The Crossref Curriculum

Folders

The Folders page contains the main functionality of iThenticate, the service which powers Crossref Similarity Check. It is where folders are created, browsed and shared with other users, where documents are submitted within a folder to be checked against the iThenticate database for similarity, and where documents can be deleted or moved from one folder to another.

Start from iThenticate, and log in.

On this page, learn more about how to:

Create a new folder

Look for the New Folder section on the right of the screen, and click New Folder

Create a new folder

On the Create A New Folder page, use Folder Groups to specify the group where you’d like to save your new folder, then enter a name in Folder Name.

Add folder name

Exclusions

You can choose to exclude certain text from the Similarity Check for all documents uploaded into this folder. Learn more about filters and exclusions within the Similarity Report, and URL filters and phrase exclusions for account administrators.

Use the relevant tick boxes to exclude quotes, bibliography, certain phrases (set these under Account Info), small matches, and small sources.

Exclusion options

To exclude small matches, you set an exclusion threshold. Any match with fewer words than the threshold will be excluded from the Similarity Check. This affects the Match Overview view in Document Viewer. Modify this option from within Document Viewer.

Exclude small matches

To exclude small sources, you set a word count or a percentage exclusion threshold. Any matches with fewer words, or lower than a certain percentage matched will be excluded from the Similarity Check. This affects the All Sources view in Document Viewer. Modify this option from within Document Viewer.

Exclude small sources

Think carefully about using percentage thresholds if you are working with large documents, where a set percentage of 1% may exclude very large matches/sources. For example, 1% of a 100-page document is one full page.

The exclude sections option allows you to exclude longer abstracts or methods and materials sections from being picked up by the Similarity Check.

Exclude sections

Please be aware that section exclusion may not work properly if documents contain:

  • Watermarks
  • Unevenly spaced line numbering
  • Sub-headings that are indistinguishable from the Methods and Materials heading
  • Abstract or Methods and Materials section appearing within a table
  • Section headings and body text using the same font, font size, and font treatment

Repositories to search against

Choose which collections to include in the Similarity Check. Here are the currently available repositories:

  • Crossref - research articles, books, and conference proceedings provided by publishers of scholarly content all over the world
  • Crossref posted content - preprints, eprints, working papers, reports, dissertations, and many other types of content that has not been formally published but has been registered with Crossref
  • Internet - a database of archived and live publicly-available web pages, including billions of pages of existing content, and with tens of thousands of new pages added each day
  • Publications - third-party periodical, journal, and publication content including many major professional journals, periodicals, and business publications
  • Your Indexed Documents - other documents you have uploaded for checking (within your account only, and not added to iThenticate’s main indexes)
Limit searches to specific repositories

To buy the option to create a customizable database source with your own content to submit to and search against, please contact sales@ithenticate.com.

Save your new folder

Once you are satisfied with the changes you’ve made, click Create at the bottom of the form to create your new folder.

Create a new folder group

Start from the New folder section to the right of the page, and click New Folder Group.

New folder group

On the Create A New Folder Group screen, name your new folder group, and click Create.

Now you have an empty folder group. To add a folder to this folder group, click Create a folder. To delete an empty folder group, click Remove this empty group.

Organize folders

Folders in the folder group are shown in alphabetical order. To see a folder group’s content, go to the My Folders section on the left, and click My Folders.

My folders

You can choose to organize the folders within a folder group by title, or by date processed:

  • To sort the folders by title, click the Title header in the title column. A down arrow shows that the folders have been arranged in alphabetical order. Click the down arrow again to put the folders in reverse alphabetical order.
  • To sort the folders by date created, click the Date Created header in the date created column. A down arrow shows that the folders have been arranged by date created, with the most recent first (reverse chronological order). Click the down arrow again to put the folders in chronological order.
Organize folders

Move folders

To move folders to another folder group, go to the folder group containing the folders you wish to move. Click the tick box beside the folder you want to move. From the drop-down menu, use Move selected to… to choose the destination folder group, and click Move.

Move folder

The drop-down menu will not show unless you have created other folders to make it possible to move a document.

