FOLIO Instructions: Publications and Conference Proceedings

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Note: to log into FOLIO go to https://folio.jhu.edu/secure.



Publications and Conference Proceedings in FOLIO account are uploaded from ResearcherID.

Before following the instructions below, you must log in to your ResearcherID account.

Topics:

• Frequently Asked Questions re. Editing and Adding ResearcherID Publications/Conference Proceedings to FOLIO
• Viewing your Publications/Conference Proceedings in ResearcherID
• Adding Records to ResearcherIDand FOLIO
  • Adding your Web of Science Records to Researcher ID
  • Adding an Individual Record to ResearcherID
  • Adding (Individual and Multiple) Scopus Records
  • Adding Individual Google Scholar Records
  • Adding Multiple Google Scholar Records
• Deleting Records in ResearcherID and FOLIO
• Editing Records in ResearcherID and FOLIO
• Introduction to FOLIO
• General Instructions for FOLIO
• FOLIO Help
• ResearcherID Help

Viewing and Manage Your Publications/Conference Proceedings in ResearcherID

• Log in to ResearcherID.*
• If you do not see your profile screen, select My Researcher Profile [screenshot]
• Click on View Publications in the left column. This is your My Publications folder. [screenshot]
• Review your My Publications folder. Here, you should review records, check for duplications, records that are not yours, and/or records that need to be edited. Instructions for deleting records in ResearcherID are outlined below.
• *Please note: only records that exist in My Publications are available to the FOLIO download. You must be certain that all of the records in your My Publications folder are correct. This is the folder that EndNote Web pushes records to, and this is also the folder that you download Web of Science records to.
• If records do not appear in My Publications and you previously had a WSE EDIT account click on Suggested Publications. Records in Suggested Publications were imported from EDIT in February 2010.Choose the records you wish to display in FOLIO by 1) checking the record and 2) clicking "Add Selected Publications to My Publications list." [screenshot 1] [screenshot 2] [screenshot 3]

Adding Web of Science Records to ResearcherID

• Log in to ResearcherID.*
• If you do not see your profile screen, select My Researcher Profile [screenshot]

NOTE: Though you can connect to your ResearcherID "View Publications" page directly from FOLIO, you need to log in to ResearcherID to add or edit your records.

• Select Add Publications [screenshot]
• Select second link in Option 1, Search Web of Science [screenshot]

NOTE: To narrow down your search results or find a specific record, you may choose to search according to specific criteria, such as publication year, journal, or add "Johns Hopkins" (in the Address field). We also suggest that you try adding your middle initial when you search in order to ensure the most comprehensive retrieval of records.

• Check the records you wish to import to your ResearcherID publications list
• Select Add selections to: My Publications [screenshot]

NOTE: If you cannot find your publication in Web of Science you can add records with EndNote Web. When adding in EndNote Web you must choose the correct category for your publication, and you must be certain you are adding it to the My Publications folder of EndNote Web. EndNote Web instantly updates your ResearcherID My Publications folder. See instructions below.

Adding an Individual Record to ResearcherID My Publications

Log in to ResearcherID.*

If you do not see your profile screen, select My Researcher Profile [screenshot]

Select Add Publications [screenshot]

You will have three options:

 

1. ISI Web of Knowledge (to view records)
2. EndNote Web (to add/edit records)
3. Upload an RIS File (to add Scopus and Google Scholar records)
   
   Keep this window open!

• Select option 2 in ResearcherID, Go to EndNote Web and log in (use your ResearcherID info). [screenshot]
  
  NOTE: If you are accessing EndNote Web from outside the Johns Hopkins Network, you may need to log in to the JHU VPN before using EndNote Web. Visit http://my.jhu.edu and click on JHUConnect in the left hand column for instructions.

Select Collect [screenshot]

Select New Reference [screenshot]

A form will appear.

Add the author, title, publisher, etc.

Expand the Groups header at the top of the record.

NOTE: You must add data to the form in order to expand the header.

Choose My Publications. [screenshot]

NOTE: By selecting the group, the entry is added immediately to your publications list in ResearcherID. You will not receive a confirmation message. To check that the publication was added, return to My Publications in ResearcherID, refresh the page, and sort the list by Date Added (top, right of list).

To Add Another Record, select Collect and New Reference again (in EndNote Web).

Adding Scopus Record to ResearcherID My Publications

Log in to ResearcherID.*

If you do not see your profile screen, select My Researcher Profile [screenshot] (keep this window open)

Open Scopus and log in if you have an account or search for your records.

Select the records you want to import to ResearcherID (check box to left of record).

Select Output (at top and bottom of list).

Select RIS format from the Export Format field.

Select Citations only from the Output Format field.

A window will open and choose Save File.

Name and save your file to your hard drive.

