BIBLIOS

  Ciências References Management System

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(Last update: January 7th, 2021)

1 How To

1.1 Fast association to existing references

  1. If you haven't done it before, login on Ciências authentication service by clicking on Login on the top of the page;
  2. Set the filters to refine the publication list to match all papers you can have possibly authored;
  3. Tick the check marks close to your name in every paper
    1. For each paper, select the department and/or the research units to whom your authorship should be associated

1.1.1 Exceptional cases

  1. The checkbox or your name is not shown
    • For readability issues, only the first 6 authors of each publication are shown. In these papers, the association must be performed on the reference edition page.
  2. There are several authors in a single line/single checkbox
    • Although we have made our best, when importing existing references it was not always possible to separate correctly the authors names. You must fix this problem on the reference edition page and then associate yourself to the correct author name. Alternatively, you can overwrite the authors list by importing them from the DOI, which should make the process considerably faster for papers with a large number of authors.

1.2 Adding new references

  1. If you haven't done it before, login on Ciências authentication service by clicking on Login on the top of the page;
  2. Click on the "Add new publication" button;
  3. If the document has a DOI, enter it on the pop up window. Data available on Crossref will be presented so that you can import it automatically. If the document has no DOI, just it "Cancel";
  4. Fill or correct the information of the form as they are shown in the publication;
  5. Associate the authors to the department, research units and any other institution;
  6. Click on "Save" either at the top or the bottom of the page.

1.3 Correct existing references

  1. If you haven't done it before, login on Ciências authentication service by clicking on Login on the top of the page;
  2. Search the reference you want to correct;
  3. Follow the "Edit" link for the reference;
  4. If the document has a DOI but it hasn't been inserted;
    1. Go to the "Identifiers" section of the page and select DOI;
    2. Add the DOI on the text box;
    3. Press the "Add Identifiers" button. Data available on Crossref will be presented so that you can import it automatically. The fields imported will overwrite existing information;
  5. If the reference has the DOI inserted, you can still use data on Crossref to correct;
    1. Press the button "Import from DOI" on the top of the page. Data available on Crossref will be presented so that you can import it automatically. The fields imported will overwrite existing information;
  6. Fix or add additional information on the entry;
  7. Click on "Save" either at the top or the bottom of the page.

1.4 List the references I'm associated to

  1. If you're logged in on Biblios
    • Click on your e-mail address on the top of the page
  2. If you're not logged in

1.5 List the references associated to some member of Ciências

You can either:

  • Use the "Advanced Search" feature of Biblios, selecting the members name from the "Author - Ciências Profile" option; or
  • Type the URL https://biblios.ciencias.ulisboa.pt/autor/<username> replacing <username> by the first part (before the @) of the user e-mail address. This is the recommended option for linking publication lists to home pages or other sites.

1.6 Add quality metrics

  1. Follow the editing a reference instructions
  2. If the publication has an ISSN/e-ISSN, insert it and push the "Import from ISSN/ESSN" button
    1. Select the adequate rankings
  3. Add manually other metrics you consider relevant
  4. Click on "Save" either at the top or the bottom of the page.

1.7 Delete quality metrics

  1. Edit the reference;
  2. Select the delete button in front of the Ranking you wish to remove
  3. Click on "Save" either at the top or the bottom of the page.

2 Automatic synchronization with external services

2.1 ORCID

2.1.1 Bootstrap

  1. Make sure that your ORCID ID is known by the FCUL personnel information system (CENSUS). You can confirm it on your personal webpage of Ciências (https://ciencias.ulisboa.pt/perfil) or, after authentication, on the homepage edition webpage;
  2. If you haven't done it before, login on Ciências authentication service by clicking on Login on the top of the page;
  3. Click on the "Reset my ORCID verified publications list" link on the top of the page. Biblios will now contact ORCID and ask it for your publications.
  4. To authorize ORCID to give your data to Biblios, login to ORCID and confirm that you trust on Biblios
  5. Biblios will now periodically compare the OIDs of your publications list on ORCID with your local publications. Differences will be reported by e-mail.

2.1.2 Synchronizing publications with ORCID

  1. Periodically, Biblios will query ORCID about the OIDs of your publications list
  2. Biblios will send you an e-mail with the list of publications that either:
    1. Their OID was not found on Biblios
    2. Their OID was found but you are not associated to it
  3. Each of the publications will be provided with a link allowing you to edit the information in Biblios.
    • Data for new papers will be imported from the OID information available on Crossref. Follow the corresponding steps to insert new references;
    • If the paper exists, you should edit it, in particular, making sure that you claim your association to the publication.
  4. By default, each publication is reported once. I.e., upcoming e-mail messages will only refer papers that have not been indicated in the past
    • Use the "Reset my ORCID verified publications list" to receive an e-mail with all the publications on ORCID and not in Biblios or to which you have not been associated.

3 Frequently Asked Questions

3.1 What is Biblios and How it Works

3.1.1 What is Biblios?

Biblios is the unique science publication registrar of Ciências. Biblios keeps publication records in a well defined structure, allowing to search and export it using multiple criteria, facilitating the response to the several report requests made by different entities that all of us receive on an yearly basis.

3.1.2 What are the applications of Biblios?

Biblios can be used to produce any list of publications required internally or externally. It can filter by author, research unit or department. Listings can be exported in the most common formats (APA, Bibtex, Excel) although others can be arranged by request. Biblios also exports using a JSON API which means that it can be incorporated in other websites keeping these lists permanently updated. Examples are the web pages of Ciências (globally, by department, research unit and in the researchers profiles), the websites of research units, etc. Finally, Biblios presents a graphical overview of how Ciências has been performing in what concerns the scientific production.

3.1.3 Biblios is requesting me non-sense data about some publications. What should I do?

Because Biblios covers a large diversity of scientific production media, it must cover a large number of parameters that characterize it. Just leave blank those that don't make sense for one particular publication.

3.1.4 What is the association to Ciências?

The association of a name to a Ciências profile (username) eliminates ambiguities that cannot be resolved automatically. It is not uncommon that two or more authors sign their publications with the same name or the same author signs different publications with different names (J. Smith or John Smith). Finally, the association permits to link each publication to the correct department and research unit, providing relevant productivity indicators and facilitating the filtering of information that is relevant for many applications.

3.1.5 What are Ciências affiliation guidelines in research publications?

The guidelines can be found on the Normas de Afiliação web page, available on the Ciências portal.

3.2 References

3.2.1 Can I associate other authors that not myself to their Ciências profiles?

Yes.

3.2.2 When and which references can I correct?

You can correct any reference at any time, following the steps above. Authors already associated receive an e-mail informing that the edition was performed by you.

3.2.3 How can I associate a reference to an institution not shown?

The institution database needs to be updated. Please report the problem by sending an e-mail to Gabinete de Apoio à Investigação.

3.3 Problems

3.3.1 Although I'm authenticated, Census (located on the top of the page) shows up in red (or) I'm authenticated but unable to associate myself to references. What should I do?

Biblios and Census (the Ciências personnel database) have different views of your ID. This is most likely due to different national ID numbers on both. First confirm that your national ID number is correct on Portal de Ciências. If it is, report the problem (and your ID number) to Gabinete de Apoio à Investigação. If Portal de Ciências is showing a wrong number, please report the problem to Direção de Serviços Informáticos.

3.3.2 I was (am) affiliated to a research unit but it doesn't show up on the listings. What is wrong?

Ciências only keeps records of research units with a link to Ciências. If the link existed, the records are wrong and you should report it to Gabinete de Apoio à Investigação.

Author: Direção de Serviços Informáticos

Created: 2021-01-07 qui 12:24