2. John Cooney Research Systems Project, Training and Web Manager Monash Research Office Research Information Systems Processing an author’s Endnote archive via PUP (Publications Upload Program) Loading publication records into RM via EndNote-generated XML

3. New Monash Staff: With EndNote archive? Use PUP to upload publication records for your new research staff! Have a new staff member’s pubs on Monash systems promptly (BIS, ROPES, TARDIS, PDO) Mostly –EXT category works Check: Have they co-authored with existing staff – are records already in RM? Yes? A merge of their External RM Personnel ID and their new Monash one may be required

4. PUP requires an XML version of the author’s EndNote archive… So let’s start with how to produce the XML version of the file, from within EndNote… Navigate to the folder containing the EndNote archive (mine is on V:\)… Double-click to open it…

5. IMPORTANT: Note that only Version 2’s output will work with PUP (Version 3 is the version currently offered for download by ITS – it won’t do the job)

6. Here is the open archive… Note that PUP can only recognise and process records of Ref Type Journal Article… To create the XML file PUP requires, click the File Menu, then Export…

9. Navigate to where you’d like to store the file Here, it is the same folder as the EndNote archive, on V:\ drive Then in the “Save as type:” drop-down box, select XML (*.xml) …then Click the Save button.

10. …and here is the saved XML file.

11. Now it’s time to log into PUP… The URL is: https://tardis.monash.edu.au:3774/pls/htmldb/f?p=120:1 Login… jcooney ●●●●●●●●

12. Here we are, logged into PUP. By default, we are in the Upload/Select XML File screen. Processed archives appear below. Here’s how to upload another archive to process… Click into the File Name field (or click the Browse… button)

13. Then navigate to where you saved the XML export from EndNote, earlier… Select it (it appears selected, above) and click the Open button…

14. The path to the file populates the File Name field… Now click the Upload button…

15. After a pause, the uploaded XML file appears here… Click the file’s name to start processing it…

16. This is PUP’s Select an Entry screen Note all the records from the EndNote archive, below. Click the number next to an article’s title to commence processing it.

17. This is the “Process an Entry” screen, for the record in question A user can navigate the record set (in this case, 216 records) Note that the first action a user should perform on the record is a Duplicate Check

18. So click the Duplicate Check button… OK After a pause, the Duplicate Status for the record will populate:

19. Duplicate Status The different statuses include: –OK –Duplicate –*** Need to confirm *** An ‘OK’ means you can continue processing the record.

20. Duplicate Status ‘Duplicate’ indicates the record should be flagged as a duplicate and the “Do not upload” button clicked. ***Need to confirm*** means you should check for the publication record in another application (preferably where you have global access, such as the BIS, or TARDIS) Often, a check will reveal a record that has already been entered (so, click “Do not upload”)

21. Given that the records Duplicate Status is OK, let’s proceed… OK Category often populates correctly, based on the work’s Published Year (-PRE indicates a year prior to 1996, later than this, the default category is C-TEMP) You can please yourself whether Abstract is uploaded… recall for archives extracted from Scopus, Abstract may not have been selected and therefore may not be available The next step is to set the Primary AOU (or Managing AOU) for the record Click the icon next to the Primary AOU field, to bring up the AOU selection box

22. Perform a search for the new Monash author’s school or dept. …in this case, Dept. of Medicinal Chemistry OK medicinal

23. medicinal Click the AOU of interest to return it.

24. OK Now it is time to process the authors. 50000940 …typically the most time consuming part of the process. Click the Auto Suggest button…

25. 50000940 Authors already in RM appear below… Let’s scroll down to get a better look…

26. 50000940 There is a good chance the new academic could be in RM already… Occasionally, you may see the situation below, where one author record exists for the person as a Monash staff member, and another, as an External author… In this situation, a job must be logged here: http://monash.edu/researchoffice/ris http://monash.edu/researchoffice/ris to have the duplicate records merged. In the meantime (assuming you have now logged the job) select only the author(s) below that appear in the publication’s by-line, by placing a tick in the corresponding “Chk”box… Note: Author records selected here, will appear on the resulting RM record.

27. 50000940 You may Reduce List to Checked Authors… …and Save authors.

28. Monash Research Office Research Information Systems Thank You! Queries: Email John.Cooney@monash.edu