Return to the Add To: My Publications page in ResearcherID.

Select option 3 in ResearcherID, Upload RIS File.

Browse and select the file you saved.

Select Upload File in the ResearcherID window.

The records will appear in ResearcherID.

NOTE: after you have uploaded your Scopus file you may realize that you have duplicate records. Some of the Scopus records might already exist in ResearcherID's My Publications area. You may find that the title of a record is slightly different in one instance and presented differently in another. Please examine your uploaded records accordingly and delete all duplicate records.

Adding Individual Google Scholar Records to ResearcherID My Publications

Log in to ResearcherID.*

If you do not see your profile screen, select My Researcher Profile [screenshot] (keep this window open)

Open Google Scholar in new window

Select Scholar Preferences (to the right of the search field).

Scroll down to Bibliography Manager and select Show links to import citations into EndNote.

NOTE: You may want to change the Number of Results setting

Click Save Preferences.

Search for your publications in Google Scholar.

Find the citation you wish to add to ResearcherID and select Import into EndNote (beneath the record).

Save the file to your hard drive.

Return to the Add To: My Publications page in ResearcherID.

Select option 2 in ResearcherID, Go to EndNote Web.

Select Collect (yellow tab).

Select Import Reference.

Browse and find the file you saved.

Select EndNote Import as your Filter.

Save to My Publications: Click Import.

The publication/conference proceedings will now appear in EndNote Web and ResearcherID.

NOTE: after you have uploaded your Google Scholar file you may realize that you have duplicate records. Some of the Google Scholar records might already exist in ResearcherID's My Publications area. You may find that the title of a record is slightly different in one instance and presented differently in another. Please examine your uploaded records accordingly and delete all duplicate records.

Adding Multiple Google Scholar Records to ResearcherID My Publications

Log in to ResearcherID.*

If you do not see your profile screen, select My Researcher Profile [screenshot] (keep this window open)

Using Firefox as your browser, download and install Zotero.

1. Set up your Zotero library

When Firefox restarts, you will see a Zotero icon at the bottom, right of your screen.

Click on the icon to semi-open the Zotero Window. This is your Zotero library.

Click on the folder icon in the top, left of the window and create and name a folder for the records you wish to import.

Select that folder.

Leave the Zotero window open.

2. Gather records for your library

Open Google Scholar.

Select Scholar Preferences (to the right of the search field).

Scroll down to Bibliography Manager and select Show links to import citations into EndNote.

NOTE: You may want to change the Number of Results setting

Click Save Preferences.

Search for your publications/conference proceedings in Google Scholar.

In the browser’s address bar, a yellow folder icon will be visible at the end (the far right of the URL).

Click on the folder in the location bar and a small window will open, containing the Google Scholar citations on that page.

Select the citations that you wish to import to ResearcherID and click OK.

NOTE: Do not select citations that, in Google Scholar, have "[CITATION]" in front of them as these do not have volume or pagination information and will prevent the import. In the "select-items window," these citations start with an empty space.

A small window will pop up, indicating that the records are being saved.

Check your Zotero library and the records you selected should have appeared in the middle column.

NOTE: You may want to maximize the Zotero window to ensure that the all the information you want has been captured.

3. Export your records to EndNote Web

Select the records you wish to export (one or a group).

Right-click on the selection and choose Export Selected Items.

In the box that appears, choose the format Refer/BibIX.

A file will be created called "Exported Items.txt"

Rename the file and keep the “.txt” extension.

NOTE: It can take a while to export the records to the RIS file.

Return to EndNote Web.

Select Collect (yellow tab).

Select Import Reference

Browse and select the“.txt” file you wish to upload.

Select EndNote Import as your Filter.

Save to My Publications.

Click Import.

The publication/conference proceedings will now appear in EndNote Web and ResearcherID.

NOTE: You can delete the items in your Zotero library by selecting them right-clicking on them, and choosing Delete

Deleting My Publications Records in ResearcherID for FOLIO

• Log in to ResearcherID.*
• If you do not see your profile screen, select My Researcher Profile [screenshot]
• Click on the Manage List button [screenshot]
• Select the records you wish to delete (check box to left of record).
• Select Delete Selected Publications [screenshot]

NOTE: All deletions can also be performed in EndNote Web. Your EndNote Web My Publications folder is identical to your ResearcherID My Publications folder.

Editing My Publications Records in ResearcherID for FOLIO

• Log in to ResearcherID.*
• If you do not see your profile screen, select My Researcher Profile [screenshot]
• Records in ResearcherID and FOLIO are edited via EndNote Web.
  
