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Frequently Asked Questions

Log in to DiVA

Answer: The responsible person for accounts at your department/subdepartment handles the application for LiU-ID. Note that the account for an LiU-ID will generate a cost for the department.
Answer: Contact LiU helpdesk: employees Phone 013-28 2828 or email helpdesk@it.liu.se; students Phone 013-28 5898 or email helpdesk@student.liu.se.


Answer: According to a Rector's decision research related publications produced by employees and students at LiU, should be registered in DiVA as long as copyright is not infringed. Beside Ph.D. Theses, Licentiate Theses, and Student Theses articles in series, journals, conferences, books, anthologies etc. should also be registered in DiVA. Note: To avoid duplicates check in DiVA if your publication already is registered.

Note that DiVA is a database for research publications and only publications where the author participates as single author or co-author. DiVA is not a database for registering author's assignments. The following should therefore not be registered in DiVA:

  • Docent lectures,
  • journal volumes/issues were the scientist is editor (Editor-in-Chief or Guest Editor),
  • introductions at conferences were the scientist is Chair,
  • notes in hospital charts,
  • teaching material that is not published as educational materials,
  • articles with the status manuscript, submitted and accepted should not be register either (except if the articles are part of a Ph.D. thesis),
Articles with the status In Press can be register if it has a working DOI. It must be possible to track the publication i.e. one should be able to find a publication in LIBRIS (Swedish National Library Catalogue) or corresponding catalogues/databases (books, anthologies) and the conference name, date and place must always be given for all conference publications.

Answer: No, but there are a number of mandatory fields which always have to be filled in. These are marked with an asterisk (*). Depending of publication type there are an additional number of fields that must be filled in to bring about a high quality record. On our page Publish at LiU E-Press is a list with links to the different publication types containing information about the fields that always must be filled in. Below is a short list of fields that always should be filled in:

  • All authors who are co-authors to the articles must be filled in,
  • LiU-ID for all LiU authors,
  • The publication title,
  • Content typ (Refereed, Other academic or Other (popular science, discussion, etc.)
  • Status (only published and Epub ahead of print should be register. The latter only if the is a DOI link available),
  • The journal name, publishing year, volume, issue and pages,
  • Publisher,
  • DOI link (if available),
  • National Subject Category,
  • Keywords and abstract (abstract must always be filled in),
  • For conferences always fill in the conference name, date, place and pages. If the conference article is part of a Conference proceedings fill in the name of the Proceeding, editors and ISBN,
  • ISBN must always be filled in for books, anthologies, chapter in book including number of pages.

If you are not sure what to fill in, email please contact us.

Answer: There are several reasons for that:
  1. It is a very efficient way of making LiU visible and spreading research results via the Internet. DiVA is indexed by search engines and searchable in several databases such as SCIRUS, SCOPUS, SwePub, Uppsök etc.
  2. DiVA is used for bibliometric analyses of research fields and international ranking of universities.
  3. Showing the Swedish public how the resources of LiU are used by publishing articles, student theses etc.
  4. Other advantages:
    • The author always retains the copyright of the work (as do the students)
    • It is free of charge, no costs for the author or the Department,
    • Efficient approach to prevent plagiarism,
    • Show how public funds are used,
    • Environmental friendly,
    • Statistics directly on the page: number of unique visitors and number of downloads of the pdf,
    • Publishing of images and diagrams in colour without any costs,
    • Sound and video files are easy to include in the publication or publish separately,
    • A fixed URL address, which is simple to refer to,
    • Guaranteed accessibility on the Internet from the publishing date,
    • A link from the University library catalogue to the work,
    • Searchable in the library catalogue with a link to the work (this do not apply for student theses),
    • Worldwide distribution to a large group of readers,
    • Searchable in the National Library Catalogue.
Answer: Go to the publishing page for more detailed information or email contact us.
Answer: In the field/text box Local User Id. Note that LiU-ID must be filled in for all co-authors employed at LiU.

