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Manual: Import references to publications

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.

Search by title before you import

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.

Search in DiVA

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.

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.

Import to DiVA

1. Search and export your publications

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:

  • ISI
  • EndNote XML
  • MODS
  • BibTex
  • BibLaTex
  • RIS. 

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:

  • Select Send to in the hit list and then Citation manager.
  • Open the downloaded file in the reference management software of your choice.
  • Export the references as BibTex or RIS format.
  • Import the file into DiVA, as usual. See step 3.

Web of Science

  • Do a search and select the desired records. You can choose to either mark all hits, mark the entries on the page displayed or select entries within a specific number range (via the "Add to marked list" button).
  • Click on the Export button above the hit list. Select the format Plain text file.
  • You will see the box "Export Records to Plain Text File". Here you select Full record. Click on Export.

Endnote

  • Open Endnote and select all the references you want to import.
  • Select File > Export...
  • Select XML as file format and Output style = Show all fields. The file is saved on your computer.

If you are using Endnote Online, it is not possible to export to the XML file format. Instead, do the following:

  • Select the references you want to export from your library and save them to the Quick List or a folder.
  • Go to Format > Export references.
  • Under References, select Quick List or the folder of references you want to export.
  • Select either BibTex Export or RefMan (RIS) Export as Export style.

DiVA of another institution

  • Do a search and select the records you want to import. You can also change the number of hits or click "all on page". It is also possible to select "250 forward".
  • Select Export, and from the list, select MODS. 

Scopus

  • Do a search and select the records you want to import.
  • Click on Export above the list of results.
  • Select RIS Format. Check Citation information, Bibliographical information and Abstract & keywords (all boxes below should be ticked).
  • Click on Export.

IEEE Xplore

  • Do a search and select the records you want to import.
  • Click on Export and then Citations above the list of results.
  • Select Format: RIS and Include: Citation & Abstract.
  • Click on Export.

2. Save the file

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.

3. Import

Before performing the import to DiVA, you need to log in to the DiVA administration interface with your Umu-id.

DiVA administration

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:

  • Web of Science: ISI
  • Endnote: Endnote XML
  • Endnote Online: RIS or BibTex
  • Other reference management software: RIS or BibTex
  • DiVA of another institution: MODS V3
  • Scopus: RIS
  • IEEE: RIS

Then select the saved export file to upload it to DiVA.

4. Confirm the import

When the file is uploaded in DiVA, you will get a message that the file upload was successful. Click on Import.

5. Review the imported records

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

  • Publication type, and Subcategory if applicable.
  • Author information – connect to authority record or enter Umu-id for Umu-affiliated authors. Enter the affiliation stated in the publication.
  • Content type (Refereed, Other academic, Other).
  • National subject category – browse from the subject tree or use the “Suggestion for national subject category” function.
  • Abstract. Please check that paragraphing, etcetera, looks as in the publication.
 

Please use the library’s manual on how to register a scholarly publication.

Manual: Scholarly publication

On the next page, you can choose to upload a full text of the publication. Then click on Continue.

6. Submit

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.

Check for duplicate records

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:

  1. Go to "Edit / Delete record" in DiVA administration.
  2. Search for either name or Umu-id.
  3. Sort the publications by title.

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.

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