Import publication data

You can import publication data from many different databases and reference management programs into DiVA, using several different reference formats.

How to import

  1. Search references in a database (e.g. PubMed, Web of Science, Scopus, Libris) or a reference management program (e.g. EndNote) and save the results as a file on your computer.
    See instructions below in the section Alternatives for importing.
  2. Log into DiVA with your University account.
  3. Select Import references.
  4. Click the button Import from external databases.

  5. Select format, upload and import your saved file with references. You can also import a single reference from PubMed using its PubMed ID (PMID).

  6. The reference or references that you have imported are displayed under List imported details.

    “Duplicate…” means that there already is a publication with the same DOI, ISI-id or PubMed ID registered in DiVA. Click on the reference if you want to edit the existing details that have been registered. (N.B. Records that have undergone bibliographic control by the library are locked for editing. In these cases you have to send an e-mail to DiVA Helpdesk (helpdesk.diva@hh.se), and we can help you out.)

  7. Click on each reference to add the organisational affiliation and the full first name for all Halmstad University authors, as well as your local author-id. Continue to the step Review/Publish and click Submit to publish the record in DiVA. The records are visible immediately in DiVA, however full text files and/or other attachments are checked by the library before they are published in DiVA.

    References that you have imported to DiVA but have not yet edited and/or submitted will appear under List imported details the next time you log in.

Alternatives for importing

A. Import a single reference from PubMed
  • Fill in the publication’s PubMed ID (PMID) and click Import.

B. Import a file with several references from PubMed
  • Do a search in PubMed and mark the records in the list that you want to import. Select File and XML under Send to and save the file on your computer.

  • To import the file into DiVA, select PubMed XML under Select format. Click Browse (Bläddra) in order to locate the right file on your computer and upload it to DiVA. The file is called pubmed_result.txt unless you gave it another name. Then click Import.

C. Import a file with several references from Web of Science (ISI)
  • Do a search in Web of Science (via ISI Web of Knowledge) and mark the records in the list that you want to import. Select Save to Other File Formats (in the dropdown menu at the bottom of the page).
  • A window will open. Select Full Record from the dropdown list for Record Content. The pre-selected File Format is Other Reference Software. Click on the Send button to save the file on your computer.
  • To import the file into DiVA, select ISI under Select format. Click Browse (Bläddra) in order to locate the right file on your computer and upload it to DiVA. The file is called savedrecs.txt unless you gave it another name. Then click Import.

D. Import a file with several references from EndNote
  • Open EndNote and mark all the references you want to import.
  • Select File --> Export…
  • Select Save file as type = XML and Output Style = Show All Fields. Save the file on your computer.

  • To import the file into DiVA, select EndNote XML under Select format. Click Browse (Bläddra) in order to locate the right file on your computer. The file is called My EndNote Library.txt unless you gave it another name. Then click Import.

E. Import a file with several references from other DiVA databases (i.e. from other universities or organisations)
  1. Search for your publications in the other university's DiVA. Mark the references that you want to import.
  2. Click on the link called Export, choose the reference format Mods, and select Save the file on your computer.
  3. Log on to HU:s DiVA, select Import references and click on Import from external databases.
  4. Select the format MODS V3, upload and import your file.
  5. Click on each individual reference and add your local user-id. Confirm that all the other information is correct and Submit.
    Note: Do not change the Organisation (Department, Unit or Programme) details. These should reflect the affiliation information in the original publication.
F. Import a file with several references from many other databases (e.g. Scopus, Libris…)

You can import references from many other databases and reference management programmes into DiVA by importing them in one of the formats BibTex, BibLatex, RIS, Endnote Referer, or MODS. BibTex is a common reference format which is offered by many databases.

Make sure that you select the correct reference format under Select format when you upload your file to DiVA.

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