Import publications to DiVA

To simplify registration in DiVA, you can import information about publications from other databases (such as Pubmed and Scopus). You can also import publication lists from ORCID into DiVA, and vice versa.

Search by title before you import

Imports sometimes result in duplicate records in DiVA. Therefore, you must first check if your publications are already registered in DiVA by searching in DiVA for the publication title or your name.

Search 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.

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:

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

Here you can read about how it works in some of the most common databases:

  1. 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”.
  2. Select Export, and from the list, select MODS.
Endnote Desktop
  1. Open Endnote and select all the references you want to import.
  2. Select File > Export
  3. Select XML as a file format and Output style = Show all fields. The file is saved on your computer.

Endnote Online

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

  1. Select the references you want to export from your library and save them to the Quick List or a folder.
  2. Go to Format > Export references.
  3. Under References, select Quick List or the folder of references you want to export.
  4. Select either BibTex Export or RefMan (RIS) Export as the export style.
  1. Do a search and select the records you want to import.
  2. Click on Export and then Citations above the list of results.
  3. Select Format: RIS and Include: Citation & Abstract.
  4. Click on Export.

From your ORCID profile you can export publications to DiVA. You can choose to either export all records or select the records you want to export. Here is how you import to DiVA:

  1. Click on the Actions button under the “Works” heading.
  2. Click on Export (all) works when you have selected records and then on Export selected works to BibTex.
  3. Save the file (file extension .bib).

a) 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.

b) Import multiple publications

You can import multiple publications from Pubmed into DiVA using a reference management software:

  1. Select Send to in the hit list and then Citation manager.
  2. Open the downloaded file in the reference management software of your choice.
  3. Export the references in the BibTex or RIS format.
  4. Import the file into DiVA, as usual. See step 3.
  1. Do a search and select the records you want to import.
  2. Click on Export above the list of results.
  3. Select RIS Format. Check Citation information, Bibliographical information and Abstract & keywords (all boxes below should be ticked).
  4. Click on Export.
  1. 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).
  2. Click on the Export button above the hit list. Select the format Plain text file.
  3. You will see the box “Export Records to Plain Text File”. Here you select Full record.
  4. 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.

  1. Log in to DiVA with your Umu-id.
  2. Select the Import references entry.
  3. Click on the Import from external databases button (top right).

The import references view in Diva

a) 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.

b) Importing with an exported file

Select the format from the list before importing it if you have exported a file. For the databases described in step 1, select the following format:

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

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

View on two different fields for importing references in 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. Please use the manual on how to register a scholarly publication:

Register scholarly publication in DiVA

  • 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, etc., looks as in the 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. Contact the library if you are unsure.

  1. Go to “Edit / Delete record” in DiVA administration.
  2. Search for either a name or Umu-id.
  3. Sort the publications by title.
  4. If you have accidentally registered a duplicate, you can delete it yourself by clicking on the checkbox on the right.

 

Publication lists in ORCID

ORCID is a unique identifier that distinguishes you from other researchers. Your ORCID profile allows you to collect your publications as well as other information, such as awards, funding, and other research outputs (e.g. research data or code). If you do not already have an ORCID account, you can register for one by going to Create your ORCID iD.

Importing records from DiVA to ORCID

You can easily import records from DiVA into ORCID to keep your ORCID profile up to date. Keep in mind that you may need to adjust the type and other details of each record afterwards.

  1. Go to Create feeds in DiVA.
  2. Enter your Umu-id in the search field “Person, id”.
  3. At the bottom of the page is “Select format and sort”. Here you select the format BibTex.
  4. Choose how many records you want to export under “Number of hits”. It is pre-set to 50 records, but you can choose up to 9,999 records.
  5. Click on Create link and copy the link generated under “Search link”.
  6. Paste the link in a new tab in the browser address bar and press Enter. A BibTex file will be created.
  7. Save the file created.
  8. Log in to your ORCID account.
  9. Click on Add under the heading “Works”. Select Add BibTex.
  10. Click on Choose BibTex file to import and select the saved BibTex file. Note that if the file you saved has the extension “.txt”, you must select “All files” in the drop-down list for it to be displayed.
  11. Select Select all to import all records, or select the records you want to import. Click on Import works to your record.
  12. You can edit the information about the imported records and complete it if anything is missing. In addition, you can choose whether the records should be available to everyone, only to selected people, or only to you.

How to import from DiVA to ORCID:

  1. Go to Create feeds in DiVA.
  2. Enter your Umu-id in the search field “Person, id”.
  3. At the bottom of the page is “Select format and sort”. Here you select the format BibTex.
  4. Choose how many records you want to export under “Number of hits”. It is pre-set to 50 records, but you can choose up to 9,999 records.
  5. Click on Create link and copy the link generated under “Search link”.
  6. Paste the link in a new tab in the browser address bar and press Enter. A BibTex file will be created.
  7. Save the file created.
  8. Log in to your ORCID account.
  9. Click on Add under the heading “Works”. Select Add BibTex.
  10. Click on Choose BibTex file to import and select the saved BibTex file. Note that if the file you saved has the extension “.txt”, you must select “All files” in the drop-down list for it to be displayed.
  11. Select Select all to import all records, or select the records you want to import. Click on Import works to your record.
  12. You can edit the information about the imported records and complete it if anything is missing. In addition, you can choose whether the records should be available to everyone, only to selected people, or only to you.

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

Make shared annotations on a shared screen in a Teams meeting

This guide describes how you can make joint annotations, with the participants in your Teams meeting, on a shared screen. In that way you can work together on a digital Whiteboard.

