You may have a full reference list of your publications in Word, PDF, HTML, or other format. Using referencing tools such as the open-source AnyStyle, you can convert the document to a BibTeX or RIS file to import into the UC Publication Management and other systems (such as Zotero or ORCID).
This guide uses the web interface version of AnyStyle to convert references to BibTeX. You can also choose to download the source code from GitHub and run the application locally. If you manage your publications in another system, such as Google Scholar or ResearchGate, see this guide for import instructions.
- Part 1. Standardize the document
- Part 2. Convert to BibTeX
- Part 3. Import into the UC Publication Management System
- Part 4. Upload your publications to eScholarship
Part 1. Standardize the document
Converting the references requires pasting the list into a text box on the AnyStyle website. This works best if every reference is on a single line. We therefore recommend first converting your file to a format that you can easily edit (such as Word, text, or HTML), and checking your source file to confirm that each reference is in a single paragraph. This tutorial uses Microsoft Word in examples.
If you are viewing the reference list in a document editor and are uncertain whether a reference is one or multiple lines, set the program to display paragraph markers. In the below example, a single reference is on multiple lines.
In this screenshot, Reference 3 is on a single line, and references 4, 5, and 6 are split across multiple lines.
Remove the line breaks to display each reference as a single paragraph. To remove line breaks from many references at once, we recommend using a line break removal tool (select the first option: “remove line breaks only”)
In this screenshot, all references are now on a single line.
Part 2. Convert to BibTeX
Now that you have your list of references, it’s time to go to AnyStyle. (Don’t worry if your document is not perfect – you’ll be able to further edit the output to ensure that the BibTeX references are accurate.)
Select a sample from your reference list – in the example we used 10 references – to test the conversion. Copy the sample list from your document, paste into the provided field, then select the “Parse” button.
AnyStyle will display the parsed content for you to review and correct the assigned metadata labels. Scan the list to ensure that the data was correctly parsed and metadata labels are correctly assigned. If a label is incorrect, highlight the data, then click the “Assign label” button at right, and choose the correct label. (Note: if the data within the reference is incorrect, has a typo, etc., you can either choose to not import the reference in Part 3 of this workflow, or you can correct the reference after it has been added to the Publication Management System.)
In the example below, we selected information that was incorrectly assigned as an “Author” and corrected it to “Editor”:
If you are happy with the content and how AnyStyle has parsed it, scroll down, and save the list in BibTeX format.
Save the BibTeX file with a descriptive name (ex: 202201-reference-pt1.bib) and in a location you can easily access. Repeat until all references have been converted.
Part 3. Import into the UC Publication Management System
Log into the UC Publication Management System using your campus account. (If you are importing works for another author, impersonate their user account.)
Select Menu > My Profile > Tools > Import Publications or type “Import” in the navigation search bar (quick link).
Upload your BibTeX file:
- Use the Browse button to locate the .bib file you downloaded from AnyStyle.
- Select the BibTeX option
- Select upload
Note: It may take several minutes for the system to process the file you've just uploaded. Please be patient and do not close your browser window.
The system will display the publications imported from the AnyStyle BibTeX in three lists: New Records, Records matched to publications without manual records, and Records matched to publications with manual records (these list names are explained below). Take a moment to review the list to verify that the data looks correct, and to deselect any items which you do not wish to import.
Check each list for duplicates or incorrect author relationships. But don’t worry if you miss one or several – you can always remove it from your publication list later.
- Relationship: This describes your relationship to the publication: Author, Editor, Translator, or Contributor. In most cases, this should be Author. If an item that you did not author is listed in the column as “Relationship: Author”, untick the “Relationship: Author” box.
In this screenshot, we have unticked the “Relationship: Author” box as it should be “Relationship: Contributor”. It will not be imported.
- New records: These are publications that the UCPMS has never found. If they look correct, they can be safely imported.
In this screenshot, four new references (“records”) have been processed and are ready to import. All have the UC author listed as “Author”. If this is correct, they can be safely imported.
- Matched to publications without manual records: These are references to publications that the UCPMS has previously found in external databases, but for which no other UC author has created a manual reference (“record”) in the UCPMS. If they look correct, they can be safely imported.
In this screenshot, 211 references (“records”) have been matched . All have the UC author listed as “Author”. If this is correct, they can be safely imported.
- Matched to publications with manual records: These are publications that the UCPMS has previously found in publication databases, and which other UC authors have created a “manual” reference (“record”) in the UCPMS. Usually manual references are created during a BibTeX import (as you are doing now). If they look correct, they can be safely imported.
In this screenshot, 38 references (“records”) have been matched . All have the UC author listed as “Author”. If this is correct, they can be safely imported.
When you're done verifying this list, select the Import button.
Repeat the above steps for any additional BibTeX files you generated and saved.
Part 4. Upload your publications to eScholarship
Your publications have now been imported from your reference list and marked as Claimed. You can view the imported publications by selecting Menu > Publications. Imported publications will be listed in the Claimed tab (quick link).
Click the “Deposit” button next to a publication to upload a PDF or Word document to eScholarship.