Video tutorial 

Aim

The “My DOCX Report” functionality allows individuals attached to a research unit to create a DOCX document with its list of publications in the format formerly required by the SNSF before the new narrative CV came into force.

Structure

The structure of the report follows the former SNSF recommendations. However, the information contained in Serval allows the first 4 sections to be completed. Authors are required to complete, if applicable, the other 5 sections or to eliminate them.

Format

Aware that each discipline has specific bibliographical style habits for publication lists, “My DOCX report” is a .docx document that can be freely modified by the user.

The bibliographic style used corresponds to that indicated by the SNSF as the most easily readable when evaluating requests:

[author][year][title][Journal or book][Edition][Pages][DOI][Link to full text]

To define the styles for each type of publication, we based ourselves on the style of the Fribourg University of Teacher Education in the open library Citation Styles Library because of its similarity to the model recommended by the SNSF.

Omissions or errors

Some publications may not be imported into the report. This is probably due to the fact that the data contained in Serval are incomplete or incorrect.

The functionality recalls publications in the public domain (there is no longer a limit to the last 5 years):

With editorial status in press or published:

And with the “peer-reviewed” box checked (Optional metadata):

If you have any doubts about how to edit the record, follow this link to find text and video help on the subject.

Edit your report

The.docx document generated with this feature can be completely edited. Watch the video to learn in a few minutes what you can do with your report.

Go to the editing (advanced entry) of the record in question by pressing the blue chevron (1) in the “Details/Edit” column, then press “Change Type” (2). Only publications in the “Draft” state can be deleted.

Go to the editing (advanced entry) of the record in question by pressing the blue chevron (1) in the “Details/Edit” column, then press “Change Type” (2).

Choose the type of publication (1) in which you want to convert this publication. The “Before” (2) and “After” (3) fields allow you to see the changes that will be made during the conversion. Once you are sure of your choice, click on “Continue” (4).

Adapt the metadata to match the new type selected. Then click on “Save” to save the type change and metadata changes.

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Video tutorial

Create your ORCID profile (if you don’t yet have one) on https://orcid.org and log into Unisciences (link at the bottom of the page). Watch the video above to find out why it is a good idea to create your ORCID profile and link it to Unisciences.

Press the “create or link your ORCID iD” button:

Allow UNIL to access your ORCID profile. If you were not logged in to ORCID, you will first be prompted to authenticate in ORCID.

Your ORCID profile and Unisciences are now linked. You can import/export between ORCID and SERVAL as well as benefit from an improved author identification system in SERVAL (if you publish with your ORCID and your publisher includes this data in the article metadata).

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• Exporting records
• Importing records
• Linking your ORCID account with Serval
• Changing the type of a record
• Deleting a publication

1. Choice of language.
2. Proposed search criteria, for example “my publications” or “my entries”.
3. Search field. The magnifying glass button is used to launch the search. The right button (circular arrow) is used to reset the fields.
4. Generate a shareable link leading to the results of the selected search criteria.
5. To show/hide the advanced search, click on the circled icon.
6. You have the possibility to sort your search results according to different criteria (last modification, relevance, year, etc.). Select the desired filter. The triangle on the right indicates the sort order, which you can reverse if you wish by clicking on it. You can also choose the number of records visible on the page.
7. Perform actions such as exporting the results of the checked searches (see 9).
8. Click on this icon to show/hide publication details and to edit the record.
9. Select the publications on which to perform an action (see 7).

Video tutorial 

Go to the editing (advanced entry) interface of the record in question by pressing the blue chevron (1) in the “Details/Edit” column, then press “Edit” (2).

You are directed to the advanced entry (editing) interface with all its sections deployed:

1. Filling in the form with an identifier;
2. Mandatory or recommended metadata;
3. Documents (full text and secondary documents);
4. Optional metadata.

Each section can be deployed or condensed using the chevron to the left of the section name:

Go to section (2) where the links are located:

What are links for?

