Web Content Display (Global)
Welcome to the help page of the Dempub application
We have organised the page into Questions and Answers, and we hope that this will help you to find the information that you need. If, however, you cannot find the answer that you are looking for, please write to us (the Demand Management and Identifiers Team) at: OP-SERVICES-REQUEST@publications.europa.eu and we will reply to you directly and update the FAQs.
What is Dempub?
Dempub is an online interface where authors can submit requests for publications services.
How do I access Dempub?
If you are a first-time user, you will need to access the Dempub link and register using ‘EU Login’. After your first login attempt, you will need to request specific access to Dempub from our team (by email). A member of our team will grant you access and will also be available by phone or email for further information and guidance. The request for specific access from the Demand Management and Identifiers Team is necessary because we need your telephone number and the name of your organisation, and ‘EU Login’ does not disclose this information to us.
Subsequent visits to Dempub will only require you to login via ‘EU Login’..
How do I make a request?
- Click on the ‘Create a new request’ button.
- On the first page (‘Services requested’), choose the products required (choose ‘Other’ if you are unsure).
- In the ‘Services’ (right-hand) table, depending on the products that you have chosen, some services will be offered by default; some will be available (if you want them and tick them); and others will not be available to you.
- On the next page (‘Project details’), give as much information as you can (some data is mandatory, such as the title and the description).
- On the following page (‘Administrative information’), review your administrative details — your name, institution, email address and phone number.
- On the next page, it is possible to upload a file, if you wish (for example, a manuscript, a model, a distribution list, etc.).
- On the last page, review your request and submit it. Before submitting, you can always save the request as a draft, or return to previous pages and modify the information.
How does the process work?
Once you have launched a request, our Demand Management and Identifiers Team will validate it (and contact you for further details, if necessary). The request then transfers to our management system and is given a project number (e.g. 2018.XXXX).
If the request is for identifiers only, our team will provide you with the identifiers and instruct you on the next steps to take.
If the request is for multiple services, the project will be registered and identifiers assigned, and it will be passed on to the Multimedia and Publications Unit, where the project will be allocated a team leader and a project manager, who will guide you through the production process.
Are your services free of charge?
The services provided by the Demand Management and Identifiers Team are free of charge (including the assignment of identifiers).
The services offered by the Publications Office (OP) within Dempub may be free of charge, but they may also have a charge attached. The cost depends on whether the work will be performed internally (free) or externally (require payment). The project managers will be able to provide you with more pricing details in relation to your specific project.
What if I change my mind and want to cancel my request?
You can cancel your request at any point prior to submitting it. After submission, you can cancel the request by sending us an email. Once the project has reached the B2 Multimedia and Publications Unit, you can cancel it at any moment by writing an email to the project manager in charge of your project. Please be advised that, if you have signed a contract agreeing to pay for the project, you will not be able to cancel the project without invoices being issued for the work that has already been performed.
Which products can I request identifiers for?
PDF, print, e-book and HTML as well as multimedia products.
What is the difference between PDF and print?
If you are requesting identifiers for a publication that will appear online only, then simply tick ‘PDF’. If your publication will be printed, you will need to tick ‘Print’ as well; in this case, you will receive two sets of identifiers: one for the PDF version and one for the print version.
Why do I need a catalogue number?
The catalogue number is the main reference for certain OP services, such as distribution, archiving and long-term preservation. For example, if your publication is sent to our distribution centre in Arvato, it will not be dealt with unless it has a catalogue number displayed on the back cover, and the necessary workflows have been activated in our management system based on this catalogue number.
Which identifiers will I receive?
- A catalogue number: the OP’s own identifier, assigned to all EU publications.
- An international standard book number (ISBN): a globally recognised identification scheme, designed for the publication supply chain and primarily assigned to monographs.
- An international standard serial number (ISSN): a globally recognised scheme for the identification of serial titles.
- A digital object identifier (doi): a permanent digital identifier enabling access to a range of services, based on its ability to provide a stable link to the resource identified.
What if I would like to add language versions or other products to my project?
You do not need to launch another request. Simply contact us by email, give us the project number and tell us what you would like to add. We will update the project on our side and forward the information to the production team, as necessary.
What is a serial publication?
A serial publication is a continuing resource in any medium, issued in a succession of discrete parts, usually bearing numbers, with no predetermined conclusion. Examples of serials include: journals, magazines, electronic journals, ongoing directories, annual reports, newspapers and monographic series.
When launching a request for a serial publication, please provide the ISSN number of the previous edition, so that we can link all issues, or, otherwise, let us know if it is a new series.
Should my publication receive an EUR number?
The EUR numbers (EUR xxxxx) are assigned exclusively to scientific or technical reports resulting from research programmes and studies and intended for scientists and researchers. Following the NISO standard Z39.23-1997 a scientific or technical report is «a document that conveys the results of basic or applied research and supports decisions based on those results. A report includes the ancillary information necessary for interpreting, applying, and replicating the results or techniques of an investigation. The primary purposes of such a report are to disseminate the results of scientific and technical research and to recommend action».
Do I need to create separate requests for the assignment of identifiers and other services?