Join a Teams meeting

  1. Join or start s Teams meeting.
  2. Choose Share, in the upper menu bar, to share your screen.
    Image showing how to share yuor screen in Teams
  3. A new window will now show, choose Screen, to be able to share your annotations.
    Image showing which screen to share
  4. Your screen is now shared. At the top of your screen, there is a menu bar with different options. Choose the Pen to the right side of Give control, to start your annotations.
    Image showing the upper menu
  5. Choose Everyone can annotate and make changes, to allow all the participants in the meeting to annotate on the screen.
    Image showing who can annotate
  6. Everyone can now annotate on the screen, and you can draw by dragging the mouse pointer across the screen. Use the upper menu to change the pencil, add reactions, or post-it notes.
    Image showing how to edit in shared annotions

Checking your backup from the “My Backup” (Crashplan) service

This is a manual for checking that your backup process is working via the “My Backup” (Crashplan) service The information in the manual is applicable for both Windows and MacOS users.

Via login on the website

  1. Go to https://console.eu5.cpg.crashplan.com/ in a web browser
  2. Log in with your umuid@umu.se (Observe that the loginname is @umu.se not @ad.umu.se, and not your email) .
  3. Once logged in, click on Devices and then click on your device (computer name).

  4. Check the size of the backup, the backup status, and when it was last run.
  5. Under History, heck that the backup is running and that there are no error messages.(NOTE: 0MB could mean that no files have changed since the last backup)

Via the program on your computer

  1. Open the program via the Start menuYou will be redirected to the Umu website for login, where you log in with your Umu-id.
  2. Check that there is a green tick and when the backup was last run.

It is only possible to restore a file via the program on your computer.

  1. Try to restore a file by clicking on Restore Files.
  2. Select a file/folder to restore, preferably a single file that is not very large. When trying it for the first time, take a less important file.
  3. Restore it to a different location (a different location than where the file is currently located) so that it does not overwrite an important file.

Check which files are being backed up

By default, the setting is to back up the Documents folder on your computer, nothing more.

If you want to change this or back up more folders, click on the “Manage Files button.

There, you can select additional folders.

Starting a backup manually

Open My Backup (Crashplan) on the computer and click on “Run Backup”.

Create conversations in Microsoft Lists

In this guide we describe how to start conversations in Lists, through Teams. In that way you can create threads that are connected to specific lists.

Start conversations in Lists through Teams

  1. Go to the Teams channel the list you want to start a conversation about exists.
  2. Choose the row in the list you want to start conversation about, then click on the three dots and choose Open, or click on Comment directly in the upper menu bar.
    Image showing how to open a list in Teams
  3. In this view you find more information about the row in the list, choose Conversation in the menu bar to start a conversation.
    Image showing how to open a conversation in Teams
  4. The chat function is now inserted to the right. Here you can write messages and tag persons you want to mention.
    Image showing how to start a conversation  in a list
  5. When you start a conversation, it is also showing in the main channel and can be seen by the members in the channel.
    Image showing how it looks  like when you have send a message in Lists
  6. In the main channel, others can reply in the conversation, by clicking Reply under the post.
    Image showing ythe published conversation in the main channel

Create a board view in Microsoft Lists

Lists is a tool in Microsoft 365 where you can create, share, and track lists. In this manual we describe how you create a board view.

Observe that the appearance can differ whether you are using Mac or Windows.

Create board view

  1. Go to your chosen list in Microsoft Lists you want to create a board view in.
  2. Choose All objects in the menu bar and then Create new view.
    Image showing how to choose "All items" i Microsoft lists
  3. Now you see the window where you can edit and create you new view:
    1. Add the name you want for your board view.
    2. Then choose Board
    3. Choose how you want to organize your board by clicking the arrow to the right in this field. If you don’t already have any completed columns, it will automatically create a column that is named choice1. If you have completed columns, choose the column you want to organize you board view by (Example: by location, status, or date). Your board view will then be sorted and structured by how you have organized your board.
    4. If you want your list to be public for others, you tic this box. If you want it to be private, you keep this box empty. If you choose to make it private, you are the only one who can see and edit the board.
    5. When you are ready, click Create.
    Image showing how to create and edit your board view
  4. Now your Board view is showing, and here you can Add new buckets and manage your current buckets. You can place your objects to the bucket they belong to and add more object by clicking the Plus-sign in the right corner of each bucket.
    Image showing your board view

Import files to Microsoft Forms

Microsoft Forms is a tool that can be used if you want to create a form or a test. In this guide we describe how to import files with already completed question to Forms.

    1. To open Forms, use this link: office.com, or go to the office portal (o365.umu.se). If you choose the latter option, go to All my forms further down on the page.Picture that bescribes how it looks when you go to "All my forms"
    2. Choose Quick import to import your file.
      Image that shows how it looks when you find "Quick import"
    3. To import the file, choose Upload from this device. Observe that the limit for the file size is 10MB. Now yoy can also click See import guidance to see how to structure your Word-document, or PDF before you upload it.
      Image that shows how it looks when you are about to upload you file
    4. Then pick the file you want to import.
    5. Choose whether you want to create a Test or a Form.
      Image that shows how it looks when you decide if you want to create a form or a test
    6. When the file has converted, you choose if you want to Import another file, or Start reviewing the form/test.
      Image that shows how it looks like when your file has been converted
    7. Now you can edit your imported questions, to make sure they have the correct layout. You can also delete or add questions.
      Image that shows how iut looks like when you can edit your uploaded form

Observe

With this function you can only create question with multiple alternatives, and questions with open text (for example fill in an empty space). For more advanced types of questions you must add them directly in Forms.

Download and install Microsoft 365

Information on how to download and install the Microsoft 365 desktop suite.