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McMaster Experts: Managing Your Publications

Managing Your Publications


The publications module is a core component of McMaster Experts. This module automatically searches through numerous publication databases to find academic works (journal articles. presentations, etc) belonging McMaster Experts profiles. Once the module finds a Publication for a profile, the academic work will then be put into a pending category (not yet shown on your external experts profile). From there users can transfer the publication to the claimed category (shown on your external experts profile) or rejected category (publications which should not show on your external profile).

Steps for accessing your publication module are shown below and publication module functionalities are documented on the other sub-pages (see Claiming and Adding PublicationsManual Formatting and Bulk Publication Importing).

Steps for Accessing Your Publications List

Figure 1: Accessing the publication manager



McMaster Experts searches publication databases for academic works belonging to individual profiles. This page will go over the claiming and manually adding publications, the processes in which a user verifies that a publication belongs to them. After a publication is claimed or added, it will then show up on the user's external Experts profile. 

Managing Publications

  • Click on Menu > Publications
  • In the “My publications” page (Figure 1), you can view and edit publications in your profile, manually add new publications, and claim/reject those that are pending review.
  • Select the “Mine” tab to view or edit records for all publications currently in your profile
  • Select the “Pending” tab to view new publications that have been suggested as yours. You can claim them (add to the “Mine” list) or reject them (add to the “Not mine” list)
  • Select the “Not mine” tab to view all suggested publications that have been rejected as not yours. Publications in “Not mine” will never show up again in your “Pending” list
  • Click the “Add a new publication” button to search for a publication or create one manually.

Figure 1: Tabs and functions in the “My Publications” page

Automatic Claiming

Automatic claiming, a process in which a publication goes from pending to claimed automatically can also be done in the system. See Integrating ORCID for more details.  

The Experts Profile Manager publication module performs regular, automated searches against a variety of publication databases (Web of Science, Scopus, PubMed, CrossRef, etc.) to identify publications that may belong to users. If a potential publication is found with a direct match with a user's email address or ORCiD (if added to their profile) it is automatically claimed and placed in their "Mine" list; otherwise, it is placed in the "Pending" queue for manual review.

In some cases, the user's Pending queue may be overpopulated with false positive publications (e.g., for individuals with common surnames), while in others, the module may fail to identify rightful publications (e.g., individuals who have used a variety of publishing names over their career).

In such cases, the user's search terms may be modified to narrow or broaden the scope of searches. The file below presents an authoritative guide to modifying these search settings. 


Faculty members may already have a curriculum vitae in an external system. In such cases, cvs can be uploaded into Experts using Endnote or Bibtex formats. Conversely, curriculum vitaes can also be exported from Experts. ‚ÄčOn this page we go through exporting a cv from Google Scholar, importing the cv into Experts and exporting the cv from experts. 

Exporting Publications From Google Scholar

1. On your Google Scholar profile, select all your publications (see left arrow), then click the export button (see right arrow).

2. In the export options dropdown, select BibTeX then in the pop up, choose "export all my articles" and click on export.

3. (WINDOWS USERS) On the following page, right click and select save as. When saving the file, type in ".bib" at the end of the file and save as type "all files."

3. (MAC USERS) On the following page, right click and select save as. When saving the file, type in ".bib" at the end of the file and save as format "all files."

Uploading Publications Into Experts

1. From the top menu on your Experts profile page, Select Menu > Publications > Import.

2. Follow the instructions to upload a publication list in EndNote or BibTex formats.

  • New records will be created for any imported publications that didn’t previously exist in your “Mine” list. All new publications will be added to your publications and can be managed in your “Mine” list.

Exporting Publications From Experts

1. Navigate to the publications manager (see Steps for Accessing Your Publications List for reference)

2. The publications to be exported can be chosen in three ways. 

  • Individually choosing: clicking the circled boxes then clicking the export button
  • Choosing everything on the page: clicking the squared box then clicking the export button
  • Choosing all publications: clicking the export button



Publications that were found in external databases may sometimes need to be altered for formatting reasons; fully capitalized titles, etc. Such modifications are possible in Experts through the creation of manual publication records. Once a manual record is created for an existing publication, it will be the default representation (a publication may have multiple representations/records due to appearing in multiple databases). The changes should reflect on your external facing profile page after at most 4 hours. 

Creating a Manual Publication Record

1. Navigate to publications (see steps to access your publications list for reference).

2. Select the correct publication type.

3. Search for the publication in question.

4. Select the correct publication then create a manual record for the publication.





The McMaster Experts Profile Manager is fully integrated with MacSphere--McMaster University’s Institutional Repository (IR). To find out more about MacSphere, see the Getting Started with MacSphere.

Claimed publications in the Experts Profile Manager can be used to streamline the deposit of open access full text into MacSphere. Depositing your publications via Experts Manager simplifies the workflow and reduces the time and effort as the bibliographic information is already in Experts Manager. By depositing the full text in MacSphere, along with other benefits, you fulfil the Tri-Agency Open Access Policy on Publications requirement that peer-reviewed journal publications resulting from Tri-Agency (NSERC, SSHRC or CIHR) grants be freely accessible online within 12 months of publication.

Depositing publications to MacSphere

Step one: Navigate to your publications

After you login, navigate to your list of publications. This can be done in several ways:
1. By clicking on “Deposit publications” in the rotating banner

2. By clicking on “Claimed publications” under “My Summary” section

3. By navigating the >Menu>Publications through the top tab bar.

Step two: Select a publication for deposit

On your list of publications, use the blue arrow icon to start the MacSphere deposit process

*Note: This can also be initiated within a publication page by clicking the “Deposit” button.

Step three: Deposit the full text to MacSphere

On the deposit page, you are asked to review your deposit and attach a full-text version of your article.

IMPORTANT: Before uploading an article, you should review the publisher’s policies to understand which versions of the article you can share and whether an embargo is required.

If shown, use the SHERPA RoMEO advice tab to get a summary of the Open Access route permitted for the Submitted, Accepted, or Published version of your article. In some cases, you may have to check the specific journal policies for permissions (a link to the journal policies is provided at the bottom of the SHERPA RoMEO record). If no advice is provided and/or you are unsure of the journal policy, contact the Library’s Scholarly Communication team ( for assistance.

When uploading a full-text article to deposit, you can use the file presented to you (if found elsewhere on the web) or use the Browse button to select the article you wish to upload.  Select the appropriate file version, and click “Use this file”. If additional files, such as figures or supplementary information, need to be uploaded, do so by clicking “Upload another file”.

Step four: Specify an embargo period

If an embargo is required, select “I would like to specify an embargo”.

Select an embargo period and add any comments you may have. If an article is embargoed, a record is created in MacSphere, but the full-text file is not downloadable until the embargo period expires. The embargo is applied from the date of deposit.

Clicking on Deposit will immediately deposit your publication in MacSphere. Please note that by depositing, you confirm that you agree to the MacSphere license.

If you have any questions about depositing your publications in MacSphere contact

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