Customizing Your Search Settings

Overview

Symplectic Elements collects information about a faculty member’s published work by searching online databases, such as Scopus and PubMed. This is extremely useful and can save you a lot of time in claiming and reviewing your publications. Because of similarities between authors’ names on publications, it is recommended that you modify your search settings. This will narrow down the results that come back for you. (For example, a researcher named John Smith can have results returned from database searches for not only himself, but also other researchers who go by John Smith, or J. Smith, etc.) Claiming author identifiers will also improve the search.

The directions below outline how to set up your publication settings so that your database searches are as effective as possible. These should be followed in order.

Step 1) Automatic Claiming

Step 2) Modifying Search Settings

Step 3) Clearing Pending List and Running Searches

Step 4) Pending Publications

Step 5) Manually Adding Missing Publications

A video that demonstrates this process is also available.


Step 1) Automatic Claiming

As Elements harvests publication information from databases, it will group publications together that belong to the same external profiles (ie. Research database identifiers like Scopus ID or ORCID). You can then confirm whether or not each of those profiles belongs to you or not. Elements can then automatically claim publications that belong to the author IDs that you have confirmed.

1. Log into Symplectic Elements (faculty.tufts.edu).

2. Click on the Menu tab at the top of the page. A panel will appear with some menus.

3. Under the My Account menu, click on Automatic claiming. If you have published papers, you may see a list of author identifiers that belong to you on this page.

4. For one of the suggested author identifiers, click on the link for the associated publications. Look at the publications that belong to that ID to check that they belong to you.

  • If the author ID belongs to you, click on the Yes button.
  • If the author ID doesn’t belong to you, click on the No button.
  • Click on Ignore if you do not want Elements to automatically claim or reject publications belonging to this author ID.
Claiming Author IDs

5. Depending on what you selected, a different confirmation window will appear asking you what you would like to do about the publications that are attributed to the author ID.

Options after clicking Yes
Options after clicking No

6. Use the dropdown menu to select whether you would like Elements to automatically claim, reject, or suggest publications belonging to this author ID.

7. Click OK to confirm your choice.

8. If you know that you have an author ID that is not showing up in the automatic claiming list, you can enter that ID manually on this page as well. To do so, click on which type of database author ID you would like to add.

Manually add author ID

9. In the window that appears, enter the author ID.

10. Click on the Quick search button. A list of publications belonging to that ID will appear.

11. If the publications belong to you, click on the They’re all mine button to confirm that the ID belongs to you. Repeat this process for every ID you’d like to add.

Searching for an ID

Step 2) Modifying Search Settings

Next, you will want to give Elements the correct parameters to use for searches, and then re-run those searches. This will improve the process by which the system finds publications and author IDs, increasing the number of results while eliminating as many false positive as possible.

1. Click on the Menu tab at the top of the page. A panel will appear with some menus.

2. Under the My Account menu, click on Name-based search.

3. Scroll down to the Name-based searches box.

4. Name variants – Enter the different variations of your name that have appeared in your publications. Always put the last name first. (For example, name variations that might have been used for the name John Jumbo could be: “Jumbo, John” and “Jumbo, J.”) After each name variant that you add, you must click on the Add button. If you need to delete one of the name variants, click on the Delete button next to that variant.

Name variants

5. Addresses – Ignore.

6. Start date – Enter a date that represents when you started publishing work. Be sure to use one of the recommended date formats. This will prevent Elements from harvesting older publications and accidentally attributing them to you.

7. Keywords – Ignore.

8. Journals – Ignore.

9. Article ID – Ignore.

10. Source-specific name-based search terms – Ignore.

11. Click on the Save button at the bottom of the page when you are done!

Step 3) Clearing Pending List and Running Searches

Once you’ve entered new search settings, you will want to perform new searches on the databases that Elements uses for harvesting publication data.

1. Click on the Menu tab at the top of the page. A panel will appear with some menus.

2. Under the Manage menu, click on Publications.

3. Click on the Pending tab.

4. There will be a blue box at the top of the page that contains guidance text. Click on the link that says clear and recalculate the Pending list.

Clear and recalculate pending

5. Click on the OK button in the confirmation window.

6. Click on the Menu tab at the top of the page.

7. Under the Manage menu, click on Search settings.

8. In the Status window, click on the Run my searches button.

9. Wait until all of the searches run successfully before moving to the next step.

10. Return to the automatic claiming page (Menu > Manage > Automatic claiming) to see if any new author identifiers have been suggested. Claim and reject IDs as needed.

Search status

Step 4) Pending Publications

Even after modifying your search settings and claiming your external database profiles, you may have some publications that you will need to either claim or reject on an individual basis.

1. Click on the Menu tab at the top of the page. A panel will appear with some menus.

2. Under the Manage menu, click on Publications.

3. Click on the Pending tab.

4. Scroll down to the list of pending publications.

5. Determine whether each pending publication is yours and click Claim as mine or Reject (Not mine) for each.

Pending Publications

Step 5) Manually Adding Missing Publications

After going through the steps above, there may still be items missing from your publications section because they were not found in a database during the search. Other items (book chapters, published conference papers, etc.) are not well-indexed by these databases. For a description of how to manually add items to your publications, go here.

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