Adding new outputs to myPublications

There are multiple methods of adding new outputs to myPublications. 

How does myPublications find my outputs?

myPublications searches leading online data sources (such as Scopus, Web of Science and PubMed) to gather and continually update output information. Together these databases contain millions of outputs, in over 30,000 titles from over 5,000 publishers, and authored by hundreds of thousands of researchers around the globe.

Data sources for myPublications

myPublications works to identify your specific outputs within these millions of records.

ID-based searches

myPublications scans online data sources for a range of IDs that uniquely identify you, including ORCID, Scopus Author ID, Researcher ID and even your email address.

  1. Go to Menu > Manage > Automatic claiming. myPublications displays the IDs that it thinks may belong to you.
  2. Click the 'Yes', 'No' or 'Ignore' button beside each ID to update your search profile. The online instructions provide further information about each choice, but in summary choosing 'Yes' then 'Auto claim publications' will claim all existing and future outputs with that ID, and choosing 'No' then 'Auto reject publications' will reject them.
  • Manually add IDs by clicking the database name under 'External profiles' and follow the on-screen instructions. This is how you can add your ORCID ID.
  • Change or remove an existing ID by clicking on the name of the provider.

Name-based searches

This is the traditional way of finding your outputs. myPublications uses your name and affiliation to search the millions of records in the online data sources for your outputs. It may therefore find records that belong to a namesake or miss records that have been published with a different name variant or affiliation. This method is much less precise than ID-based searches and therefore requires you to confirm the results. You will be emailed when new outputs are found.

  1. Go to Menu > Manage > Publications then click the 'Pending' tab.
  2. Use the 'Claim as mine' or 'Reject (Not mine)' buttons in the output records. 
  3. You may be prompted to link it to a grant or deposit a manuscript in our open access repository.
  • You can do this for multiple outputs at once by ticking the check-boxes next to the title and then use the 'Claim' and 'Reject' buttons at the top of the list.
  • If you have a large number of incorrect pending publications, or missing outputs, then check your Search Settings (see "How can I improve my search results?" below).
  • You can now disable name-based searches in your Search Settings (see "How can I improve my search results?" below).
How do I add a new output manually?

Some outputs/disciplines are not covered by the online data sources.

  1. Choose '+add' from the 'Publications' box on your home page.
  2. Check whether the output already exists in myPublications (e.g. a co-author may have previously added it).
  3. Enter as much information as possible as this will be shown on reports and your personal web pages. Help is displayed when clicking on each field.
  4. You may then be prompted to link the output to a grant or deposit a manuscript in our open access repository.
How do I add outputs from other software?

You can import outputs from other software, such as Reference Manager or EndNote.

  1. Export the outputs from the other software in RIS or BibTeX format.
  2. Go to Menu > Manage > Import.
  3. Browse for the file you have saved, tick the appropriate file type, and then 'Upload'.
  4. myPublications compares the outputs in your file with those in myPublications. If it finds a match then you will need to specify an import option for each (see below).
  5. Click 'Import'. 

If myPublications finds a match between outputs in your file and those already in myPublications (which might be claimed by another researcher), then it will give you an option for each: 

  • Import as new: create a duplicate output based on your import. This is not recommended. 
  • Import as link: create a duplicate output based on your import, but linked to the existing record. This is not recommended. 
  • Supplement existing: add a new manual record to the existing record and make this the preferred source for you. Recommended. 
  • Overwrite existing: overwrite an existing manual record with the new data. Do not select this option as it may delete valuable data that the other user has added. 
  • Do not import: skip this record in the import file.
How can I improve my search results?

myPublications uses your name and affiliation to search the millions of records in the online data sources for your outputs. It may therefore find records that belong to a namesake or miss records that have been published with a different name variant or affiliation.

  1. Go to Menu > Manage > Search settings.
  2. Change the search settings as required.
  3. Click 'Save' and a new search will begin.

There are three sections:

  • Status: details the most recent and next search. Request a new search by clicking 'Run my searches'.
  • Name-based searches: change your search settings (see below).
  • Source-specific name-based searches: enable/disable name-based searches for particular online sources.

The options for configuring Name-based searches are:

  • Name variants: myPublications takes your surname and initials from myJob, but this may not reflect how you choose to publish (e.g. if you drop an initial or have changed your surname). This will cause some outputs to be missed. Amend your search settings to match how you publish.
    • Add all variations of your name.
    • Order is important. Use the format 'Surname INI' and not 'INI Surname'.
    • Commas are not required.
    • The use of punctuation or spaces between initials is of no importance. Do not add multiple combinations (e.g. 'Surname INI', 'Surname I.N.I.' etc).
    • Hyphenated names are best entered both with and without the hyphen.
    • Remove incorrect variants by clicking on the red cross.
  • Addresses: restrict the results to only those outputs that have an affiliation that exactly matches those specified. For the best results use as few meaningful words as possible (e.g. "Sheffield" rather than "University of Sheffield" or "Sheffield University"). Enter the affiliation and click the + button.
  • Start date: restrict the results to only those outputs published after the specified date.
  • Keywords: restrict the results to only those outputs with matching keyword lists as provided by the publisher or online data source. This is not a free text search of titles or abstracts. Adding keywords makes the search much more restrictive.
  • Journals: restrict the results to only those outputs within the specified journals.
FAQs

Why are there a large number of pending publications which do not belong to me?

myPublications uses your name and affiliation to search the millions of records in the online data sources for your outputs. It may therefore find records that are not yours if you have a namesake. If you have a large number of incorrect pending publications, then check your search settings. See "How can I improve my search results?" above.

How do I claim or reject all of my pending publications at once?

Tick the check-boxes next to the title and then use the 'Claim' and 'Reject' buttons at the top of the list.

How do I create a record for an output that has not yet been published (e.g. on acceptance)?

See "How do I add a new output manually?" above.

myPublications does not import all of the outputs from my ORCID profile

Only publications with a unique ID (DOI, Scopus EID, and PubMed ID) can be imported from your ORCID profile. These IDs are then used to retrieve the full metadata for those outputs from the primary online data sources (e.g. Scopus). Unfortunately, any outputs manually added to ORCID cannot currently be imported automatically into myPublications.

My ORCID search has failed

Try to verifying your ORCID account by going to Menu > Manage > Automatic claiming, and then clicking on the OCRID box. Be sure that you have also verified your ORCID account using the email that they sent to you upon registration.