Record meetings in Teams

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In this manual, we describe how to record digital meetings in Teams, and where to find the recording when the meeting is over. Please note that it is important that you notify the participants in the meeting beforehand so they can decide whether it is okay to be recorded.  

Think before you record a meeting 

Ideally, avoid recording meetings unless you absolutely have to. Rather, write memos to document the meeting. If you still want to record a meeting, you should: 

  • Inform the participants in the meeting before so they can decide whether it is okay to be recorded. 
  • Ensure that the information recorded does not contain sensitive data. 

Join a Teams meeting

  1. After you start or join a teams meeting, click More, and then  click Record and Transcribe.
    Image showing how to record you meeting
  2. Now you will bring up another box, click Start recording when you are ready. Here you can also choose to Start transcription, if you want to transcribe the meeting.
    Image showing how to start recording your meeting
  3. When you want to end the recording, do the same as when you started recording. You go to More and then Record and Transcribe, then click Stop recording.  Recording also stops automatically when the meeting ends.
    Image showing how to stop recording your meeting
  4. Now you have made a recording of your Teams meeting. It may take a few minutes for the recording to be saved. The recording will be automatically saved in the meeting chat after the meeting is finished. Depending on the type of Teams meeting you recorded, the recording will be saved in different places 
    – Channel meeting: The recording is saved in a folder under “Files” in the channel’s SharePoint, where all members of the team have access to it.  
     – Regular meeting: The recording is saved in the “Recordings” folder on OneDrive for the one who started the recording. 

Automatic recording 

Before the meeting begins, you can choose to have it recorded automatically. Go to Meeting Options, and then check Record automatically. If you choose to do this, it is important that the participants in the meeting agree before the meeting starts that it is okay to be recorded.
Image showing meeting options in Teams

Transfer a call

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1. When you’re in a call, select More actions > Transfer in your call controls.

2. Start typing the name of the person or phone number you want to transfer the call to and select them when they appear.

3. If you are transferring to another Teams user, turn on Ring back if there’s no answer to send the call back to you if the recipient doesn’t answer. If this setting is not turned on the call will be transferred to the recipient voicemail if there is no answer. If you get the call back the popup toast will show that the recipient was not reached.

4. Select Transfer to complete the transfer.

Consult then transfer

You may want to check in with someone before you transfer a call.

Note: Consult then transfer is not available in Teams for the web.

1. When you’re in a call, select More actions   > Consult then transfer.

2. Under Choose a person to consult, start typing the name of the person you want to reach or a phone number and select them when they appear.

3. Consult with them by calling or using chat. Click on the chat button to start a chat, or select Teams audio call from the drop down options.

4. When you’re ready, hit Transfer to complete the transfer.

Log-in/log-out from Call Queues in Teams

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When you are assigned as an agent in a Teams Call Queue, it is possible to opt-in (sign in) and opt-out (sign out). It is only when you are in opt-in status that you will get calls from the Call Queue routed to your Teams client.

Call Queues can be configured so you only get calls when you are in the status “Available” (Green).

The option to sign out and in can be disabled for some Call Queues, talk to the owner of the Call Queue if you are not able to use this function.

1. Open Settings in Teams by clicking on the three dots next to your profile image and select Settings.

Settings in Teams

2. Open Calls in the left hand menu in settings and scroll down and you will see all Call Queues that you are assigned to. Click on the toggle switch to opt-in or opt-out.

Calls settings in Teams

Opt-in status  

Opt-out status

If the Call Queue you are using is attached to a Teams channel you can opt-in / opt-out directly from that channel in Teams.

1. Open the channel your Call Queue is connected to and select the Calls tab.

2. Next to your name click on the toggle switch to opt-in / opt-out.

Switch next to your name

3. You can also see other users assigned to the same Call Queue and if they have opted-in or opted-out.

Agents in call queue

Create a booking site in Bookings

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Bookings is a digital booking tool where you can both book other people’s services and create your own pages where people can book your services. For example, it can be tutoring times, counseling, meetings, or other services of your choice. Below you can see a description of how to create your own booking page. 

