PageHeaderPortlet PageHeaderPortlet

TextPortlet TextPortlet

Questions and answers

We have collected some common questions and answers about registering and publishing in DiVA on this page.

Instructions for importing references, editing existing records and much more can be found in our quick reference guides.

Can't find the answer to your question? Please contact us at DiVA Helpdesk.

Content

Registering research publications

Doctoral theses

Publishing full text

Searching

Other questions

Registering a publication

What should be registered in DiVA?

All publications by researchers and staff at Uppsala University should be registered in DiVA. The reason for this is to produce a complete picture of what is being published by staff at the university. In addition departments can use this information to facilitate the evaluation and distribution of funds.

Back to top

How do I select department, section or research programme?

You can either search or browse for an organisational unit. See our short instructional film

Back to top

Can I import references from other databases instead of entering all details by hand?

You can import records from many different databases to DiVA, e.g. Web of Science, PubMed, Libris or EndNote. When you log on to DiVA select the green track Import references. Remember to add details of the authors' departmental or other organisational affiliations. For further instructions see the quick reference guide Import references.

Back to top

Can I import references from a DiVA database at another university where I worked to Uppsala University's DiVA?

Yes you can. Follow the steps listed below:

  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 References, then Export references and right-hand click on the reference format Mods and select Save the file on your pc.
  3. Log on to UU: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 publication one at a time and add your user name (CAS-id). Check that all the other bibliographic information is correct and click on Submit. Note: Do not change the affiliation. This should be the same as that found in the publication.

Back to top

Do I have to fill in all the fields when I register a publication?

No, you don't have to, but there are certain required fields:

  • Author (first name, last name)
  • Department or section (TekNat: research programme)
  • Title and language
  • Content type (refereed, other academic, other (popular science, discussion etc.))
  • Year

For articles, register journal, volume, no. and pages.
For books, register publisher and ISBN.

Back to top

What should I enter in the Username field ?

In the field Local User Id you enter your CAS-id, i.e. the username you use when you log on to DiVA. Also enter your fellow authors' usernames, which you can find on their profile pages in the Medarbetarportalen.

The username works as a unique personal ID in DiVA. You can then search on this username which is useful, for instance, when you want to show a list of publications on your institution's web page. The process of creating a complete personal list of publications is made easier if your username is attached to all your publications in DiVA. More on how to add your username to existing posts.

Back to top

May I register publications I wrote when I was working at another university?

Yes, that's no problem. Add the publication, either by importing the reference from e.g. another university's DiVAWeb of Science, PubMed or EndNote or by registering the publication manually. For detailed instructions on importing in DiVA, see our quick reference guide Import references.

When you have registered the publications you have to add your organisational affiliation as stated in the publication, not your present affiliation at Uppsala University. Fill in the details in the free text field Other university that is located under the field Department, unit or programme. Don’t forget to add your CAS-id in the field Local User Id, which makes it possible to create personal publication lists for your webpage.

Back to top

There are hundreds of authors for one article, do I have to register all of them?

Yes, you should register all authors. Import the reference from e.g. Web of Science, PubMed or EndNote instead of registering it manually, and add organisational affiliation for all Uppsala University authors. For detailed instructions, see our quick reference guide Import references.

Back to top

How do I change the order of the authors?

By using the arrows in the lower right corner of each author field you can change the author order of appearance. The order in DiVA should match the order in the publication.

Back to top

What is a DOI?

A DOI (Digital Object Identifier) is used for identifying documents, e.g. journal articles, on the Internet. Unlike an ordinary web address, a DOI does not change but always leads to the right article even if it has a new address on the web.

Most of the larger academic publishers use DOIs for their articles. Details about DOIs are usually found on the same page as the abstract or in the page footer or header. A DOI may look something like this: 10.1136/ard.2007.085852. By allocating a DOI in DiVA you will be helping others to find the full text of your article.

Back to top

How do I add my CAS-id (username) to all my publications?

Follow the instructions in the quick reference guide Add CAS-id to your publications in DiVA. If you have access to the publication, enter the CAS-id manually in the field Local User Id and Save. If you are asked to claim authorship all you need to do is click Save, unless you intend to do further changes. Your CAS-id will then be added to the information about the publication. If you lack access to the publication, please contact the DiVA administrator at your department or the DiVA Helpdesk for further assistance.

Back to top

I have found an error in one of my publications in SwePub. How do I correct this?