No. Any services that you request from the OP will automatically contain a request for the assignment of identifiers, if they are needed. For example, we will always allocate a catalogue number, because it is our internal identifier code. We will also assign an ISBN, a doi and an ISSN, depending on the services that you require. That is why it is essential that you provide the necessary information when submitting a request.
What is the difference between graphic design and prepress?
Graphic design is usually only performed on one language version (the first one, also called ‘the pilot version’) and is the result of a creative process involving graphic designers (internal or external) and authors. It is a complex process and must be organised well in advance of the foreseen publication date.
Graphic design can be carried out on an entire publication (where time and size allow), or on a set of ‘model pages’ that contain all of the relevant layout elements. Once the graphic design on the first language is complete, the prepress teams (internal or external) will take up the mantle, and finish the work on the pilot languages (if necessary) and lay out the remaining languages (if applicable).
What is the difference between a print and a reprint?
Once a publication has been registered in our system and has print identifiers, a print request can be submitted for some or all of the registered language versions.
If a second print request is launched for the same language version, you must specify that it is a ‘reprint’ request. When making the reprint request, it is very important that you include the original publication project number or identifiers, so that we can link your new request with the old request in our system. For example, if project 2018.1111 included English, German and French language versions, and you originally asked for the English and French versions to be printed, but, 2 months later, you asked for the English and German versions to be printed, the German version would be printed under the original project number (2018.1111), but a reprint request would need to be launched for the English version (and the original project number — 2018.1111 — would also need to be included in the reprint request).
Please be aware that a reprint request means that the document will be printed without any changes to the original product. If you wish to revise/modify the product before printing again, your request will become a re-edition request (see below).
What is a re-edition?
A re-edition is a new edition of a publication that has previously been registered with the OP and published, but which has since been amended. Please submit a new request and inform us of the reference of the previous edition, so that the two can be linked in our system and, subsequently, in EU Publications.
An annual or monthly publication based on the previous year's or month's similar publication is not considered as a new edition/re-edition of a previous publication.
What if I only have very small corrections to make?
Just write an email to: OP Services Request and we will find the best solution, once we have assessed the type of corrections needed.
Can I change the title of my publication?
Once your request has been submitted and validated, you cannot change any of the elements within the request itself. However, our team and the production managers are able to modify projects as required, upon email request.
What is collaborative planning?
Collaborative planning in Dempub is a centralised service that enables authors to easily plan publications, collaborate with other authors and stay informed about other DGs’ publication plans.
How do I access collaborative planning?
You can access collaborative planning with your Dempub credentials. (If you are a first-time user, please see the answer to ‘How do I access Dempub?’ above.)
Dempub users can access collaborative planning with a Coordinator role.
Is collaborative planning easy to use?
The collaborative planning service is very user-friendly, and you never have to provide the same information twice.
After inserting your initial planning data, you can simply convert your publication plan into a production request.
What are the benefits of collaborative planning?
You can benefit from collaborative planning because it provides real-time information about the publication plans of both your own and others’ organisations, as well as contact details of other authors to foster potential collaboration.
In addition, collaborative planning enables you to contribute to sound financial and resource management in your organisation.
What is the difference between initiator and coordinator roles?
A Coordinator is responsible for the overall project (i.e., its content, production, details, etc.) and can insert a single publication plan in the collaborative planning.
An Initiator is an author, or acts on behalf of the author, and can insert one or more publication plans in the collaborative planning. Only initiators can upload planning data in bulk.
By default, all Dempub users are coordinators.
To change your role from coordinator to initiator, contact the front desk for authors at: OP-SERVICES-REQUEST@publications.europa.eu. They will activate the buttons ‘Download template’ in the section ‘Manage planning data’ and ‘Import bulk data’ in the section ‘Insert new planning data’.
How to import planning data in bulk?
To be able to upload planning data in bulk, you need to have the Initiator role in the collaborative planning tool. (For more information about the different roles in collaborative planning, please see the answer to ‘What is the difference between initiator and coordinator roles?’ above.)
Once the Initiator role has been assigned to you, the buttons ‘Download template’ in the section ‘Manage planning data’ and ‘Import bulk data’ in the section ‘Insert new planning data’ will be activated.
In order to import data in bulk, you must use the Excel template that you can download from the ‘Download template’ button. The fields in the Excel template correspond to those available in collaborative planning.
Several mandatory fields are marked with an asterisk as they are necessary to import your planning data successfully.
Once your data is complete, upload the template by clicking on the ‘Import bulk data’ button in the section ‘Insert new planning data’ and selecting the relevant file from your device.
Afterwards, all publication plans will be uploaded in collaborative planning simultaneously, where you can edit them further, if necessary.
What are the benefits of importing in bulk?
This functionality allows for the collection of planning data offline by simply downloading the Excel template on your device and further distributing it to colleagues who can add details on their publication plans.
Importing in bulk is a convenient method for uploading large quantities of data simultaneously and in a matter of seconds.
Is there training available on collaborative planning?
A training course on collaborative planning is available and can be found on EU Learn.
The e-learning course will shed light on why and how to use collaborative planning.
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