Go to the portal at o365.umu.se

  1. Go to “the waffle” in the top left corner, and then click on Bookings.
    Image showing how to navigate to to Bookings
  2. Now, you are on the Bookings start page. To create a new booking site, click on Create.
    Image showing how where to create your booking site
  3. Now you can choose if you want to create a new booking site, or if you want to clone an existing calendar (booking site). To create a new, you click on Create from scratch.
    Image showing how to create a new booking site
  4. Now you choose a name for your booking site, the display name can be changed afterwards, however, the address name cannot be changed, so remember that if you change the name on your booking site, only the display name changes. You can also add a logo that will be shown on the start page of your booking site. On “Business type” you choose whatever fits your service the most.
    Image showing how you enter the namne for the site
  5. Here you can choose if you want to invite another person to manage your booking site. In the search bar you can search for people in the organization. Afterwards, you can add more people that get access to the booking site. The one that creates the booking page, get the title: “Administrator”, and can manage and edit the site. The people you invite, is “guests”, and do not have the permissions. This can be changed when the site is created. You can also set up room and resources as staff if you want a booking calendar for them.
    Image showing how you can invite staff to your booking site
  6. Here you can adjust your times for your service. Click on Change if you want to change the pre set times. This can also be changed once you have created your booking site. Click on Next to continue creating the site.
    Image showing how you set up your times
  7. Now you can choose who are going to be able to book your services. When you have chosen, click on Create.
    – No self-service: This means that only staff can book appointments.
    – People in my organization: This means that a Umu-id is required to be able to book.
    – Anyone: This means that anyone can book your services both inside Umea University and externals.
    Image showing the alternatives for who can book
  8. Done! Now your booking site is created.

Install VPN client

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Manuals that describe how to install the VPN client on different systems/devices.

Read more

FAQ Bookings

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Read more

Create and edit authority records in DiVA

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When registering a publication in DiVA, you can easily retrieve information about an author at Umeå University by searching for the author’s authority record and linking it to the publication. Since the authority record contains information such as name, Umu-id, ORCID and organisation, you don’t need to enter this information manually each time.

Edit your authority record

Log in to DiVA with your Umu-id. You can edit your authority record via the “My authority record” entry on the first page of the DiVA administration interface.

In your own authority record, you can add or change

  • year of birth
  • e-mail address
  • academic title
  • biography
  • links (e.g. to your website or blog).

You can also set whether you want your authority record to be hidden from public view. By default, the authority record is active and public. If you don’t want your record to be public, click on the small box next to “This record is searchable in the public search interface” at the top of the page under “Public authority record”.

You cannot change names or add names/alternative names. Contact the library if you, for example, change your surname.

Update the authority record from the registration form

When you register a new publication or modify an existing record, you can update your personal record directly in the edit form.

  1. Go to “Add new publication / Upload files” or find an existing record to edit.
  2. Enter your name or Umu-id under author.
  3. Link your authority record to the publication by clicking on “Connect authority record”.
  4. Fill in the information you want to change. The following are possible:
    • add alternative name forms
    • change year of birth
    • add an organisation (by clicking on “Select organisation” and searching or scrolling to the right department or unit)
    • change e-mail address.
  5. Click on “Update authority record”.

Create an authority record

If you don’t have an authority record in DiVA, you can create one when registering a publication. To create an authority record, you need to have either an Umu-id or an ORCID. You create the authority record when you register a new publication and enter your author details.

First, check if you have an authority record by entering your name or Umu-id and then click on “Connect authority record”. If you cannot find an authority record, click on cancel. Remember to fill in all author details before creating the authority record itself.

  1. Fill in the following information under author:
    • first name and last name
    • Umu-id
    • ORCID
    • e-mail address
    • organisation (choose from the list of organisations).
  2. Click on “Create authority record”.

Pre-filled information about an author in DiVA. The button Create authority record is above the fields.

You can edit your authority record according to the instructions above if you want to add information afterwards. Please note that you will need to log out and then log back in to edit your authority record via the “My authority record” entry on the home page.

ORCID

An ORCID is a persistent identifier (PID) linked to your person and distinguishes you from other researchers. Read more about ORCID and other permanent identifiers for researchers on the library website:

PID for researchers and authors

Contact the library

Contact the library if you need help making changes to your authority record and cannot edit it yourself. Select Publishing, theses and research data as the subject area.

