--- title: "Uploading Search Results and Screening Studies" canonical: "https://jbi-global-wiki.refined.site/space/SKB/3351036/Uploading%20Search%20Results%20and%20Screening%20Studies" format: markdown --- Search Results JBI SUMARI accepts the following file formats for import: RIS (.ris), NBIB (.nbib), and XML (.xml) files from citation management software. The maximum file size per individual file is 50 MB, and the maximum number of files per import is 10. It is recommended that users complete importing records prior to proceeding with the screening process. Uploading from file After creating a project, navigate to  [Screening]  from the top menu bar Select  [Import] From the drop-down menu, select the screening stage to which you wish to upload your citations into by clicking [Title and Abstract] or  [Full Text] Select [Choose File] , select your saved file(s), and click  [Open] , or drag and drop the file(s) to upload   Manually inserting records After creating a project, navigate to  [Screening]  from the top menu bar Select  [Enter Record] Select the screening stage to which you want to add your citations into by clicking [Title and Abstract] or  [Full Text] From the drop-down menu, select the publication type that you wish to create Enter the relevant information into the text fields Click  [Save]  and then [Proceed] to save the record Importing and Managing Records Importing Records From EndNote Importing Records From Ovid Databases JBI SUMARI accepts the following file formats for import: ·       RIS (.ris) files ·       NBIB (.nbib) files ·       XML (.xml) files from citation management software The maximum file size per individual file is 50 MB, and the maximum number of files per import is 10. Please ensure that the files you are importing do not exceed these limits.   RIS files exported from Scopus may contain non-standard reference type values, such as: label.ris.referenceType.BOOK_CHAPTER. and label.ris.referenceType.SHORT_SURVEY These values are not standard RIS reference types. When they are present, JBI SUMARI is unable to import the RIS file. If you encounter this issue, you can try one of the following workarounds: Open the RIS file in a text editor and replace the non-standard reference type values with appropriate standard RIS reference types, such as CHAP and JOUR. Convert the RIS file through citation management software, such as EndNote, Mendeley and Zotero. After applying one of these workarounds, try importing the file into JBI SUMARI again. When you import citation files into JBI SUMARI, the system will automatically remove duplicates with a DOI that is identical to another record’s – these are treated as exact duplicates. If the DOI of a study is not included in its citation file, but its title, authors, and year of publication are matched to another record, SUMARI may recognise records as exact or possible duplicate, depending on the similarity. Possible duplicate records are displayed as a Primary Reference with associated Possible Duplicates. The Primary Reference has a higher (or in some cases the same) completeness score compared to the Possible Duplicates. More detailed information, along with a similarity score, about completeness can be seen by clicking on the grey completeness button. You can see the breakdown of this score when you click the percentage.   To remove possible duplicates: Click [Screening] and then click [Possible Duplicated Records] For each primary reference, click [Possible Duplicates] Review the information about the possible duplicate records and select which record(s) to be removed Click [Remove Selected from Screening] During title and abstract screening you can remove possible duplicates missed by the system. In such cases, you need to manually flag them as duplicates during screening. To manually flag possible duplicates: Click [Screening] and then click on [Title and Abstract] Primary references for duplicates will have a greyed-out mark as Duplicate button. The secondary possible duplicate records will have a dark blue mark as Duplicate button. Locate the duplicate record to be removed Click [Mark as Duplicate] on the corresponding record. The record will be moved to the Removed Duplicated Records box on the screening menu.   To restore manually removed duplicates: Click [Screening] and then click [Removed Duplicated Records] Click [Manually Marked] Locate the record to be restored Click [Mark Not Duplicate] on the corresponding record   To restore system-detected duplicates: Click [Screening] and then click [Removed Duplicated Records] Click [System Detected] Click [Exact Duplicates] Select records to be restored Click [Mark Selected as Not Duplicate] It is recommended that users complete importing records and finalise deduplication prior to proceeding with the screening process. Managing Duplicate Records Screening The number of times each record needs to be screened can be set at  either 1 or 2 in JBI SUMARI and these can be different for title and abstract and full text screening phases. By default, newly created projects will be set at 2 for both phases. This can be changed under the project overview tab. Select  [Overview]  from the top menu bar Select  [Screening]   Enter the desired amount in the 'Number of times each record needs to be screened' text box for title and abstract Repeat for full text If the number of times each record needs to be screened is set at 2, conflicts between screeners will need to be resolved following both title and abstract and full text screening Only project owners and privileged authors can set/edit the required number of times each record needs to be screened however all users are able to access the screening page to view the rules set for the project. All active screening participants are listed under Screening Participants.  