– Manual Lirias Contents
October 8, 2012
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Lirias – Manual
Lirias Manual
Contents
......................................................................................................................................................................................................... 1
1. What is Lirias? ............................................................................................................................................................... 3
2. Who has access to Lirias? .................................................................................................................................... 3
3. How is Lirias Organized? ....................................................................................................................................... 3
3.1. Communities ......................................................................................................................................................... 3
3.2. Collections ............................................................................................................................................................... 4
3.3. Handles ..................................................................................................................................................................... 4
4. Signing on to Lirias .................................................................................................................................................... 5
5. Consulting Lirias .......................................................................................................................................................... 6
5.1. The Search function in Lirias: Simple and Advanced Search ......................................... 6
5.2. The Browse Function in Lirias.................................................................................................................. 8
6. Submitting a publication in Lirias ................................................................................................................... 9
6.1. Submitting a publication in Lirias in 6 steps................................................................................ 9
Step 1: Choose Collection ............................................................................................................................... 10
Step 2: External Source or Item from Template .......................................................................... 11
Step 3: Describe Your Item ........................................................................................................................... 14
Step 4: Upload a File .......................................................................................................................................... 20
Step 5: Verify Submission .............................................................................................................................. 22
Step 6: Grant the distribution license ................................................................................................... 22
6.2. Mass Import of publications in Lirias ............................................................................................... 24
7. My Lirias ........................................................................................................................................................................... 25
8. Delegating in Lirias .................................................................................................................................................. 27
9. Generating Bibliographies (Publication lists) in Lirias .................................................................. 28
9.1. Create New or Choose Configuration (Load)............................................................................. 29
9.2. Specify Filter(s) ................................................................................................................................................ 31
9.3. Choose Settings................................................................................................................................................ 32
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9.4. Download & Save ............................................................................................................................................ 38
11. Making graphs & using statistics ............................................................................................................... 40
11.1. Graph Data Settings .................................................................................................................................. 41
11.2. Visual Options ................................................................................................................................................. 44
11.3. Modifying and Downloading the Graph ....................................................................................... 45
12. “Manage My CV” ..................................................................................................................................................... 46
13. Generating Publication Links......................................................................................................................... 48
14. Generating Spreadsheets ................................................................................................................................ 50
14.1. Loading: Create New or Choose Configuration .................................................................... 50
14.2. Specify Filter(s) ............................................................................................................................................. 51
14.3. Save Settings .................................................................................................................................................. 51
14.4. Download ............................................................................................................................................................ 52
15. Staying connected/needing more help? .............................................................................................. 53
15.1. Subscribing to a collection .................................................................................................................... 53
15.2. Subscribing to the Lirias mailing list ............................................................................................. 53
15.3. The Helpdesk ................................................................................................................................................... 53
15.4. Your Local Administrator & Quality Administrator ............................................................. 54
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1. What is Lirias?
Lirias (Leuven Institutional Repository and Information Archiving System) is the
institutional repository of the KU Leuven Association. Research output (metadata and
uploaded files) are archived, indexed and (in some cases) digitally distributed.
2. Who has access to Lirias?
Everyone has access to Lirias, to search the database. However, in order to submit
publications or to make your own list of publications, you need to log on to Lirias. For
that you need a u-number. For KU Leuven personnel, the u-number is written at the back
of the personnel card (‘Gebruikersnummer’).
Researchers of the KU Leuven Association automatically have access to Lirias. Other
people can apply for a minimal registration in SAP and thus obtain a u-number
(https://admin.kuleuven.be/sab/od/formulier_bestaande_minimaleregistratie).
3. How is Lirias Organized?
3.1. Communities
Lirias is organized around Communities and Sub-Communities, representing different
organizational levels, such as faculties, departments, labs and research centers as listed
in the organogram of the KU Leuven Association. The lowest entity in Lirias is the
collection . This structure allows for a flexible to accommodation of the different needs of
the communities in Lirias. Communities can decide on policies such as:
-
who contributes content
whether there will be a review process
who will have access
how to organize the workflow - reviewing, editing, metadata
how to manage the collections
Each community has its own entry page displaying information, news and links reflecting
the interests of that community, as well as a descriptive list of collections within the
community.
Depending on the organizational structure within the KU Leuven Association, the
granularity of these communities and collections might not be as detailed as you would
prefer. However, Lirias needs to adhere to the KU Leuven Association organizational
structure and can only attribute researcher to collections to which they are actually
administratively affiliated.
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3.2. Collections
Communities can maintain an unlimited number of collections in Lirias. Every collection
constitutes part of a community. As a researcher, you are typically associated to the
collections of the department(s) to which you are administratively affiliated. Each
collection contains items (articles, books, abstracts, etc.).
Collections can have different policies and workflows.
Each Lirias collection has its own entry page displaying information, news and links
reflecting the interests of users of that collection.
3.3. Handles
Every item/publication in Lirias has a unique identifier: its “handle”. This is the string of
characters
at
the
top
of
the
page,
which
starts
with
https://lirias.kuleuven.be/handle/123456789/.
Whenever you contact the Helpdesk or your Local Administrator always refer to this
handle, as this helps to identify the publication about which you have a question.
This is a persistent URL. This means that, unlike most URLs, this identifier will not have
to be changed when the system migrates to new hardware, or when changes are made
to the system. Lirias is committed to maintaining the integrity of this identifier so that
you can safely use it to refer to a publication when citing it in publications or other
communications. Our persistent urls are registered with the Handle System, a comprehensive system for
assigning, managing, and resolving persistent identifiers for digital objects and other resources on the Internet.
The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which
undertakes, fosters, and promotes research in the public interest.
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4. Signing on
to Lirias
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In order to sign on to Lirias a valid login is required.
First you have to select the institution at which you
work, and then proceed to login with your userid and
password. Your access rights depend on which
organizational units you belong to, and what your
function is. If you believe there are more collections
you should be eligible to deposit in, please contact
your Local Administrator.
