suffix .xml. The exact name of the project, including all special characters,can be extracted from the URL of the publication list's ERef webpage.



The URL of the webpage:
The name of the project in ERef consists of the character string after /projekt/ and before .html. In this case, the required name of the project is Agile_Zusammenarbeit_4=2E0.
The complete URL used to include the publication on a webpage of the University's CMS looks like this:

The ERef team (Phone: 55-3452) is available to assist you in finding the correct URL.

How do I generate a list of selected publications?

It is possible to create a list of selected publications by using the function Manage shelves. Use Manage Access to make it possible for others to collaborate on the maintenance of a list. Detailed instructions are available on this page (Currently only available in German).

How does ERef Bayreuth work as the University's bibliography?

The University's bibliography includes all scholarly publications by members of the University of Bayreuth that are a result of their work at the University. Not included in the University's bibliography are publications that were completed before the author became a staff member of the University of Bayreuth. Nevertheless, the inclusion of older references into ERef Bayreuth is possible at any time and is highly recommended as this makes it possible to include a complete list of your publications on your personal or institutional website.

By using the function Advanced Search, it is possible to retrieve results showing different aspects of the University's bibliography. It is necessary to select Result of work at the UBT to get the correct results.

Example: In order to retrieve all titles that originated at the University during one year, it is necessary to enter the year, for instance 2013, and select Result of work at the UBT. The resulting list may be sorted by Author, Title or Item type.

How do I preselect the institution and the subject area for my items?

Select the menu item User profile after completing the authentication process.


Use the button Edit to view Preselected institution and DDC subject area.


Select one or more institutions and one or more subject areas from the DDC and use the button Add.


Finish by using the button Save and Return. The selected items will be preselected for all new items. Changing the preselection in your user profile is possible at any time.

How do I add a new version of an existing item?

If you want to add a new version of an existing item, e.g. a new edition of a book or the published version of an article in a journal, access your personal work environment with "Manage items" and then use "View item" for the relevant entry. In case that the relevant item is not displayed, please check whether "Live Archive" is checked for "Display all items with this status".

Neue Version

Use "New version" in the tab "Actions" in the item's detailed display to create a new version of this item that is subsequently displayed as a "Preview".

Menue Vorschau

Return to the tab "Actions" and use "Edit item" to make the necessary changes in the individual stages. After the publication of the new version, it is automatically linked to the previously existing item.
All existing versions of an item are shown in its full display. Only the newest version is included in your publication list.

Aktuelle Version

How do I use an existing item as a template for a new item?

It is possible to use an entry as a template for a new item by accessing your personal work environment with "Manage items" and then using "View item" for the relevant entry. In case that the relevant item is not displayed, please check whether "Live Archive" is checked for "Display all items with this status". Use "Use as template" in the tab "Actions" in the item's detailed display to create a copy of this item that you can subsequently edit to make the necessary changes. The new entry is not linked to the previously existing one.

May I make changes to my items on ERef Bayreuth?

As long as an item is Under Review, it is possible to make changes to it. In order to do this, it is necessary to change the item's status to User Workarea. Select the item in the Manage items area of your account by clicking on View item (icon with magnifying glass) and then on the Actions tab. Select Return to Work Area, now the item is available in your User Workarea and you can make the necessary changes. Afterwards, deposit the item again, so that it might be reviewed by the ERef editors.
Items with the status Live Archive can only be changed by the ERef editors.

Is it possible to remove items from ERef Bayreuth?

Entries included in ERef Bayreuth may be removed on request. The item's URL remains valid and links to a display page with the information that the item is no longer available.

How do I revise a published item or add an additional institution/chair?

If you entered the item yourself, please use the link "Apply for correction" in the item's full display to indicate the requested changes; a member of the ERef staff subsequently edits the item's data. Unfortunately, it is not possible to edit published items without contacting the ERef staff.

Vollanzeige Korrektur

If the item was entered into ERef by another member of the University's staff, please click on "Contact" at the bottom of the screen and enter your request into the mail form. Entering the entry's ID number will make editing easier. The ID number is the final part of the entry's URL (

Do I mark an item as Result of work at the UBT if the publication is the result of a collaboration with scholars of other institutions?

As soon as 1 author is/was a member of the University of Bayreuth at the time of the article's, etc. origin, "yes" has to be selected for the option Result of work at the UBT.