Contact the library

Register compilation thesis in DiVA

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Prior to publicly posting your doctoral thesis, all parts (articles and manuscripts) as well as the comprehensive summary of the compilation thesis must be registered in DiVA. The registration includes filling in details of the thesis and of your defence of the doctoral thesis, as well as uploading a full text version of the comprehensive summary and posting sheet (“spikblad” in Swedish) in DiVA.

1. Log in to DiVA

Log in to DiVA with your Umu-id.

2. Check all parts of your thesis

Check if your articles and papers have been registered in DiVA and that all details are correct. All parts of your project, both published articles and manuscripts, must be registered in DiVA and linked to the comprehensive summary (“kappa” in Swedish).

Search in DiVA

Published papers can be manually registered, or imported from other databases. You can find instructions on the library website:

Publishing in DiVA

If you need to edit or add any details about your papers:

  1. Click “Edit/Delete record” and find your papers.
  2. Click on your publication, make your changes and save the record.

If you cannot access the record to make changes, please contact the library.

Log into DiVA with your Umu-id.
When registering a manuscript, fill in the following sections:

  • author(s)
  • title
  • national subject category.

Other fields and sections should be left blank and no documents should be uploaded.

 

When all parts of your project have been registered in DiVA and all details are correct, please carry on to the next section.

3. Register your comprehensive summary (kappa)

When all the papers included in your thesis have been registered in DiVA, it is time to register the comprehensive summary (the introductory summary chapter) and link all parts of the project to that. When registering your comprehensive summary, you must also include details on the defence of your doctoral thesis.

Go to ”Add publication/Upload files”.

  1. Select publication type. This manual describes the procedure for the following publication types:
    • Doctoral thesis, comprehensive summary
    • Licentiate thesis, comprehensive summary
  2. Click “Continue”.

Search for your papers and link them to the comprehensive summary. You can either find all your papers at once by searching for your name or Umu-id, or find one paper at a time by searching for the title. The papers that you have added are then listed under “List papers”.

  1. Enter your name, Umu-id or the title of the paper in the field “Search paper in DiVA” and click “Search”.
  2. Select your papers and click “Add”.
  3. Please verify that all parts of your project are listed.
  4. Sort the papers in the order they appear in the doctoral thesis. You can edit the order by using the arrows to the left of each paper. If you want to delete a paper, please click the red cross to the right of the paper.
  5. Click “Continue”.

Click “Connect authority record” and search for your Umu-id. Select your authority record by clicking your name.

If your name is not listed, you can create an authority record by closing the pop-up window, clicking the button “Create authority record” and filling in the mandatory details.

Fill in any missing, mandatory details. The following details are mandatory:

  • name
  • year of birth
  • umu-id
  • department or section
  • email address.

Type the title of the thesis and any potential subtitle. Select language of the title from the listed options.

If your thesis has a title in another language, this is to be entered in the field “Alternative title”, and the language must be selected from the listed options.

Enter the publishing year of the thesis and the number of pages. The number of pages should be the same as the final numbered page in the thesis. Appendices and papers are not included in the number of pages.

If your thesis is part of a series, select the series from the listed options, fill in the number of your thesis in the series. If the series is not listed, please enter the details in the section for “Other series”.

Specify the place of publication and publisher. For theses published by Umeå University, type ”Umeå” as the place of publication and type ”Umeå University” in the field for “Other publisher”.

Enter ISBN for the electronic version, and select “Electronic” from the listed options.

For printed version, click “Another ISBN” and select “Print” from the listed options.

Click “Choose national subject category” and select the category or categories that best describe the content of your thesis. Choose a category that is as specific as possible (navigate the list by clicking the plus symbol).

If you want to delete a selected category, please click the red cross to the right of the category.

Select one or more research subjects (this is not mandatory but it increases the chances to search and find, and hence spread, the publication).

Select language from the listed options and type your keywords in the text field. Separate your keywords with commas.

If you want to enter keywords in multiple languages, click “Keywords in another language”.

Enter the abstract of the thesis and select language from the listed options.

Read through and make sure the text looks right. Pay particular attention to spaces and paragraphing, and make sure no extra characters have been accidentally included. The paragraphing is correct if there is a space between paragraphs.

If you want to add an abstract in another language, click “Another abstract”.

Fill in details of your supervisors and assistant supervisors. Click “Another supervisor” to add additional supervisors or an assistant supervisor. The following details are mandatory:

  • name
  • academic title
  • umu-id (for supervisors at Umeå University)
  • department or section (if the supervisor works at another higher education institution, use the field “Other organisation”).