Be aware of the fact that, as of March 2012, you can
only add publications to the collection(s) to which you
are affiliated administratively – the research affiliation
has been abandoned.
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5. Consulting Lirias
Lirias can be consulted in 2 ways, using “search” or “browse”.
5.1. The Search function in Lirias: Simple and Advanced Search
Simple Search
Click on Simple Search and the following menu will
open:
“All of Lirias” is set as the default search, but you can
easily adapt this by clicking on the drop-down arrow to
choose a specific collection.
The word(s) you enter in the search box will be searched
against the title, author, subject
abstract,
series,
sponsor and identifier fields of each record in Lirias.
Advanced search
The advanced search page allows you to specify the fields
you wish to search, and to combine these searches with
the Boolean operator "AND", "OR" or "NOT".
You can restrict your search to a community by clicking on
the arrow to the right of the top box. If you want your
search to encompass all of Lirias, leave the box in the
default position.
Then select the field to search in the left hand column and
enter the word or phrase you are searching in the right
hand column. You can select the Boolean operator to
combine searches by clicking on the arrow to the right of
the "AND" box.
Note: You must use the input boxes in order. If you leave
the first one blank your search will not work.
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Tips & Tricks for searches in Lirias
Boolean searching
The following Boolean operators can be used to combine terms. Note that they must be
CAPITALIZED!
AND - to limit searches to find items containing all words or phrases combined with this
operator, e.g.
will retrieve all items that contain BOTH the words
"cats" and "dogs".
OR - to enlarge searches to find items containing any of the words or phrases surrounding
this operator
will retrieve all items that contain EITHER the words
"cats" or "dogs".
NOT - to exclude items containing the word following this operator, e.g.
will retrieve all items that contain the word
"training" EXCEPT those also containing the word "cat".
Parentheses can be used in the search query to group search terms into sets, and operators
can then be applied to the whole set, e.g.
Do not use words such as:
"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"
Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with that root, for
example:
will retrieve selects, selector, selectman, selecting.
Stemming
The search engine automatically expands words with common endings to include plurals, past
tenses ...etc.
Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.
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Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the
following search the word "training" is optional, but the word "dog" must be in the result.
Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively,
you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the
search
or
you will get items containing the word "training", except those that also contain the word
"cat".
5.2. The Browse Function in Lirias
Browse allows you to go through a list of publications in
some specified order:
Browse Organizational Units opens the KU Leuven
Association organogram, where you can select the
(sub)communities or collections you wish to search in.
Browse by Title allows you to move through
alphabetical list of all titles of publications in Lirias.
an
Browse by Author allows you to move through an
alphabetical list of the KU Leuven Association authors of
publications in Lirias.
Browse by Date allows you to move through a list of all
publications in Lirias in reverse chronological order.
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6. Submitting a publication in Lirias
6.1. Submitting a publication in Lirias in 6 steps
As a logged-in user of Lirias, you can submit new publications (called ‘items’). If you are
appointed a delegate in KU Loket (for KU Leuven researchers only), you will be able to
submit new items in the collections associated with the person who appointed you as his
or her delegate.
Depending on the collection you are submitting to, your publication will be immediately
visible in Lirias, or it will pass through a stage of Quality Control. At any point in the
submission process you can stop and save your work for a later date by clicking on the
"cancel/save" button at the bottom of the page. The data you have already entered will
be stored until you come back to the submission process, and you will be reminded on
your "My Lirias" page that you have a submission in process. If somehow you
accidentally exit the submit process, you can always resume from your "My Lirias" page.
You can also cancel your submission at any point.
In your “My Lirias” page, you click the button “Start a New Submission”, and follow the
steps as described below. Alternatively, you can choose to import several publications in
one go. In that case, click the “Mass Import” button. In both options the first steps are
the same.
At the top of the submit pages you will find 6 buttons representing each step in the
submission process. As you move through the process these ovals will change color.
Once you have started you can also use these buttons to move back and forth within the
submission process by clicking on them. You will not lose data by moving back and forth.
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Step 1: Choose Collection
Click on the arrow at the right of the drop-down box to see a list of Collections. Your
administrative affiliation determines the range of collections amongst which you can
choose. If you are a delegate for several collections, you will be able to choose amongst
those. Move your mouse to the collection to which you wish to add your publication and
click. You can only choose one collection.
The choice of a collection is compulsory. When you forget to choose a collection, you will
not be able to proceed.
The choice of collection will determine whether or not your submission will be forwarded
to Quality Control.
If your publication has been published/written at a time when you were not affiliated with
the KU Leuven Association, please select the collection "Non-Association publications".
(If you are denied permission to submit to the collection you choose, please contact your
Local Administrator for more information.)
You must be authorized by a community to submit publications to a collection. If you
would like to submit a publication to Lirias, but don't see an appropriate community,
please contact your Local Administrator to find out how you can get your community set
up in Lirias.
Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel
your submission.
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Step 2: External Source or Item from Template
In the first page with descriptive information, two important options are available
“External source” or “Insert item from template”.
External source
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The first option allows you to import information about a publication from an external
database. At the moment, import from ISI Web of Knowledge and PubMed are supported.
In the ISI import, you have the possibility to select one or more of the ISI indexes.
Furthermore, you have the option to perform a query on an author name. Make sure you
specify this query as "AU=(author name)" and that you specify a publication date range
that is narrow enough. A final search option allows you to search for a specific document
type. This is available for both ISI and PubMed.
Clicking the “next” button, will show you all search results. Now you can now select the
record you wish to import. Select by clicking on the buttons in front of each publication
and click “next”, and you will be presented with all the information that was imported for
this publication. The contents of these fields can be adjusted or edited if necessary.
If, however, a search result is not selectable (you cannot click on the buttons in front of
the publications), it implies that Lirias already contains a publication with the same ISI or
PubMed ID, possibly imported by one of the co-authors. In that case, make sure your unumber has been added to the list of authors. Contact the Local Administrator or
As long as the submission process has not been fully executed, no co-author or delegates can
submit this publication from the same source to add it to their publication list. In that case, the
imported publications appear as “Unfinished submissions” in your My-Lirias page.
