Publication Management - Export and Bulk Update

As an administrator, you can update the publications associated with researchers affiliated with your organization in bulk by uploading a CSV file. This allows you to add or remove publications from the researcher. 
Each change is captured in one line in the file, referring to one publication and 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 publication 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

*The export option is limited to 10,000 researchers and 50,000 publications. If there are more than 10,000 researchers in your organization or selection and more than 50,000 publications in your selection, this option will appear disabled and you will be asked to narrow your selection.

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 are ADD and REMOVE.	Yes	Yes
Target Researcher ID	The unique identifier of the researcher to whom publications will be added or from whom publications will be removed.	Yes	Yes
Researcher First Name	The researcher's first name	No	No
Researcher Middle Name	The researcher's middle name	No	No
Researcher Last Name	The researcher's last name	No	No
UT	The publication's Web of Science identifier	Yes	Yes
Position	The position of the researcher on the publication	No	Yes
Associated Author name	The name of the researcher as it appears on the publication - there may be name variants on different publications.	No	No
Type	The document type of the publication	No	No
Title	The title of the publication	No	No
Publication Date	The publication date	No	No
Journal	The journal in which the publication was published	No	No
Author list	The list of authors associated with the publication	No	No

You can perform the following actions in the file:

• ADD - add the publication to the researcher's list.
• REMOVE - remove the publication from the researcher's list. 

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 update a different publication 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 50,000 lines per file
• Maximum file size: 20 MB
• Do not change the column order or the column headers.
• Changes are made based on the target researcher IDs and the publication IDs (UT), so verify that the correct IDs are selected.
• Publications can only be added using a Web of Science Accession number as the publication ID.
• You can only add or remove publications from the target researcher’s profile.
• You can only make changes to researchers under your organization.
• Changes to data indicated as non-editable will be ignored.
• Make sure actions are entered in capital letters.

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 publications 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.