Screening rules can be set up prior to screening and can be changed during the screening process. When changes are made, warning messages are provided to inform the user on what impact this will have on their screening progress however no data is lost. If the project owner/privileged author increases or decreases the number of times a record needs to be screened all screening data to date will not be ‘deleted’ i.e. any existing decision remains and retains its status. Any notes that were added will not be lost. This is also the same for the critical appraisal and data extraction phases – if users have commenced or completed appraisal and/or extraction and the number of required screens is changed, none of the data will be lost. Studies will still appear in the respective section (appraisal and/or extraction) however they will be greyed out. Once the required number of screens have been completed and the decision is to include, data will become accessible again. The data will only be lost if the study is excluded from the project. Setting up the Rules for Record Screening Project owners and privileged authors are also able to set who is able to manage any conflicts for both screening phases. This can be different for each phase. All participants who have accepted the project invitation are able to manage conflicts. By default, the project owner is set as the person to manage conflicts. This can be changed under the project overview tab. Select  [Overview]  from the top menu bar Select  [Screening]   Click in the text box ‘Conflicts will be managed by’ for title and abstract and select the check box/es corresponding to the desired participant/s. If you make a mistake, you can deselect the checkbox or click on the cross after the participant’s name Repeat for full text  All changes will be saved automatically This can be set up prior to screening and can be changed during the screening process. Only project owners and privileged authors can set/edit conflict rules however all users are able to access the screening page to view the rules set for the project. Setting up the Rules for Record Screening Every time a record is excluded at full text, a reason for exclusion is required. JBI SUMARI pre-populates a default list of exclusion reasons that are relevant to the review type selected when the project owner creates a project however project owners and privileged authors can add new reasons or edit existing reasons. Select  [Overview]  from the top menu bar Select  [Screening]   Scroll down to Reasons for Study Exclusion Type in a reason in the [Add a new reason here] text box and select [Add] . The new reason will appear at the end of the list To delete or edit any of the reasons, select the corresponding delete/cross button. To edit, select the corresponding edit button and then select [Done] To assist with the inclusion and exclusion of records during the screening process, participants can create a list of keywords or terms that will be highlighted when found in titles and abstracts. All participants are permitted to create and view highlightable keywords. There is no limit to the number of keywords that can be added; however, only single words can be added, one at a time. To create keywords: Click on the [Overview]  menu tab, select [Screening] , and scroll down to the Highlighted Keywords section Type in the keyword where the prompt says  ‘Add a new keyword here…’ and select  [Add] . The keyword will appear in the Highlighted Keywords section above To assign a colour to each keyword, select [⌄] on the colour caret to open up the colour menu and click the desired colour. More than one keyword can be the same colour. Participants may highlight terms in one colour (e.g. green) for inclusion and another for exclusion (e.g. red) To edit or delete a keyword, select […]  and select [Edit] or [Delete] To make Highlighted Keywords visible during the screening phase: Select the  [Screening]   tab from the top menu bar and select either the [Title and Abstract]   or [Full Text] box   to view the imported records Turn the ‘Highlight Keywords’ toggle on by clicking on it (it will turn blue when active) and all keywords added to the Highlighted Keywords list will appear shaded in their designated colour This feature can be turned off at any time by clicking on the ‘Highlight Keywords’ toggle (it will turn grey when deactivated) Highlighting Keywords to Help With Screening After all records have been uploaded into JBI SUMARI at the Title and Abstract level and deduplication is finalised, they can be screened. Screening can be performed by all participants regardless of role. Select  [Screening]  from the top menu bar Select  [Title and Abstract] You will see a list of the records that you have imported into JBI SUMARI, including the titles and the abstracts of the citations to be screened. The number of times each record needs to be screened will be either 1 or 2 depending on how it has been set up by the Project Owner Records can be either included or excluded at this stage by clicking the  [+ Include]  or  [- Exclude]  button. All decisions a participant has made will be listed under  [My Decisions] . All records that still require screening will be listed under  [Awaiting Screening] If you make a mistake and want to change your decision, select  [My Decisions]  and select  [Revert My Decision]   for that record. The record will then be moved back to the  [Awaiting Screening]   section for a new decision to be made If a conflict arises, the record will be moved to the  [Conflicted]  tab. Refer to the section ’Resolving screening conflicts’ for a guide to resolve conflicting screening outcomes. Once conflicts are resolved, they will be moved into the  [Resolved] tab. Additionally, depending on the decision made, the record will move over to the  [Included]  or  [Excluded]  menu tab. If the record is included, it