Insert item from template
If you do not wish to import items from an external database, you can choose to submit a
new item making use of one of the predefined item templates.
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Each of the templates contains a different selection of descriptive fields.
The following templates are available:
- Journal Article or preprint = for all journal articles
- Book Chapter = for chapters in a book
- Book = for all monographs, as author or editor, or for part of a series
- Conference Paper or Abstract = for all conference proceedings and abstract in so
far as they have not been published in a journal
- Doctoral Thesis = PhD, only pre-2004 or non-KU Leuven publications (all other
PhDs are automatically retrieved from SAP)
- Review = reviews all belong here, even if they have been published in a journal
- Other item = internal and external reports, translations, science popularization,
and everything else which does not fit into one of the categories above
Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel
your submission.
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Step 3: Describe Your Item
Depending on the template which you have chosen, you will now be presented with
different fields.
The information you fill in here constitutes the metadata record (the information about
your publication) that will enable users to retrieve your item using search engines. The
richer the metadata, the more "findable" your publication will be, so please take the time
to fill in as many fields as are applicable to your publication.
Be aware that fields indicated with * are mandatory.
Author*
This can be a person, organization or service responsible for creating or
contributing to the content of the publication. By clicking on the "Add
More" button you can add as many authors as needed. Through the "look
up" button, you can search within SAP's records for KU Leuven Association
staff. Always use the look up button for KU Leuven Association
staff. This ensures the connection of a u-number to an author (so
that the author will see this publication in his/her list), and
gaurantees a uniform spelling of the names. Manually adding a unumber is not possible.
At least one author in the author’s list must have a u-number for
the submission to be valid.
With (joint) first or (joint) last author, you can indicate who is/are the
(joint) first or the (joint) last authors of the publication. Corresponding
author indicates who handles correspondence related to the publication.
Title*
Enter the full and proper title. If no title is provided the submission is
not valid.
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Please refrain from using punctuation marks, as this results in problems
with the search mode in Lirias.
Other Title(s)
If your publication has one or more valid alternative titles, for instance, a
title in another language or an abbreviation, this title can be entered here.
Date of Publication*
Please fill out the date of publication or public distribution for digital
research output. You can leave out the day and/or month.
Publisher*
Enter the name of the publisher. For an article, there is no need to fill in
the publisher – this information comes with the journal (see “journal and
host document”). For a chapter of a book or a complete book, filling out
the name of the publisher, as it is mentioned on the title page, is
obligatory for all published publications.
Journal & Host Document*
When you have chosen the “Journal Article or preprint” template, the
Journal fields will appear. For other templates, the more generic field "Host
Document" will be available to capture information about the host
document of a certain publication. Host document refers to any bearer of
information: book, proceedings, etc.
As far as concern articles in journals (IT, AT, IT-p and AT-p, WP – see
publication categories), it is not possible to manually enter the journal title
and choose the publication category, this in order to increase the
consistency of information in Lirias. You have to look up your journal in the
Lirias-database, using the “look up” button inserted next to the journal title
field. In this way the correct and standardized journal title, ISSN,
publisher, publication category and impact factors are inserted into your
record. If you can't locate your journal in the list, contact the Helpdesk to
have your journal added to the database. Be sure to first search on ISSN
or parts of the journal title.
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To look for a journal, click the "Look up" button. This button will redirect
you to the following selection screen:
The journal look up page will allow you to specify the following search
filters:
•
•
•
•
•
Journal title: either enter the complete title or part of it (be aware of spelling
alternatives, “and” vs. “&” etc.)
ISSN number
Publisher
Sort options: relevance, title, ISSN, doctype and publisher
Order options: ascending and descending
Please take into account following guidelines for completing your journal or
host document information:
For volume, please always use Arabic numbers. For a book in a series, you
can add the number of the book within the series. For issue, please always
use Arabic numbers For pages, please always use the format: firstpagelastpage e.g. 5-23, 125-160 (use full digits, this makes calculations
easier). All published publications must have the pages or the article
number filled out in order to proceed with the submission.
If your publication is an epub ahead of print, or if your publication is
accepted (and not published yet), fill out the issue field with “epub ahead
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of print” or “accepted”. In this way, this information will also be visible on
your publication list.
Book Series
In the Book or Chapter in a book template, you can fill out all information
pertaining to the series in which the book has been published.
(Book) Series Editors
Allows you to fill out the names of the editors of the series (not the editors
of single volume !).
Conference*
If you selected the Conference Paper or Abstract template, the conference
fields can store information related to a conference or event where this
paper was presented. Please note that all these fields are free text fields
and that they are not validated in any way. However, when your
conference papers has been published, the fields “Conference Name”,
“Location” and “Date” need to be filled out.
Identifiers
Please fill in all the identifiers that apply. Click on the arrow to the right of
the input box, and select from one of the choices in the drop down menu.
If a publication has more than one identifier, add through “Add more”. "..
Identifiers can be:
ISSN-ISBN-URL-DOI-PubMed ID
Other - A unique identifier assigned to the item using a
system different from the specified ones.
Open AIRE Project ID
Some researchers having received an ERC grant are obliged to provide
their publications resulting from this source as Open Access. In order to
ensure that these papers are harvested and made visible by OpenAIRE
(http://www.openaire.eu/) it is mandatory that the project to which the
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publications is related be selected. Clicking the “Select from List” button
provides all projects for which an Open Access obligation is set.
Publication Status*
This field shows the status of your publication: submitted, accepted, or
published. Later additions or corrections are allowed.
Epub ahead of print is considered as an accepted publication, not a
published item.
