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Manual: Scholarly publication

This is a manual for registering a publication in the publication database DiVA.

Import references instead of registering manually

Import references from a database or journal homepage instead of registering details manually. Two common formats that can be used when you import references to DiVA are BibTex and RIS.

Manual: Import references

Save an incomplete registration

You can save an incomplete registration as a draft by clicking on Cancel/Save draft and selecting Save a draft. You can find it later under My drafts.

How to register a publication manually

Search in DiVA

Search in DiVA to check if the publication has already been registered.

Yes: Edit the existing record if you want to add or change details.

No: Register the publication following the instructions below.

DiVA: Search interface

Log in to DiVA

Log in to DiVA with your University account and password.  When you have logged in, select Add publication/Upload files.

DiVA: Log in

Select publication type

  • Help texts explaining each field are shown if you hold your cursor over the question mark
  • The following instructions apply for the example Article in journal. For fields that are specific for other types of publications, see the last part of this guide: Fields that are specific for other types of publication. Fields marked with red are required.


Specify a subcategory if the article is an Editorial, Letter, Meeting abstract or News item.


  • Fill in all author names. If there are several authors, use the button Another author.
  • The order of authors shall be the same as in the publication. You can retrieve information about UmU authors, such as name, organisation, and UmU ID, by searching for the authors’ authority records and connect them to the publication.
  • Click on “Connect authority record”. Search for the author by name or UmU ID. If an authority record exists, select the option that corresponds to the information about the author present in the publication.
  • If the correct organisation is not connected to the authority record, see paragraph 6. If an UmU author does not have an authority record but has an UmU ID, you can create one for the author.
  • Fill in the author’s name, organisation and UmU ID, then click on “Create authority record”.

Choose organisation

  • Select the organisational affiliation for all Umeå University authors. The affiliation should be the same as stated in the publication. If an authority record is linked to the publication, the affiliation is already filled in.
  • If you need to change the organisational affiliation that is linked to the authority record, do the following: 1) Connect the authority record; 2) Delete the organisation that was already linked to the authority record; 3) Select the organisation listed in the publication.
  • To select organisation, click on “Choose organisation” and search for a name or browse to the lowest level in the hierarchy. Select the organisation that corresponds to the affiliation present in the article. 
  • If you want to register a publication that you wrote when you were working at another university, enter the details in the free text field labelled “Other organisation”.  It is also possible to use this free text field if while at Umeå University you were also affiliated with another organisation when you wrote the article.


Enter the title and any subtitle and select the language of the title.

Content type 

Select the content type of your work.


Select the status of your work. “Published” is preselected.


  • Begin by entering the title or the ISSN of the journal in Part of journal and select from the list displayed. The journal selected is then displayed under the box.
  • If the journal is not on the list, fill in all the details under Other journal.


If the article originates from a conference fill in name, place and date.

Other information

Fill out the year, volume, number and pages/article id.


  • Fill in the DOI of the article. When the record is published in DiVA the DOI will link to the publication.
  • If the DOI links to free full text, tick the box Free full-text.
  • You can also fill in other IDs, such as ISI, ScopusID and PubMedID.  
  • If you fill in a link in the URL field, write URL in the URL label field.

National subject category

  • National subject category is used in the national reference database SwePub. If it is difficult to specify choose one of the general categories. You can find more detailed subject categories with the +.
  • If you want to register a National subject category for your publication on a detailed level you can use a service developed by Linköping University Library.

Research subject 

Research subject is a list of research subjects at Umeå University. It is mainly used for doctoral theses.

Keywords, project and abstract

Allocating keywords and abstract helps others find your publication. If the publication is a part of a project, enter the name of the project in the field Part of project.

Research funder

If the publication is a part of a research project that is supported by a research funder with an open access policy, select the funder from the list and enter the project number.

Upload files

  • If you don’t want to upload a file but merely register details about the publication click on Continue.
  • Before you upload an article or other publication that has been published by a publishing house, you must check that the publisher allows you to make the publication freely available on the Internet.
  • Upload your publication as a PDF file. There are no special requirements in DiVA if you only want to archive your publication. Select the option Only for archiving.

Accept the publishing conditions

Read through and accept the publishing conditions. If you have chosen to archive your publication, you will not need to accept the publishing conditions.


  • Check the details you have filled in. If you want to change something, used the link “Edit information” or click on “Back” to return to the form and make the necessary changes. When you are satisfied, click on “Submit”.
  • Records that do not contain an uploaded full text file or other attachment will be immediately visible in DiVA and will be checked by a librarian retroactively. If a full text file or other attachment has been uploaded with the record, it will not be visible right away. A librarian will check the file(s) before they are published in DiVA. There are special routines for doctoral and licentiate theses. These are never published immediately but always checked first by a librarian before being published.

Fields that are specific for other types of publication

Fields with asterisks (*) are required fields, in addition to those mentioned in the above example.

Book: edition, number of pages, series (select from the list or give details under Other series), no. in series, *ISBN. For books also name the *publisher.

Chapter in book: *part of book, edition, *pages, series (select from the list or give details under Other series), no. in series, *ISBN. For chapters in books also name the *publisher.

Collection (editor): *editor (fill this in in the same way as the author), edition, number of pages, series (select from the list or give details under Other series), no. in series, *ISBN

Conference paper: *part of proceedings, *pages, series (select from the list or give details under Other series), no. in series, *ISBN. If the paper has not been published in a conference proceedings, give details of the conference, place and date in the field Conference. 

Conference proceedings (editor): *editor (fill this in in the same way as the author), number of pages, series (select from the list or give details under Other series), no. in series, *ISBN

Doctoral thesis: see separate instructions in the quick reference guides for monographs or comprehensive summaries

Licentiate thesis: papers (if comprehensive summary), number of pages, series (select from the list or give details under Other series), no. in series, supervisor, opponent, presentation

Manuscript (preprint): ISRN. Year not applicable for manuscripts.

Patent: *country or patent organisation, *patent number, *date of approval

Report: alternative title (e.g. title in another language), number of pages, series (select from the list or give details under Other series), no. in series, ISBN, ISRN

Student thesis: see separate instructions in Instructions for publishing student thesis in DiVA

Download manual as PDF

It is possible to print or save the page as a PDF by using the print option of the webbrowser.