• They allow you to link your publications to your profile (which will be displayed in Unisciences).
• They also allow you to assign your publications to the unit where you conducted the research on which your publications are based. The Unisciences page of your unit will therefore also be complete.
• You can also link your co-authors, who can then also take control of the leaflet and possibly complete it.

Link people to the notice with automatic proposals

Proposals for links to people (if found from the names in the “Person(s)” field (1)) will be displayed by pressing the “Search automatically” button (2). When you tick the authors’ boxes, their units will automatically be added to the “Unit(s)” (4) field.

Adding a unit is done by typing its name directly into the “Unit(s)” field (4). It is also possible to link the record to a search group by typing its name directly into the “Team(s)” field (5).

If an author of the publication has not been found automatically, you can add him/her by using the “search manually” button (3).

Manually link people to the record

In the pop-up window, type the name and/or first name and/or ID of the person you are looking for (1) and click on “Search”.

Once you have found the person, click on the “+” symbol next to his name, and the link will be added to the record.

Don’t forget to save your changes by pressing the “Save” button at the top right or bottom of the screen.

You can cancel the changes at any time by pressing the “Go back” icon.

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Video tutorial

Go to the editing (advanced entry) interface of the record in question by pressing the blue chevron (1) in the “Details/Edit” column, then press “Edit” (2).

You are directed to the advanced entry (editing) interface with all its sections deployed:

1. Filling in the form with an identifier;
2. Mandatory or recommended metadata;
3. Documents (full text and secondary documents);
4. Optional metadata.

Each section can be deployed or condensed using the chevron to the left of the section name:

Go to section (3), Documents.

In this section, you can either add a full text (or secondary documents) if there were none yet, or correct the metadata associated with the documents.

Adding a full text (PDF) or secondary documents

To find out your rights and obligations regarding the self-archiving of a copy of your publication, follow the links provided in the “Information” field (1).

Then check the “Copyright” box (2) and press “Add PDF” (3).

You can then browse your computer to choose the PDF to add.

Then choose the version of the manuscript you are submitting (in case of doubt, consult this link) and the visibility of the document (restricted UNIL – by default -, public or under embargo). If you choose “under embargo”, a calendar is displayed in the “end of embargo” column to be able to specify the end date of the embargo. You also have the possibility to define the document’s license, if you know it.

Correction of metadata associated with a document

You can also modify the metadata associated with a document:

Correct the metadata: the version of the manuscript you are submitting (in case of doubt, consult this link) or the visibility of the document (restricted UNIL – by default -, public or under embargo). If you choose “under embargo”, a calendar is displayed in the “end of embargo” column to be able to specify the end date of the embargo. You also have the possibility to define the document’s license, if you know it.

Don’t forget to save your changes by pressing the “Save” button at the top right or bottom of the screen.

You can cancel the changes at any time by pressing the “Go back” icon.

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Video tutorial 

Go to the editing (advanced entry) interface of the record in question by pressing the blue chevron (1) in the “Details/Edit” column, then press “Edit” (2).

You are directed to the advanced entry (editing) interface with all its sections deployed:

1. Filling in the form with an identifier;
2. Mandatory or recommended metadata;
3. Documents (full text and secondary documents);
4. Optional metadata.

Each section can be deployed or condensed using the chevron to the left of the section name:

You can complete or correct the data in sections (2) and (4). If an identifier had not been used to create the record (but exists), then you can complete the metadata using section (1). Warning: existing metadata will be overwritten.

Don’t forget to save your changes by pressing the “Save” button at the top right or bottom of the screen.

You can cancel the changes at any time by pressing the “Go back” icon.

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The advanced entry (edit) of a record allows in particular:

1. the publication of a notice in draft form;
2. the addition and/or correction of associated metadata;
3. the addition of a full text and/or secondary documents;
4. the addition and/or correction of the links assigned to the record (to persons, units and/or groups).

It can be accessed by editing an existing record (draft or public state):

or by pressing “Edit” in the revision step when creating a new record (entered with or without an ID):

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