Bulk Import Full Texts

As you finish up the Title/Abstract Screening stage, you may wish to upload pdfs in bulk to prepare for the Full Text Screening stage. This can be done for both open source and proprietary full text pdfs.

Bulk Import Full Texts: Open Source #

1. Navigate to Study Inspector and filter to the studies for Full Text Upload
   • e.g. Typically Abstract Screening → Advanced is used to view studies entering the Full Text Screening queue
2. The total studies for open source upload must be <=500 at a time
   • Total filtered studies is given at the bottom right of the page
3. To filter to the first 500 studies, you can use Range Filters for Ref ID <=500
   • Then, select “Bulk Actions” → Document Import → Import from Unpaywall → Apply

• Repeat this action for the next set of 500 records by using Ref ID>500 AND Ref ID<=1000 for the second batch and applying the bulk action

Ref ID Filtering #

If you’re using the Ref ID range filters and the total records is less than 500 or generated unexpected totals, that may be because searches have been deleted from your nest and other searches have been uploaded. Since Nested Knowledge does not replace Ref ID for new records added after searches are deleted for audit trail purposes, the Ref IDs of the studies in your nest may be much higher. To see if this is the case, you can add “Ref ID” as a column and view them as a snapshot in the rows. This way you can edit the ranges as appropriate to capture 500 full texts.

Bulk Import Full Texts: Proprietary #

Download References #

1. Navigate to Study Inspector, add the filter to identify remaining studies lacking a full text
   • e.g. Abstract Screening → Advanced
   • AND Full Text Status → Not Uploaded
2. Select “Download” → Studies for a spreadsheet of texts to access

Upload PDFs in Bulk #

1. Once you have the PDFs on your device ready for upload, navigate back to Study Inspector
2. Select “Bulk Actions” → Document Import → Upload from Device
3. Full Texts will match to existing studies based on Title and DOI (Auto-extracted Data) by default

Now, when “Full Text” is selected during Screening, the pdf will automatically appear.

• You can choose to upload as Full Texts or Supplements
• Auto-extracted data is selected by default, this uses Title and/or DOI to match full texts to studies
• If your pdfs do not contain these details, you may want to match them via Ref ID or External ID.
  • Automatic extraction is only available for full text import and will attempt to extract title and DOI for matching to records in your nest. Ref ID matching uses the first number occurring in filenames to match against Ref IDs of records. External ID matching uses the entire filename to match against External IDs of records.

Troubleshooting Unmatched PDFs #

Open Source PDFs #

Occasionally, unpaywall is unable to retrieve open source pdfs due to captchas in place by journals. In these cases, you’ll notice when you navigate to the Full Text tab the pdf is available but unable to import. You can manually retrieve via the link and upload here:

Retrieval Status #

You may also wish to mark the Full Text Retrieval as “Pending” to communicate to other users so duplicative PDF retrieval does not occur.

These can be found later by filtering to Full Text Status: Pending. When a full text is uploaded, this tag is automatically removed.

Proprietary PDFs #

By default, you will receive an email of PDFs that were unsuccessfully matched to records in your nest. This occasionally occurs with mismatches in Auto-extracted data (Title, DOI, Authors). As above you can individually upload full texts. Alternatively you can rename the associated files and use a bulk action but this time utilize the “Ref ID” for matching:

1. Filter to Full Text Status: Not Uploaded
   • Remember to also include another filter like Abstract Screening: Advanced for those entering the Full Text Screening stage, otherwise it will show you ALL records in your nest that do not have a full text
2. Ensure you toggle on the Ref ID column for ease of viewing alongside record title. Feel free to add any more columns that will make it easier to identify the PDF on your computer in order to rename:
3. Use the record’s Ref ID to rename the associated PDFs on your computer. It doesn’t have to be the entire filename, but the first number in the line, if you wish to add other details. For example, for Ref ID = 3, file name can be: “3. Movement Disorder Society Task Force Viewpoint: Huntington’s Disease Diagnostic Categories”
4. Once the files are renamed, navigate to Bulk Actions –> Document Import –> Upload from your device and select “Ref ID” for matching: