Reporting & Exporting Data

How can I export my data for a CV or grant application?

You can easily generate a list of your outputs, grants, or other records from any module list:

1. From Profile & Work > open the list you need (e.g. Research outputs).

2. Select the items you'd like to export (or leave unticked to export everything).

3. Click Export and choose a format (e.g. PDF, CSV, or Word).

4. Your report will then download.

How do I export my outputs into reference software (like EndNote)?

To transfer your publications into citation management software:

1. Go to Profile & work > Research outputs. 

2. Select the items you'd like to export (or leave unticked to export everything).

3. Click Export and choose either BibTex or RIS format, as appropriate for your software.

4. Import the file into your reference software.

Can I change how my outputs are displayed in reports?

Yes. If an output appears in more than one scholarly database, you can set a preferred source to control the version and formatting shown:

1. Open the output record.

2. Go to the Sources tab and use the star icon (⋆) to set your preferred version.

The ability to report on groups (such as faculties and schools) is limited to those with appropriate access levels. 

What kind of reports are available?

Examples of the reports available include:

• Grant Data: Awarded grants by type and year, or grants with linked research outputs.

• User Activity: Last login dates for a group of users, or number of pending/claimed publications for each user.

• Publication Summaries: List of publications published within a group (e.g., in the past month), summaries of publication types, or citation data.

Where do I run a report?

The Reporting Hub is the place to find all the reporting tools. You'll only see the reports you have permission to access.

1. Go to Search & reporting > Reporting Hub.

2. Use the search bar or the filters to the right to find the report you need.

3. Click Run. You may be asked to select parameters, such as a date range, School, or preferred output format (e.g. PDF).

Tip: If you run a report often, then use the heart symbol to add it to your favourites.

Understanding report types

The summary information beneath a report title helps you understand its purpose.

• Data Extracts (CSV): These generate tabular data files compatible with Excel. They are ideal for exporting large datasets for further analysis.

• Formatted Reports (Word/PDF): These produce structured, paged reports. They are great for producing textual reports or where tables or graphs are needed.

• Dashboards: These are customisable, interactive visualisations. They quickly convey summary information and allow for filtering, drill-down to explore data in detail.

What if the report I need doesn’t exist?

If you require a particular report that isn’t available, email mypublications@sheffield.ac.uk and we’ll advise or set it up for you.

How do I request access to be able to run reports?

Access to reports can be granted at the University, Faculty or School level. To request access, please complete the request form.