Researcher Management - Export and Bulk Update

As an administrator, you can update the researchers affiliated with your organization in bulk by uploading a CSV file. This allows you to update the researcher name and department affiliation and delete non-mandatory values.
Each change is captured in one line in the file, referring to one researcher. 

Before you begin - Download researcher list

To prepare your file, first download a CSV file:

1. Go to the Researcher Management page
2. Click Download list
3. Select Download researcher list
4. Select one of the following options: 
   • Selected researchers – includes researchers manually selected in the Researcher Management table.
   • Filtered researchers - includes researchers in the Researcher Management table with current filters that were applied.
   • All researchers – all researchers affiliated with your organization.
   • Template – Includes a sample row for guidance.
5. Click Download list

Preparing the file

Below is a table with the available columns in the file:

Editable – Indicates whether changes provided in this field will be applied when the file is processed.

• Yes – The field can be edited, and any changes provided in the file will be applied.
• No – The field cannot be edited. Any changes provided in the file for this field will be ignored and will not be applied.

Column name	Description	Mandatory (Yes/No)	Editable (Yes/No)
Action	The action to perform on the researcher record. Supported values: EDIT and CLEAR	Yes	Yes
Researcher ID	The researcher’s unique identifier. Used to identify the researcher being updated	Yes	No
Researcher First Name	The researcher's first name	Yes	Yes
Researcher Middle Name	The researcher's middle name	No	Yes
Researcher Last Name	The researcher's last name	Yes	Yes
Department Name	The name of the department associated with the researcher	No	Yes
Department ID	The unique identifier of the department associated with the researcher	Yes when updating the researcher department	Yes
ORCID	The researcher's ORCiD.	No	No
Number Of Publications	The number of publications associated with the researcher.	No	No
Publication Years	The publication year range of the researcher's publications	No	No
Highly Cited Researcher	Indicates if the researcher is recognized as a Highly Cited Researcher	No	No
Profile status	The current status of the researcher profile: claimed or unclaimed.	No	No

You can perform the following actions in the file:

• EDIT – update researcher name or affiliated department. Multiple details can be updated at once.
• CLEAR – delete non-mandatory values: middle name and affiliated department.

For each researcher you want to edit, make the required changes and add the corresponding action in the “Action” column. 

Important notes

• If the action column is empty, the row will be skipped
• Include in the file only the researchers you want to update. 
• If you want to perform different actions for the same researcher, use a separate line for each action.

File requirements

Make sure your file meets the following requirements:

• File must be .csv format
• Up to 5,000 lines per file
• Maximum file size: 2 MB
• Do not change the column order or the column headers.
• Changes are made based on researcher IDs and department IDs (if editing department affiliation) – verify you are entering the correct IDs.
• You can only make changes to researchers associated with your organization.
• Changes to data indicated as non-editable will be ignored.
• Make sure actions are entered in capital letters.
• Researcher First and Last names must not be empty.
• To clear values, you must use the CLEAR option, not the EDIT option.

Upload your changes

After editing the file, upload it to apply the updates:

1. After editing the file, upload it to apply the updates:
2. Click Manage researchers
3. Select Upload researchers from file
4. Upload your file using Browse file or drag and drop, then click Submit.
5. A file validation check will run automatically: 
   1. If the validation passes, the update job is processed in the background. You are not required to stay on the current screen until the process is complete. 
   2. If the validation fails, update your file based on the errors shown on the screen, and click Correct the file and try again.
6. The upload results are reflected in the Change history. After the request processing is completed, you will be able to see whether the request successfully completed, if it was rejected, or if it encountered an issue. Changes are logged per researcher, with “File upload” type. Successful changes take up to 1 day to reflect in the system. If a request is under review, it may take a few additional days to finish processing.