will be available to screen in Full Text screening Project Owners can revert decisions made by other participants during the screening process. To do this, select the  [Included]  or  [Excluded]  menu tab and select  [Revert Team Decision] for the corresponding record. The record will then be moved to the  [Awaiting Screening]   section for a new decision to be made To view the progress of Title and Abstract screening at any time, select  [Screening] in the top menu bar. All decisions made by the participant including those pending will be listed under ‘My Decisions’. All decisions made or needing to be made at the project level will be listed under ‘PROJECT LEVEL PROGRESS'. To view the progress of all participants, click on ‘PARTICIPANTS’ at the bottom of the Title and Abstract box. This will list all decisions made by all active participants on the project. Title and Abstract Screening Records that have been included at the Title and Abstract level can then be screened at the Full Text level. Alternatively, records can be directly imported into JBI SUMARI at the Full Text level. While JBI SUMARI cannot provide the full PDF document of the record itself, if a DOI is provided in the uploaded citation file, a link will be provided to an external website where the full text can be accessed. A DOI can also be added by clicking on the [⋮] icon and selecting [Edit Record] . To begin screening in Full Text, Select  [Screening]  from the top menu bar Select  [Full Text]   You will see a list of the records that you have included at the Title and Abstract screening stage (or those you have imported at full text). The number of times each record needs to be screened will be either 1 or 2 depending on how it has been set up by the Project Owner Records can be either included or excluded at this stage by clicking the  [Include]  or  [Exclude]  buttons At the full text screening level, a reason must be provided when you are excluding a study From the drop-down menu at the bottom of the record (that appears after clicking  [Exclude] ) ,  select a reason why you are excluding that record Pre-set reasons for exclusion are provided to participants depending on the review type chosen Additionally, new reasons for exclusion can be added manually by clicking  [Add new reason] , which will take you to the [Overview] menu tab. From there, scroll down to ‘Reasons for Study Exclusion’ section, enter the text in ‘Add a new reason here...’, and click on the [Add] button Select  [Exclude]  and the record will be moved to the  [Excluded]  tab Records that have been included in Full Text screening will be available in the [Appraisal] menu bar tab All decisions a participant has made will be listed under  [My Decisions] . All records that still require screening will be listed under  [Awaiting Screening] If you make a mistake and want to change your decision, select  [My Decisions]  and select  [Revert My Decision]  for that record .  The record will be moved to the  [Awaiting Screening]  section for a new decision to be made If a conflict arises, the record will be moved to the  [Conflicted]  tab. For details, refer to the section ‘Resolving screening conflicts’ for a guide. Once conflicts are resolved, the record will move to the  [Resolved]   tab as well as the resolver’s  [My Decisions] tab. Depending on the decision made, the record will then be moved to the  [Included]  or  [Excluded]  tab. If a record is included, it will be included in  subsequent review stages.  For projects involving multiple screeners, all screening participants will need to provide a decision (include or exclude) before a final decision on that record can be made Project Owners can revert any decision made by other participants during the screening process. To do this, select the  [Included]  or  [Excluded] tab and select  [Revert Team Decision]  in the corresponding record. A pop-up will appear prompting the Project Owner to confirm their decision. The record will then be moved to the  [Awaiting Screening]   section for a new decision to be made To view the progress of Full Text screening at any time, select  [Screening] in the top menu bar.  All decisions made by the participant and those pending will be listed under ‘My Decisions’. All decisions made or needing to be made at the project level will be listed under ‘PROJECT LEVEL PROGRESS’. To view the progress of all participants, click on ‘PARTICIPANTS’ at the bottom of the Full Text box. This will list all decisions made by all active participants on the project Full Text Screening When screening at either the Title and Abstract or Full Text stage, participants can add notes to an individual record that can be shared with other participants or kept private. All user roles are able to view and add notes to individual and merged records. To add a note, the participant must be in Title and Abstract or Full Text screening sections (under [Screening]  in the top menu bar) At the end of the citation details of the corresponding record that you wish to add a note to, click on ‘Notes (#)’.   