Introduction to the Research Management System (RMS) 1 Introduction to the Research Management System (RMS) Contents Getting Help ............................................................................................................................................................ 2 Login ....................................................................................................................................................................... 2 Overview Page ........................................................................................................................................................ 2 1. Header Area ................................................................................................................................................... 2 2. Tabs ................................................................................................................................................................ 3 3. Profile Box ...................................................................................................................................................... 3 4. Add new/ Edit panels for different types of information ............................................................................... 3 Add new Publication ............................................................................................................................................... 4 1. Add a publication manually ............................................................................................................................ 4 2. Import publications ........................................................................................................................................ 5 3. Create Search Profiles .................................................................................................................................... 5 List views................................................................................................................................................................. 5 1. Add new ... ..................................................................................................................................................... 6 2. Filters .............................................................................................................................................................. 6 3. Paging options ................................................................................................................................................ 7 4. Column headings ............................................................................................................................................ 7 5. Search ............................................................................................................................................................. 7 6. “Title” column ................................................................................................................................................ 7 7. Actions column ............................................................................................................................................... 7 8. Batch editing .................................................................................................................................................. 8 Add new/Edit page ................................................................................................................................................. 8 1. Status.............................................................................................................................................................. 9 2. Help text ......................................................................................................................................................... 9 3. Sections .......................................................................................................................................................... 9 4. Mandatory fields ............................................................................................................................................ 9 5. Input fields...................................................................................................................................................... 9 6. Search/A-Z boxes............................................................................................................................................ 9 7. Buttons ........................................................................................................................................................... 9 Status window ........................................................................................................................................................ 9 1. Workflow status ........................................................................................................................................... 10 2. Make publicly available ................................................................................................................................ 10 3. Cancel/Done ................................................................................................................................................. 10 Preview screen ..................................................................................................................................................... 10 1. Short description .......................................................................................................................................... 11 2. Information for this item .............................................................................................................................. 11 3. Buttons ......................................................................................................................................................... 11
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Introduction to the Research Management System (RMS)
1
Introduction to the Research Management
System (RMS)
Contents
Getting Help ............................................................................................................................................................ 2
1. Header Area ................................................................................................................................................... 2
4. Add new/ Edit panels for different types of information ............................................................................... 3
Add new Publication ............................................................................................................................................... 4
1. Add a publication manually ............................................................................................................................ 4
List views................................................................................................................................................................. 5
1. Add new ... ..................................................................................................................................................... 6
1. Status .............................................................................................................................................................. 9
2. Help text ......................................................................................................................................................... 9
Status window ........................................................................................................................................................ 9
1. Workflow status ........................................................................................................................................... 10
2. Make publicly available ................................................................................................................................ 10
1. Short description .......................................................................................................................................... 11
2. Information for this item .............................................................................................................................. 11
Introduction to the Research Management System (RMS)
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2. Import publications
You can choose to import publications from:
online publications databases including Scopus, Web of Science, or PubMed
a file - supported file types include Reference Manager (RIS), Endnote, and BibTex
Both options minimise the effort required to add your publications to the RMS as the relevant
information is extracted from the sources and therefore you don’t have to enter this information
manually.
When importing publications the system will also notify you if it spots any duplicate publications
already in the system, and will enable you to select the version you wish to keep (the existing record
or the record being imported).
3. Create Search Profiles
You can also create different online Search Profiles. Search profiles allow you to query the online
publications databases (Scopus, Web of Science, and PubMed) for new publications based on search
criteria you select. If a publication is found that matches these criteria that is not currently in the
RMS, you can import it with minimal effort.
You can also set up Search Profiles to automatically run periodically and email you if any new
publications are found. Setting up email notifications for Search Profiles is done under the
Administration tab - select My settings then Email notifications.
List views When you select List all in any of the panels on the Overview page, you will be taken to the List
View for that type of information. The List View shows you an overview list of all the items of that
type that you have access to - e.g. a list of all your Publications or Contracts.
The information is displayed in different columns - these include things like, for example, Title, Type,
Status, Last Updated date. By clicking on the title of a column you can sort the list based on the
values in that column (if you wish to reverse the sort order, just click the title again). You can apply
different filters to refine the list of visible items. There is also a search box to search the data in the
first column to limit the items to only those that match your search term. Filters can be combined
with the Search box to further refine the items visible in the List View.
Clicking the title of an item (highlighted in blue in the left column) will take you to the Edit Page for
that item. However, if the item has reached a stage in its workflow at which you no longer have edit
rights, you will only be able to Preview the item and you will not be able to edit it.
The following screenshot shows the list view and its different components for Publications:
Introduction to the Research Management System (RMS)
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1. Add new ...
Clicking Add new will allow you to add a new instance of this type of information (a new Publication
in this example).
2. Filters
The List View for each type of information in the system will provide a range of filters in the Filter by
panel to allow you to refine the items presented in the list. For example, you can filter the
Publications list to only show you those publications that are visible on the Public Web; are at a
specific workflow stage; have a particular Publishing status; are of a particular type (e.g. Article in
Journal); or are from a specific Journal etc.
Once one or more filters have been applied, details of that filter are displayed at the bottom of the
Filter by panel. From here you can remove a specific filter by clicking Remove filter. If you wish to
store the filter settings for easy re-use, you can do so by selecting Save filter. You can access
previously saved filter settings by selecting Restore filter settings. You can delete saved filters
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individually using Delete filter settings. To remove all the currently applied filters and return to an
un-filtered list, select Reset filter.
3. Paging options
You can limit the length of your list to 10, 25, 50, or 100 items per page. If the selected type of
information has more items than the number you want to have displayed on each page you can
move forwards and backwards between the pages using the navigation arrows provided.
You can change the default “items per page” value for each item type via the Administration tab -
select My settings then Display settings
4. Column headings
You can sort the items displayed in the list by clicking on the blue emboldened headings at the top of
each column. If you wish the list to be displayed in reverse order, just click on the column heading
again.
5. Search
You can use the Search box to limit the list based on specific keywords or phrases (or full titles).
Enter the required search term in the box and click Search. Clicking Clear will restore the original list
view.
6. “Title” column
The left most column of the list view will usually hold the title of the item plus additional useful
information (in the Publications list, for example, it holds the title of the Publication plus the names
of the contributing authors). The value in this field will be a link to the full details for that item. If the
item is currently at a workflow stage where you have Edit rights for the item, then you will be taken
to the Edit screens for the item where you can edit the details, otherwise you will be taken to the
Preview screen for the item where further details are displayed but you are not able to make any
changes.
7. Actions column
The Actions column contains icons that enable you to carry out a number of actions. The icons
displayed for each item depends on the current rights that you have for that item (e.g. View, Edit, or
Delete rights). The icons are:
Preview: The Preview icon takes you to the Preview screen for this item
Edit: The Edit icon takes you to the Edit Screens for this item. This action is unavailable if the item has reached a Workflow stage where you do not have Edit rights for the item.
Delete: The Delete icon will delete an item1. This action will only be available for items where you have delete rights - for some items you will have delete rights up to a specific workflow stage, but for others, you will usually only have delete rights immediately after you have created a new item - once you log out and log back in again, you will have lost your delete rights. This allows you to delete an item if you immediately realise you have added it in error.
1 Note: a deleted item is not permanently deleted from the system, rather it is Archived - should you
realise that you have deleted an item in error, please contact [email protected] as it may be