  NOTE: If you are accessing EndNote Web from outside the Johns Hopkins Network, you may need to log in to the JHU VPN before using EndNote Web. Visit http://my.jhu.edu and click on JHUConnect in the left hand column for instructions.
• Select Manage List [screenshot]
• Select Manage Lists with EndNote Web [screenshot]
• EndNote Web will open.
• In the left column click on My Publications. [screenshot]

• Sort My Publications by year with the drop down menu on the right. Choose option "Year, Newest to Oldest" [screenshot]
• Click on the title of the record you wish to edit.
• When the record appears, click on the field you wish to edit and an editable text field will appear where you can make your changes.

NOTE: There will be no confirmation message that the record has been edited, but the changes will appear immediately in ResearcherID. To check, open ResearcherID, refresh the list of your publications, and sort the list by Date Added (top of list, right). [screenshot]

NOTE: The My Publications folder in EndNote Web is identical to the My Publications folder in ResearcherID. You must use the drop down menus on each screen to display the records you are attempting to locate.

 

FAQs Regarding ResearcherID Publications and Conference Proceedings in FOLIO

Q: Where are the publications and conference proceedings I added to EDIT?
A: All conference proceedings and publications that were in EDIT were uploaded to ResearcherID in February 2010.

Q: Ok, so all of my EDIT data was migrated to ResearcherID. Why isn't it in FOLIO?
A: Only items in your My Publications area of your ResearcherID profile are visible in FOLIO.
You must log into www.researcherid.com and view the Suggested Publications area of your ResearcherID profile. All EDIT migrated data lives (or lived) in Suggested Publications initially. You must select each publication in Suggested Publications and manually move them into your My Publications area of your ResearcherID profile. If Suggested Publications is empty this indicates that your EDIT publications were moved out of Suggested Publications and into My Publications (either you or perhaps an assistant made this happen). You will need to review your My Publications list to either be sure that you do not have duplicate records or to deterermine that your publications list is complete.

Q: Do new publications that appear in the Web of Science automatically appear in my ResearcherID profile?
A: No. You must search the Web of Science for your publications and add them to your ResearcherID profile.
Please read ResearcherID (Thomson Reuters' instructions, or read instructions here.

Q: How do I know if I have new publications in the Web of Science?
A: Please read these instructions.

Q: I don't have any publications in Web of Science and I want to add them manually, one by one, to FOLIO. What do I do?
A: Please read these instructions.

Q: There are citations in my ResearcherID publications list that don’t appear in my FOLIO profile. How can I add them to FOLIO?
A: FOLIO is synched with Researcher ID once a week on Tuesdays. Only publications that are visible in your My Publications area of your ResearcherID profile will be downloaded into FOLIO.

Q: Some of my old EDIT data is a mess. How did this happen and who’s going to fix it?
A: One of EDIT’s shortcomings was that it was possible for users to enter publication and conference proceedings data in the format and/or fields of their choosing. (For example, every year, a number of faculty would cut and paste their entire CVs into a single text field.) Because of this, mapping the EDIT data to fit the ResearcherID schema involved “cleaning up” and reformatting over 50,000 records. While every attempt was made to provide the data in a consistent manner, some records will require additional formatting.

You can edit your ResearcherID records in EndNote Web or you can import the citations from Google Scholar, Scopus, and/or ResearcherID and delete the old versions. We have provided step-by-step instructions on how to do this (see menu at top of this page).

Q: In my field, Google Scholar and Scopus provide more comprehensive records of my work than can be found in Web of Science. Can I import citations from these sources?
A: Yes. You can import individual records and groups of records from both Scopus and Google Scholar to ResearcherID (and FOLIO) and we have provided step-by-step instructions on how to do this (above). PLEASE NOTE: Once you have imported your lists into ResearcherID it is highly advised that you use EndNote WEb to be sure that each record is in the correct category.

Please remember that your entire WSE EDIT library of citations prior to 2010 was migrated into your ResearcherID Suggested Publications folder in February 2010.

We suggest that you view your ResearcherID Suggested Publications folder prior to attempting to migrated Google Scholar or Scopus records.

Q: I’ve searched Web of Science Scopus and Google Scholar and I still can’t find some of publications/conference proceedings. Can I add them to ResearcherID?
A: Yes. Add them via EndNote Web and make sure that you have added them to the My Publications folder inside of EndNote Web. EndNote Web instantly updates ResearcherID if your citation is located in the My Publications EndNote Web folder.

FOLIO Help

If you have reviewed the information on this page and on http://engineering.jhu.edu/faculty-staff-resources/FOLIO-Guide and still have questions about FOLIO, please send an email and someone will get back to you shortly.

 

ResearcherID Help

If you are having problems logging in to ResearcherID or have questions about updating and importing records in ResearcherID, please visit their FAQs or contact Thomson Reuters Support.

 

 

* (If you have a problem using the password you were issued or cannot remember your previously assigned ResearcherID, please contact ResearcherID customer support.)