IMPORT POSTS INTO DIVA Instruction exporting posts from other database systems to import into DiVA

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1 IMPORT POSTS INTO DIVA Instruction exporting posts from other database systems to import into DiVA University Library Last updated:

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3 Contents Linköping University Library Introduction... 5 First check if your publication is already registered in DiVA... 5 Check the specified language after import... 5 Export Single Posts from Other Database Systems for import into DiVA... 6 Drag-and-Drop Article Registration... 6 Import the xml file into DiVA... 7 Export post from PubMed... 8 Get PuBMedID... 8 Import into DiVA... 9 Export post from Scopus... 9 Import into DiVA from Scopus Export a Post from a Journal Some Examples of Exporting Posts from a Journal Button with the text Export Link with the text Export Citation for this Article Link with the text Download to Citation Manager Link with the text Export Citation Export post from Libris (Swedish National Catalogue) Changing in the format after downloading the file Import into DiVA from Libris Insufficient export and import Libris and DiVA

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5 Introduction Linköping University Library Registering your publications in DiVA can be made easier and increase quality by using the export function of different databases and the import function in DiVA. This document describes the most common export functions of the various database systems and the import function in DiVA. First check if your publication is already registered in DiVA Before importing one or more posts into DiVA, check if the publication already is registered in DiVA. Linköping University Electronic Press imports posts from Web of Science (WoS) on a weekly basis. This means that your publication might already exist in DiVA. Check the specified language after import For an imported post in DiVA, regardless of from which database system, the default language is English. If the imported post is in Swedish or other language, one must change the language from English to the correct language for the publication under title, abstract and keywords. 5

6 Export Single Posts from Other Database Systems for import into DiVA Drag-and-Drop Article Registration The new service drag-and-drop article registration is designed so that a minimal amount of manual work is required after import of a post into DiVA and the service creates an XML file for importing to DiVA. With the help of our staff database the affiliation and LIU-ID are checked, and the information is added to the XML file. The only manual work that must be done is adding the National Subject Category. 1. In the field drag-and-drop a pdf file which contains a DOI link as illustrated in figure 1. Use the publisher s original file. 2. Sometimes a DOI can also be part of a direct link to the publisher s homepage with the article, and in those cases two links are shown as in figure 2. Click on the DOI link with the red frame to proceed. Normally, there should be only one DOI link in the PDF file. 3. The result after drag-and-drop is viewed in figure 3. If there are authors with the same or similar name in the article but with different affiliations, the correct person must be chosen (number 1, figure 3). 4. Fill in your address (number 2, figure 3) 5. Click on the button in order to create and send the xml file (number 3, figure 3) 6. Save the xml file on the harddisk for import into DiVA. Figure 1. Drag-and-drop a pdf file in the field. Figure 2. Two links containing DOI. 6

7 Figure 3. Choose the correct author if there are several authors with the same name, add the address and send the xml file. Import the xml file into DiVA 1. Log in to DiVA and in the start menu click on the link with the green text Import references (red frame, figure 4). 2. A window is shown (figure 5). Click on Import from external databases (red frame, figure 5). 3. A dialog box is displayed (figure6). Choose the format MODS V3 (red frame, figure 6). 4. Get the saved xml file for import (blue frame, figure 6). 5. Click on the button Import (green frame, figure 6). 6. When the import is completed a clickable link in red text is visible (figure 7). Click on the link, check the post, add the National Subject Category and finally publish the post. Figure 4. Import references. Figure 5. Select Import from external databases. 7

8 Figure 6. Choose format, get the xml file and click on the button Import. Figure 7. The imported file is displayed as a clickable link. Export post from PubMed Get PuBMedID The most simply import from an external database is importing posts from PubMed, which can be done directly in DiVA without any export from PubMed. 1. Search the post in PubMed to be imported into DiVA. 2. Just under the abstract there are a number of digits with the text PMID in front of the digits (figure 8, red frame). Mark the digits as shown in figure 8 and copy (Ctrl+C). Figure 8. PubMed-ID (PMID) marked in the post. 8

