1. What is the process for supplying sample files?
Sample files should be uploaded to your Load Validation Tool, accessible via the Publisher Dashboard*. This tool allows you to check whether DOI and usage files are correctly formatted and will give you feedback if not. We’d recommend that you upload your DOI sample file to the Load Validation Tool ahead of supplying to your FTP for immediate feedback on any formatting requirements. Once you are ready to start uploading to your FTP, please email email@example.com to enable DOI loading and/or usage loading from your FTP location. Using the Load Validation Tool only checks your file and does not upload to the system.
Full details on the required file formats for DOI, Usage and Cover Image files are provided in the Kudos Data Requirements document - https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0.
*You need to be registered on Kudos and request the Publisher Admin Module to be added to your profile to access your Dashboard and Loading Reports – request access at firstname.lastname@example.org
2. Where can I get my FTP details from?
Following signature of your contract with Kudos, your Project Contact should have received email communications with your FTP details included – to request these, please email email@example.com
3. Is it possible to include non-journal content within Kudos?
Yes! Any content with a DOI that has been registered with CrossRef can be included within Kudos.
4. How do we set up our publisher administration account?
Firstly please register with Kudos at https://www.growkudos.com/sessions/register to set up your details.
Then as a second step, please confirm your registered email address(es) to us at firstname.lastname@example.org and the relevant registration(s) will be granted publisher administration rights, enabling you to access the Publisher Dashboard.
Please note that there are two administration accounts available – Publisher Admin – access to Publisher Dashboard and Loading Reports and Loader Admin – for third parties with access only to Loading Reports. Access to Loader Admin is requested as per Publisher Admin.
5. Does Kudos work with the platform vendors for data supply?
Yes. We currently receive data feeds from suppliers such as Highwire and Ingenta who are familiar with the Kudos data requirements. We are in discussions with Atypon and Silverchair and can also work with your typesetter if that is your preferred route for supplying the DOI file. Please let us know, at email@example.com, if you would like us to discuss the Kudos data requirements in more detail with your vendor
6. We would like our vendor to upload data on our behalf, how do we provide them with administrator access to view loading reports?
Firstly your vendor should register with Kudos at https://www.growkudos.com/sessions/register to set up their details. Then as a second step, please confirm their email address(es) to us at firstname.lastname@example.org and the relevant registration(s) will be granted third party administration rights – Loader Admin, enabling your chosen vendor to access loading reports and use the “Load Validation Tool”. Please confirm FTP details to your vendor.
7. We are unable to supply usage data to Kudos in the first instance. Are we able to get started with just the DOI feed?
Yes, you can begin to use Kudos with just the DOI feed as a first step and supply the usage data at a later date. While the usage data is an optional data feed we’d recommend that this information is provided in the future to ensure your authors have the optimal level of service and can monitor the impact of the actions they take via Kudos on usage of their publications. Being able to see usage is highly valued by authors.
8. Who sends the initial invitations to authors – Kudos or the publisher?
The choice is yours! In order for Kudos to send the initial invitations on your behalf the author name and author email address fields must be included within the DOI file supplied. Invitations include your publisher branding (we are unable to support multiple journal level branded emails at this point), we will agree the template text with you and share a test message with you for approval ahead of starting the invitation campaign. Should you wish to send out the invitations yourself we’d just ask that you share the text with Kudos in advance to allow us to review the instructions relating to the registration and claiming process. In order to streamline the claiming process we also recommend that author name and email address details are supplied within your DOI feed, even if Kudos is not handling the invitations. This allows Kudos to tie the DOI to the author and “auto-claim” the relevant publications for that author’s account, speeding up the claiming process and avoiding the need for authors to search for their publications.
To review the initial email invitation and the two follow up emails that are sent to unregistered users, please review at: https://www.dropbox.com/sh/0kw534ry0ojed76/AACDG583CtCHlFBBWXezJ6qua?dl=0
Send any text changes you’d like to make and logo to appear within the top banner of the email to email@example.com. Please note that the logo should be supplied in the following format:
- As a PNG or JPEG file.
- The image should not exceed 580px width, and the height should be anything between 50px and 100px.
DOI & Usage Data Loading
1. How often should we supply data to Kudos?
The DOI and/or usage data feed can be provided on a daily basis, but may also be deposited on a weekly or monthly basis. The frequency of supply is up to you. The Kudos system will check for newly deposited files on a daily basis. Each file may contain any number of DOIs or volume of usage. The only requirement for DOIs is that they have been registered with CrossRef and that the publication can be accessed by following the DOI link.