Delete folders

Start from the My Folders side menu, and hover over the folder you wish to delete. Click the trash can icon to move the folder to the Trash folder group.

Delete folder

To delete multiple folders, go to the folder group, and check the tick boxes for each folder you wish to delete. Click Trash in the menu bar above to move the folders to the Trash folder group.

Once a folder has been moved to the trash, you can review it before you delete it permanently. From the My Folders menu on the left, click the Trash folder group. In the trash, you can see all the folders you have moved here. To remove a folder from the trash, check its tick box, and use Move selected to… to move the folder to another location.

To permanently delete a folder, check its tick box, and click Delete in the menu bar above. Once you have permanently deleted a folder from Trash, you will not be able to get it back.

Share folders

Depending on how your account administrator has set up sharing permissions, you may be able to (a) view only folders shared by other users, (b) view all users’ folders, or (c) view folders of selected users. If you cannot automatically view others’ folders, use the sharing feature to share folders with other users within the same account.

Start from the folder you want to share, and click the Sharing tab.

Share folder

You will see a list of users with whom you can share the folder. Check the box next to the users’ names, and click ​Update Sharing​. Sharing a folder with another user allows them to view the Similarity Report only. It does not allow them to submit a document to the folder.

Once a folder has been shared, there are two ways to unshare the folder:

  • by the user who shared it: uncheck the box next to the user’s name, and click ​Update Sharing
  • by the user with whom it is being shared: in the user’s directory, hover the cursor over the folder name, and an X icon will appear to the right of the folder name. Click the X icon to remove the shared folder.

Account administrators can enable or disable sharing access based on the organization’s internal guidelines. If the sharing feature is disabled, users will not be able to view previously shared documents.

Edit folder settings

To customize a folder’s settings, use the Settings tab within the folder. Folder settings includes three tabs: Folder Options, Report Filters, and Phrase Exclusions.

Folder settings
  • Use Folder Options to view and modify the options you chose when you created the folder.
  • Use Report Filters to manage the list of URLs that are filtered out from comparison checking for that folder.
  • Use Add URL to add a URL to be filtered, and click Add URL. The URL you add may be as specific or general as you wish, for example:
    • http://example.com/ (don’t forget to include the trailing “/”) - to exclude an entire site
    • http://example.com/docs/ - to exclude a specific directory
    • http://example.com/docs/paper.pdf - to exclude a specific document To remove a URL, click the X icon to the right of the URL.
Report filters
  • Use Phrase Exclusions to add and remove phrases to exclude from comparison checking for every submission in this folder. To add a new phrase, click Add a new phrase, enter the phrase you wish to exclude in the Phrase text box, and click Create. If you don’t want to create a phrase to exclude, click Back to list to return to the Phrase Exclusions tab, or Back to folder to return to the folder view.
Phrase exclusions

Automatic exclusion of bibliography sections

iThenticate detects the following keywords and ignores any matches after the keyword:

  • reference, references
  • reference list
  • reference cited, references cited
  • reference and note, reference and notes
  • references and note, references and notes
  • reference & note, references & note
  • reference & notes, references & notes
  • references and further reading
  • resource, resources
  • resources directory
  • bibliography
  • bibliographic information
  • works cited, work cited
  • citations
  • literature
  • literature cited

When it reaches any of the following words in the paper, it resumes the Similarity Check:

  • appendix
  • appendices
  • glossary
  • table
  • tables
  • acknowledgement, acknowledgements
  • exhibits
  • figure
  • figures
  • chart
  • charts

Automatic exclusion of quotations

Supported marks: iThenticate recognizes these quotation marks and will ignore any matches that use them:

  • “…”
  • «…»
  • »…«
  • „…“
  • 《…》
  • 〈…〉
  • 『…』

Unsupported marks: iThenticate does not recognize these quotation marks and will flag any matches that use them:

  • ‘…’

This applies even when (single) ‘quotes’ appear within (double) “quotes”. For example:

“This text would be excluded ‘but this text would not be excluded’ “then this text would also be excluded.”

iThenticate will also exclude formatted block quotations (indented blocks of text) in .doc or .docx files.

Page owner: Laura J. Wilkinson   |   Last updated 2020-April-08