Data entry and editing

• Entering a publication manually
• Entering a publication by DOI/PMID
• Adding full text and/or secondary documents
• Adding and/or correcting links in a record
• Publish a record I have created that is in the « submission in progress » status
• Delete a record I have created that is in the « submission in progress » status
• Edit a record in "archived" status
• Entering your thesis in IRIS
• Validating a record

Entering a publication manually

Enter a new publication

1. Click on “My workspace.”
2. Click on “Enter.”
3. Search for the collection where you want to create the record, then select it.
4. Click on “Publication” to access the entry form.

   

Fill in the required fields

In the form, enter the publication’s information, especially the required fields (marked with an asterisk *), which include:

1. Type of publication
2. Institution where the research was conducted
3. Title
4. Date of issue
5. Editorial state

   

These 5 fields are mandatory to create the record. The remaining fields are highly recommended.

Link people and units

This step allows you to associate the publication with your researcher profile, your co-authors, and the relevant research unit.

To correctly attribute publications to authors and their units, ensuring they appear in their respective profiles, please follow these guidelines:

• For publications internal to UNIL/CHUV:
  
  • A link to a unit is mandatory.
  • A link to the associated persons must be entered whenever possible.
• For external publications:
  
  • A link to at least one person is mandatory.
  • No link to a unit is allowed.
• Don’t forget to link yourself to the record — otherwise, it won’t appear in your researcher profile.

1. In the corresponding section, click on “Add.”

   

2. Type the name of the person or unit, then select it.

   

Add full text and/or secondary documents

1. You can add full-text files and/or secondary documents by clicking on “Browse” and selecting the desired file from your library.

   

2. Alternatively, you can scroll down to the “Documents” section and simply drag and drop your file onto the page.

   

3. Once uploaded, you can edit the document’s metadata by clicking the corresponding icon.

   

4. You can edit the following fields:

(a) File name

(b) Manuscript version

(c) License

(d) Document accessibility (open access / embargo / UNIL restricted)

(e) If you select “embargo”, set the embargo end date, after which your document will become publicly accessible.

Check for duplicates

The system will display a list of potential duplicates. For each item, click on “It's a duplicate” or “It's not a duplicate” as appropriate.

Finalize the submission

1. If you’re uploading a full-text document, you will need to approve the user license.
2. Once your publication entry is complete, choose “Save” or “Save and quit” to save the record, or click “Publish” to immediately publish it.

   

Entering a publication by DOI/PMID

Adding full text and/or secondary documents

Access your researcher profile

Accessing Your Profile via the Login Menu

1. From the IRIS homepage, click on the login menu.
2. In the dropdown menu, select “My account and profile.”
3. You’ll be redirected to a page titled “Update Profile”. Click on “View” to open the full version of your profile.
   

Accessing Your Profile via Search

1. From the IRIS homepage, click on “People.”
2. In the search bar that appears, enter your name (a), then click “Search” (b).
3. Once the search is complete, your profile will appear in the results. Click on your name (c).

Access the relevant record

1. You are now on your researcher profile page. Under the “Publications” section, you’ll find both the records you have created and those you are linked to.
2. Identify the desired record and click on its title.
3. You are now on the record detail page. Click on the three dots icon, then select “Edit.”

Add full text and/or secondary documents

1. You are now in the publication entry form.
2. If no file has been added yet, you can upload one by clicking on “Browse” and selecting the desired file from your library.
3. Alternatively, you can scroll down to the “Documents” section and simply drag and drop your file onto the page.
4. If a document is already present, you can edit its metadata by clicking on the corresponding icon.
5. You can edit the following fields:

(a) File name

(b) Manuscript version

(c) License

(d) Document accessibility (open access / embargo / UNIL restricted)

(e) If you select “embargo”, set the embargo end date, after which your document will become publicly accessible.

Finalize the submission

1. To complete your submission, you will need to approve the user license.
2. Then, you can choose to click “Save” or “Save and quit” to save the record, or click “Publish” to archive the publication immediately.

Adding and/or correcting links in a record

Publish a record I have created that is in the « submission in progress » status

Accessing Your Workspace

Once you're logged into IRIS:

1. Click on “My workspace.”
2. You’ll be redirected to the page “Records I created.”

Review/Edit the Record

1. Find the record you wish to publish in the list.
2. You can edit it by clicking on “Edit.”

   

Publish the Record

1. Make sure all required fields are completed and that the record is properly linked to the corresponding people and units.
2. Once the changes have been made, scroll down to the bottom of the page and click on “Publish.”

   

Note: As the author, your record is automatically validated and will therefore be archived immediately, except for theses and dissertations.

Delete a record I have created that is in the « submission in progress » status

Access Your Workspace

1. Click on “My workspace.”
2. You will be redirected to the “Records I created” page, where you will find the record you saved as “Submission in progress.”

Delete the Record

• Click on the red “Delete” button located beneath the relevant record.

Confirm Deletion

• A warning message will appear: “This operation can't be undone. Are you sure?”

If you are sure you want to delete the record, click “Yes, I’m sure.”

Confirmation

The record will then be permanently deleted and will no longer appear in your workspace.

Edit a record in "archived" status

1. Find the Record You Want to Edit

As the author, you can edit a record if:

• You created it (you’ll find it either in your workspace or in your researcher profile).
• You are linked to it (you’ll find it only in your researcher profile).

