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Importing publications from an online source

Currently, you can import publication data from the following sources: Scopus, Web of Science, IEEE Xplore, ORCID, SAO/NASA Astrophysics Data System, and Espacenet (patents).

1. Click on the Add content button and select Research output.
2. Select Import from online source and then choose the desired source.
3. Enter the search terms, name, or keyword(s) and click Search to display the results. The results may include items related to authors with similar names to yours. The system will alert you if the record is already in ACRIS, or if it has been imported before. In both cases, simply click Remove.
4. Click the Import button next to the correct import candidate in the result list. A new window will open, and ACRIS will attempt to match the author(s), organisation(s) and publisher.
5. Click Import and review to check and edit the information in the record.
6. Apply the correct status at the bottom of the Research output template by choosing either Entry in progress, if you will continue working with the record, or For validation, if theoutput is ready to be sent to ACRIS staff for validation.
7. Remember to save the record at the end.
8. ACRIS staff will validate your record, and after that, it will be visible in the public portal .

Setting up automated search for import candidates

ACRIS also offers the ability to set up an automated search which can automatically scan a number of selected online databases for publications that might belong to you. ACRIS will notify you of any new publications added to these databases with an author name matching yours. If you have registered your  in ACRIS, you will be able to import the publications on your ORCID page into ACRIS. More information is available on how this works.You can set up an automated search via the submission guide or your ACRIS profile.

How to do it:

1. Click the Add content button. Select the Submission guide, and scroll down until you see the Set up automatic search button. Click this button.
2. Alternatively, click Edit profile, and select Automated search.
3. Ensure that the Inform me by email option is ticked and that your email address is correct.
4. Slide the on/off button to the right for any databases you want to search automatically.
5. ACRIS will suggest name variants to search on, based on the data already present in the system. Click Add suggested names to include them. You can also remove or add name variants manually.
6. When the list is correct, click Save at the bottom of the screen.
7. ACRIS will now search for online matches in the specified databases on a weekly basis. You will receive an email notification of any results. In ACRIS, you will also see a list of candidates in your personal task list, located at the top right of the screen. Clicking on the candidates for in the list or email will take you to a review screen.

Importing publications to ACRIS from a file

Publications from online sources or databases to which ACRIS does not have access can often be downloaded in either RIS, BibTeX or CERIF formats, which are supported by many international reference databases. The publications can then be imported into ACRIS. You can import individual publications or multiple publications in a bulk import.

For example, if you have records in a reference management system, you can use the system's export facility to save the file for example in format such as RIS.

How to import from file

Once you have saved the RIS, BibTeX, or CERIF file, follow these steps to import it to ACRIS:

1. Click the Add content button.
2. Select Research output on the left side of the ACRIS window, then click Import from file.
3. Choose BibTeS, RIS, or CERIF.
4. Upload your file.
5. For each record displayed that you do not want to import, click Remove.
6. For each record displayed that you want to import:

• Click Import or click on the title of the publication.
• In the import from file window that opens, make the required selections to link the mentioned entities to records in ACRIS.
• When the information is complete, click Import & review.
• In the Research output editor window that opens, complete the information about the item. ACRIS pre-fills metadata based on the imported record.
• Remember to save status as For validation.
• Click Save.

If your publication is imported successfully, a success message is displayed: Your import was completed successfully.

How to import publications from Google Scholar

If your publication is only published in a preprint repository like , you can import it to ACRIS via :

1. Search for the missing publication in Google Scholar. Click the quotation mark under the record. A pop-up window will appear. Click the RefMan link that appears in the window.
2. Save the file to your desktop, or copy the text.
3. Go to and choose Add content.
4. From the opened tab, choose: 1) Research output, 2) Import from file, and 3) RIS.
5. Either paste the metadata into the text field or browse for the saved file on your desktop.
6. Press Import below the record, and then press Import and review.
7. Check and edit the record.
8. Remember to save status as For validation.
9. Click Save.