2. Why do you recommend that DOI data is supplied 48 hours after CrossRef deposit?
There can be a short time lag between an article/book going live online and the DOI being deposited and fully registered with CrossRef. As a result we recommend that DOI feeds for newly published content are supplied 48 hours following deposit to CrossRef. Any DOIs that are supplied to Kudos ahead of being registered with CrossRef will result in an error, the data will fail to load and will need to be resubmitted for processing.
N.B. In order to make this process easier, Kudos will support the reprocessing of DOIs in this category in 2015, which will allow publishers to supply DOIs to Kudos at the point of publication.
3. Does Kudos require a complete “dump” of DOI data each time a file is supplied or is it ok to provide incremental updates?
Both options are supported by Kudos. If a DOI is supplied to Kudos multiple times the data will simply overwrite the previous data and this can help with errors of unregistered DOIs that have resulted from a time lag with CrossRef. However, any data added by the author via Kudos will remain unchanged.
4. We have submitted DOIs for selected publications to Kudos but have supplied a complete dump of usage data which includes publications which are not included within Kudos. Will this cause any issues?
In this scenario error messages will appear within your loading reports for the usage file. This is due to the DOIs being “unknown” to the system. However, this will not cause any issues for authors or users of the live service. We are currently working on a new development to minimize errors in this category – this will mean that any usage data supplied will trigger a call to the CrossRef API to get the “missing” DOI data. This development will be available in 2015.
5. How often does the Kudos loader run?
The Kudos loader runs daily.
6. We’d like to supply an initial file of backfile data. As this is a large file should the data be provided to Kudos in batches?
No, this can be provided as a large file though please be aware that if there are a number of errors reported in the load, there will be a large error message report that will need to be addressed.
7. Will it cause any issues if data is uploaded twice for the same article/publication?
No, if data is uploaded twice for the same publication the publisher data will simply be overwritten. Any data added by the author via Kudos will not be affected.
8. Does Kudos accept data in XML format?
No. At this stage DOI and Usage data must be supplied in CSV format as outlined in the Kudos Data Requirements document - https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0
9. Can Kudos harvest data from our preferred location?
No. At this stage data must be uploaded to the Kudos FTP site.
10. We are struggling to provide data with the correct encoding. What is the best way of creating a UTF-8 compliant file?
Kudos requires data to be provided in a UTF-8 compliant file to ensure that special characters display correctly. Depending on the software used to create your files it can be difficult to check whether the file has been saved with UTF-8 encoding. As a result we’ve created the Load Validation Tool which allows you to check whether your files are UTF-8 encoded, the Tool can be accessed via your Publisher Dashboard – you need Publisher Admin rights to see this.
If you are experiencing issues creating UTF-8 compliant files we’d recommend undertaking the following steps:
- Open Notepad (a free, basic text editor).
- Locate the CSV file that you would like to convert to UTF-8. Select it and click "Open." This loads your CSV data onto Notepad.
- Open the "File" menu again, and click on "Save As." Enter your preferred file name. Be sure to include the ".csv" file extension.
- Click the drop-down menu beside "Save as File Type," and choose "All Files."
- Go to "Encoding" and select "UTF-8" from the drop-down menu. Click "Save."
Alternatively, if you are using Microsoft Excel we’d recommend undertaking the following steps:
- Launch Microsoft Excel. Select your CSV file and click "Open."
- Click the Microsoft Office button, and then click "Save As." Enter your preferred file name.
- Click the drop-down menu beside "Save as File Type," and then choose "CSV (Comma delimited)."
- Click the "Tools" button at the bottom of the window, and then choose "Web Options."
- Go to the "Encoding" tab. Under "Save this document as," click the drop-down menu and choose "Unicode (UTF-8)." Click "OK" and then click "Save."
If you require further assistance, please email firstname.lastname@example.org
11. Is it possible to include ORCID and/or other publisher specific author IDs within the data feed?
Yes. ORCID and/or publisher specific author IDs can be included within the data feed to Kudos as optional fields. These IDs can then be used as an alternative method of matching authors to their publications. This has the significant benefit of streamlining the registration and claiming process for authors. Review the Data Requirements document for guidance here - https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0
12. We have included the author email address but not the author names within the DOI feed. Why has the file been rejected by the Kudos loader?
Author name and author email address are optional fields. However, if the email address is supplied the author name MUST also be provided and vice versa. If the author name is unknown or cannot be included please insert “Contributor” (without the quotes) into the relevant row within the DOI file. If the author name field is left blank the author contact data will fail to load and error messages will be generated – the related DOI will be loaded unless this has also generated an error.
13. How do we (and our vendors) monitor content loading?
The Publisher Dashboard provides access to detailed loading reports for DOI and Usage Data plus Cover Images. Either you or your vendor (if appropriate access rights have been activated) will be able to access the relevant dashboard to monitor content loading. Please login to www.growkudos.com, go to the Publisher Dashboard (accessible via My Tools in the top right corner, Admin Dashboard) and click View loading reports to access the details. Error reports can be copied and pasted into Excel for further analysis.
