At Camera Ready:

1. Create directory for latex source of the papers, for posterity:

   cd  /u/ml/papers # directory with latex file
   ls | sort -n | tail # get highest-numbered files
   mkdir [whatever-the-next-highest-number-is]
         

   After you've created the directory, put the latex and image and whatever else files needed to generate the paper into it.
2. Make the directory group writable in case it needs to be edited by a future publications manager, that is

   chmod g+w

3. Add the appropriately-named paper (see the other papers for the convention---it's usually [lastname].[conference].pdf) to the directory

   /u/ml/public_html/papers

   , and make sure it's world-readable (that is

   chmod a+r

   if needed).
4. Add an entry in the AIDB for the paper, at https://www.cs.utexas.edu/~ai-lab/admin/publications.php.
   • Conference papers are type @inproceedings, journal articles are type @article, UG and MS theses are type @misc, PhD dissertations are type @phdthesis.
   • Make sure to enter an "ML Paper ID." This will be the directory name you created to put the LaTeX source into (and will therefore be a number).
   • If the PDF doesn't have info about what conference it appears in, you probably want to select "Stamp Citation on PDF," which puts it at the top of the first page. However, make sure to examine the PDF to ensure nothing got messed up (this operation modifies the PDF, which is prone to rare errors).
   • After the initial creation, at the bottom, selection "Areas" from the "Modify relations to ___" menu and add some area labels. Use your judgment about what areas the paper relates to.
   • You'll probably want to select "to appear," but this isn't crucial.
   • Ask the last publication manager for the ai-lab site username/password (or the person currently managing the AI Lab site).

After the conference/talk/whatever:

1. If there's an official conference PDF with page numbers and the conference venue stamped on it, I like to replace the PDF with that one, and unselect "Stamp Citation on PDF."
2. Add page numbers to the ai-lab site's entry, if the conference has page numbers.
3. If there's slides, add them in the slides field and put the slides into

   /u/ml/public_html/slides

   . Ditto if there's a poster, in the

   /u/ml/public_html/posters

   directory.
4. Unselect "to appear."

General ongoing tasks:

• If you want to create more "area" tags as the field and whatever changes, feel free. The "deep learning" tag is pretty new, for example.
• A bunch of the old entries have messed up bib entries---for example there are @inproceedings entries that have "journal" fields rather than "booktitle" fields, which will confuse bibtex. These, like, could stand to be fixed.

Issues

• If you forget to give an ML paper ID, but the paper is linked to people in the ML group, it can mess up the rendering of the ML group publications pages. So don't forget to make the directory or fill this field.
• In the ML pages, papers are pulled from the DB and ordered by year, then by ML paper ID. So if you need to insert an old paper, you will need to change some ML paper IDs, and the directories where the sources live, for consistency. The easiest way to get it in the right place is to move up the paper ID of every paper in the same year chronologically following the one you are inserting up one paper ID, and make a new directory with the largest number in the papers directory for the last one (unless you also want to edit entries of multiple years). The possibility of this happening in the future is also why it's good practice to make folders in the papers directory group writable.