DOC Type*
Lirias is built around a number of predefined publication categories, DOCtypes. The available choices of DOCtypes depend on the template you
chose. For the “Journal Article or Preprint” template the DOCtype has been
selected for you. If you believe the wrong DOCtype is associated with the
Journal you selected, please contact the Helpdesk. For all other templates,
you are free to indicate the DOCtype, respecting the definitions of the
publication
categories
(for
these
categories,
see:
http://www.kuleuven.be/research/bibliometrics/list_output.html
Virtual collection
Virtual collections are collections that do not appear in the KU Leuven
Association organogram – hence they are virtual. These collections
generally group researchers from several departments working on a
common theme. Virtual collections can be added to Lirias upon simple
request to the Helpdesk.
Select the virtual collection to which you would like to add your
publication. To select more than one value in the list or deselect all values
in the list, you hold down the "CTRL" or "Shift" key.
Contains*
It is mandatory to select the types of documents that are included in the
submission. If no files are attached, please select "description only".
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To select more than one value in the list, you hold down the "ctrl" or "shift"
key.
Language
Select the language of the main content of your publication.
If your publication is not a text document and language is not applicable as
description, then just keep the N/A choice.
Subject/Keywords
You can enter as many subject keywords as are appropriate to describe
the publication, from the general to the specific. The more words you
provide, the more likely it is that users will find your publication in their
searches. Use one input box for each subject word or phrase. You can add
more input boxes by clicking on the "add more" button. Examples:
Your community may suggest the use of a specific vocabulary, taxonomy,
or thesaurus. If this is the case, please select your subject words from that
list.
Abstract
You can either cut and paste an abstract into this box, or you can type in
the abstract. There is no limit to the length of the abstract. We urge you to
include an abstract for the convenience of end-users and to enhance
search and retrieval capabilities.
Affiliation/Sponsors
If your publication is the product of sponsored research or has an extra
affiliation, you can provide information about the sponsor(s) or affiliation
here. This is a freeform field where you can enter any note you like.
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Other description
Any other information describing the publication you are submitting or
comments that may be of interest to users of the publication can be
submitted here.
Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel
your submission.
Step 4: Upload a File
You can choose not to upload a file, but realize that by doing so, you will have a
publication with metadata only and this dilutes the concept of a repository. And if for
some reason you can't upload the main file for this publication, upload related files. For
instance full data sets and other relevant extra material not included in the original
publication.
Please enter the name of the file on your local hard drive corresponding to your
publication.
Alternatively, click "Browse...", and a new window will appear in which you can locate
and select the file on your local hard drive.
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The field Contains is a mandatory field – the drop down allows to choose from a list of
typical document types (article, preprint etc.).
The information you provide in File Description will help users to understand what
information is in each file, for instance, "main article" or "images" or "computer program"
or "data set".
The file status option determines whether you will be able to replace your publication in
the future. Once your file has been uploaded as Published, you will not be able to alter it.
The file availability option allows you to configure online visibility and availability for your
file. Public files will be available to all visitors. Intranet files will only be available to KU
Leuven Association logged in members. Private files will only be available for authors of
the publication. Embargo files will be the same as intranet files until the end of the
embargo, after which date the publications become publicly available.
If you wish to upload the full text of journal articles, you will automatically see the link to
the journal’s publisher or to the corresponding page in Sherpa ROMEO, the database
which regist
ers the archiving and copyright policy for numerous journals and publishers. Always
check this policy before you decide to make your files publicly available (= Open
Access).
After you have uploaded a file, check the information in the table to make sure it is
correct. There are two further ways to verify that your files have been uploaded
correctly:
•
Click on the filename. This will download the file in a new browser window, so that
you can check the contents.
•
Compare the file checksum displayed here with the checksum you calculate.
Lirias generates an MD5 checksum for every file it stores; we use this checksum internally to verify the
integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what
we've received is indeed the file you've uploaded.
If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File" page. The Liriasgenerated MD5 checksum for every file we've received from you will show to the right of the filename. You will
then need to use a local program to generate your own checksum for these files, and verify that your results
match ours. On most UNIX-like systems (including Mac OS X), use md5sum. For instance, type "md5sum
MYFILE" for every file you want to check; the summary should print on your screen. For Windows machines,
MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the
textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a
command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy
of the file you're uploading should be exactly equal to what Lirias reports.
To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or
"Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you
will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit".
If you can't see the format in the list, click on "format not in list" and describe the format in the text box lower
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down on the page. Be sure to give the name of the application you used to create the file and the version of
that application, for example "Autodesk AutoCAD R20 for UNIX".
For more information about file formats, see Lirias Supported Formats.
Once the correct file name is in the input box, click on the "next" button to proceed.
Step 5: Verify Submission
This page lets you review the information you have entered to describe the publication.
To correct or edit information, click on the corresponding button on the right, or use the
oval buttons in the progress bar at the top of the page to move around the submission
pages. When you are satisfied that the submission is in order, click on the "Next" button
to continue.
Click on the "Cancel/Save" button to stop and save your data, or to cancel your
submission.
Step 6: Grant the distribution license
Lirias requires agreement to this non-exclusive distribution license before your
publication will be visible. Please read the license carefully. If you have any questions,
contact your Local Administrator.
Now that your submission has been successfully entered into the Lirias system, it will go
through the workflow process designated for the collection to which you are submitting.
Some collections require the submission to go through editing or review steps, while
others may immediately accept the submission. You will receive e-mail notification as
soon as your publication has become a part of the collection, or if for some reason there
is a problem with your submission. If you have questions about the workflow procedures
for a particular collection, please contact the community responsible for the collection
directly. You can check the status of your submission by going to the “My Lirias” page.
When your publication becomes a part of the Lirias repository it is assigned a persistent
URL, or handle. Please always mention this url when contacting your administrator or the
helpdesk.
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After a publication has been submitted to Lirias, and processed by the Quality Controllers
(depending on which collection the publication was submitted to), you can still perform
changes to the information in the record, or add more files
To do this, navigate to one of your publications either through the search or browse
functionality, or through the "View My Items" button on your "My Lirias" page. When you
are logged in, you will be able to see the “edit” button, if you are listed as one of the
publication’s authors.