Answer: Add your subdepartment (or corresponding) and faculty in the Department, unit or programme box. Click on the plus sign in front of Linköping University in order to list all departments and the plus sign in front of the department name to list all sub departments (see figure 1 below). Choose subdepartment by clicking on its name (departments are automatically connected with the subdepartment; the only exceptions are CMIV, HELIX and REMESO for which you will need to choose the department as well).

Add your affiliation for Region Östergötland, if appropriate by clicking on Region Östergötland and choose clinic according to point ii above. The Centre will be added automatically.

If you have any questions about how affiliation, do not hesitate email to ask.

Figure 1.
Click on the plus sign for a
list of the departments.

Answer: If you have an article you would like to parallel publish, email send it to us and we will check if the article can be parallel published. Read more on our page about parallel publishing.

Answer: DOI (Digital Object Identifier) is a string of alphanumeric characters, used on the Internet to identify individually published documents e.g. articles in journals, monographs, chapters in books etc. A DOI points to a web address and the web address can change but the DOI always remains the same. Almost all large publishers, which publish articles electronically, use DOIs. The DOI is stated on the home page together with an article. An example of a DOI: 10.3384/hygiea.1403-8668.044129. If a DOI is available it should always be registered in DiVA in the DOI field.
Answer: All student theses, about to be published electronically, are placed in a list for control by a student administrator at the department. If it takes a long time before your thesis is published, contact the administrator at the department.
Answer: Send us the pdf file with your work an we will help you publish it: email ep@ep.liu.se.
Answer: This phenomenon occurs when copying text from a pdf file. The pasted text has to be edited: there is an icon in the web form, by the title and abstract fields, with the character W in front of a folder symbol (Edit symbol). Click on the icon, a small window is opened, paste the text in the field (do not paste all text but paragraph by paragraph). Any incorrect characters or line breaks will be visible now. Delete the incorrect line breaks and rectify strange characters, then click on the button Insert, make an extra line break and repeat the procedure for each paragraph.

Author ID

Answer: ORCID (Open Researcher and Contributor ID) is an international system where researchers, free of charge can get an unique numerical ID. Example of an ORCID: 0000-0001-8661-2232. ORCID can be used to help the researcher's contact with publishers, research funds and bibliometric analyses and validations. We recommend that researches at LiU get an ORCID and then send it to us email ep@ep.liu.se.

  • Go to http://orcid.org/
  • Click on “Register now” and fill in name and e-mail address.
  • Send your ORCID to email ep@ep.liu.se together with your LiU-ID ad we will updated all your posts in DiVA with your ORCID. Your ORCID will be added to all your posts, retroactive and newly registered.
  • Use your ORCID when you submit articles to scientific journals and when submitting application to research funds. Using the applications system Prisma requires an ORCID.
Answer: Yes, there is a specific field in DiVA, ORCID-id, where ORCID can be copied to.
Answer: No, send your ORCID and LiU-ID to till email ep@ep.liu.se, and we will, automatically and simple, update all your posts with the help of your LiU-ID. Note that we store your ORCID in our staff database. When importing posts from Web of Science, SCOPUS, PubMed and others, we can add both your LiU-ID and ORCID in the posts.
ResearcherID is an unique identification system developed by Thomson Reuters for the database Web of Science. The researcher receives a ResearcherID and can then link all one's publications in Web of Science to this ID. With a ResearcherID it is significant easier searching for all one's publications in Web of Science and get citation statistics.
Answer: To get a ResearcherID:
  1. Go to http://researcherid.com
  2. Click on the box ”Join now” and fill in name and e-mail address. Follow the instructions to complete the registration.
  3. If you have an ORCID you get the possibility linking your ResearcherID with you ORCID. We strongly recommend to get a ResearcherID. When an article is published with an ORCID it will be automatically linked to the correct ResearcherID in Web of Science.


Answer: A: If you have moved to a new division or clinic old records must under no circumstances be changed. State the new division/clinic if the publication is written after you have moved. The records must not be altered if the name of the division or clinic is changed. The new name should be stated after changing the name. If the records are changed it will generate errors in bibliometric analyses.

