Register scholarly publication in DiVA

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”.

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

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

 

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”.

If you want the publication to be made visible on a specific day, you can set the date for publication in the Available from field before clicking “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

VPN for Design students

Installation of VPN client software.

  • Open a web browser and go to the following URL: https://vpn.student.umu.se
  • Login with your UMU ID.
  • Click on the link “Download for Windows/macOS” to start the download of the client installer.

 

  • Open the downloaded installer and click “Next” to start the installation.

Configure and connect the client

  • Start the application “Cisco AnyConnect Secure Mobility Client”.
  • Type “vpn.student.umu.se” as the server address and click “Connect”.

 

  • Login with your UMU ID

 

As long as the session is active, you will have access to resources protected by UMU’s firewall.

How to access the employee web Aktum

Create feeds in DiVA

DiVA: Register and publish student thesis

Find your welcome letter

Information on how to find your Welcome Letter.

Account for an external person who is foreign

Creating an account for an external person means that the person will receive a Umu-id and thereby gain access to the university’s systems for a limited time. The head of the department or unit needs to approve the account, ensuring that the assignment and management of permissions are handled correctly. If the person needs to be affiliated, the directory manager can do so after the Umu-id has been created.

Create the Account

Please note that an external account for a person who does not have a Swedish personal number currently needs to be created by a university employee (host/contact person) and cannot be initiated by the person themselves.

  1. Go to https://administrationsverktyg.umu.se/Gastkonton/.
  2. Click on Administrate and log in with your Umu-id.
  3. Then click on Create a guest account. If you are already logged in, you can directly click on Create a guest account.
  4. Enter the details of the persons you are applying for accounts for. Fill in the field User account for external person. Make sure to provide correct information from the person’s valid passport.
  5. When you are done, click on Create account.

The manager will receive an email notification that an application has been submitted.

Activation Details

When the head of the relevant department or unit has approved the account creation, the person in question needs to activate their account after verifying their identity. Depending on where the person is, this can be done in different ways.

Option 1: Using eIDAS

Individuals from certain European countries who do not have a Swedish personal number can use their home country’s e-identification via the eIDAS service to activate their account in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering.

Option 2: Using eduID

For individuals who cannot use eIDAS there is another option where you use eduID after you have confirmed your account with help of Freja. Freja is an identity verification platform that works for over 160 countries. You download an app and with your biometric passport you can verify a digital identity remotely.

1. Download the Freja app, https://frejaeid.com/en/get-freja-eid.
2. Register your account using your biometric passport.
3. Create an eduID account, https://eduid.se
4. Verify your eduID using the Freja app on your phone by following the instructions.
5. Finally you should be able to activate your UMU-id using eduID here, https://administrationsverktyg.umu.se/KontoAktivering.

Option 3: Visit Servicedesk

People who are in Umeå can visit Servicedesk and show valid identification to receive an activation code. The person is then directed to activate their account using the activation code in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering. Servicedesk is located in the Universum building next to Infocenter.

Option 4: Via a Three-Party Video Call

People who are not in Umeå can receive an activation code during a three-party video call held with a person from the department/unit (a trusted party) and a Servicedesk employee. Before the meeting, the person needs to send a copy of approved identification documents to Servicedesk (https://www.umu.se/en/servicedesk/contact-us/) which they will also show during the meeting.

During the meeting, the external person will receive an activation code and can proceed to activate the account using the code in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering.

If such a call needs to be booked, contact the Servicedesk, https://www.umu.se/en/servicedesk/contact-us.

 

If you are looking for the manual for Swedish persons who can use Freja eID or BankID, it can be found here, https://manual.its.umu.se/en/apply-for-guest-account/.

My Pages Tele2

This guide provides instructions on how to:

  • Logs into Tele2’s My pages
  • Buy extra data within the EU/EEA or roaming data – for private use and for use in your work
  • See consumption of data, calls, SMS/MMS for your subscription

Log in to My pages

  1. Go to https://my.tso.tele2.se/. From here you can change the language to English. Please note that you cannot log in via Tele2’s My pages for private customers, but you must go via the link. You can log in via browser on computer and mobile.
  2. If this is your first time logging into My Pages, choose to log in with a one-time password. You can then connect your subscription to your BankID so that you can log in with BankID the next time.
  3. Enter your mobile number and click on Request code to receive a code via SMS to your mobile phone
  4. Enter the code you received via SMS, then click Log In.
  5. You are now logged in and on the home page.

Buy extra data within the EU/EES or roaming data

  1. Log in to My pages and go to your subscription
  2. In the upper right corner you can change the language to English
  3. At the top of the page, click Order
  4. Click on Extra data within the EU/EES for data within the EU/EES or select Roaming data to purchase data abroad
  5. Select data amount. Please note that the prices are exclusive of VAT, so when you buy an additional service and choose to pay by card, VAT is added.
  6. Choose between paying with company invoice or card payment. If you buy the additional service for private use, you must choose card payment. For additional orders that are connected to Company invoice, you must first confirm the purchase with the department head before placing the order. Note! If you click on company invoice, the order will be sent at once.
  7. Follow the instructions for card payment

See consumption of data, calls, SMS/MMS for your subscription

  1. Log in to My pages and go to your subscription
  2. Click on See usage
  3. From this view, you can toggle between seeing data usage per month, SMS/MMS and Calls.