Only limited changes to the author information are available though. If you perform
changes to the descriptive fields, make sure to save these changes before uploading
additional files. When you choose to upload a file, before saving, your changes will be
lost.
Be aware that some changes can only be made by the Lirias Administrators or the
Helpdesk.
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6.2. Mass Import of publications in Lirias
Instead of importing publications one by one (External Source), you can also opt to import
several items from PubMed or ISI at once. Under “My Lirias” you click the “Mass Import”
button.
The subsequent steps are similar to the procedure outlined above. The only difference
being that when you have opted for “Mass Import”, based on your search query a number
of publications will be available for selection. You can select multiple publications and
prepare them for import by clicking the “Import All Checked Records” button.
The imported record overview will then show you the selection of records you made in the
previous step. You are now able to remove some of these records from the selection or
open them in order to start the submission process.
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7. My Lirias
The following buttons are available on the My Lirias page:
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•
•
•
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Start a New Submission: This buttons allows you to add new publications to Lirias.
Clicking it will redirect you to the submission process.
Mass Import: The mass import button redirects you to the mass import feature that
allows you to import multiple publications from ISI Web of Knowledge or PubMed.
View My Items: This button redirects you to a page with all the publications to which
your u-number has been linked.
View Items Submitted under My Login: This button redirects you to a page with an
overview of all the approved publications that were submitted using your login –
implying that you or your delegate submitted these publications.
View Unvalidated: Validation is necessary for publications that have been imported
automatically. Lirias uses intelligent algorithms to import publications from external
sources, such as PubMed. However occasional errors in these external sources exist
– for example author names are misspelled or falsely attributed to a publication. This
is why the validation process gives you the opportunity to confirm or decline whether
a certain publication has been authored by you. At the same time, you can confirm
whether the publication is KU Leuven Association affiliated and edit the metadata
(such as publication date, journal, …).
After clicking on “view unvalidated” you are presented with a list of publications that
have been automatically imported. For each of the publications, you are presented with
following options when clicking on them.
•
•
•
•
Edit: allows you to edit any of the data associated with this publication.
Approve: approves the publication in its current form and commit the publication to
Lirias.
Not mine: removes you as an author of this publication but leaves all other data
intact.
KU Leuven Association publication: A publication is considered KU Leuven Association
affiliated if substantial work on this publication has been done under KU Leuven
Association affiliation and if at least one of the authors was affiliated to KU Leuven
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Association at the time of acceptance of the publication. The KU Leuven Association
affiliation should be clearly mentioned on the publication.
Please make sure to check that the publication’s data are correct before accepting.
Editing afterwards is only possible through the Local Administrator of your department.
Within the “edit” screen, you have the possibility to manually edit all the publication’s
details. Please do this with great care, especially when updating author information for
other authors.
If a large number of publications were imported, you have the option to remove a group
of publications that are not yours, in one action. When you click “flag multiple
publications as Not Mine” you will be able to mark a checkbox next to all the publications
that are not yours. With one press on the button, they will be removed from your
validation list.
After approving a publication, the publication will be visible in My Lirias as one of your
own publications. To ensure consistency, further editing of the fields is only possible by
your Local Administrator.
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8. Delegating in Lirias
Just like other delegations, Lirias delegations can be configured from within KU Loket.
Contact the Helpdesk if you need help with this.
If you are a delegate for one or more researchers, you have the following possibilities in
Lirias:
•
Submit to the researcher's collection
When you login to Lirias, you will automatically have the authorization to submit
publications to the collection(s) the researcher who delegated you in KULoket
belongs to. When you click on Start a new submission, the dropdown list in the
next screen will contain the collection(s) you are authorized for.
•
•
The button View my items, will show an empty list, unless you also submitted
publications as an author.
The button View items submitted under my login will give a list of all publications
that you submitted and that are accepted in Lirias (in case there is quality control).
So this list might contain the publications of several authors if you submitted for
more than one author. Please note that publications validated and/or submitted by
the researchers themselves are not contained in this list.
The button Login as gives you the possibility to login under the name of your delegator
without using his/her KU Leuven userid and password. For this function to work, the
delegator has to be registered in Lirias (this means he/she must have logged in at least
once). If not, the delegate gets the message: “Authorization required“. In this case,
registration can be requested via the Lirias Helpdesk. After logging in, you have the
same options as the researcher who delegated you
•
•
View my items: will show a list of all publications of this author, validated and
unvalidated. Please note that the unvalidated publications, shown in this list, will not
be shown in the publication list of the author.
View items submitted under my login will only show the publications the researcher
submitted to Lirias (and/or you, logged in as this researcher).
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9. Generating Bibliographies (Publication lists) in Lirias
Lirias offers you the possibility to generate bibliographies (publication lists).
You can include publications in your lists as soon as they are added and approved in Lirias.
To access the bibliography functionality, make sure you are logged in and click
"Bibliography" in the menu bar.
The process of creating a bibliography is characterized by three important steps:
- choosing what configuration to use
- deciding which publications to include in your list (Filters)
- determining how these publications should look like (Settings).
At the top of each bibliography page you will find 4 buttons representing the phases in
creating your bibliography. As you move through the process the locks on the button will
disappear. At the end of your configuration, you can easily navigate back to the previous
phases by clicking the bullets in the progress bar.
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9.1. Create New or Choose Configuration (Load)
Upon clicking the "Bibliography" link in the Generate menu, you are presented with four
options.
•
•
•
•
Predefined Configuration: Use a configuration that has been predefined by Lirias.
Personal Configuration: Use a configuration that you created and saved earlier. This
option will only be available if you have already created and saved a personal
configuration.
Create new Configuration: Create a new configuration, specifying your own filters
and layout.
Remove existing configuration: Remove a personal configuration.
When you choose a predefined or existing personal configuration, you will be automatically
directed to step 4. However, in step 4 you can easily move back across steps 2 and 3.