Answer: No, there is no way that you can change the original article that LiU E-Press maintains on the net. You can not even change a trivial spelling error in it. The reason for this is that the credibility of the LiU E-Press requires that published research results are not “improved” by the author some time after the date of publication We do not have any way of distinguishing between trivial and nontrivial changes in a secure way. It is a principle for the LiU E-Press that what has been published, is published.
   What you can do instead is to add a separate errata list and send it to us email (ep@ep.liu.se). We will then publish the errata list as a separate file.

Answer: Yes, it is possible. Send us the changes to email ep@ep.liu.se and we will made the corrections for you.
Answer: If one, after a while, adds a full text to a previously published record in one of the valid formats, the record is not published again but is placed in a list for checking that copyright is not violated. The record will be published as soon as the record is checked.
Answer: It is due to the authority assigned to the records. When searching in the internal search interface in DiVA only records you have authority to will be visible but in the external interface all records are visible.
Answer: It is because of the authority to the records. You can only make changes in records you have registered i.e got the authority to. Send us the corrections and we will do it for you.
Answer: When a post is Bibliographically approved the post is locked and only staff with specific permission have access to the post. If you have more information or would like to add information to a post, send the information to emailep@ep.liu.se and we will update the post for you.


Answer: Using somebody else's ideas, phrasing or work and presenting this as your own is plagiarism. Some example of plagiarism
  • copy text, photographs, figures etc. from somebody else's work without stating the source,
  • using a text from somebody else's work and rephrasing the contents without stating the source,
  • word for word translating text from another language without informing it is a translation,
  • using somebody else's text and only replace a few words with synonyms in despite the source is given.
Answer: Self-Plagiarism is using one's own text without any statement that the text has been part of an earlier published work. It can, for example, be a conference article which later is published as an article in journal. It is allowed to use part of one's own, earlier published work as quotations in other works an clearly state the source.
Answer: A student thesis and a chapter consist of considerable more pages than an article and will therefore be reworked by shorten and re-written. The origin of the article must clearly be stated in the article i.e. the article has previously been published as a student thesis or a chapter in a book and must also be included in the article's reference list. When the conference article is presented at a conference the article will, usually, be published as a Conference Proceeding with all or selected articles from the conference. Sometimes a re-work of the article is required before publishing it in the proceeding but often is the original, presented at the conference, published.
Answer: The regulation how re-using material from Licentiate theses in Ph.D. Theses various between the faculties. Contact the faculty for correct information. The Technical Faculty allow re-using basically the whole Licentiate Thesis in the Ph.D. Thesis. If the Licentiate Thesis is re-used in the Ph.D. Thesis this must clearly be stated in the Ph.D. Thesis. The Medical Faculty do not allow re-using the Licentiate Thesis in the Ph.D. Thesis.


Answer: No, all images are copyright protected. That includes images on the Internet unless it is explicitly stated that the material can be used freely. Do not forget to make a proper reference to the material when using it.

Answer:It is not allowed copying a table, chart or a figure from another publication and use it as your own, even if you state full reference to the source. Note that the copyright is only the form that is protected by the copyright not the scientific information in the e.g. table. This means that you can re-work the table into a chart and use it in your publication with full reference to the original source. The most important is that figure you are about to publish in your publication do not have the same form as the copyright protected figure.

Answer: When publishing your article in the commercial journal you probably transfer your copyright to the journal/publisher. Check out what you can and not cant do with your own images, tables, charts or figures. The publisher often allow the author to use the author's material without permission but there are exceptions. If there is no information what to use or not use, it is most certain a permission from the publisher is required.
Answer: Yes. If the doctoral thesis contains articles published in electronic or paper journals. LiU E-Press only publishes the introduction/summary. LiU E-Press then links to those articles that are available electronically from their respective publishers. See this page as an example. Note: Such articles may be inaccessible for visitors that do not subscribe to the electronic journals containing the article the link is pointing to.

Answer: In principle No. If you don’t own the copyright of the image you can’t use the image. If you want to use an image, photograph, diagram etc. you must obtain permission from the owner of the copyright. There is usually no problem to getting a permission as long as the image is not used commercially. See also our Copyright Info page.