If you find errors in your Uppsala University publications in SwePub you correct these in DiVA. You cannot edit publications directly in SwePub.

Instructions on how to edit information in DiVA are available in the quick reference guide Edit, copy or delete a publication. Changes will be visible in SwePub the next day.

Back to top

Why can't I find my publication in DiVA after having uploaded a full text file? 

In DiVA you can upload the full text of all kinds of academic publications, for instance, journal articles, books and reports, and make them freely available. If you want to upload the full text of a publication that has been published by a publishing house (or is about to be), you must check that the publisher will allow this. Read more about Self-archiving in DiVA. Material published at Uppsala University can normally be uploaded to DiVA, unless a specific agreement exists that forbids it.

Information about your publication will be published in DiVA immediately and checked by a librarian afterwards. Attached files will be checked by the DiVA Helpdesk before they are published and visible in DiVA.

Doctoral theses, licentiate theses and student papers will be checked before they are published in DiVA. This means that you will not be able to see your publication in DiVA immediately after submitting your details.

Back to top

I've found an error in a record, can I access and edit it?

You are not allowed to edit records with full text or other attachments, doctoral and licentiate theses or student papers. Such changes must be made by an administrator. You can edit other records that you have registered yourself or where you user name (CAS-id) is present. Check with the DiVA administrator at your department or with the DiVA Helpdesk if you want to make changes in a record to which you have been denied access.

Back to top

Why don't all of my publications in DiVA appear on my profile page?

Your user name (CAS-id) is missing from publications that are visible in DiVA but not in your publication list on the Medarbetarportalen.  Read more about how to add you user name.

Back to top

What publications are shown under My publications?

The list under the heading My publications shows publications where you are registered as author, editor or other contributor and where your local user id are entered.

Back to top

Doctoral theses

I am soon going to publicly defend my doctoral thesis, where can I find information about posting and publishing my thesis?

Doctoral students who are going to defend their theses can find information about publishing, electronic posting etc. on the Thesis production pages.

Back to top

I am a doctoral student doing my research at a company and can not logon to DiVA. How can I register details about my thesis and public defence in DiVA?

We will register information about your thesis and public defence in DiVA for you if you send them to DiVA Helpdesk. Check our quick reference guides for doctoral theses (comprehensive summary, monograph thesis) for information about the specific details that are needed.

Back to top

Can I register my thesis in DiVA even if it was written and publicly defended at another university?

Yes, you can do that. Fill in the details in the free text field Other university that is located under the field Department, unit or programme. Enter the name of the university where you defended your thesis. Enter your user id in the Username field if you want the thesis to be displayed on your profile page. If your thesis is published on the Internet enter a link in the URL field. 

Your thesis will be displayed in DiVA as soon as the details have been checked by DiVA Helpdesk.

Back to top

Publishing full text

What should be published in full text in DiVA?

It is mandatory throughout the whole University since 1st January 2003 that comprehensive summaries of all compilation theses are to be published electronically.

Some departments and sections have decided that certain kinds of publications should be published in full text. Refer to your department or section if you are unsure.

In other cases you can choose what you wish to publish in full text in DiVA.

Back to top

Why should I publish in DiVA?

By making your publication freely available, i.e using open access, anybody may download and read your publication free of charge. This can lead to wider use and more citations. Read more about open access.

Back to top

Is it permissible to publish the full text of a publication? Isn't that breaking the contract with my publishers?

If you have published with a publishing house, you must have their permission to upload the full text to DiVA. Read more about self-archiving in DiVA.

Back to top

Does it cost anything to publish student and other papers in full text in DiVA?

No, there are no charges for publishing in DiVA. The only exception is a fee for doctoral theses which is paid for by the faculties. 

Back to top

In which format should the full text be? 

The uploaded full text should be in PDF format. 

Back to top

How can I convert my document to PDF?

You can convert a file to PDF by using Adobe Acrobat Professional, the Office 2013 Save as PDF-plugin or an equivalent free programme, e.g. CutePDF External link or PDF995 External link. Once you have installed the programme on your computer you can create PDF files using the printer menu. Select your PDF programme from the printer list and print the document to PDF.

Back to top

Is there a limit to the file size in DiVA?

The current file size limit in DiVA is 1 GB.

Back to top

Can I upload non-text files?

