Add a new publication


Table of Contents

How to add a new post

Once logged in, click on your name at the top right and then on "MyORBi UMONS" or go directly to this link.

Click on the "Add a post" button:

There are several options available to you:

  • Via an identifier (DOI, PubMed, Scopus, ArXiv) when you know it (recommended for scientific articles).
  • Via manual encoding.
  • Via the import of a file containing several references extracted from external databases such as Scopus, Pubmed or Arxiv or other tools in a standard format such as BibteX (see How to create a reference import file)
  • Via PDF with retrieval of basic data (title, author, etc.). The quality of recovery varies greatly from PDF to PDF and is therefore not recommended.

You will then need to check and complete the information in the reference, and add the full text before validating the reference (mandatory for scientific articles). You will find the different types of documents available for encoding on this page.

Submitting a publication is done in 4 steps described below.

Sections to be completed

Each section has mandatory fields to complete. If you move to another section without having completed the required fields in the current section, ORBi will notify you:

You can pause the encoding at any time by clicking the "Exit" button at the bottom of the page. Your progress will be saved.

You will be able to access your publications in the process of encoding by clicking on your name at the top right and then on "My current deposits".

Find our tutorial to guide you in the encoding of your publications:

Describe

If you have imported your publication via an identifier or reference, a lot of information will already be pre-completed.

However, check and correct all the data.

The first field corresponds to the type of document (see the list of available documents). The choice of document type will determine which fields are optional and mandatory (marked with an asterisk):

The "Authors" field should also be checked. You must associate the UMONS authors with the correct affiliation via the "UMONS Author" tab:

An explanation of each field is available by clicking on the button with the question mark next to the field name:

Once all the data has been completed/verified, click on the "Next" button.

Find the tutorial for this section:

Enrich

This second section allows you to enrich your document. An explanation of each field is available by clicking on the button with the question mark next to the field name:

Only two fields are required:

  • Research Unit
  • Research Institute

It is mandatory to provide information from at least one research unit and one research institute to which the publication is attached.

EXCEPT if your publication was made outside UMONS (during your thesis at another university, during a post-doctoral fellowship at another university, if you are not attached to a research service, etc.). In these cases, and only in these cases, you can tick the boxes "No Research Unit" and "No Research Institute". If you have any doubts, contact support via the side button "Contact ORBi UMONS".

 

Once this section is completed, click on the "Next" button.

Find the tutorial for this section:

Load

This third section is mandatory in the case of the encoding of a scientific article. Indeed, the submission of the full text has been mandatory since the decree on Open Access of 21 March 2018.

To find out which version of the document you need to add with which license, see our guide: How to choose a license?

Although it is not mandatory for other types of documents, it is highly recommended to attach your poster, notes, etc. and make it open to increase your visibility.

Once this section is completed, click on the "Next" button.

Find the tutorial for this section:

To check

This last section allows you to check all the data you have filled in at a glance. It also tells you what data you have not filled in, in which case you will have to make a correction:

If all the data is correct, you can click on the "Finalize" button at the bottom of the page.

NOTE: If you have associated a license with the document, you must check "I grant the license" before you can finalize the encoding.

Once finalized, your deposit will be confirmed:

Find the tutorial for this section:

How to create a reference import file

PubMed

You can export one or more publications from a search result or from the detailed view of a publication by clicking on the 

Then select the "Pubmed" format and click on "Create file"

The file created in this way can be imported directly into ORBi via the options for adding references.

Scopus

You can export one or more publications by clicking on the "Export" button:

from the detailed view of a publication


from a search result

Then select the CSV format:

And check all the column headers to have all the data exportable from Scopus

Finally, click on "Export" to download and save the file.

Other sources

You can import all your reference files into ORBi in the standard BibteX or RIS formats. These formats are offered by all the major bibliographic databases and other reference management tools such as Arxiv (via NASA ADS), Google Scholar, Endnote, Zotero...

Note that the ORBi import tool has been developed according to the BibTeX format. However, because the format is open, there can be a lot of variability in how the data is encoded. It is therefore possible that importation does not always give the desired results.

Edit your posts

An archived publication can be edited by clicking on

  • From the MyORBi and the page of all your publications
  • From the detailed reference if you are logged in

A copy of the reference is created to which you make your changes. It is then imperative to validate this copy so that it replaces the archived reference.

References must be changed directly or later than during the day. Copies will not be kept beyond that.

Contact ORBi UMONS