In Web of Science (WoS) and Scopus, publications are not usually entered manually. Based on the database, the platform automatically generates profiles using names, which are compiled using matching algorithms. Name variations can lead to errors and duplicate profiles.

If you have already published, the publication exists in one or both databases, and you do not yet have profiles in the databases, these are the goals of the first process step:

Goals (identical for both databases):

• All publications in one profile
• No duplicate or algorithmically generated profiles

1) Web of Science (WoS):

1. Search for your own profiles:
   • https://www.webofscience.com/wos/author/author-search
   • To search as broadly as possible, it is recommended that you only enter the first letter of your first name. Please also note possible spelling variations of your last name.
2. Check which of the profiles displayed contain your publications.
   • Only one profile:
     • “Claim” the profile as yours by clicking on the “Claim my record” button to the right of the author data and remove any incorrect publications.
   • Multiple profiles:
     • Use the checkbox to select all “Author Records” that can be assigned to you.
     • Click on “Merge Records” at the top of the list and start the process. Here you can remove third-party publications.
     • Your request will be reviewed internally. This process may take several weeks. You can recognize a claimed profile by a green check mark next to the name.
   • Help: https://webofscience.zendesk.com/hc/en-us/articles/25549800634385-Correcting-Researcher-Profiles

2) Scopus:

1. Search for your own profiles:
   • https://www.scopus.com/pages/home?display=basic#basic
   • Select “Authors” and enter your name. To search as broadly as possible, it is recommended that you only enter the first letter of your first name.
2. Check which of the profiles displayed contain your publications.
3. Click “Edit profile” and “Sign in or create account.”
4. Request corrections to profiles
   • Select your profile and click “Edit profile.”
   • If there are duplicate profiles, select all of them and click “Request to merge authors.”
     • Help: https://service.elsevier.com/app/answers/detail/a_id/34288/supporthub/scopus/kw/

Notes:

• Publications often take several weeks to appear in the database.
• If only one publication is available in Scopus, you cannot access your profile directly. Search for the profile of the co-author, find the publication, click on your name and then on “View full profile.”

The University of Cologne and the Faculty of Economics and Social Sciences use ORCID to make research achievements visible in the long term, optimize funding applications, and promote open science. ORCID serves as a source for the university's internal research information system (FIS) and is recommended in the university's publication guidelines.

If you already have an ORCID profile and it is already linked and synchronized with WoS and Scopus, you can skip this step.

Goals:

• An ORCID profile
• ORCID linked and synchronized with Scopus / WoS / Crossref

1) Create ORCID (if you don't already have one)

1. Open https://orcid.org/
2. Follow the process via “Sign in/Register.” The following information is important:
   1. Name variants (different spellings of your name, name changes after marriage, variably used middle names, etc.)
   2. Your current affiliation (please refer to the publication guidelines for the correct spelling: https://ub.uni-koeln.de/en/research-publishing/publishing/publication-guidelines-of-the-university-of-cologne)
   3. Other identification numbers, such as Scopus, Web of Science (point 2: Create links to ORCID)

2) Create links to ORCID

1. Web of Science:
   • Within your WoS account, you can click on “ORCID Syncing” under “Profile Settings.”
   • Follow the steps and allow data exchange in both directions.
   • Help: https://webofscience.zendesk.com/hc/en-us/articles/36787077862545-How-to-Sync-Your-ORCID-Record-with-Web-of-Science-Researcher-Profile
2. Scopus:
   • In your Scopus account (Author Record), you have the option to link your profile to your ORCID iD to allow data exchange from Scopus to ORCID.
   • To do this, use the “Connect to ORCID” link under your name and affiliation.
3. Crossref:
   • Check your ORCID account to see if Crossref is listed in the “Trusted parties” menu under “Trusted organizations.”
   • If not, enter your ORCID when you submit your next article. You will then receive a request from ORCID asking whether Crossref may automatically update your ORCID profile. Once you have done this, Crossref will automatically update your record with all future publications that contain your ORCID ID. This will reduce your future workload. You can revoke this consent at any time.
   • Help: https://www.crossref.org/community/orcid/

Note:

• ORCID offers three different visibility levels: “Everyone,” “Trusted Parties,” and “Only me.” We ask that you select the “Everyone” setting for publication data
• Please ensure that you have only created one ORCID profile. If you already have multiple profiles, you can merge them here: https://support.orcid.org/hc/en-us/articles/360006896634-I-have-more-than-one-ORCID-iD
• Since your email address may change when you change jobs, it may be useful to register an additional alternative address with ORCID: info.orcid.org/dont-lose-access-to-your-orcid-record/

In a final step, the data quality of the individual profiles should now be improved:

1) ORCID

• Please add “University of Cologne” as ‘Employment’ with the start date.
• Import your publications under “Works” so that all relevant publications are displayed in ORCID.
• You do not need to add your works manually. Instead, you can use the search and linking assistants or DOIs.
• Please also add your conference, working, and discussion papers.
• Optional, but recommended: Add your personal website, Google Scholar, your education and qualifications, scholarships, awards, and other funding.
• Submit your ORCID ID to the University of Cologne using this contact form.

