AAU Handbook

Research registration: Guide to registration of open access publications in Pure

Regarding peer-reviewed journal articles and conference papers, as well as other publications

Published: 08.11.2018 (Last revised: 27.10.2020)

Print as pdf


A full-text version of the publication must be uploaded in connection with submission of a publication in Pure. Select "Electronic version(s) of this work" to do so.

The Publisher's version of the publication

You are permitted to upload the Final published version of the publication, in connection with Diamond Open Access (free Open Access) and Golden Open Access (paid Open Access), where the publication is Open Access right away.

Start by selecting "Upload an electronic version".

Under the heading "Document version" select "Final published version".

Under the heading "Access to the electronic version", select "Open".

In many cases, a Creative Commons license will be attached. Enter this under the heading "Choose license".


Green Open Access

If the publication is not already available as Open Access, you must look into the possibility of uploading a second version of the full text document. You can use the SHERPA/RoMEO database for this purpose. It is directly integrated in Pure. SHERPA/RoMEO contains guidelines for most journal publishers regarding their policy for self-archiving/parallel publication. Please notice that the guidelines are indicative only, and it is always recommendable to consult the publisher’s homepage for specific individual publishing policies.

Once you are logged in to Pure and ready to report you publication, you can type the name of the journal and see a Guide to Open Access with information on what you are permitted to upload with regard to:

  • Submitted version
  • Accepted version
  • Published version

There is also a direct link to SHERPA/RoMEO and the policy of the journal in question.

Accepted manuscript

The VBN-team recommends uploading the “accepted version” in pdf-format, which is called “accepted manuscript” in Pure. It is the peer-reviewed version before it is laid out in the publisher’s design. It is also called “author’s final version” or “accepted version”. In connection with uploading the accepted manuscript, it is advisable to correct any errors and typos in the manuscript, as well as correcting the title so it corresponds with the title of the publisher’s final version. Likewise, there may be a demand for a specific passage with reference to the Published version.

Once you have entered the journal title, you can read more about what is allowed in terms of uploading the different versions of an article:

Open Access guidance

Click on the arrow next to the version you want to upload.

The subsequent display of information contains all the special conditions for how and when you may make your article accessible to the public:

Open Access guidance

Upload the full text document under the heading: ”Electronic version(s) of this work”.

Select: ”Upload an electronic version”.

Choose type

In most cases, you select ”Accepted manuscript” under the heading ”Document version”.

Upload an electronic version

Under ”Access to electronic version” select ”Open” or ”Embargoed”.

Upload an electronic version

Select ”Embargoed” if you know that the full text document will be fully accessible in the VBN portal after a defined period of embargo (common with Green Open Access).

Upload an electronic version

In some cases – e.g. Elsevier journals – the embargo end date is applied automatically when you select “Accepted version”. Remember to check that the embargo end date is correct. The Guide to Open Access appears when you upload Submitted version, Accepted version or Publisher’s version respectively.

Upload an electronic version

If the researcher is in doubt about the possibilities for Open Access, and requires the VBN-team to look into the matter, he/she must mark “Access to electronic version” as UNKNOWN. In such cases, the full text document is available in Pure (backend) only, and will not be displayed in the VBN portal before the question of Open Access is solved.

“Closed” is selected in instances where the full text document is not intended for public display, accompanied by an explanatory note in History and Comments.

Edit metadata

Research output

You should always link to the publisher’s version with DOI or link, but these must be stated as CLOSED as DOI and link leads to the publisher’s version that is not freely accessible.

Origin, background and history

The VBN Team, October 2020

Purpose and delimitation

These tips are aimed at researchers and reporting officers, who report publications in Pure and must save full-text files in Pure in accordance with Aalborg University's Open Access policy

Contact and responsibility

The VBN-team: vbn@aub.aau.dk

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AAU Handbook

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