Fill in details of the external examiner. The details must correspond with the details of the external reviewer that are specified on the posting sheet (spikblad). The following details are mandatory:

  • name
  • academic title
  • department or section.

Fill in details of the public defence of your thesis. The details must correspond with the details of the public defence of the thesis that are specified on the posting sheet (spikblad).

  1. Click the calendar icon to the right of the date field and enter the date and time of the public defence of your thesis.
  2. Select language for the public defence of your thesis from the listed options.
  3. Specify the room for the event.
  4. Specify the city for the event.
  5. Select university for the public defence of your thesis from the listed options.

Select degree from the listed options. The selected degree must correspond with the details specified on the posting sheet (spikbladet).

When you have entered all details of the comprehensive summary (kappa), please click “Continue”.

 

4. Upload files

You must now upload the comprehensive summary (kappa) and posting sheet (spikblad). If you wish – and there are no copyright issues to take into account – you can also upload the front page of the thesis as a preview image in DiVA.

  1. Select “Make freely available later”.
  2. Click the calendar icon to the right of the date field, enter the date and time of the public posting of your doctoral thesis, and set the time for 07:00.
  3. Set the file type as “fulltext” and the format as “pdf” in each section. The file does not need to be named.
  4. Click “Bläddra” (browse) and upload your comprehensive summary.

Please note! You must only upload the comprehensive summary. No papers or manuscripts must be included in the uploaded file.

  1. Click “Upload more files”.
  2. Select “Make freely available later”.
  3. Click the calendar icon to the right of the date field, enter the date and time of the public posting of your doctoral thesis, and set the time for 07:00.
  4. Set the file type as “spikblad” and the format as “pdf” in each section.
  5. Click “Bläddra” (browse) and upload your posting sheet.

If you wish – and there are no copyright issues to take into account – you can upload the front page of the thesis as a preview image in DiVA. If you do not want to upload a preview image, you can go to the next step “Accepting the publishing conditions”.

  1. Click “Upload more files”.
  2. Select “Make freely available later”.
  3. Click the calendar icon to the right of the date field, enter the date and time of the public posting of your doctoral thesis, and set the time for 07:00.
  4. Set the file type as “preview image” and the format as “jpeg” or “png” in each section.
  5. Click “Bläddra” (browse) and upload the front page of your thesis.

When you have uploaded all files, you must approve that they will be published in DiVA.

  1. Click and read the publishing conditions.
  2. Check the box to accept the publishing conditions.
  3. Click “Continue” to review your details and submit the registration.

 

5. Review/publish

Before submitting your thesis, you must check your registration.

  1. Check that all details are correct. If you wish to edit anything, please click “Edit information” on the top left or click “Back” to go back to make changes.
  2. Check that the comprehensive summary (kappan) and the posting sheet (spikblad), and a potential preview image have been uploaded and that each file is openable (click the link for each file).
  3. Click “Submit”.

Please note that when you have submitted your thesis, you can no longer make any changes to the record yourself. If you need to edit or add any details, please contact the library.

After registration

When you have submitted your thesis, you will receive confirmation of the registration in DiVA by email. This confirmation email also contains the permanent link to your thesis in DiVA (this is the link to use in a potential press release). Please note that the link will not become active until the day of your public posting.

Prior to publishing your thesis in DiVA, the library will review your registration. If we have any questions, or if any details need to be added, we will contact you.

Your thesis will be published and visible in DiVA on the day of the public posting of your thesis (spikning).

Frequently asked questions and contact

Contact the library if you have any questions about your registration. Select “Publishing, theses and research data” as the subject area.

Contact the library

Frequently asked questions about theses and posting

Register scholarly publication in DiVA

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This is a manual for registering a publication in Umeå university’s publication database (DiVA).

Import publications

If your publication is indexed in a database you can import it to DiVA instead of registering the information manually. See separete instructions:

Import publications to DiVA

Register in DiVA

Is the publication already registered?

Please start by searching DiVA on the publication title. If the publication is already registered, you can edit or add information to the record. If you can’t access the record, contact the DiVA administrator at your department or the library.

