Frequently Asked Questions

How do I export a publication list in Microsoft Word for a department from the Symplectic Elements UVA Faculty Profile system?

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Answer

Have an authorized user run a Report in the UVA Online Faculty Profiles system.

Step by Step

Designated "Research Managers" in the Symplectic Elements system have privileges to create reports. If you would like a specialized report (e.g. only publications for certain years, or with specific data included/excluded), please send your request to hsl-rdas@virginia.edu and the library's Research Managers will work on the report with you.

Or, if you have been designated a Research Manager, follow the steps below to create a report for the overall number of publications for the department. Other lists, such as those listing publications author by author, can be exported as well. 

Option 1: Export a publication list in Excel (unformatted, but easily sorted)

  1. Log into the system at http://profiles.scholars.virginia.edu.
  2. Click on Research Admin from the top menu (don't see Research Admin? You may not have proper permissions. Contact hsl-rdas@virginia.edu to request Research Manager permissions for the Profiles system.)
  3. Click on Basic Reports.
  4. Under 2. Select groups, click on the plus symbol (not the checkbox) next to School of Medicine, and choose your department (note - you will only see departments for which you have permission to run reports).
  5. Click in the checkbox to select your department.
  6. Under 3. Filters, choose a date range if appropriate. NOTE: the system uses UK dates (day/month/year) so it is best to use the calendar to choose dates.
  7. Skip to 4.ii Choose report: users and usage .
  8. Change the report type to Publications Summary in the drop-down menu.
  9. Click on the Get Report button on the lower right.

Option 2: Export a publication list and use RefWorks, Reference Manager, or EndNote to create a formatted report

  1. These instructions assume you have a copy of, or an account with, a bibliographic management software program.
  2. Follow steps 1-7 above.
  3. Change the report type to Publications [Reference Manager/EndNote] in the drop-down menu.
  4. Click on the Get Report button on the lower right.
  5. The file exported will be an .ris file, which can be opened in most citation  management programs. Use the citation manager to export the references in an order and format of your choosing.
  6. Below are instructions for using RefWorks to import the .ris file and create a publication list. (Skip to EndNote instructions if you would like)
    1. Log in to your RefWorks account.
    2. Click on References, then Import from the top menu.
    3. From the Import References window, change the Import Filter/Data Source drop-down to RIS Format.
    4. Change the Database drop-down to RIS Format.
    5. Under Select Text file, click on Browse and find the .ris file you downloaded from the Profiles system. Click on Open.
    6. Click on the Import button in the lower right of the Import References window.
    7. You should receive a pop-up window that your Import completed. Close this window.
    8. Using the Folders list at right, click on the RefWorks folder with your imported citations (by default, this is the Last Imported folder). 
    9. Use the Sort by drop-down (above the list of citations in the middle of the screen) to sort the list as you would like.
    10. Click on the Create Bibliography button from the upper left.
    11. Select an Output Style from the drop-down menu. 
    12. Select a File Type from the drop-down menu (Word for Windows or Word for Mac).
    13. Click on the Create Bibliography button.
    14. A small window will appear in the lower right, indicating "Completed". You can obtain your Word file by clicking on the link in the box, or having it emailed to you. NOTE: this report will contain conference abstracts as well as journal articles. The conference abstracts usually are poorly formatted (missing citation data), so identifying them and removing them from the Word document is usually fairly easy.
  7. Instructions for using EndNote to import the .ris file:
    1. Open your copy of EndNote
    2. Click on File, then choose Import -> File…
      screenshot of menu locations for File and Import File
    3. Click on Choose to find your saved file to import, and choose “Reference Manager (RIS) under “import Option.”
    4. Click on Import.

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