To simplify registration in DiVA, you can import information about publications (references) from other databases. For example, you can transfer information about publications in another institution's DiVA or databases such as Pubmed and Scopus. Here you can read about how you export references from different databases and import them into DiVA.
Instead of registering them manually, you can import information about your publications into DiVA.
Imports sometimes result in duplicate records in DiVA. Therefore, you must first check if your publications are already registered in DiVA by searching for the publication title or on your name.
Edit existing records in DiVA
You can edit an already registered record if you want to change something (for example, add your Umu-id). If the record is locked for editing, you should contact a DiVA administrator at your department in the first instance. Secondly, you can contact the library.
Are you importing many publications at the same time?
If you are going to import many publications, you can check for duplicates during and after the import. See step 5 and the end of this manual for how to do this.
Start by searching and exporting your publications from a suitable database. When exporting information from databases, you will need to select the format for the export. The following reference file formats can be used in DiVA:
Here you can read about how it works in some of the most common databases.
Pubmed
Import single publications
You can import individual publications from Pubmed into DiVA using the Pubmed ID (PMID). Search for your publications in Pubmed so that you have the PMID at hand for the import in step 3.
Import multiple publications
You can import multiple publications from Pubmed into DiVA using a reference management software:
Web of Science
Endnote
If you are using Endnote Online, it is not possible to export to the XML file format. Instead, do the following:
DiVA of another institution
Scopus
IEEE Xplore
If you don’t get a question about where to save the exported file, it is usually found in the Downloaded files folder on your computer.
Before performing the import to DiVA, you need to log in to the DiVA administration interface with your Umu-id.
Select the Import references entry.
Click on the Import from external databases button (top right).
Import single Pubmed records with PMID
To import single publications from Pubmed, enter the publication's PMID in the PubMedID field and click Import. You can only import one publication at a time using this feature.
Importing with an exported file
Select the format from the list before importing if you have exported a file. For the databases described in step 1, select the following format:
Then select the saved export file to upload it to DiVA.
When the file is uploaded in DiVA, you will get a message that the file upload was successful. Click on Import.
The imported records are listed. If you have imported a publication already registered in DiVA with a DOI or any other identifier, it will appear as a duplicate in the list. You can delete the duplicate from the import list (the already registered record remains in DiVA).
Click on a record to go to the registration form. Check the data for each publication carefully.
In particular, check the following
Please use the library’s manual on how to register a scholarly publication.
On the next page, you can choose to upload a full text of the publication. Then click on Continue.
On the last page of the registration form, you will get an overview of the information for that publication. You can go back and edit the form if you want to add or change anything.
Once you have checked the information, click on Submit. If you have imported several publications, you will now return to the import list and can review the next entry.
A registered publication will be visible in DiVA within a few minutes. However, it can take up to 24 hours for new publications to appear on the staff and department pages.
Did you check if the publications were registered in DiVA before importing them? If not, you need to ensure that your import did not cause duplicate records. The automatic duplicate check described in step 5 only catches records with the same identifiers, which are sometimes missing.
Here's how to check for duplicate records:
If you have accidentally registered a duplicate, you can delete it yourself by clicking on the checkbox on the right. Contact the library if you are unsure.
Book training and consultations
Book training and researcher consultations about scholarly publishing, DiVA and research data management.
Contact the library
Contact us if you have any questions. Select "Publishing, theses and research data" in the contact form.