Claiming and adding outputs

This is a brief overview of the functionality of myPublications. For a full guide, you should refer to the institutional guidance pages here.

Output search

myPublications will search for publications authored by you from online databases, based on search settings defined by you, and then present you with the results to either 'claim' or 'reject'.

By default, myPublications takes your surname and initials from the HR system and uses these to find matches with the online databases, limiting the results to outputs with a Sheffield affiliation if you have a common surname. This brings back a good result for 90% of researchers - identifying correct outputs without too many incorrect ones. However, this may not reflect how you choose to publish. For example, you might not use a middle initial, or drop the first initial. In such cases the search may miss a proportion of your outputs and you should amend your search settings to better fit the way you publish. In other cases, you may be presented with too many incorrect outputs. You can further restrict the search results using affiliations or key words. If you do have a large number of incorrect pending publications, contact mypublications@sheffield.ac.uk to have them removed.

The publications page

The publications page displays your outputs by type, and highlights publications that have not yet been approved by you.

Claiming outputs found by myPublications search

Step 1: To claim or reject new outputs, click on the alert in the 'My Actions' prompt on your home screen.

Step 2: Use the green 'Claim as mine' or red 'Reject (Not mine)' buttons at the bottom of each record to move outputs to the 'Mine' or 'Not mine' sections. Use the check-boxes to claim or reject multiple outputs. To amend the bibliographic information, click on the output title and in the data sources section click 'Add manual record'.

Step 3: If applicable, link the output to the grant that funded it. See the grants page for more information, including what to do if one of your grants is missing.

Step 4: If the output falls within the University's Open Access policy, you will be prompted to upload it to the institutional repository (WRRO). See the Open Access page for more information.

Manually adding outputs

If you have an output which is not being captured by the myPublications search engine, or is not yet published, follow the folowing instructions:

Step 1: From the 'Publications' box on your home page, choose +add, and then select the type of output.

Step 2: Check whether the output already exists in myPublications (e.g. a co-author may have previously added it). If you are adding a book, then Google Books will also be searched. If your output is in the search results click 'Claim', otherwise click 'Skip'.

Step 3: Enter as much bibliographic information about the output as possible (this helps to ensure accuracy). Clarification about each field is displayed in a box to the right. Be sure to click 'Save' before continuing.

Step 4: If applicable, link the output to the grant that funded it.