PubMed Imports

Overview

We have repeatedly heard that the biggest challenge to success with Activity Insight is loading publication citation information. This is especially frustrating when the information already resides in other software systems. In response, we made it a top priority to enable faculty to easily bring their data into Activity Insight.

PubMed Imports is our second major feature in this regard, following our BibTeX Imports feature released in 2013. With this new PubMed Imports feature, faculty can now pull their citations into Activity Insight directly from PubMed without first saving them into a BibTeX file.

PubMed is a resource provided by the US National Library of Medicine® that provides free access to MEDLINE®, the NLM® database of indexed citations and abstracts to medical, nursing, dental, veterinary, health care, and preclinical sciences journal articles.


How to Use the Feature

To begin, select the Intellectual Contributions screen. Here you will find a new button labeled Import Items. Select this button.



From the two import options choose Option B: Connect to another system from here. PubMed is the first system we chose to connect to and is therefore autoselected for you.



Next enter your search criteria. If you leave this section blank and click Continue, Activity Insight will search PubMed for records that match your name, or the name information for the given user for whom you are importing citations if you are managing data for someone else.

Of course, you can enter additional search criteria by selecting a PubMed field(s) and entering your parameters. To add more than one search criterion, select the plus sign.



Note that the search criteria you enter will be combined with and logic. For example, entering the criteria above will focus the results from PubMed on those citations that have a publication date between 2009 and 2013 and have one or more text fields that contain the keyword "Neuropharmacology".

If you change your mind, you can use the minus sign to remove a search criterion.

Once you have selected your search criteria, simply click Continue.

Activity Insight will return the citations found in PubMed that match the search criteria you entered. From there you will need to select the records to import. To do this you can choose to Select All or check the box next to individual records.



If you are uncertain about a citation you can select to See the full record..., which will show you the full set of details that will be imported into Activity Insight for that record should you choose to proceed.



Once you have chosen the records to import select Continue.

If too many records were returned or the record you expected to find does not appear you can hone your search right from this screen. Just select the click here link, update your criteria and select Continue.





Activity Insight uses advanced duplicate detection logic to check the records from the file to see if any might already be in the system. We do not want duplicates! The records that might be duplicates are presented to you to review as seen below.



As you can see here, three potential duplicates were found. For each of the potentially duplicate records, you must now pick This record is a duplicate. Show me the next record. or This record is NOT a duplicate. Show me the next record. You can limit the records that are displayed to all records or only those that still need review using the drop-down menu at the bottom.

Once you have indicated whether each record is or is not a duplicate, a Continue button will appear as you see below.



We now move on to link the names from the file to the user accounts in Activity Insight. Here, a list of the names of people that are in all of the records from the file is displayed. There are three possibilities for a name:

  • Possibility A: It matched multiple names in Activity Insight, in which case you will see the message X potential matches. Pick the right one.


    Upon selecting the link Pick the right one..., you will see this:



    Selecting the link If the person is with <CampusName> but their name is not listed above, click here. will load all of the user accounts in Activity Insight to enable you to select the user from your campus.

    Selecting the link If the person is not with <CampusName>, click here. will update the selection on the Pick Collaborators main screen to This person wasn't found in this system with <CampusName>. Is this incorrect?.

  • Possibility B: It matched just one name in Activity Insight, in which case you will see the name of the user account that was matched with the text after it of Is this incorrect?.


    Upon selecting the link Is this incorrect?, you will see this:



    Selecting the link If the person is not listed, click here. will update the selection on the Pick Collaborators main screen to This person wasn't found in this system with <CampusName>. Is this incorrect?.

  • Possibility C: It matched no names in Activity Insight, in which case you will see the message This person wasn't found in this system with <CampusName>. Is this incorrect?.


    Upon selecting the link Is this incorrect?, you will see this:



    Selecting the link If the person is not listed, click here. will update the selection on the image above to This person wasn't found in this system with <CampusName>. Is this incorrect?.

Select the Is this incorrect? and Pick the right one... links to make the proper assignment for each person's name.

Note: In order to proceed, you must resolve all of the names that are from Possibility A above, where a name matched multiple users.

This step enables you to flip through the records that you are about to load, to look them over to ensure everything looks good. Use the green forward and reverse arrows to move through the records.

When you are satisfied that everything looks good, select Import.



Activity Insight presents a confirmation box to ensure you wish to proceed. Press OK to continue.



The records are loaded into Activity Insight immediately and you will see the text Import successful!.




For answers to questions not listed here, please contact us.