Register publications in DiVA

Who should register?

Staff at the library import bibliographic information from Web of Science and Scopus at a regular basis. Publications not covered by these databases must be registered by the authors themselves. The authors can also self-archive a full text of an article in DiVA (check copyright first.)

It is the responsibility of every author to make sure that their own publications are registered in DiVA and that they are correctly registered.

Register publications in DiVA

Log into DiVA and register your publications

Please note that help texts can be found in the registration form (marked with a question mark).

You only have to register published papers. If you have unpublished papers connected to your compilation thesis you should register those in DiVA.

To avoid duplicates, check that the publication is not already registered. If you have several publications registered in another database you can import them into DiVA, for example from Web of Science and Scopus.

Would you like to self-archive your publication? First, make sure you have the right to put a copy of your publication in DiVA, see Open policy finder. Please read our open access pages first. Your pdf will not be visible immediately after uploading it. Staff at the library will check publisher conditions etc, which may take a few days.

Use KTH as your organisational affiliation

To ensure that your research is visible as part of KTH's scientific output, it is important that you always list KTH as your affiliation in publications. Follow KTH's guidelines on how to write your organisational affiliation – this facilitates bibliometric analyses, increases accuracy in search services, and strengthens the overall impact of the university.

Use the organisational affiliation, i.e., the correct school, department, research centre, etc., for all authors who were affiliated with KTH at the time the publication was produced.

An author can list multiple affiliations for the same publication, for example both a division and a research centre. If a research centre is listed, it should be complemented by the division where the researcher is employed.

Enter your KTH ID

Your KTH ID must be entered as the Local User ID in DiVA. (The KTH ID is a unique eight-character identifier, e.g., u1l3g15d, assigned to all KTH employees. You can find it in the bottom-right corner of your profile page when logged in with your KTH credentials.)

The KTH ID must be entered for all KTH-affiliated authors of a publication. This applies regardless of whether the publication was produced during the author’s time at KTH or not.

Use researcher ID's to link your research correctly

Using researcher identifiers such as ORCID makes it easier to link your publications to you as a researcher – regardless of name variations, employer, or publication channel. KTH recommends that you register an ORCID and link it to your system profiles, so that your research is visible and accurately attributed to you in databases and evaluations.

Incomplete or incorrect posts

If you find incomplete or incorrect posts where you are one of the authors, you should log in to DiVA and correct the posts (see below). Only the persons registered with their KTH-id, or mentioned as authors, can edit a post.

To edit a post:

• Log in to DiVA
• Choose Edit/Delete post.
• Retrieve the post and edit it. You cannot edit posts with full text files.
• Continue to the last page of the form and save the changes by clicking Accept.

Upload a full text file

Remember to check the publisher's terms and conditions before you upload a text file. You can do this in Open policy finder. Once you have uploaded a file, it takes a few days before it gets published in DiVA, as a librarian needs to check it first.

Change a full text file

When you have upload a full text file to a DiVA post, you cannot change it yourself nor can you change doctoral theses or student theses.

For help with deleting an incorrect post, editing a post with full text or other questions, please contact the library.

Uses for DiVA

The information in DiVA makes it possible to find the publication, not only in DiVA, but also through search engines such as Google and Google Scholar.

DiVA can be used for open access publishing, which makes the publications more searchable and accessible. Read more on the open access pages.

The bibliographic information can be used for generating publication lists, importing records to reference management software and for bibliometric analyses.

Import publications to DiVA

Import from Scopus

1. Perform a search in Scopus to find the references you want to add to DiVA.
2. Select the references that you want to export. 
3. Click on Export. 
4. Select file format RIS and All available information. 
5. Click Export to save the file to your computer. 
6. Log in to DiVA.
7. Select Import references.
8. Select Import from external databases (top right corner).
9. Select file format RIS.
10. Upload the file.
11. Click on Import.
12. All references will now be listed. Click on one publication at a time, find your author box and enter your KTH ID (consists of eight characters and begins with u1) in the Local user ID field. Check that the other information about the publication is correct and then select Continue, Continue and Submit.

Import from Web of Science

1. Perform a search in Web of Science to find the references you want to add to DiVA.
2. Select the references in the hit list that you want to export. 
3. Click on Export. 
4. Select file format Plain text file.
5. Select Full record under Record Content.
6. Click Export to save the file to your computer. 
7. Log in to DiVA.
8. Select Import references.
9. Select Import from external databases (top right corner).
10. Select file format ISI.
11. Upload the file.
12. Click on Import.
13. All references will now be listed. Click on one publication at a time, find your author box and enter your KTH ID (consists of eight characters and begins with u1) in the Local user ID field. Check that the other information about the publication is correct and then select Continue, Continue and Submit.

Import from ORCID to DiVA

Create or connect your ORCID-ID

1. Log in to your ORCID account.
2. Select the references you want to export.
3. Click on Export works.
4. Click on Export.
5. Save the file.
6. Log in to DiVA.
7. Select Import references.
8. Select Import from external databases (top right corner).
9. Select file format BibTeX.
10. Upload the file.
11. Click on Import.
12. All references will now be listed. Click on one publication at a time, find your author box and enter your KTH ID (consists of eight characters and begins with u1) in the Local user ID field. Check that the other information about the publication is correct and then select Continue, Continue and Submit.

Import reference files from DiVA to ORCID

1. Search for all your publications in KTH's publication database DiVA.

2. Mark all publication that you would like to export.

3. Look for an Export link on the bottom of the page.

4. Choose export as BibTeX.

5. Go to ORCID and choose + Add in Works and upload with BibTeX.

Import from Google Scholar

1. Log in to your Google Scholar account.
2. Select My Profile to see your publications.
3. Select the references you want to export. 
4. Click on Export. 
5. Select file format BibTeX.
6. Save the file.
7. Log in to DiVA.
8. Select Import references.
9. Select Import from external databases (top right corner).
10. Select file format BibTeX.
11. Upload the file.
12. Click on Import.
13. All references will now be listed. Click on one publication at a time, find your author box and enter your KTH ID (consists of eight characters and begins with u1) in the Local user ID field. Check that the other information about the publication is correct and then select Continue, Continue and Submit.

Import files from another university

1. Perform a search in the DiVA of the institution in question to find the references you want to import into DiVA.
2. Select the references that you want to export. 
3. Click on Export.
4. Select file format Mods.
5. Log in to KTH's DiVA.
6. Select Import references.
7. Select Import from external databases (top right corner).
8. Select file format MODS V3.
9. Upload the file.
10. Click on Import.
11. Now all references will be listed. Click on one publication at a time, find your author box and enter your KTH ID (consists of eight characters and starts with u1) in the Local user ID field.
    NOTE! Do not change the organization affiliation. It must correspond to what is stated in the publication. Check that other information about the publication is correct and select Continue, Continue and Submit.

Contact the library

We can can assist you in the publication process, with questions regarding open access publishing, research data, bibliometrics, and altmetrics.

Email: biblioteket@kth.se

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