Publication Imports

Access to this product feature is dependent on your institution's Watermark agreement
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The Publication Imports tool allows faculty to search for publication data in repositories such as Crossref, PubMed, ORCID, Scopus, and Web of Science. Publication data from these repositories may then be imported into Faculty Success to make data entry easier.

Getting Started

To access this tool,  navigate to your Publications (also known as Intellectual Contributions) activity screen from your Activities section and select the "Import" button in the upper right corner of the activity screen to be taken to the Import Publications page. 

From the Import Publications page, go to the "Import from Third Party" section and select the desired source to search for publication data to import from the drop-down menu and enter your search criteria. Once you've completed your search criteria, click the "Search" button.

Keep the following items in mind as you enter your desired search criteria:

a.  If ORCID is available for your institution, you will be asked to log in to your ORCID account. Next enter your search criteria. If you leave this section blank and click Continue, Faculty Success will search for publications that match your name, or the name of the user for whom you are importing citations if you are managing data for someone else.

b. Author search in Crossref is different than in PubMed. Instead of an exact search, Crossref uses a relevancy score to determine the order in which intellectual contributions are presented to the screen. With common names, Crossref will return many publications and then sort them by relevancy. For Scopus, you can look up your Scopus Author ID here.

c. You can enter additional search criteria by choosing "Add search criteria" and entering your search parameters. It is encouraged to add additional parameters to ensure only the most relevant results are returned for your review. If you change your mind, you can use the garbage can icon to remove a search criterion.

d. If you receive an error message during the search, add a search criteria to narrow down the number of results returned. If too many results are returned for your search, you may encounter an error page caused by the third party API limits.

The Imports tool will attempt to return publications that match the search criteria you entered in the order of relevance. After the search is complete, the import process consists of four steps:

Step 1:  Select Items to Import
Select which publication to import from the returned publication results of your search criteria by clicking the box next to individual items you want to import or the checkbox at the top of the "Item" bar to select them all. Once you've decided which publication(s) to import, click the "Continue" button.

If you are uncertain about a publication, click on it's title, which will show you the full set of details that will be imported into Faculty Success for that publication should you choose to proceed.

If too many publications were returned or the publication you expected to find does not appear, you can hone your search right from this screen by selecting the "modify your search" hyperlink, update your criteria and select "Search."

Step 2: Duplicates
Faculty Success checks selected publications for duplicates to see if any are already in the system. The publications that may be duplicates are presented to you for review in this step, and for each potential duplicate publication, you must choose whether to "Skip" importing the publication as a new record or to "Import" it to the duplicate publication to update the existing record in the system.

Using the drop-down menu at the top, you can limit the publications displayed to all or only those that require review. Once you've determined whether or not each publication is a duplicate, click the "Continue" button in the upper right corner of your screen to move on to the next step.

Step 3: Match Collaborators
We now move on to link the names from the publication to the user accounts in Faculty Success. Here, a list of the names of people that are in all of the records from the file are displayed. There are three possible actions to make: 

Possibility A: If multiple users in Faculty Success matched the publication, the message "X name matched more than one user account" will appear, where X is the number of matches. You can select the users you want to include in the publication import as collaborators by clicking on the "Select correct user account" hyperlink, which will open a small window similar to the one below, from which you can select the user accounts by clicking on their names and then selecting "OK."



If you click the "view all user accounts" hyperlink, you will be able to select a user from your institution from a list of all the user accounts in your institution's Faculty Success instance.

If you are unable to locate a user account for your collaborators in your institution's Faculty Success instance, click the "No Matching Account" button, which will change the results for this step to "Match to a user account," indicating that a link to a user account will not be created. 

Possibility B: It matched just one name in Faculty Success, in which case you will see the name of the user account that was matched with the hyperlink after it of "Select a different user account."


Upon selecting the link "Select a different user account" hyperlink, you will see the following small window appear that will contain a list of all the user accounts in your institution's Faculty Success instance from which you will be able to select a user from your institution from the list to link the publication to:  



If there are no matches with any user accounts, selecting the "No Matching Account" button will update the selection on the Pick Collaborators main screen to "Match to a user account," meaning a link to a user account will not be made.

Possibility C: If it found no matching accounts in Faculty Success, you will see a message that no matching accounts were found, along with a list of the names it was unable to match to a user account, followed by a "Match to a user account" hyperlink.


Upon selecting the "Match to a user account" hyperlink for each name, you will see the following small window appear that will contain a list of all the user accounts in your institution's Faculty Success instance from which you will be able to select a user from your institution from the list to link the publication to:



Selecting the "No Matching Account" button will maintain the selection on the Pick Collaborators main screen of "Match to a user account," meaning a link to a user account will not be made.

Step 4: Review and Finish

This step allows you to browse through the records you're about to import and double-check that everything looks correct. You can navigate through the records using the forward and reverse arrows, and when you're ready to import, click the "Finish Import" button.

When you click the "Finish Import" button, you will be presented with a confirmation box to ensure you want to proceed. To continue, click the "Import" button. The publication will then be imported, and you will be returned to the Publication (also known as the Intellectual Contribution) activity screen, where you will now see the record.