The following predefined configurations are currently provided in Lirias – most of these are
meant to be used when applying for research funding through the Research Coordination
Office:
- APA style (the default style for the who-is-who pages): all accepted & published
publications, all publication types without time contraints; does not contain impact factors
or citation counts
- APA style - intranet: contains impactfactors & citation counts; not for public display
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- Open Access: same as APA style, but contains a link to uploaded files in the IT-category if
the files are publicly available
- Individueel dossier: used for assignment and promotion files with HR; all accepted &
published publications, all publication types; time period is the current year+ 1 to current
year-5 (eg 2014-2008); does not contain impact factors or citation counts
- Individueel dossier-intranet: with impact factors and citation counts; not for public
display
- ZAP-evaluatie: used for the evaluation of ZAP; all accepted & published publications, all
publication types; time period is the current year + 1 to current year-5 (eg 2014-2008);
does not contain impact factors or citation counts
- ZAP-evaluatie-intranet: with impact factors and citation counts; not for public
display
- BOFZAP: all publications, all publication types, no time constraints; does not contain
impact factors or citation counts
- BOFZAP-intranet: with impact factors and citation counts; not for public display
- FWO: layout for reporting/applications with the FWO; all accepted & published publiations,
without time constraints; journal articles in Web of Science, VABB, other IT & AT-type, IT-p
& AT-p type; conference proceedings in Web of Science, VABB, other IC&AC-type; books as
author or editor (in VABB & others); book chapters (in VABB & others)
FWO-intranet: with impact factors and citation counts; not for public display
- IEEE-style: all accepted & published publications, all publication types without time
contraints; does not contain impact factors or citation counts; layoutsettings different from
APA-style
- iMinds: all accepted & published publications from the iMINDS virtual collection, for the
current year; does not contain impact factors or citation counts
- OT: used for joint publication lists for OT-applications; accepted & published publications
of IT, AT, IBa, ABa, IBe, ABe, IHb, AHb and IC type; time period is current year+ 1 to
current year-5 (eg 2014-2008); does not contain impact factors or citation counts
- GOA: used for joint publication lists for GOA-applications; accepted & published
publications of IT, AT, IBa, ABa, IBe, ABe, IHb, AHb and IC type; time period is the current
year – year-5 (eg 2013-2008); does not contain impact factors or citation counts
- IDO: used for joint publication lists for IDO-applications; accepted & published publications
of IT, AT, IBa, ABa, IBe, ABe, IHb, AHb and IC type; time period is the current year – year4 (eg 2013-2009); does not contain impact factors or citation counts
Note that you cannot save over predefined configurations, however you can load and edit a
predefined configuration and save the changes in a personal configuration.
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If you have opted to create a new configuration, you are being directed to step 2:
9.2. Specify Filter(s)
In this step you specify which publications should be included in your listing.
Pressing the
button creates a new filter, pressing the
button removes a filter. The
following filters are available, meaning that you can make selections for these fields:
•
•
•
•
•
•
•
•
•
•
Timespan: Filter on publications between a given start and end date
Contributor: Filter on publications by specific contributors, whom you can look up
using the lookup feature.
Keyword: Filter on Subject Keywords. (Use a term, exactly as it was entered in the
field "Subject Keywords")
Publication Type: Filter on the publication types (Articles, Books, ...)
Publication Status: Filter on publications’ status (Submitted, Accepted, Published)
Organizational Unit: Filter on a KU Leuven Association organizational Unit, as
presented in the structure of Lirias.
Virtual Collection: Filter on a virtual collection
Recent Years: Allows you to filter on the last x years, with “x” default set at 5
File permissions: Filters on the accessibility of files attached to the record (intranet,
private or Open Acess (public)
Extended Publication Types: Filters on characteristics of the publications (indexed in
Web of Science (“ISI identifier”), acknowledged by the VABB/GP (“VABB type”), or
“other”)
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9.3. Choose Settings
“Settings” allows you to edit the layout of your bibliography and also the grouping and
sorting of your publications. You also get look at how your bibliography will look like with
the settings you have chosen.
You can modify different items of the layout.
Edit Title
You can edit the titles of the document and its separate parts (which by
default is set to “Bibliography”, “IT (articles…”)) by clicking on the white
space or the pencil sign.
Exclude Items
If you do not wish to include certain publications in your bibliography, you
can "exclude" these by clicking on them. Excluded publications will be
shown in grey. These will not appear on your list of publications, but are
not deleted in Lirias.
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Group
You can group your publications by pressing the group button on the side
or below the preview page.
You can group by:
•
•
•
•
•
•
Year (Ascending/Descending)
Publication Type (You can determine the order yourself)
Publication Status (Published, Accepted, Submitted)
Virtual Collection
File Permissions (public, private, intranet – for uploaded texts, graphs etc.)
Extended Publication Types (indexed in Web of Science (“ISI identifier”),
acknowledged by the VABB/GP (“VABB type”), or “other”)
Sort
You can sort your publications by pressing the sort button on the side or
below the preview page.
You can sort by:
•
•
•
Date (Ascending/Descending)
Title (Ascending/Descending)
Author(Ascending/Descending)
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When sorting by date, all items are first chronologically sorted (ascending or
descending) and within each equal period (year or year and month), titles are
arranged alphabetically.
Layout
After defining the groups for your bibliography, you may want to change
the default layout, or create separate layouts for each group.
You can access the layout for your publications when you are in the
‘Settings’ menu by pressing the layout tab on the side or the layout button
at the bottom of the page.
Each layout is represented by a yellow rectangle and each group (e.g.
publication type) by a grey rectangle. Both layouts and groups can be
dragged and dropped in the interface. You can thus easily manage your
personal layout. Layouts can be deleted by dragging them to the trashcan.
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Within the layout window new layouts can be created by clicking the
"Create New" button at the bottom of the page.
Existing layouts can be removed by dragging them to the trash can at the
bottom of the page.
Existing layouts can be edited by clicking the "Edit Layout" button.
Clicking the “Edit Layout” button opens a new window. At the top, you
have options to load different configurations, change the name of the
layout and save the settings to both an existing or new layout.
