Sections in This Article
About the Feature
Vault SafetyDocs can import literature references in bulk from third-party databases.
When you create a Search Term in your Vault as part of a literature review, you can select an action to import articles from a database in the form of a Research Information Systems (RIS) file. This file includes reference information for all the articles that show up as search results when you query the database using that specific search term.
The system then creates a Literature Article record for each article included in the RIS file and maps all relevant information from the file to these records. Once your Literature Article records are created and all fields are populated, you can proceed with your literature review as usual.
Automating the literature intake process reduces the need for manual data entry, significantly decreasing the potential for errors and speeding up your literature review process.
The following sections provide more details about the import process.
Prerequisite
Your Admin must fully configure this feature before it can be used. See Enable Importing Literature References from Databases for more information.
Upload an RIS File
To upload an RIS file to your Vault, use the Database Extract document classification. See Upload a Document to the Library for instructions.
When uploading a file with this classification, complete the following field to link the file to the related Search Term record.
| Field | Description |
|---|---|
| Literature Search Term | The search term used to find the articles included in the RIS file. |
To learn about other subtypes and classifications of literature documents, see Working with Literature Documents.
Import Literature References
Once you have uploaded the RIS file to your Vault, complete the following steps to start importing your literature references:
- Go to Literature > Literature Reviews.
- Select the Literature Review that contains the Search Term record associated with your RIS file.
- In the Search Terms section, select the associated Search Term.
- From the All Actions (
) menu, select Import Articles from File.
Note This action can import only RIS files. Any other file format will cause the import to fail and both the Search Term record and the uploaded file will enter the Error state. You will receive a notification indicating that the import has failed. If needed, verify the file format and try again.
Field Mapping from RIS Files
When the system is importing literature reference information from an RIS file, it creates a Literature Article record for each article included within it. All relevant information is mapped from the file to the fields in those Literature Article records.
The following sections provide a breakdown of this mapping.
Literature Article Section
In this section, the system maps general information about the article as it appears in the RIS file. The following table outlines how the system maps this information from the file to fields in your Vault.
| RIS Tag | Description | Field Populated |
|---|---|---|
| TY | Type of Reference | Reference Type
See Reference Type Mapping for a list of RIS abbreviations for the value of the TY tag and how Vault interprets them to populate this field. |
| AB | Abstract | Abstract |
| AN | Accession Number | Accession Number |
| CN | Call Number | Call Number |
| DA | Date | Date of Publication
If the file does not contain a DA value, the system maps:
|
| DB | Name of Database | Database Name
If the file does not contain a DB value, the system populates this field with the value in the Literature Database field on the associated Search Term record. |
| DO | DOI | DOI |
| DP | Database Provider | Database Provider |
| EP | End Page | End Page |
| ET | Edition | Edition |
| ID | Reference ID | Reference ID |
| IS | Issue Number | Issue Number |
| J1 | Periodical Name - User Abbreviation 1 | Abbreviated Title of Journal |
| JA | Periodical Name - Standard Abbreviation 1 | Abbreviated Title of Journal
If the value of JA conflicts with the JF, J1, or T2 tags, the system maps it to the Literature Additional Information section. |
| JF | Journal or Periodical Name - Full Format | Abbreviated Title of Journal
If the value of JF conflicts with the J1 or T2 tags, the system maps it to the Literature Additional Information section. |
| JO | Journal or Periodical Name - Full Format | Abbreviated Title of Journal
If the value of JO conflicts with the JF, J1, or T2 tags, the system maps it to the Literature Additional Information section. |
| KW | Keywords | Keywords
In case of multiple keywords, the system maps them all to this field and separates them with commas. |
| L1 | Link to PDF of the article | Link (PDF) |
| L2 | Link to full text of the article | Link (Full Text) |
| LA | Language | Language |
| N1 | Notes | Article Notes |
| N2 | Abstract | Abstract
If the value of N2 conflicts with the AB tag, the system maps it to the Literature Additional Information section. |
| PB | Publisher | Publisher |
| SE | Section | Section |
| SN | ISBN/ISSN | ISBN/ISSN |
| SP | Start Page | Start Page |
| ST | Short Title | Title of Article
If the value of ST conflicts with the T1 or TI tags, the system maps it to the Literature Additional Information section. |
| T2 | Secondary Title | Abbreviated Title of Journal
|
| TI | Title | Title of Article
If the file does not contain a TI value, the system maps the T1 value to this field. |
| TT | Translated Title | Title (English) |
| UR | URL | Link
If the file does not contain a UR value, the system maps the value of the LK tag to this field. |
| VL | Volume Number | Volume |
| Y2 | Access Date | Access Date |
Reference Type Mapping
The following table outlines how the system interprets Reference Type abbreviations from RIS files to set the value in the Reference Type field.