2) Web of Science

• Publications are missing:
  • Within your profile, go to “Profile” and then “My Records.” Here, you can search for potential additional publications using “+ADD” and then add them to your profile.
  • It is possible to import publications using DOI or via RIS, Bibtex, or CSV file.
• Delete publications in your profile
  • Within your profile, go to “My entries.” Click on “Publications,” select the publications that do not belong to you, and delete them.
• In your WoS Researcher Profile, you can record and document other activities in scientific work and scientific publishing, e.g., if you are a peer reviewer or editor.

3) Scopus

Updates and corrections can be made in Scopus using the “Author Feedback Wizard”:

https://service.elsevier.com/app/answers/detail/a_id/34288/supporthub/scopus/kw/

• If you cannot find anything about yourself:
  • Search for the title of one of your publications in “Documents” mode and click on your name in the results list. The “author profiles” for this publication will be displayed. Now go to “Potential author matches.” Additional author profiles will be displayed that may contain additional publications by you. If this is the case, you can add them to your profile. Select the profiles with your publications and click on “Request to merge with author.”
• You are missing documents:
  • To search for missing publications, click on the “Are any documents missing? Search for missing documents on Scopus” button at the bottom of the list.
  • Follow the process
• Please select “University of Cologne” as your correct affiliation from the list of possible institutions.
• Enter potential variations of your name so that such publications will also be listed in your profile in the future.

Among other things, you should note the following points when submitting a new publication:

• Enter your ORCID when submitting the publication.
• Ensure that your name is spelled consistently.
• Enter your affiliation in accordance with the publication guidelines (see here).
• Apply for a DOI from the registration authorities if this is not done by the publisher.
• When assigning keywords, make sure they are appropriate SDGs (see here).
• After a few weeks, check whether the published publication is displayed in your profiles (Scopus, WoS, ORCID) and update your profiles.

Check your profiles at least every 6 months and after each publication.

1) ORCID:

1. Log in to your account: here
2. Click on your name and “View my ORCID record”
3. Check your documents:
   • Check your publications under ‘Works’
   • Delete third-party publications
   • Add missing publications under “+Add” using the “Search and Link Wizard”
   • You can set a preferred source for each publication
   • Set the visibility of your publications to “Everyone.”
4. Check your affiliation with the University of Cologne under “Employment.”
5. Click on your name and “Trusted parties.” Check your settings for synchronization with Web of Science, Scopus, and Crossref (and other platforms, if applicable) under “Trusted organizations.”
6. Check for duplicate profiles:
   • Search for your name in the search field
   • If duplicate profiles exist, follow these instructions: https://support.orcid.org/hc/en-us/articles/360006896634-I-have-more-than-one-ORCID-iD

2) Web of Science (WoS):

1. Log in to your account: here
2. Click on your name and “My Profile.”
3. Check your documents:
   • Click on “+ Manage” under “Documents.”
   • Request the deletion of third-party publications.
   • Add missing publications under “+Add publications.”
4. Click on your name and “Settings.” Under “Profile Settings,” select the “Edit profile” tab and “Primary Organization” University of Cologne
5. Under “Profile Settings” and the “ORCID syncing” tab, check the link and synchronization with your ORCID profile
6. We recommend setting all settings to ‘ON’ under “Automatically sync ORCiD and Web of Science”
7. Check for duplicate profiles:
   • Search for your name under “Advanced Search” and “Researchers.”
     • Use the checkbox to select all “Author Records” that can be assigned to you.
     • Click on “Merge Records” at the top of the list to start the process. Here you can remove third-party publications.
     • Your application will be reviewed internally. This process may take several weeks. You can recognize a claimed profile by a green check mark next to the name.
   • Help: https://webofscience.zendesk.com/hc/en-us/articles/25549800634385-Correcting-Researcher-Profiles

3) Scopus:

1. Log in to your account: here
2. Click on “View my author profile” and “Edit profile.”
3. Check your documents: Remove third-party publications and add any missing publications.
4. Under “Current organization,” select the University of Cologne or the Faculty of Economics and Social Sciences.
5. Update the connection between your Scopus and ORCID profiles:
   • Click “Re-authenticate” next to your ORCID ID and log in to ORCID
   • Click “Review ... change”
   • Check the information that will be transferred and then click “Submit request”
6. Check for duplicate profiles:
   • Search for your name under Authors.
   • If there are duplicate profiles, select all of them and click “Request to merge authors.”
     • Help: https://service.elsevier.com/app/answers/detail/a_id/34288/supporthub/scopus/kw/
7. If necessary, search for “Awarded grants” and add them.