14. We create additional metadata (such as short titles and lay summaries) as part of our workflow. Can this additional data be supplied to Kudos?
Not at this stage, however, we’d be interested in including this data within Kudos in the future, therefore please let us know what data you have and the format it is held in and we’d be happy to review the details – email email@example.com.
15. Is it ok for data feeds to be provided by multiple sources? For example, the DOI feed from our typesetter and the usage feed from our platform vendor?
Yes. Many of our publisher partners take this approach.
1. What branding is available for publishers?
Branding in the form of your logo on our Publishers page on the Kudos website in addition to a cover image, the publisher name (with a link back to the publisher site) and the DOI (linking back to the publication) is available on the Kudos publication page. In addition we include a prominent “read publication” button encouraging readers to click through via the DOI link, thereby increasing traffic to your site.
2. Where do the cover images appear?
Cover images appear on the publication homepage on Kudos alongside metadata that Kudos pulls from CrossRef, and the author-entered information (lay summary, impact statement, short title and resource list). The cover image will also be used if the publication is listed in the Spotlighted publications section on the Kudos homepage and on the author page that lists all publications in Kudos that the author has published.
If cover images are not available or if you would prefer to display a generic image across all of your publications this can be supported. Full details are outlined in the Kudos Data Requirements document - https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0
3. Can we supply cover images for all of our publications, even if only a subset of DOIs are supplied to Kudos initially?
Yes, once supplied, cover image ZIP files will remain on the Kudos FTP site and will not be archived like CSV files – this means that cover images can be supplied for DOIs not yet loaded to Kudos – once related DOIs are loaded, the system will load the cover image but until this time will report errors which can safely be ignored.
4. We are seeing a large number of “Cover "..." doesn't match a known journal or article. ISSN/ISBN “…” error messages. What should we do?
This error appears when a cover image file name doesn't match a journal or book in the Kudos system. Either because we have no publications loaded for that specific journal or book (which triggers creation of the record) or the journal or book hasn't been loaded yet. It may be as a result of a conflict between the E-ISSN and P-ISSN (where the E-ISSN has been included within the metadata supplied to CrossRef but the P-ISSN has been used in the cover image file name supplied to Kudos), or perhaps historical inconsistencies between the use of the E- and P-ISSN. In these cases we’d recommend supplying two cover versions – one with the E- and the other with the P-ISSN. We would also recommend that a generic image is supplied, which will display in the event that we cannot display the cover image (full details on the file naming convention are outlined in the Kudos Data Requirements document - https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0).
5. How do we handle title name changes with cover loading?
If a journal has changed its title and/or ISSN over time it is recommended that one cover image is supplied per ISSN along with a generic cover image to display if a match cannot be made with the cover image file.
6. Could you supply us with a Kudos banner image for display on our site?
Yes! We have created a number of banner images which can be used for the purpose of linking to Kudos. Full details and terms and conditions are available for download here: https://www.growkudos.com/about/banners
In addition if you would like to use a Kudos logo for the purpose of linking to us logos and terms and conditions are available for download here: https://www.growkudos.com/about/logo-use
1. How often will Kudos communicate with our authors?
Email invitations are sent out on Tuesday, Wednesday and Thursday to unregistered users. Unregistered users will receive a maximum of three email invitations with a two-week space between each. Once registered, authors receive emails helping them to use Kudos, updates and a monthly summary email of their activity.
2. What information does Kudos provide on the campaigns undertaken on the publisher’s behalf?
This is currently been developed but if you are looking for a specific report, please email firstname.lastname@example.org for more information.
3. Will Kudos supply any bounces or send failures to us so we can look into getting updated author data for these contacts?
Yes, this is something that Kudos is looking into supporting, please email email@example.com for more information.
4. Will there be an opportunity for publishers to follow up with unregistered authors if they wish?
If Kudos is handling the author invitations on your behalf, we will send three email invitations to any authors who have not registered as standard. If you would like to send an additional follow up message after the final follow up has been sent, please request at firstname.lastname@example.org to arrange for the relevant author details to be provided for your mailing. Due to Data Protection, we will provide you with the email addresses of those registered or unregistered so you can manage your own internal mailings against your lists.
5. Are the author invitation emails publisher branded?
Yes, you can include publisher branding within the top “banner” of the email templates. This is typically the organization’s logo or a customized email header, supplied in JPEG or PNG format (exact dimensions and file format requirements are outlined in the Kudos Data Requirements document - https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0). The email invitations themselves can be customized by you - https://www.dropbox.com/sh/0kw534ry0ojed76/AACDG583CtCHlFBBWXezJ6qua?dl=0 and the final look and feel of the template approved ahead of the start of the invitation campaign. Please email email@example.com with your approved email invitations.
