---
type: Documentation
title: Cataloguing publications manually
description: This guide explains how to catalogue publications manually in Librario
  when an import by identifier is not possible.
resource: https://www.librario.de/en/docs/bibliothekswesen/importieren/manuell-katalogisieren
language: en
revision: e114aa541d24c57e452957a2313c85d2014b716b
tags:
- docs
- bibliothekswesen
- importieren
---

# Cataloguing publications manually

![Form for creating a publication manually, with fields for bibliographic details such as publication type, title, contributors and various identifiers.](/de/docs/bibliothekswesen/importieren/publikation-manuell-erstellen-full.webp)
_The complete form for creating a publication manually
Screenshot of the German interface._


Manual cataloguing gives you full control over all the metadata of a publication.
It is the right method when an [import by identifier](/en/docs/bibliothekswesen/importieren/kennungen-importieren) does not work.
This is often the case for:

- Theses (bachelor's, master's, doctoral)
- Training materials or lecture notes
- Historical publications without identifiers
- Specialist literature that common databases do not cover
- Your organisation's own publications, such as reports

## Creating a publication

To catalogue a new publication manually:

1. Open **Import** in the main navigation
2. In the **Create publication manually** card, click **Create publication**
3. First choose the matching publication type (e.g. book, article, standard)

> **Form fields that adapt:**
> 
> The available fields adapt automatically to the publication type you choose. Frequently used fields are at the top, all others under **Additional information**.


Librario saves the publication only when you click **Save** at the end of the form.
You can add to or correct the details at any time later.

## Recording the key metadata

Technically, only the **Title** is a required field.
We still recommend the following details, because they matter for how people use the library:

- **Language**: needed for correct text processing and search
- **Publication date**: the year, month or day of publication places it in chronological order
- **Publication type**: sets the kind of publication and with it the available fields

> **Other important fields:**
> 
> The more information you record, the easier the publication is to find later. The [bibliographic fields reference](/en/docs/bibliothekswesen/felder-referenz) explains every field in detail.
> 
> Our [best practices](/en/docs/bibliothekswesen/best-practices) explain how to use special fields such as the original title or the parent publication correctly.


## Adding files

In the **Files** section you can upload files such as PDF documents: for example the full text of the publication, an existing table of contents and index, or supplementary material.

> **Full-text search:**
> 
> Librario checks every file of a publication for searchable text. If it finds no text, for example in a scanned document, you see a notice. In that case you can [optimise the file for full-text search](/en/docs/bibliothekswesen/best-practices/volltextsuche-optimieren#problem-1-gescannte-dokumente-ohne-texterkennung).


## Setting the cover

Every publication shows a cover on its publication card and on its detail page.
Librario finds this cover automatically: from the first page of an attached file, or by ISBN from online sources.
You do not need to do anything. If Librario finds neither a suitable file nor an image online, a neutral placeholder appears.

In the **General** section you can also upload your own cover to the right of the fields.
As soon as you pick an image, a preview shows how the cover will look.

> **Your own image comes first:**
> 
> A cover you upload yourself always takes priority over the one Librario finds automatically. If the cover found automatically does not match the edition you hold, simply upload your own image.


## Managing hard copies

Add a hard copy for every physical copy of the publication (section **Hard copies**, button **Add a hard copy**).
This is the only way to keep a complete overview of your holdings.

The [documentation on managing hard copies](/en/docs/bibliothekswesen/leihexemplare-verwalten) covers the details.

## Categorisation

In the last section, **Additional information**, you record:

- **Categories**: subject classification for navigation (see the [best practices for categories](/en/docs/bibliothekswesen/best-practices/kategorien))
- **Keywords**: additional search terms
- **Notes**: remarks on the publication that everyone can see on its detail page

> **Markdown for formatting:**
> 
> In text fields such as **Abstract** and **Notes** you can use [Markdown](https://en.wikipedia.org/wiki/Markdown) for formatting. Markdown is a simple markup language for structuring text, for example with **bold** , _italics_ or lists. A link below the text field explains the Markdown syntax.