Scrolling down, the screen shows you how publications in your layout will
look like (highlighted area).
The central area of the Edit Layout page consists of the style definitions for
each data field. Each row holds settings for one data field. The buttons on
the end of a row enable you to remove the data field from the layout, or to
add a new field.
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Prefix
• The character(s) preceding the information type in this
row
Type
• The information you wish to see here
Layout
• Only available for some information types
Format
Size
Separator
• The character(s) separating the information types
between rows
Postfix
• The character(s) displayed at the end of a row
All changes are immediately shown in the preview example above and
below the style settings.
A selection of the most used fields that can be included in a reference:
•
•
•
•
•
•
•
•
•
Date can be rendered as YYYY or YYYY-MM
Title
Author can be displayed in different ways. The * and “#” notation implies that
(joint) first/last authors will be indicated by a * or #
Editor
Othercontributor is a field that contains contributors, other than authors or
editors.
Hostdoceditor is the field that contains the editor of the host document (the
journal editor for articles, book editor for book chapters)
(co)-Supervisor for PhDs
Advisor: advisor of a thesis
Journal represents the title of the host document
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•
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•
•
•
•
•
•
•
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Volume represents the volume of the host document
Issue represents the issue of the host document
Pages represent the page range within the host document
ISSN
ISBN
Publisher
Location holds the location of the publisher
Congressname
Congressedition
Congresslocation
Congressdate
Impactfactor shows the impact factor from your host document, in the year of
publicationor the most recent year
Citations show the number of citations, according to ISI Web of Knowledge
Article Number
Description
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9.4. Download & Save
The last page enables you to download your bibliography, and save your configuration.
The following formats are available for downloading your bibliography:
•
•
•
•
•
PDF (Portable Document Format)
PS (PostScript)
SVG (Scalable Vector Graphics)
RTF (Rich Text Format) - Excellent for post-processing in MS Word
FWO.XML – creates an .xml file for uploading into the FWO e-desk
If you wish to save your configuration for public or for your personal use, type the name
of your configuration in the appropriate fields. You can upload your personal
configuration from the "Personal Configuration" dropdown next time to wish to generate
a bibliography.
Note: you can always remove a personal configuration
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Just select the configuration you want to remove and click the remove button.
Warning: This action cannot be reversed.
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11. Making graphs & using statistics
Lirias provides you with the possibility to
generate graphs and stats, in the sense
that automated counts on collections can
be performed and visualized in a graph.
The graphs and stats module is only
available to users who are logged in,
under the "Generate" header in the left
navigation sidebar. The module always
uses the actual updated data in Lirias,
enabling updated graphs and statistics.
Be aware of the fact that, when large
collections are being selected, it can take
a while before the graph gets generated.
The module is composed of three parts:
the Graph Data settings, the (visual)
options and the graph itself.
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11.1. Graph Data Settings
The graph data settings allow you to specify the axis values and category values for the
graph you wish to generate.
The Y-axis always displays the number of publications. The axis values determines how
the publications are grouped (e.g. by date) while the category values determines how
each group is subdivided (e.g. by publication type).
When you select one of the options as the axis values, the option becomes unavailable
for category values, because you need a different property for categories and for axis.
The options are:
•
•
•
Date a straightforward date range, based on the publication dates of publications.
Organizational Units represent communities and collections in Lirias (and those
reflect the KU Leuven Association organogram).
Publication Type represents the different DOC publication types.
In general, it is optimal to use Date or Publication type as axis values, and organizational
units as category values. To illustrate the difference between axis values and categories,
here are two examples. In the first example, “date” has been selected for the axis
values, and “organizational units” for the categories. In the second example, the same
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selections of “date” and “organizational units” were activated, but “date” was selected as
categories, and “organizational units” as axis values.
The advanced filters allow you to exclude selections of publications in the counts.
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Uploaded File Filter allows you to limit the counted publications to those who have an
uploaded file (such as full-text), or no files at all, attached to them.
Specific Date or Date Range allows you to specify date, if you would have opted for
organizational units and publication types as categories and axis.
Specific Impactfactor Range allows you to specify an impact factor range filter. It is
possible to define an impact factor range for both the publication year and the most recent
impact factor.
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11.2. Visual Options
The Graph Visual options allow you to set
specific parameters for the graph's layout:
•
•
•
•
•
•
Title: Set a title for your graph
Label1: Set a label for your Y axis
(vertical)
Label2: Set a label for your X axis
(horizontal)
Width: Specify the Width of your graph
image (in pixels). This includes the space
for the category labels.
Height: Specify the Height of your graph
image (in pixels)
Graph type: Select between one of the
different graph layout options.
Stacked graph types are often useful when compiling a graph of different departments
within an organizational unit, but can get quite confusing in other cases.
You can experiment with certain settings and render your graph. All settings will be
stored, so you can easily make changes and generate a new graph.
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11.3. Modifying and Downloading the Graph
When you initially open the graphs and stats module, you are presented with an empty
graph window.
After you generate a graph, the size of the graph
window will be adjusted and filled with content. You
can right-click and save, to store the graph image.
The graph is also an interactive image: clicking on a
certain column gives an actual listing of the
publications, represented by the column. To save the
data behind the graph, click the “download zipper
spreadsheet” button.
If text such as categories, labels, etc. is not properly
displayed, you can always try to increase the width
or height of the graph. At the lower right of the
graph box, you can also see a link where you can
download the data in a spreadsheet format for
further analysis.
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12. “Manage My CV”
The “Manage My CV” functionality enables KU Leuven researchers to customize their
publication lists in the KU Leuven Who-is-Who registry.
To configure your CV settings, login to Lirias and click "Manage My CV". This option
allows you to publish your publication list on Who-is-Who with the layout you selected
from the Bibliography module, without citations and impact factors however. You have
the option to either apply filters, as specified in your bibliography configuration, or to
show all of your publications in Lirias, and this according to the layout, grouping and
sorting of the chosen bibliography configuration.
