SEE FAQ about the publications database (Symplectic Elements)

If you can't find the answer to your question here or in the Symplectic help pages (log in required) please contact either Clare Gordon or ISS helpdesk.

• Where do I find the University Publications Database?
• How is the database updated?
• Why can't I update my publications from outside the University?
• What can I do if searching of on-line databases has been turned off for my record?
• How can I change the search criteria?
• Can I add or edit publications manually?
• Why are some records duplicated and what can I do about it?
• If I delete / reject publications will it affect my co-author's records?
• Why don't the records I have approved or edited show up on my School web page?
• Do I need to add publications which are in press/not yet published?
• How can I upload copies of my publications and link to them?

The database is located at http://publications.leeds.ac.uk/

The Symplectic system regularly checks Web of Science and PubMed using your search settings (defaults are set to your name and initials and starting date in 2001). The publications it finds are added to your record and you will receive an email asking you to check the pending list and either approve or decline each publication. Full details are available in Symplectic help.

The administrators of the database have decided for security reasons that updates can only be made from computers within the University. If you wish to update your record when you are off-campus you will need to login to a University computer remotely. See the instructions on remote access on the computer help pages.

Once you have logged in, click on the search settings heading on your summary page. At the bottom of the settings page ensure that you have a check in the box next to Web of Science (and PubMed if you think that any of your papers will be picked up by that!).

If the default search isn't picking up all of the publications that you think it should be, click on the search settings heading on your summary page. On that page you can add alternative forms of your name and change the starting date for the search. If you decide to add keywords or journals, do so with care, you may find you limit the search too far.

New members of staff should particularly check the addresses listed. "Leeds" is automatically added when your record is created. You'll need to edit the search criteria and add keywords for any institution that you have worked in previously.

Yes. Links on your summary and publications pages allow you to add publications easily. If you want to edit a publication that is already there, click on the Manual tab above the publication title, then click the edit button. Full instructions are available in the Full guide.

You can change your search settings if you find you are declining a lot of publications, or if you feel the search is missing too many. It is also possible to add publications manually. In particular, chapters in books are often not included in Web of Science. If you have only recently arrived in Leeds you will probably want to update your affiliations.

Publications that were in the ULPD system (pre-August 2008) were imported into Symplectic when that was set up. These are all marked as "Manual". Since then Symplectic has been running checks for publications in Web of Science and importing those. Unfortunately it doesn't always seem to be able to tell when a publication has already been added manually and adds a duplicate record. If you have added publications manually you may also find that Symplectic has created duplicate records.

It is possible to join records manually, either when viewing pending publications or once you have accepted a publication. See the section on "Records found in more than one online database" in the Full guide.

No, it won't. You are not removing the publications from the database, just disassociating them from your own record. Each member of staff approves / rejects publications only for themselves.

If you are a new member of staff and there are no publications on your web page even though you have entries in Symplectic, contact Clare Gordon and let her know. A publications ID number has to be added to your School web page manually before the link is made with Symplectic.

If you already have a publications list on your School web page, note that changes to the database only update the web page feed overnight, so any additions or changes you make will only show up the next day. The list on your web page will only include journal articles, books and internet publications, not conferences or reports.

While you can add these manually, it is acceptable to wait until they are published and show up in Web of Science. If you add them manually and they are later picked up automatically, you will need to remember to delete the duplicate. In this case it is probably best to delete the publication that was added manually (there will be a symbol saying either Web of Science or Manual on the Summary record). Do remember that there will be a bit of a delay between publication and appearance in Web of Science.

The best location to upload full-text publications is the White Rose e-repository.  The repository has a direct link to Symplectic and there are detailed instructions on how to request that a publication is uploaded.

Copyright is a problem, but publishers often allow you to upload the final peer reviewed copy of a paper.  Full details and link to Sherpa/Romeo for checking the copyright permissions are available on the instruction page.

Once papers are uploaded to the White Rose Repository they should automatically be linked from the list on your web page.