Yes, you can upload, for example, pictures, films and sound files. The accepted formats are:
Images: tiff, png, jp2, jpeg
Audio: mp4, mpeg, wav
Video: mp4, mpeg, flv, mov
Compressed files: zip, gz
GIS: kml, kmz
E-books: epub

Back to top

Can I enter a date before which the uploaded file is not to be made available, e.g. if the publisher demands an embargo period?

Yes, that is possible. When you upload your file you can enter a date upon which the file will be published, or state that the file should not be published at all.

Back to top

How do we start publishing our department's series in DiVA?

The departments at Uppsala University can publish their series in DiVA by uploading the full texts in PDF format. Before you start though, make sure that the series is present in the series list in DiVA. If it is missing, please contact the DiVA Helpdesk and we will add it to the list.

One advantage of uploading files in DiVA, compared to putting them on your departmental website, is that the publications in DiVA are provided with permanent links and stored on archive servers. You will be able to find your material in the future, regardless of changing web addresses.

Back to top

How do we start publishing our department's student papers in DiVA?

Read more on the subject under "Does your department want to begin publishing student papers in DiVA?" at the page Student theses for administrators.

Back to top

Searching

How do I search for all publications by a specific person?

Go to DiVAs advanced search for research publications http://uu.diva-portal.org/smash/searchad.jsf. Choose Person from the dropdown menu. Write the person's name and select the correct name from the new dropdown menu.


Learn more about searching in DiVA.

Back to top

Can I print a list of publications with complete references from DiVA?

Yes, you can. Do this:

  1. Perform a search in DiVA.
  2. Change the number of results per web page so that all results are shown on the same page.
  3. Check the publications you want to print or click Mark all.
  4. Click References and Export references.
  5. Right click on the reference format, e.g. Vancouver.
  6. Choose Save link.
  7. Copy all the references and save them e.g. in a Word file or print them out.

One alternative if you want to be able to sort and alter the list of publications is to import it to Excel or a similar spreadsheet program. For instructions see the quick reference guide Import lists from DiVA to Excel [in Swedish only].

Back to top

Can I export information from DiVA to Excel and other spreadsheet programs?

Yes, you can create lists in CSV format from DiVA. These can then be imported into Excel and similar spreadsheet programs. For instructions see the quick reference guide Import lists from DiVA to Excel [in Swedish only].

Back to top

Other questions

Can we use the publication lists on our own website?

Yes, there are several ways to display publication lists from DiVA on e.g. a departmental or personal website. For more information about the various alternatives see Lists of publications. This answer will be updated shortly!

If you want to display a personal publication list make sure that you CAS-id is entered in the field Local User Id in all your publications in DiVA. Learn more about publication lists.

Back to top

How can I link to publications in DiVA?

If you want to link to a single publication in DiVA: use the permanent link which every publication is given in DiVA. Find the record in DiVA, click Link to record and copy the Permanent link.

Read more about how to link to an individual record and how to link to a list of several publications in DiVA.

Back to top

Where can I find the URN for my publication in DiVA?

A URN (Uniform Resource Name) is a unique and permanent identifier for electronic resources on the Internet. All publications that are added to DiVA automatically receive a unique URN when they are registered, e.g. urn:nbn:se:uu:diva-9549. This URN is used to create a permanent link that will always lead to the right DiVA record. When you have found your publication in DiVA you can see the link both under Identifiers and if you click Link to record. 

Back to top

If I save a draft registration, will the URN remain the same when the publication is published in DiVA?

Yes, a publication that has been saved as a draft will keep its urn:nbn when published.

Back to top

I haven't got a password, what should I do?

Request your login details from the University's IT Support.

If you are a doctoral student doing your research at a company and need to register your doctoral thesis for posting read here for more information about how to proceed.

Back to top

What should a reference to an author's accepted version in DiVA look like?

Start your reference as with any other publication and format it based on the reference system of your choice. Then add "Version from" and the permanent link available in each DiVA post:

  • Axenov, S. (2010) "Argument structure and impersonality in Avar", Orientala Suecana, vol. 56, pp. 159-167. Version from http://urn.kb.se/resolve?urn=urn:nbn:se:uu:diva-150890

When citing specify chapter and paragraph number instead of pages:

  • Axenov, S. (2010), ch. 3, para. 2.

Back to top

Can I use e.g. Arabic or Cyrillic characters in DiVA?

Yes, you can register publications as well as search in DiVA using characters from alphabets other than the Roman alphabet.

Back to top