The choice of configuration determines how your list of publications will look on the KU
Leuven “who-is-who” pages!
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Under Configuration you can choose which Bibliography configuration you want to use.
•
•
Predefined configurations are configurations that have been defined in Lirias. If you
would like to use one of these configurations, but you require small changes, you can
always load the configuration in the bibliography module, apply the changes, and
save it as a personal configuration.
Personal configurations are configurations that you have created and saved, in the
bibliography module.
Filter Preferences allow you to select whether to use the filters, as specified in the
configuration, or to override those filters by just selecting all your publications in Lirias.
The Show preview link will show you how the list will look. Immediately after you save,
the changes will be visible in the KU Leuven Who-is-Who registry.
Note that the display of impactfactors and citation counts on the who-is-who pages is not
allowed!
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13. Generating Publication Links
The “Generate Publications Link” functionality enables you to generate a link, through
which visitors can access (a selection of) your publications. You can refer to this link from
within your own website, or you can embed the page in your website, using an Iframe.
To generate a publications link, click on "Generate publications link", after logging in to
Lirias. The basic principle is that, when clicking on the link you created, your publications
will be shown on a list conforming to one of the layouts from the Bibliography module.
You have the option to either apply the filters, as specified in your Bibliography
configuration, or to show all of your publications in Lirias, according to layout, grouping
and sorting of the bibliography configuration.
Under Configuration you can choose which of the Bibliography configurations you would
like to use.
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Predefined configurations are configurations that have been defined in Lirias. If you
would like to use one of these configurations, but you require small changes, you can
always load the configuration in the bibliography module, apply the changes, and
save it as a personal configuration.
Personal configurations are configurations that you have created and saved, in the
bibliography module.
Filter Preferences allow you to select whether to use the filters, as specified in the
configuration, or to override those filters by just selecting all your publications in Lirias.
The Show preview link will show you how the list will look. Each time you change one of
the preferences the "example link" will be updated, you can see the generated page by
clicking on it.
Display publications as ... allows you to display the individual publications on your list as
lines of text or as hyperlinks that link directly to the publication information in Lirias.
Example link always reflects the changes you have made in the configuration. These are
the final links that you can use in other applications.
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14. Generating Spreadsheets
Using the Generate Spreadsheet link in the Lirias navigation, you can generate a
spreadsheet that contains publications from Lirias, and their descriptive fields. You can
use this spreadsheet for advanced filtering, searching or reporting. The spreadsheet itself
is a UTF-8 encoded excel file.
The spreadsheet generation process follows the following steps:
14.1. Loading: Create New or Choose Configuration
This step will only be visible if you have already saved or created a configuration
“Choose or define new configuration” allows you to choose an existing spreadsheet
configuration, create or delete an existing configuration.
In all other cases, you will immediately be directed to the page where you can set your
filters.
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14.2. Specify Filter(s)
Specify filter(s) allows you to specify a number of filters to apply when generating your
spreadsheet. The following filters can be applied:
o
o
o
o
o
o
o
Timespan
Contributor
Publication Type
Publication Status
Keyword
Virtual Collection
Organizational Unit
Adding or removing filters can easily be done using the green and red buttons to the right of
each filter.
Be aware! If the spreadsheet is too large (more than 10.000 publications-after applying
the filters, you will get a notification that will ask you to change your filter settings.
Alternatively you can opt to have your results queued to be generated at night. You will
then receive an email with the spreadsheet attached.
14.3. Save Settings
Save Current Settings: You can save the current settings by giving them a specified name.
Next time you want to export a spreadsheet, this personal configuration will be amongst
the options you can choose (cf. 12.1).
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14.4. Download
If the filters are properly configured, you will be able to download the generated
spreadsheet.
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15. Staying connected/needing more help?
15.1. Subscribing to a collection
Users can subscribe to receive daily e-mail alerts of new publications added to specific
collections. Users may subscribe to as many collections as they wish.
To subscribe, sign onto Lirias and go to the home page in Lirias of the collection to which
you would like to subscribe. You can easily navigate using “Browse Organizational Units”
On the right you will find a window allowing you to subscribe:
Just click the “Subscribe” button and you will receive all the news relating to this collection.
15.2. Subscribing to the Lirias mailing list
You can also subscribe to the Lirias Newsletter which keeps you informed of new
developments and planned workshops. If you wish to subscribe to this list, submit a request
to the Helpdesk.
15.3. The Helpdesk
The Lirias Helpdesk can be contacted by mail. Just click on the “Helpdesk” button and a
registration screen will open. Please fill out the heading (“I have a question, remark,
suggestion about:”), as this helps us to assign the questions to the people working the
helpdesk.
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Upon submitting your question, you will receive an automatic email stating that your
“ticket” (= your question to the Helpdesk) has been received and has been assigned a
number. Upon subsequent contacts with the Helpdesk, it is useful to mention this number
as it allows us to quickly retrieve your original question.
We answer your questions as soon as possible.
Typical questions for the helpdesk:
- a journal is not registered in Lirias and needs to be added: please provide us with the
ISSN, publisher, editorial board and a website
- changes to the authors of a publication
- changes to a collection to which the publication belongs
15.4. Your Local Administrator & Quality Administrator
Many collections have a Local Administrator (called Collection Admins) and a Reviewer
(called Quality Administrator). You can see who in your department takes up this function
when you go the home page of your collection (using “Browse Organizational Units”). On
the lower right you find two windows mentioning who are your Collection Admin and your
Quality Admin.
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The Quality Administrator checks whether the publication you have submitted to Lirias is
correct and complete. In case this is not so, he/she can reject your submission stating what
information is missing and you can resubmit the item.
Your Local (or Collection) Administrator can make limited changes to those publications in
the collections for which she/he is responsible only. These include:
- linking u-numbers
- changing the title of journals
- check duplicates and merge them when applicable
- modify publication categories within a template
Please always check first with your Collection Administrator before contacting the Helpdesk.
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