Alternatively, you can also click on the [⁝] button and select ‘Edit Notes’. Type in the text you wish to add to that record in the  [Notes]  section. To edit the visibility of the notes, click on the drop-down menu under ‘Visible to’ to allow the note to be seen by ‘Only You’ or ‘All Participants’ of the project. Select  [Save]   to save the note, then select [Done] . The ‘Notes’ button at the end of the citation indicates the number of notes added. If you wish to see the notes, select the 'Notes’ button. The note will appear along with the time and date it was added and the participant who added it. If a note is only visible to you it will state ‘Only you’ A note can be edited at any time. To edit the note, click the [⁝] button and select [Edit Note] . The user can choose to edit the note text, change who can view the note or delete the note. If changes are made make sure to click  [Save] . Participants are able to add notes to individual records that have been merged as well as a note to the merged record. However, if the records are unmerged, the merged file note will be deleted. Adding Notes to Help With Screening A conflict arises when a record has been screened and the screening participants have selected opposing outcomes (for example, one screener selects include, but the second selects exclude). The record will then be considered 'conflicted' and will move to the [Conflicted] tab. This can occur at both the Title and Abstract and Full Text screening levels. All participants can see the records in the  [Conflicted]  tab; however, screening conflicts can only be resolved by the participant who has been assigned by the Project Owner to manage conflicts. To resolve a conflict: Select  [Screening]   from the top menu bar Select either the Title and Abstract or Full Text box Select the  [Conflicted] tab You will see a list of the records that have been conflicted during the screening phase and the decisions made by the original screeners All project participants can view the  [Conflicted]   page, but only the participant who has been allocated to manage conflicts will be able to resolve them. They will select  [Include]  or  [Exclude]  for the conflicted record. They can also provide an optional reason for their decision in the text box. The conflict resolver will then need to confirm their decision by selecting  [Include]   or  [Exclude]  next to the text box.  Once a decision has been made, the record will move out of the  [Conflicted]  tab and into the  [Resolved]  tab. All project participants can view the  [Resolved]   page. The record will also appear in the  [Included]  or  [Excluded]  tab, depending on the decision made. The record will also appear under  [My Decisions]  for the conflict resolver. If you make a mistake and want to change your decision, select  [Resolved]  or  [My Decisions]  and select  [Revert My Decision]  for that record. The record will move back to the  [Conflicted]  tab. Once a conflict has been resolved, the screeners who made the initial decisions causing the conflict cannot revert their decisions. Project Owners are also able to revert ‘Resolved’ decisions by selecting  [Revert Team Decision]  corresponding to a particular record. The reverted record will be moved back to the  ‘Awaiting Screening’ tab and will need to be screened again. The number of conflicted and resolved records can be viewed on the  [Screening]  page at any time under ‘PROJECT LEVEL PROGRESS’. The participant nominated to resolve conflicts will be able to see the number of pending conflicts and the number of conflicts they have resolved under ‘My Decisions’.  The number of conflicts resolved by other participants can be viewed by clicking on the drop-down caret next to ‘Participants’ at the bottom of each Title and Abstract or Full Text box. Full Text Screening All users can export a list of records based on screening level, as well as generate a PRISMA flow diagram. On the  [Screening]  page, select  [Export] , and from the ‘Export Type’ drop-down menu, select the relevant stage (Title and Abstract Screening, Full Text Screening, PRISMA Flow Diagram) If exporting records from one of the screening levels, you have the option to select the desired 'File Format’ (.CSV, DOCX, .RIS, .XML), ‘Screening Status’ (All, Included, Excluded), as well as how the records are sorted and their order under ‘Sorting Settings’. Additionally, a filter can be applied based on citation details under ‘Filter Settings’ and click on the ‘Add Filter’ drop-down menu. The four filters are publication type, author, publication year, and abstract Select  [Export]  and the file will be downloaded. Depending on size, this may take a few minute Exporting the Results of Study Screening During Full Text screening, records can be 'merged' together when multiple citations imported into JBI SUMARI are from the same primary research study.  To merge records together, select  [Screening]   and   [Full Text] For the record that you wish to merge and keep as the primary citation, click on [⁝] button on the right side Select   [Merge Studies] From the pop-up menu, you can select the other record(s) that you wish to merge with the original. All the records that are available for screening at the Full Text level will be available from this list To confirm your selection, click  [Merge] The merged records will appear in the list of records that are available for screening at the Full Text level. Merging Studies JBI SUMARI accepts the following file formats for import: RIS (.ris) files NBIB (.nbib) files XML (.xml) files from citation management software, such as EndNote, Mendeley and Zotero. This means that you are not able to import XML files from electronic databases. However, if you import citation files into EndNote from databases and export them as XML files, you are able to import those XML files into SUMARI. If the file that you have downloaded from a database is not being uploaded to JBI SUMARI correctly, then please consider the following known issues that may affect the upload process: Are you trying to upload the wrong file type? JBI SUMARI will only accept the following file formats for import: RIS (.ris), NBIB (.nbib), and XML (.xml) files from citation management software. You are unable to directly upload XML files exported from electronic databases. Also, you are not able to upload word, excel or PDF documents into SUMARI. Are you trying to upload too many or large files? The maximum file size per individual file is 50 MB, and the maximum number of files per import is 10. Any questions? Please visit the JBI Help Desk for  SUMARI support 2026 © JBI. All Rights Reserved