Third Party Imports

Overview

We have repeatedly heard that the biggest challenge to success with Faculty Success is loading publication citation information. This is especially frustrating when the information already resides in other software systems. In response, we made it a top priority to enable faculty to easily bring publication data into Faculty Success.

You can import citations directly from Crossref and PubMed. If your campus has a subscription, you can also import directly from ORCID, Scopus and Web of Science. With these integrations, you can quickly and securely import information from linked repositories into Faculty Success.

How to use the Feature

Step 1: Search Selected Integration

Select the Publications screen. Here you will find the Import button. Select this button. From the Import from Third Party section choose the desired source from the drop-down menu.

NOTE: If ORCID is available for your institution, you will be asked to authenticate.

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.

NOTE: 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.

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.

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Once you have selected your search criteria, click Search.

Step 2: Select Items to Import

Faculty Success will return the citations found that match the search criteria you entered, in the order of relevance. To select the publications to import, choose the check box at the top to Select All, or check the box next to individual items.

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If you are uncertain about a citation, click the article 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.

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Once you have chosen the publications to import select Continue.

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. Select the modify your search link, update your criteria and select Search. If you receive an error message during the search, add search criteria to narrow down the number of results returned.

Step 3: Handle Duplicates

Faculty Success uses duplicate detection logic to check the publications to see if any might already be in the system. We do not want duplicates! The publications that might be duplicates are presented to you for review.

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As you can see here, a potential duplicate was found. For each potential duplicate publication, you must choose Skip or Import. You can limit the publications that are displayed to all publications or only those that still need review using the drop-down menu at the top.

Once you have indicated whether each publication is or is not a duplicate, the Continue button becomes available to select in the upper right corner of your screen. Select Continue.

Step 4: Pick Collaborators

We now move on to link the names from the file 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 possibilities for a name:

Possibility A: It matched multiple names in Faculty Success, in which case you will see the message "X" potential matches have been found. Select correct user account.

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Upon selecting the link Select correct user account, you will see this:

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Selecting the link view all user accounts will load all of the user accounts in Faculty Success to enable you to select the user from your campus.

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.

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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 text after it of Select a different user account

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Upon selecting the link Select a different user account, you will see this:

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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: It matched no names in Faculty Success, in which case you will see the message Match to a user account

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Upon selecting the link Match to a user account, you will see this:

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Selecting the button No Matching Account 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.

Select the Match to a user account link to make the proper assignment for each person's name.

Note: In order to proceed, you must resolve all of the names that are from Possibility A above, where a name matched multiple users.

Step 5: Review Publications and Import

This step enables you to flip through the records that you are about to load, to look them over to ensure everything looks good. Use the forward and reverse arrows to move through the records.

When you are satisfied that everything looks good, select the Finish Import button.

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Faculty Success presents a confirmation box to ensure you wish to proceed. Select the Import button to continue.

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Import Complete. The records are loaded into Faculty Success immediately and you will see the text "X publication(s) successfully imported".

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