Search in DiVA

Begin to register

To register a new publication in DiVA, do the following:

  1. Go to Register and publish in DiVA.
  2. Sign in with your Umu-id.
  3. Choose the entry “Add publication / Upload files”.
  4. Select publication type.

Mandatory fields are marked with a red asterisk (*). Some fields have a red question mark – if you hover over the question mark, you will see a help text for that field.

Remember that you can always pause and save an incomplete registration to pick it up later, by clicking “Cancel / Save draft”. Your saved drafts can be found under “My drafts”.

How to register an article

If the article has a DOI, you can easily fetch the information needed by entering the DOI in the field “Get information with DOI-number” on the top of the page.

Check/edit the information in DiVA:

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

Fill in all author names, in the same order as in the article.

Click on “Connect authority record” for each author – if the author has an authority record in DiVA, information such as organisation, email, ORCID, and year of birth will be filled out automatically. If the author does not have an authority record, you can fill out the name, Umu-id and organisation and select “Create authority record”.

Click the button “Another author” to register more than one author. The Other contributor option can be used if there is an UmU-affiliated collaborator/contributor in the publication.

The affiliation in the article is the affiliation/-s you select as department, unit, or program. If an UmU-author has multiple affiliations in the article, they should also be stated in the record. If an UmU-affiliated author also has an affiliation to another organisation, you state that in the field “Other organisation”. Authors not affiliated to UmU do not require stated affiliation in the record.

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

Select the content type of your work:

  • refereed
  • other academic
  • other (popular science, discussion, etc.).

Select the status of your work (“published” is preselected):

  • published
  • accepted
  • epub ahead of print
  • in press
  • submitted.

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 in the list, fill in all the details under “Other journal”.

If you are registering a Meeting abstract – fill out the Conference Title, Place and Country/other, Date, Year.

Fill out the year, volume, number, article-id/pages under “Other information”.

The DOI should (if available) be stated in the DOI field, where it links to the article. If the link leads to a free full text, you tick the box “Free full-text”.

If there is no DOI, you can use the URL field to link to the article. In this case, write the URL in the URL label field. If the link leads to a free full text, you tick the box “Free full-text”.

Read more about persistent identifiers for publications on the library website.

Persistent identifiers for publications

The national subject categories in DiVA correspond to those in the national reference database SwePub and increase the search- and findability of a publication. Please choose a category as specific as possible – the above category in the subject tree will automatically follow.

If you are unsure about the subject category, you can use the function “Suggestion for national subject category”. Then you can copy the suggested subject category and select it under “Choose national subject category”.

Research subject is mainly used for doctoral theses.

Allocating keywords and abstract helps others find your publication. Please note, that keywords are to be separated by commas.

If the publication is a part of a project, enter the name of the project in the field “Part of project”.

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.

 

How to register other publication types

The fields used when registering an article are the same that are found when registering other publication types. There are, however, some other fields to consider in addition to those previously covered:

Fill in information about

  • contributor (one or more) – also state role (artist, photographer, editor, etc.)
  • alternative title (for example in another language)
  • type of resource (image, audio, text, etc.)
  • description (time, place, context, etc.).

Fill in information about

  • edition
  • number of pages
  • series, and number in series
  • publisher
  • ISBN or other identifiers.

When registering a book, there are a number of options for Other contributor (photographer, illustrator, etc.). If the series is not available in the list, enter the title, ISSN, and number in the series under “Other series”.

Fill in information about

  • part of book
  • edition
  • pages
  • series, and number in series
  • publisher
  • ISBN or other identifiers.

When registering a book, there are a number of options for Other contributor (photographer, illustrator, etc.). If the series is not available in the list, enter the title, ISSN, and number in the series under “Other series”.

Fill in information about

  • editor
  • edition
  • number of pages
  • series, and number in series
  • publisher
  • ISBN or other identifiers.

When registering a book, there are a number of options for Other contributor (photographer, illustrator, etc.). If the series is not available in the list, enter the title, ISSN, and number in the series under “Other series”.

If the conference contribution has been published as an abstract in a journal, please choose publication type Article with the subcategory Meeting abstract.

Published papers, oral presentations, and abstracts not published in a journal are to be registered as the type Conference paper.
Always fill out Conference title, Place and Country/other, Date, and Year.

If the contribution is published, also fill out

  • part of proceedings
  • pages
  • series, and number in series
  • ISBN, if published as a book/collection
  • DOI or URL, if applicable.

