How to use the research database

The University manages its publications online through a database called 'Symplectic'. This database utilises web trawling technology to automatically 'pick up' researchers new publications, and allows you to add your accepted publications to Keele's Research Repository. The database automatically links to your staff profile page on the web (see the 'publications' tab) and keeps this information up to date. The publications database also links directly to the University Institutional Repository, allowing researchers to easily store their outputs in the repository, and therefore allowing them to be viewed by anyone with internet access.

  • Log onto the database using your Keele username and password
  • Add your accepted publications – Using the 'Accepted for Publication' button on the homescreen you can add the details of your accepted publication, and can add a copy of the manuscript to the Keele Research Repository
  • Look at your list of publications– Publications are in two categories ‘approved’ or ‘pending.’ You need to check through your pending publications:
    • Approved indicates those publications found by the software which have been ‘approved’ as your publications. Using information made available by your Research Institute, Directorate of Engagement and Partnerships has checked through your publications for you (where information was available), which will show as approved.
    • Pending indicates those publications which you need to go through and either click on the tick or cross depending on whether these are your publications. (Sufficient information was not available to be able to make this assessment for you). These publications will then move to your approved or declined publication list.
  • Search settings – these can be amended to refine the online search for your publications (e.g. to reflect the initials and surname you publish with and previous institutions you’ve worked at)

Upload to upload an output

As soon as you have a paper accepted for publication you must log in to the Publications Database and (1) enter the details of your publication and (2) upload your final, accepted author manuscript. Videos are available on our Video Gallery page to show you how to do this.

We strongly advise that staff do this as soon as possible after their paper is accepted. If you do not upload your manuscript within 12 weeks, the publication cannot be submitted for the next REF.


Research Impact - building records of evidence and narrative to support research impact.

This section will allow you to collate your evidence of research impact in one central location. You will be able to collect evidence, build a narrative around impact and enable the creation of statements and case studies. As soon as you evidence of impact log in to the Publications Database and (1) enter the details of your impact and (2) upload any related evidence.

For more information please see the user guide available below.

A series of step-by-step videos have been created to help you to use various aspects of the publications database, and these are available on our Video Gallery page.

Setting Up Your ORCiD in Symplectic

An ORCiD (Open Researcher and Contributor ID) is a unique ID number which can be used to associate authors with their works. Researchers are increasingly adopting ORCiDs, and they are useful to differentiate research outputs by people with the same or similar names. An added bonus is that the ORCiD itself is searchable on the web, as publishers are adding them to research output abstracts and other catalogue data. Keele staff can, if they have an ORCiD, associate it with their Symplectic account, or create one, using the link provided on the Symplectic homepage. Symplectic is now set up to identify publications which cite ORCiDs on the internet - if users add their ORCiD information this will enhance the system's ability to identify works by them.

To get started, you must log in to Symplectic yourself - it is not possible for a delegated user to complete your ORCiD registration on your behalf.

At your Symplectic homepage, click Add your ORCiD... at (1)
Orcid pic 1

If you already have an ORCiD and just need to link it to your Symplectic account - enter your ORCiD login details in the sign in boxes provided (1) then click Authorize (2) - your ORCiD should then automatically appear on your Symplectic homepage. If you don't have an ORCiD, click on Register Now (indicated by the arrow below)


At the registration page, enter your name (1) and email address (2)

Then create a password (1). You can use the options at (2) to set the visibility of your ORCiD record; make sure you check the option at (3) ('I am not a robot') and (4) (accept terms and conditions). Then click Authorize (5)

Once completed your ORCiD will appear on your Symplectic welcome page, see (1) below. In future, if your ORCiD is cited with your publications on the web, Symplectic will be able to pin-point your work with more precision and match it with your profile.

Useful documents:

Impact Module User Guide

Download (735 KB)