Exporting publications from RIS to another system

If you want to set up a new research profile (such as an ORCiD) then a new feature on Cronfa can help! Research staff at Swansea University are required to enter all their publications onto our Research Information System (RIS). This then feeds them out to their staff web page, our institutional repository Cronfa and other processes such as REF. You can get publications into RIS directly from ORCiD but until recently there has been no easy way to get publications out of RIS into another system.

RIS feeds publications into Cronfa: a recent enhancement to Cronfa means that researchers can now export their publications from there BUT this will only capture outputs in RIS which have the “Public” flag ticked so that they appear on Cronfa (you will see a red Cross next to your output in RIS if it is not currently public).

In Cronfa, navigate to your author page: you can do this by searching for one of your outputs and then clicking on the “Swansea University author” name (highlighted in yellow below):


An author page looks like this:


At the top (highlighted yellow in the screenshot) there is an “Export all as” option. You can choose either EndNote or BibTex. If you select “BibTex”, you can manually edit the file name and add a “.bib” extension.

BibTex is used, for example, by ORCiD as one of their import options so this provides a quick route to populate your ORCiD profile with all your publications, particularly if you have publications which are not indexed in major databases such as Scopus.

If you wish to export a selection of outputs from Cronfa, you can use the “Bookbag” functionality. On any search results page you can select specific outputs and use the “Add to Bookbag”. The suitcase item at the top of the screen lets you view your “Bookbag” and there is an export option there for Refworks, EndNote and BibTex.



Scopus citations now in Cronfa

Our research repository Cronfa now displays a citation count from Scopus if the data is available. Citation data will appear if:

  • The output has a DOI
  • The citation count is greater than zero

An example can be seen here (highlighted yellow):

Click the image to view the record in Cronfa

Clicking on the “Scopus” link should take you direct to the citing publications on Scopus but if you are off campus the login process can disrupt this. If you login, then try again – you should get through.

Scopus is the source of citation data for the world rankings (QS and THE) and for some REF Units of Assessment.


Can I make my article available in Cronfa?


Can I make my article available  in RIS/Cronfa?

When you publish a journal article it is common practice to sign the copyright over to the publisher. They will often allow you some rights such as the right to deposit a post-print in an institutional repository. Sherpa Romeo is an attempt to simplify finding out what is allowed.

Green – archive pre-print and post-print (not intended to refer to green open access)

Blue – archive post-print (after refereeing)

Yellow – archive pre-print (before refereeing)

White – no formal archive arrangements

If you are considering making your work open access due to requirements for the next REF the  post-print is the one you need to consider. This is Sherpa terminology for the author-accepted manuscript – the author’s final version but without publisher formatting. It is best to keep your own copy of this as it is not always possible to extract them from publishers later.

Note that publishers rarely allow their formatted PDF to be put in a repository.


This is a Romeo green journal. An author’s manuscript would be fine to put in RIS / Cronfa.


This is a Romeo blue journal. Preprints cannot be archived but it would be fine to put the final author manuscript in RIS/Cronfa.

Yellow and white journals will often allow deposit of a post-print but with conditions such as an embargo period – this can be put into RIS so that your article does not become available until permitted.


In all cases you do need to notice any conditions set by the publisher.  Precise conditions are usually in the contract you sign with the publisher so it is best to keep a copy of these if you can. You will hopefully soon build up a picture of what to do for the journals you usually use.

Still confused?  Contact iss-research@swansea.ac.uk or your subject librarian for help.

Sherpa Romeo blog post in PDF format

RIS and Cronfa

RIS is Swansea University’s Research Information System. It is a central repository of research which is only available to staff. All research publications authored or co-authored by Swansea University staff can be uploaded into RIS and it will be used to generate entries for the REF, the annual list of university research etc. You can access it via http://home.swansea.ac.uk

Cronfa means store or reservoir in Welsh. This will make information for university publications available online to the wider academic community and will be searchable by tools such as Google Scholar, increasing the visibility of your research.

For more information and advice contact your college research co-ordinator or your subject librarian.