Please also make sure you promote Kudos to your authors through your own communications and create a page on your channels that can be linked to from the email invitation to help authors know that this invitation is from a verified partner of yours.
6. How do we update the branding and/or text that appears within the email template for author invitations?
If you’d like to make any changes, please confirm the details to firstname.lastname@example.org. We will then make the necessary changes and send a test message to you for approval.
7. Is it possible to provide multiple email addresses for a single author?
Yes. However, please note that if all email addresses for the author are active they will receive multiple invitation emails from Kudos.
8. We would like to handle our own author communications - what is the custom URL for inclusion within the email invitation?
If the publisher is sending invitations, there are two options:
Option A: the publisher sends a generic email to authors asking them to register. Users will then need to register and claim publications manually. There is no unique code included in the email. Ensure you include a link to a page about the partnership on your online media.
Option B: the publisher sends an email with a unique invite code to each author. This will allow claiming to be streamlined and automated. This option requires the publisher to provide an author email address and name, publisher ID or ORCID in their DOI feed. Publishers can then generate unique invite codes using the email address, publisher ID or ORCID to allow Kudos to link the author with the publication(s). Ensure you include a link to a page about the partnership on your online media.
Format for embedded link if using email address: https://email@example.com where “abc” is the publisher code and firstname.lastname@example.org is the email address. Both parameters would be replaced with the correct publisher code and email. The publisher code is the same as your FTP username – please request this from email@example.com
The system will then check for Invitations that use that email address. This means that the publisher must have supplied that email address in their DOI feed and the feed must be loaded before the email is sent to the author.
Further details are outlined in the Kudos Data Requirements document https://www.dropbox.com/sh/43et93ox53vny9w/AAD8fVQx7qDHn3z2thIEsNm8a?dl=0
1. How can we maximize author uptake of the service?
In order to raise awareness of Kudos, and the benefits for authors, ahead of the initial invitation being sent out it is recommended that publishers include information on Kudos within the “For Authors” section of their own sites or perhaps write a blog post highlighting your participation. Looking for inspiration? Here are a few examples of publisher activities in this area:
Publishers are also highlighting Kudos at the point of acceptance to help raise awareness and encourage usage of the tools at the point of publication.
There is also a useful document by Melinda Kenneway offering some additional guidance Kudos Marketing Masterclass_050814.pdf here - https://www.dropbox.com/sh/l6dawew9wng6mkl/AAAlUs_R0Su1OFoUkEdg8AFSa?dl=0
2. How can we benchmark our performance against other publishers?
It is possible to benchmark your performance against the aggregate via your Publisher Dashboard, which provides statistics covering everything from the number of publications loaded, number of registrations, claims and shares to the number of clicks generated from a Tweet (for example). If there are any additional benchmarks you’d like to see please send your suggestions to firstname.lastname@example.org.
3. Can we incorporate the author-generated metadata within our own site?
Yes! We have created Kudos Widgets, which makes it easy to include the author-generated metadata within your own site. There are two Kudos Widgets available for you to use on web pages, blog pages, publisher platforms and other online channels. The Kudos Publication Widget allows you to embed enhanced publication details including the title, lay summary and impact statement where present, and the Kudos Resources Widget lists resources that have been added to the publication in Kudos. Further details and examples are available at https://www.growkudos.com/about/kudos-widget.
4. How are spotlight authors and publications selected?
Spotlight authors and publications are currently manually generated based on usage metrics and appear on the homepage (www.growkudos.com) however we are looking to automate this. If there is a specific author or publication that you would like to spotlight please let us know at email@example.com.
5. Is it possible to export data from the Publisher Dashboard as a CSV file?
Yes it is possible to export most Activity Reports from the Publisher Dashboard as CSV or Excel files. We are working on providing loading reports as CSVs.
6. Is it possible to track traffic from Kudos to the publisher site via Google Analytics?
No not if the reader clicks on the DOI link or link to the Publisher on the publications page. This is largely because the industry standard DOI is used as the mechanism for passing readers from the Kudos site to the publisher site. In this scenario when a user clicks on the DOI link, a redirect occurs and doi.org appears to strip out any additional tagging (which Kudos may include at the end of the URL for tracking purposes such as source=kudos), meaning that Google Analytics will only see clicks coming through from doi.org rather than Kudos. We are reviewing ways to overcome this and will keep you posted on progress. However in the meantime, it is possible to track usage data on the number of clicks generated from Kudos to your site via your Kudos Publisher Dashboard.
Any further questions? Contact us at firstname.lastname@example.org