| Abbreviation | Vault Mapping |
|---|---|
| ABST | Abstract |
| ADVS | Audiovisual Material |
| AGGR | Aggregated Database |
| ANCIENT | Ancient Text |
| ART | Art Work |
| BILL | Bill |
| BLOG | Blog |
| BOOK | Whole book |
| CASE | Case |
| CHAP | Book chapter |
| CHART | Chart |
| CLSWK | Classical Work |
| COMP | Computer Program |
| CONF | Conference Proceeding |
| CPAPER | Conference Paper |
| CTLG | Catalog |
| DATA | Data File |
| DBASE | Online Database |
| DICT | Dictionary |
| EBOOK | Electronic Book |
| ECHAP | Electronic Book Section |
| EDBOOK | Edited Book |
| EJOUR | Electronic Article |
| WEB | Web Page |
| ENCYC | Encyclopedia |
| EQUA | Equation |
| FIGURE | Figure |
| GEN | Generic |
| GOVDOC | Government Document |
| GRANT | Grant |
| HEAR | Hearing |
| ICOMM | Internet Communication |
| INPR | In Press |
| JFULL | Journal (full) |
| JOUR | Journal |
| LEGAL | Legal Rule or Regulation |
| MANSCPT | Manuscript |
| MAP | Map |
| MGZN | Magazine Article |
| MPCT | Motion Picture |
| MULTI | Online Multimedia |
| MUSIC | Music Score |
| NEWS | Newspaper |
| PAMP | Pamphlet |
| PAT | Patent |
| PCOMM | Personal Communication |
| RPRT | Report |
| SER | Serial Publication |
| SLIDE | Slide |
| SOUND | Sound Recording |
| STAND | Standard |
| STAT | Statute |
| THES | Thesis/Dissertation |
| UNBILL | Unenacted Bill |
| UNPB | Unpublished Work |
| VIDEO | Video Recording |
Literature Author Section
In this section, the system maps information about the article’s authors as it appears in the RIS file. The following table outlines how the system maps this information from the file to fields in your Vault.
| RIS Tag | Description | Field Populated |
|---|---|---|
| A1 | Primary Authors | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Primary. |
| A2 | Secondary Authors | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Non-Primary. |
| A3 | Tertiary Authors | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Non-Primary. |
| A4 | Subsidiary Authors | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Non-Primary. |
| AU | Author | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Primary only if:
|
| ED | Editor | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Editor. |
| TA | Translated Author | The complete author reference is populated in the Value field.
The author’s last name is populated in the Last Name field. The author’s first name is populated in the First Name field. The Author Type field is set to Translator. |
Literature Additional Information Section
In this section, the system maps any additional information about the article as it appears in the RIS file that was not covered in the Literature Article and Literature Author sections.
A record is created for every section of additional information with its corresponding tag and value from the RIS file. The Tag field is populated with the RIS tag, and the Value field is populated with the corresponding information.
Vancouver Citation
When an article’s type of reference is Journal, the system automatically generates a Vancouver Citation for it by mapping relevant field values to that Literature Article record’s Vancouver Citation section.
This citation is generated in the following format:
{List of all literature authors, separated by commas}. {Title of Article}. {Abbreviated Title of Journal}. {Date of Publication} [cited {Access Date}]; {Volume}({Issue Number}): {Start Page}-{End Page}. Available from {Database Name} DOI:{DOI}
Although braces appear above, they are not included in the citation. They are included here to represent the Vault field from which information is mapped.
Considerations for Importing Literature References
When importing literature reference information from an RIS file, keep the following things in mind:
- If any articles within the file have duplicate DOIs or ISSN/ISBNs, only one (1) is imported to prevent duplicate records in your Vault. You will receive a notification indicating that some articles have been skipped from import due to matching unique identifiers.
- If the value of any tag exceeds the character limit of the field to which it is being mapped, it is truncated to that field’s maximum character length. The value is also added to the Literature Additional Information section as a new record. See the Notes field of the Literature Article record for information on which fields were truncated.
- If any or all articles fail to be imported, you will receive a notification.