9 Import into DiVA 1. Log into DiVA and in the menu click on the link with the green text Import references (figure 4). 2. Click on Import from external databases. A new window is shown (figure 5, red frame). 3. Paste the digits in the field PubMedID as in figure 9 (Ctr+V). 4. Click on the button Import (figure 9). 5. When the post is imported, it is displayed as a clickable link in a new window (figure 7). 6. Click on the link to open the post. Check that all metadata is imported and add missing metadata and: Add affiliation for all authors. Add LiU-ID for all LiU authors in the field Local User Id. Add National subject category at least on level 2, preferable on level Check that the DOI link is in the correct field (DOI). If the field for URL contains the DOI, delete the contents in the field because DOI has its own field. Figure 9. Import the post. Export post from Scopus The export function in Scopus is very easy to handle and with the Scopus Author-ID it is possible to list all of one s own publications and export or a selection of them. 1. When the search is done, mark all search result by clicking on the text box All (number 1, figure 10) or click on the respective checkbox for those articles to be exported. 2. Click on the text Export in the menu line (number 2, figure 10). 1. A dialog box opens for selecting the format and information to be exported (figure 10). 2. Choose BibTex or RIS as export format. In this example the chosen format is BibTex (number 3, figure 10). 3. Select Citation and abstract information from the list (number 4, figure 10) 4. Click on the button Export (red frame, figure 10). 5. A dialog box opens for saving the file on the hard disk (figure 11). 6. The file is now ready to be imported into DiVA. 9

10 Figure 10. Choose format and export information form Scopus. Figure 11. Save the file on the hard disk. 10

11 Import into DiVA from Scopus Linköping University Library 1. Log into DiVA and in the start menu click on Import references (figure 4, above). 2. Click on Import from external databases (Figure 5, red frame). A new window is shown (figure 12). 3. Choose the format BibTex (red frame, figure 12) and select the file to be imported by clicking on Bläddra (blue frame, figure 12) and then click on the button Import (green frame, figure 12). 4. When the post is imported, it is displayed as a clickable link in red text in a new window (figure 12). Click on the link in order to open the post. 5. The post must be checked for missing information. Add missing metadata after the import: The number of pages Part of if it is a book chapter. Add affiliation for all authors. Add LiU-ID for authors employed at LiU. Add National Subject Category at least on level 2, preferably on level 3. Figure 12. Choose format and file and import it into DiVA. Figure 13. The BibTex file is imported into DiVA and displayed as a clickable link. Export a Post from a Journal The export functions differ between the journals/publishers and the expression export is not common. Elsevier has a button on top of the homepage with the text Export while most of the journals set the name for the export to Download citations or Export citation for this article. Taken together for the journals it is possible to download a file in the formats RIS and BibTex, which are the two most common formats that can be used for importing a post into DiVA. 11

12 When exporting metadata, it is possible to choose with or without abstract. Always include the abstract. The more information about the publication that can be imported, the better for the quality of the post, visibility and searchable. Some Examples of Exporting Posts from a Journal Button with the text Export Elsevier has a button with the text Export for all export of posts from the different journals for import into DiVA. 1. Click on the button Export (see red frame figure 14). 2. Choose the format BibTex (blue frame, figure 14). 3. Under headline Content, choose Citation and Abstract (brown frame, figure 14). 4. Click on the button Export. 5. A dialog box is shown with the possibility to save the file on the hard disk (figure 15). 6. Name the file and save it on the hard disk. 7. The file is now ready to import in DiVA. Figure 14. Exporting from a journal published by. 12

13 Figure 15. Save file on disk. Link with the text Export Citation for this Article This example is from Wiley Online Library. The link is often placed in the far right column. 1. Click on the link Export Citation for this Article. 2. A dialog box is displayed (figure 16). 3. Choose the format BibText. 4. As Export Type choose Citation & Abstract. 5. A dialog box is shown in order to save the file (figure 15 above). 6. Name the file and save it on the computer hard disk. 7. The file is now ready to be imported in DiVA. Figure 16. An example on export from Wiley Online Library. Link with the text Download to Citation Manager 1. The journal Pediatrics solution for export is made in several steps but in return there are more export formats to choose from. 2. Search and open the article to be exported. 3. When the article is found choose Download to citation manager under the headline Services (figure 17). 4. A new page is displayed with the headline Download to Citation Manager (figure 18). 5. Select the format BibTex under the headline Citation Manager Formats. 6. The BibTex format is then shown in the web browser (figure 19). 13