If the series is not available in the list, enter the title, ISSN, and number in the series under “Other series”.

See separate instructions on the library website:
Register and publish your thesis

See separate instructions on the library website:

Register and publish your thesis

Usually not to be registered in DiVA. Exceptions are:

  • manuscripts that are part of a thesis – only Author, Title, and National Subject Category need to be filled out
  • manuscript available in full text in preprint servers, for example, ArXiv.org – in these cases, link to the preprint repository.

You cannot enter the year of publication for a manuscript.

Fill in information about

  • country or patent organisation
  • patent number
  • date of approval.

Fill in information about

  • alternative title (for example in another language)
  • number of pages
  • series, and number in series
  • ISBN
  • ISRN.

Working papers are included in this publication type. If the series is not available in the list, enter the title, ISSN, and number in the series under “Other series”.

See separate instructions:
Register student thesis in DiVA

 

Uploading files

If you don’t want to upload a file, but merely register details about the publication, choose “Continue”.

If you want to make the publication available in full text in DiVA: please check that the publication has a CC-licence or that the publisher has granted full text publication in DiVA. If you only want to archive the full text, select the option “Only for archiving”.

Choose the correct version of the file – Submitted, Accepted, or Published.

If you don’t choose a date for publication, the full text will be available in DiVA as soon as the library has reviewed the record.

Some publications can only be made available after a certain period of time (embargo). In that case, you can select the option “Make freely available later” and choose the date.

Articles are to be uploaded as pdf.

Other publication types can be uploaded in other formats; image, audio etc.

Click the button “Välj fil” to upload the file.

After you have uploaded the file, read through and accept the publishing conditions. If a file is only archived, you don’t need to accept the publishing conditions.

You can also leave a comment if you like us to contact you about something or if you have permission from the publisher to parallel publish the work in full text in DiVA.

 

Review/Publish

Before submitting your publication in DiVA, please review the registration:

  • 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”.

The registered record will be reviewed by the library. Uploaded files will not appear in DiVA until a librarian has reviewed the record and checked that the full text may be published.

Please note that it may take a day before the record is visible on your staff page.

Contact the library

Contact the library if you have any questions about DiVA. Select “Publishing, theses and research data” as the subject area.

Contact the library

Register monographic thesis in DiVA

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Prior to publicly posting your doctoral thesis, you must register it in DiVA. The registration includes filling in details of the thesis and of your defence of the doctoral thesis, as well as uploading a full text version of the thesis and posting sheet (“spikblad” in Swedish) in DiVA.

1. Log in to DiVA

Log in to DiVA with your Umu-id.

2. Register your thesis in DiVA

Go to ”Add publication / Upload files”.

  1. Select publication type. This manual describes the procedure for the following publication types:
    • Doctoral thesis, monograph
    • Licentiate thesis, monograph
  2. Click “Continue”.

Click “Connect authority record” and search for your Umu-id. Select your authority record by clicking your name.

If your name is not listed, you can create an authority record by closing the pop-up window, clicking the button “Create authority record” and filling in the mandatory details.

Fill in any missing mandatory details. The following details are mandatory:

  • name
  • year of birth
  • umu-id
  • department or section
  • email address.

Type the title of the thesis and any potential subtitle. Select language of the title from the listed options.

If your thesis has a title in another language, this is to be entered in the field “Alternative title”, and the language must be selected from the listed options.

Enter the publishing year of the thesis and the number of pages. The number of pages should be the same as the final numbered page in the thesis. Appendices are not included in the number of pages.

If your thesis is part of a series, select the series from the listed options and fill in the number of your thesis in the series. If the series is not listed, please enter the details in the section for “Other series”.

Specify the place of publication and publisher. For theses published by Umeå University, type ”Umeå” as the place of publication and type ”Umeå University” in the field for “Other publisher”.

Enter ISBN for the electronic version, and select “Electronic” from the listed options.

For printed version, click “Another ISBN” and select “Print” from the listed options.

Click “Choose national subject category” and select the category or categories that best describe the content of your thesis. Choose a category that is as specific as possible (navigate the list by clicking the plus symbol).

If you want to delete a selected category, please click the red cross to the right of the category.

Select one or more research subjects (this is not mandatory but it increases the chances to search and find, and hence spread, the publication).

