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UWA Profiles and Research Repository Support

Guidance for setting up your UWA Profile and adding publications to your profile and the Repository.

Importing publication details from a file

If you have a list of your publication details stored in a reference software such as an EndNote Library, you can export them into a CERIF XML, RIS or BibTex file format to upload directly into the UWA Profiles and Research Repository. Follow the instructions in the PDF below on how to import publication details from a file.

  1. Log into the UWA Profiles and Research Repository with your UWA SSO credentials.
  2. Click the green Add content button
  3. Select Research output, then Import from file.
  4. Select the file format from the options available (i.e. OpenAIRE, BibTex or RIS).

  1. Import the publication details in either one of the following ways:

Pasting the text

  1. Copy and paste the text from the file into the Paste text field.
  2. Click Import. A list of publication details within the pasted text will appear in the search results. Proceed to step 5.

Uploading the file from your computer

  1. Click Drag file or browse your computer to upload the file from your computer.
  2. Locate the file from your computer and click Open.
  3. A list of publication details contained in the file will display in the search results.

  1. For each publication record in the search results, click the Import button (or Remove button if there is a notification alerting you that it is a potential duplicate. You may need to double-check that it is, in fact, a duplicate before removing the record from the list).

  1. Check that the Author and affiliation details are correct (you can also edit this information in the next step). Click Import & Review at the bottom of the page.

  1. The Managing organisational unit will automatically populate with your current UWA affiliation. If it does not, manually enter it by typing your current UWA affiliation and selecting it from the dropdown menu.

  1. Upload a copy of the Author Accepted Manuscript (AAM), in accordance with the UWA Research Integrity Policy requirement. Read more about author rights and sourcing your AAMs in the Library's Open Access Toolkit.  
    1. Under Upload a file, link or DOI, select Add Open Acces version here (file, DOI, or link)...
    2. Select Upload an electronic version
    3. Drag the AAM from your saved location, or click browse your computer and locate the AAM from your saved location and double click on the file.
    4. Once the file has uploaded, set the document version and select Unknown from the Public access to file drop-down menu. Library staff will check copyright and Publisher conditions before making the file open access.
    5. Click Create

  1. Add the relevant Fields of Research (FoR) codes
    1. Select Add 2020 Fields of research
    2. Click on the + icon and search for teh relevant code
    3. Enter the appointionment and click Create. You can assign up to three FoR codes, as long as the apportionments add up to 100%.

  1. If your publication was funded by the ARC or NHMRC, add your grant information to the publication record. Read more about the requirements for depositing ARC and NHMRC funded research in the Library's Open Access Toolkit
    1. Under Funding Source select Add funding source...
    2. Select the appropriate funding source from the list of availableoptions. Note: ARC (UWA CIA) and NHMRC (UWA CIA) indicates that there is a UWA Chief Investigator on the grant.
    3. Once you have selected the funding source, add the grant ID/s to the Free keywords field.


  1. Click the Save button at the bottom of the record

Screenshot of a record showing the Save button at the bottom of the record highlighted in red.


Publications become visible in the Repository based on their audit status. All records default to private (non-public) when entered into the Repository. Once a Library staff member begins the audit process and changes the status to approved the record will appear on your profile. This can take up to five days depending on how many records are waiting to be approved. If your publication is still not appearing on your profile after two weeks, please contact the Librarian Support Team.


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