14 7. Mark the text and copy (Ctrl+C). 8. Open Notepad and paste the text (Ctrl+V). 9. Save the file and instead of the extension.txt change to.bib. 10. The file is now ready to be imported in DiVA. Figure 17. Choose Download to citation manager. Figure 18. Choose format (the figure is cropped). Figure 19. The BibTex format is shown in as text the web browser. Here is the text marked for copying (the figure is cropped). 14

15 Link with the text Export Citation The below example is retrieved from the journal Journal of Pediatrics showing a further different export function with the standard format RIS. 1. Click on the link Export Citation (red frame figure 20). 2. A dialog box opens (figure 21). 3. Under the headline Options, click on Citation + Abstract (red frame in figure 21). It is important getting even the abstract and as much metadata about the publication as possible. 4. Then click on the button Export. 5. A dialog box opens in order to save the file (figure 22). Name the file and save it in the hard disk. 6. The file is now ready to be imported into DiVA. Figure 20. Export to file. Figure 21. Choose Citation + Abstract. 15

16 Figure 22. Name the file and save it on the hard disk. Export post from Libris (Swedish National Catalogue) Posts with the publication type Book, Chapter in book, Collection (editor) and Conference paper can be exported from Libris and imported into DiVA. If a post exists in Libris but not in DiVA a lot of time is saved by exporting the post from Libris and import it into DiVA instead of register the post manually in DiVA. By exporting a post from Libris and import it into DiVA one obtains a post with high quality metadata because the registering of the posts main metadata has already been done in Libris. After importing the post into DiVA form Libris, missing metadata must be added such as Affiliation, LiU-ID and National Subject Category. 1. Go to Libris (libris.kb.se) and search for the post to be exported. 2. In the hit list, click on the title for the specific post to be exported. 3. Click on the button with the text Cite (red frame figure 23). 4. Choose the format RIS (red frame figure 24). 5. A dialog box is shown for saving the file on the hard disk (figure 25). Name the file and save on an appropriate place on the hard disc. Figure 23. Click on Cite for exporting from Libris. 16

17 Figure 24. Choose format. Figure 25. Save the file on the hard disc. Changing in the format after downloading the file If the publication in Libris is a Book chapter, the page intervals is shown on the same line (figure 26, red frame). This means that the page interval will not be imported into DIVA but with a minor adjustment in the downloaded file this can be tackled 1. Open the file in Notepad. 2. Instead of VL change to SP (Start Page). 3. Put the curser after the last page interval, in this case 43, and press Enter in order to create a new row. 4. Write EP (End Page), make two spacing, add a hyphen and then another space and write the page number (in this example 43). On the above line remove the characters S, full stop, hyphen and the last page which is 43 in this example. 5. Save the file. 17

18 6. After the adjustment, the text should look as in figure 27, red frame. 7. The file is now ready for import in DiVA. Figure 26. The export form Libris. Figure 27. The format after adjustments. Import into DiVA from Libris 1. Log into DiVA and in the start menu click on Import references (figure 4, red frame). 2. Click on Import from external databases (Figure 5, red frame). A new window is shown (figure 28). 3. Choose the format RIS (red frame figure 28) and select the file to be imported by clicking on Bläddra (blue frame, figure 28) and then click on the button Import (green frame). 4. When the post is imported, it is displayed as a clickable link in red text in a new page (figure 5 above). 5. Click on the link in order to open the post. Check that all metadata are imported: The number of pages. Part of if it is a book chapter. Add affiliation for all authors. Add LiU-ID for authors employed at LiU. Add National Subject Category at least on level 2, preferably on level 3. 18

19 Figure 28. Choose format and the file to be imported and import the post. Insufficient export and import Libris and DiVA Note that the export from Libris and the import into DiVA is inadequate. After import into DiVA the language is default set to English for the title. If the title is in Swedish the language must be changed or other languages if not Swedish or English. The lines named as PB in the format RIS should contain information about the publisher, not the anthology where the chapter is published in. This error occurs if the publication type in Libris is Book chapter. The publisher must be added manually in DiVA. If the publication type in Libirs is Book, the publishers name is shown correctly after importing the post into DiVA. The line with the text JF, which contains the title of the book, where the chapter is included, is not imported in DiVA. The field must also be filled in manually in DiVA after the import. The Editors names requires some manual work in DiVA if the information is missing. 19