Select language from the listed options and type your keywords in the text field. Separate your keywords with commas.

If you want to enter keywords in multiple languages, click “Keywords in another language”.

Enter the abstract of the thesis and select language from the listed options.

Read through and make sure the text looks right. Pay particular attention to spaces and paragraphing, and make sure no extra characters have been accidentally included. The paragraphing is correct if there is a space between paragraphs.

If you want to add an abstract in another language, click “Another abstract”.

Fill in the details of your supervisors and assistant supervisors. Click “Another supervisor” to add additional supervisors or an assistant supervisor. The following details are mandatory:

  • name
  • academic title
  • umu-id (for supervisors at Umeå University)
  • department or section (if the supervisor works at another higher education institution, use the field “Other organisation”).

Fill in the details of the external examiner. The details must correspond with the details of the external reviewer that are specified on the posting sheet (spikblad). The following details are mandatory:

  • name
  • academic title
  • university, department.

Fill in the details of the public defence of your thesis. The details must correspond with the details of the public defence of your thesis that are specified on the posting sheet (spikblad).

  1. Click the calendar icon to the right of the date field, and enter the date and time of the public defence of your thesis.
  2. Select language for the public defence of your thesis from the listed options.
  3. Specify the room for the event.
  4. Specify the city for the event.
  5. Select university for the public defence of your thesis from the listed options.

Select degree from the listed options. The selected degree must correspond with the details specified on the posting sheet (spikblad).

When you have entered all details of the thesis, please click “Continue”.

 

3. Upload files

You must now upload th complete thesis and the posting sheet (spikbladet). All files must be in PDF format. If you wish – and there are no copyright issues to take into account – you can also upload the front page of the thesis as a preview image in DiVA.

  1. Select “Make freely available later”.
  2. Click the calendar icon to the right of the date field, enter the date and time of the public posting of your thesis, and set the time for 07:00.
  3. Set the file type as “fulltext” and the format as “pdf” in each section.
  4. Click “Bläddra” (browse) and upload your thesis.
  1. Click “Upload more files”.
  2. Select “Make freely available later”.
  3. Click the calendar icon to the right of the date field, enter the date and time of the public posting of your doctoral thesis, and set the time for 07:00.
  4. Set the file type as “spikblad” and the format as “pdf” in each section.
  5. Click “Bläddra” (browse) and upload your posting sheet (spikblad).

If you wish – and there are no copyright issues to take into account – you can upload the front page of the thesis as a preview image in DiVA. If you do not want to upload a preview image, you can go to the next step “Accepting the publishing conditions”.

  1. Click “Upload more files”.
  2. Select “Make freely available later”.
  3. Click the calendar icon to the right of the date field, enter the date and time of the public posting of your doctoral thesis, and set the time for 07:00.
  4. Set the file type as “preview image” and the format as “jpeg” or “png” in each section.
  5. Click “Bläddra” (browse) and upload the front page of your thesis.

When you have uploaded all files, you must approve that they will be published in DiVA.

  1. Click and read the publishing conditions.
  2. Check the box to accept the publishing conditions.
  3. Click “Continue” to review your details and submit the registration.

 

4. Review/Publish

Before submitting your thesis, you must check your registration.

  1. Check that all details are correct. If you wish to edit anything, please click “Edit information” on the top left or click “Back” to go back to make changes.
  2. Check that the full text of the thesis and the posting sheet (spikblad), as well as a potential preview image, have been uploaded and that each file is openable (click the link for each file).
  3. Click “Submit”.

Please note that when you have submitted your thesis, you can no longer make any changes to the post yourself. If you need to edit or add any details, please contact the library.

After registration

When you have submitted your thesis, you will receive confirmation of the registration in DiVA by email. This confirmation email also contains the permanent link to your thesis in DiVA (this is the link to use in a potential press release). Please note that the link will not become active until the day of your public posting.

Prior to publishing your doctoral thesis in DiVA, the library will review your registration. If we have any questions, or if any details need to be added, we will contact you.

Your thesis will be published and visible in DiVA on the day of the public posting of your thesis (spikning).

Frequently asked questions and contact

Contact the library if you have any questions about your registration. Select “Publishing, theses and research data” as the subject area.

Contact the library

Frequently asked questions about theses and posting