Answer: No, there are no possibilities making any changes in the original file published by LiU E-Press on the Internet. It is even not possible to change a minor spelling error. The reason for this is that LiU E-Press' credibly requires that the already published research results cannot be changed retroactively after the original publishing date. We have no possibilities distinguishing between minor or major changes in a safe way.

As an author you have the possibility to send in an errata list to us (ep@ep.liu.se). The errata list is published as a separate file
Answer: No, all images are copyright protected. That includes images on the Internet. To use material from books, newspapers, Internet etc. one needs permission to use it unless it is explicitly stated that the material can be used freely. Do not forget to make a proper reference to the material when using it.
Answer: No, it is not allowed. An agreement between Swedish Universities/colleges and Bonus Copyright Access and you my only copy and distribute up to 15 pages or 15% of a work (i.e. a book). For an entire book it require permission from the copyright holder. Read more about copyright protected material on our Copyright page.
Answer: It is you as a student who owns the copyright to you student thesis. Your supervisor, department or the University cannot claim the copyright of your work according to the Swedish copyright law. Read more about copyright for student work on our Copyright page.
Answer In general it is not allowed but there are exceptions. For more detailed information read the University (only available in Swedish) "Regler för studenters möjlighet till ljud- och bildupptagning i samband med undervisningssituationer vid Linköpings universitet".

Search, sort and export, DiVA

Answer: If you search on the complete publication title or part of the title, DiVA searches all publications titles that contains of one or more of the words that are included in the title you are searching for. Use Advance search or, even better, search using your LiU-ID. In the latter case only your publications will be shown.
Answer: The question mark is a reserved character, a Wild Card, i.e. substitute for other characters. Exclude the question mark in the title and the publication will be found. Also hyphen, slash, et-character (&) etc. might cause problems and should be avoided.
Answer: If one registers the family name but only initials for the fore name and then search for the complete name, the records will not be shown if the fore name contains initials. Change the records by filling in your complete fore name. Use your LiU-ID when searching for publications.

Answer: If you don't find the student thesis in DiVA it is not electronically published. You will not find the thesis in the Library Catalogue because all theses have been removed and the theses will only be searchable in DiVA if published.

Answer: Yes, you find more detailed information on our page Create Links by Searching from DiVA. For more advanced functions how to create a presentation on a homepage, you might need some assistance from your IT-department.
Answer: Yes, do the search and in the hitlist select sort order in the box Sort. The default sorting is alphabetical by first author.
Answer: Yes, do the search, and in the hitlist mark the check boxes in the hit list for those records to export. Click on Reference, and select format. The export result is shown as a new web page. Copy and paste the list in a document for final formatting.
Answer: Yes, go to Simple search. Click on the text Create feeds and then click on Create link feeds. Select format and then the parameters your export should contain. Finally click on the button Create URL, a link is shown, click on the link in order to save the file on your computer. Read more on the page Create Links by Searching from DiVA and under the headline Create Publications Lists from DiVA Via the Page Create Query.


Answer: Yes you can. Article series are set up when there is a concrete interest from an authoring community. The series must have an editor. As a series editor we accept a senior faculty member who is a senior lecturer, (assistant, associate professor US), full professor, or equivalent. Read more at our page about starting a new series or email contact us form more information.

Answer: Yes, provided the journal accepts prior electronic publication, www.ep.liu.se. LiU E-Press has no objections. However, the possibilities vary between fields and journals. LiU E-Press recommend you to first check with the journal.

Answer: LiU E-Press makes a commitment to keep papers on-line on the Internet permanently from the date of publication.
Answer: The most common file format on LiU E-Press is pdf and we prefer delivery in pdf format. File format for image files is .jpg but you can send us other formats since we convert the files to jpg format.
Answer: Any language. We expect of course that Swedish and English language texts will predominate, but other languages are welcome too.

A: See this page how to create correct affiliation: http://www.ep.liu.se/authorinf/affiliation.sv.asp.

Generate Affiliation Text for Publicatons

Responsible for this page: Peter Berkesand
Last updated: 2/20/2019