TABLE OF CONTENTS  

• Opening module for matching PDFs with references
• Manual PDF assignment
• Creating a new reference to the uploaded PDF  

Opening module for matching PDFs with references

Sometimes, the AI model may be unable to match a PDF file to a reference, for example, due to the poor file quality.

To access the PDFs matching module, click on the orange bar that displays the number of PDF files that have not been matched to the references.

You can also access the module for PDF assignment directly from the Project dashboard, as well as the Full-text screening or Data extraction stage dashboard.

If unassigned PDFs remain, you can manually assign them to the reference directly from the list of references on the right.

Manual PDF assignment

In the module for manual  PDF assignment, on the left, you will find a list of upload and unmatched PDFs. In the central part, you will find the unmatched PDF and the following action buttons:

• Delete PDF

• Previous/next PDF

• Download PDF

• Rotate PDF

In the panel for manual PDF assignment (right part of the screen), you can perform two actions:

• Match PDF to an existing reference

• Create a new reference for the PDF

If you need to match the reference to the PDF, you have three sets of references:

1. Included - refers to the references included during the Title and Abstract screening. Typically, references included in the previous stage are matched automatically, however some references require manual matching, e.g. due to poor document quality that makes it impossible to read metadata. 

2. Without PDF - dedicated to the matching of references that are still in the Title and abstract screening stage (without decision). All of these references have to be manually matched with PDFs.   

3. With PDF - dedicated to matching PDFs to those references that already have a matched PDF. This group of references is useful e.g. if you want to add additional files such as protocols or supplementary materials. 

You can manually assign the reference directly from the reference list on the right if there are any unassigned PDFs. Please follow the steps below:

1. Use the search bar to identify the relevant reference by entering a part of the title or other relevant information from the PDF. All references are organized based on their current status: included after Title and abstract screening and the rest of references in this project.

2. Check the bibliographic details of the reference.

3. Once you have found a match, click the "Match with PDF" button to link the reference to the corresponding PDF

Creating a new reference to the uploaded PDF

If you upload a PDF and don’t have a matching reference, you can create a new reference. Open a module for PDF assignment. AI model will fill in the gaps with the relevant bibliographic information. 

To create a new reference for the PDF file, follow the steps below:

1. Click on ‘Create reference’. 

2. Click ‘Generate entries’ and check that all bibliographic information has been entered correctly by the AI model - if not, enter the remaining data. 

3. Click ‘Create and match with PDF’.

Note: There are two mandatory fields when creating a reference: the year of publication and the author's surname.

RELATED ARTICLES  

1. Retrieving PDFs using OpenAlex and Article Galaxy  

2. Uploading many PDFs  

3. AI in Reference management  

4. Full-text screening dashboard overview  

5. PDF management in the Project Dashboard