Find Your Records in Your Researcher Profile

Accessing Your Profile via the Login Menu

1. From the IRIS homepage, click on the login menu.
2. In the dropdown menu, select “My account and profile.”
3. You’ll be redirected to a page titled “Update Profile”. Click on “View” to open the full version of your profile.
   

Accessing Your Profile via Search

1. From the IRIS homepage, click on “People.”
2. In the search bar that appears, enter your name (a), then click “Search” (b).
3. Once the search is complete, your profile will appear in the results. Click on your name (c).

Locate the Record You Want to Edit

1. Your profile will be displayed. Under “Publications,” you will find all the records you have created, as well as those you are linked to.
2. Find the record you are interested in, then click on its title. This will take you to the page displaying the details of the record.

   

2. Access the record editing page

1. On the record detail page, click on the three-dot icon to open the options menu.
2. Select “Edit.”

3. Edit the content

1. You’ll be redirected to the entry form, identical to the one used when the record was first created.
2. You can now update any necessary fields.

4. Save Your Changes

1. Once you’ve finished editing, scroll to the bottom of the page and click on “Save and quit.”
2. Your changes will be saved, and you’ll automatically be redirected back to the record’s detail page.

   

Entering your thesis in IRIS

1. Introduction

Entering the thesis into IRIS is a compulsory step in obtaining the doctorate degree. This process helps to preserve and enhance the value of doctoral students' research work. You will find all the information you need to obtain a doctorate in Directive 3.10 issued by the UNIL Direction.

You can also review the thesis distribution conditions.

This guide will take you through the various stages of submission, from creating an account to the final submission of your thesis for validation.

If you have any questions, you can contact theses@bcu.unil.ch

2. Entering your thesis

1. Click on “My workspace.”
2. Click on “Enter.”
   
3. Click on “Publication” to access the entry form.

   

Fill in the required fields

1. Type of publication: in this case, select Doctoral thesis

2. Institution where the research was conducted: choose UNIL/CHUV/Unisanté + partner institutions

3. Your affiliated faculty

4. Title

5. Date of issue: enter the date of the public dissertation defense

6. Editorial state (Accepted)

   

These 6 fields are required in order to create the record. The remaining fields are strongly recommended. It is also important to fill in the following:

1. Language ;

2. Thesis abstract (recommended to improve the indexing of your thesis) ;

3. Keywords ;

Link people and units

This step allows you to link the publication to your researcher profile, your co-authors, and the relevant research unit. Make sure to properly link all individuals involved in the thesis (author, thesis supervisor, etc.) and their respective units.

1. In the corresponding section, click on "Add".
2. Type the name of the person or unit, then select it from the list.

Upload PDF of your thesis

To finalize the deposit, you must add the full text of the thesis in PDF format. UNIL's Directive 3.10 requires that the cover page and imprimatur be added to the PDF. Please ensure that these documents are added to the PDF of your thesis before submission.

Please ensure with your supervisor that the file you are about to submit is acceptable (image resolution, corrections, etc.).

1. You can add the full text of your thesis by clicking on “Browse” and selecting the desired file from your library.
2. Alternatively, you can scroll down to the “Documents” section and simply drag and drop your file onto the page.
3. Once the file is uploaded, you can edit its metadata by clicking on the corresponding icon.
4. You can edit the following fields:

(a) File name

(b) Manuscript version : it must always be the version after the imprimatur.

(c) License : select the appropriate license for the distribution of the document, depending on any potential third-party rights (see below).

(d) Document accessibility :

• • • • Restricted UNIL (default - accessible only to authenticated UNIL personnel) ;
        
      • Public ;
      • Under embargo (accessible only to authenticated UNIL personnel until the end of the embargo);
        

(e) If you select “embargo”, set the embargo end date, after which your document will become publicly accessible.

Check for duplicates

IRIS automatically detects potential duplicates.

Before you can save your entry, a list of potentially similar publications will be displayed : if a publication derived from your thesis (article, book, etc.) has a similar title and has already been entered into the repository, it may appear as a duplicate, even though it is not. Please review each suggestion carefully and indicate whether it is indeed a duplicate (by clicking “It's a duplicate”) or not (by clicking “It's not a duplicate”).

Licenses

In general, the thesis is uploaded to Serval under a Creative Commons Attribution 4.0 International license (CC BY 4.0 - https://creativecommons.org/licenses/by/4.0/) or another Creative Commons license of the author's choice, so that any interested user can access it.

If third-party rights, such as those of publishers or co-authors, prevent distribution under a Creative Commons license, the author may grant UNIL a simple (non-exclusive) and free license to put the thesis online in the institutional repository after the end of any embargo (choose “all rights reserved”).

3. Finalize the submission

1. Before you can submit your thesis for validation, you must accept IRIS’s user licence.
2. Once your publication entry is complete, choose “Save” or “Save and quit” to save the record, or click “Publish” to immediately publish it.
3. After publishing your entry, it will move into processing and be pending validation. While awaiting validation, you can find your thesis under “My workspace.” You will receive an automatic email confirming the validation once your submission has been processed.

   

4. Finalize the degree order

You can now return to your degree order and finalize it.

Validating a record