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Auto-populating your research outputs into the ARC RMS system

The Australian Research Council have advised that researchers have to auto-populate their research output metadata into their ARC RMS person profile and applications forms.

[Please Note: Image is at best quality available]

What does this mean for researchers?

Your RMS ‘Person Profile’ will be enhanced to include your research output data. Your research output data can be harvested from ORCID by authenticating your ORCID ID in RMS and adding the ARC as a trusted party. You can also choose to enter the data using DOI or manually, or upload a BibTex file and perform a bulk upload. 

Once the data is entered into your RMS person profile, it can be used to auto-populate proposals without having to manually create and update your documents each time you submit a project proposal.

UniSA researchers applying for grants are encouraged to review (or create) their ORCiD profile now and ensure their research outputs metadata in the 'Works' section is correct. We also encourage you to register your ORCiD @ UniSA asap.  Please email or Ask the Library if you need assistance.

Applicants should refer to the RIS Sharepoint for all information regarding the application process and key dates.

Auto-populating your RMS with ORCiD

To import your research outputs from ORCiD into RMS, follow these steps: (taken from the User guide for maintaining research outputs in your RMS profile, available on the ARC website)

Please note that steps 1-9 will get your outputs into your RMS profile, step 10 onwards will get them into the Application form.

  1. Log into RMS
  2. Under the Person profile section, select Personal details
  3. Under the ORCiD ID section, click on:

Create or Connect your ORCID iD

4. A new window will open, so you can sign in or create an ORCiD account. Once signed in, you will be asked to authorise RMS to Read your limited-access information, click on Authorize.

Trusted Organizations in ORCiD

Once authorized the window can be closed, and your ORCiD account will be linked with your RMS account.

NB: If you have previously linked your ORCiD to RMS, but authorisation has not yet been given  to the ARC to read the limited access information, then you will see the Upgrade ORCID access button and  will need to click here to Authorise.

Upgrade ORCiD Access

5. Within RMS, in the Person Profile, select Research Outputs

6. Click on the Populate from ORCiD button.

Populate from ORCiD

7. Tick the "import all sources ..." option, otherwise only the preferred source record will upload.  The research outputs that have been imported should then display grouped by the output category. Review the citations that have been imported. Click Populate

Note that RMS does not prevent duplicates flowing through. They can be deleted within RMS, and there is an option to Revive the output if you need to add it back in. If the works has multiple citation sources and you have not indicated a preferred source and do not tick the 'all sources' option, RMS will import one random citation for each work

Populating Research Outputs in RMS from ORCiD

Please note that RMS will only retrieve outputs which have a citation or a DOI (or both). Outputs that do not have a citation or a DOI will be counted as a 'fail' and will display in red text on the Manage outputs screen. Work should be done in ORCiD to add or review the citation, using the Harvard style. Invalid entries will not appear on the preview PDF file, or populate into the research application.

8. Check that the output categories are correct. They can be changed within RMS by clicking on the Manage Research Output Additional Details, select the appropriate category then Save

Output types can be changed

9. PDF preview is available to check how the outputs will display in the ARC system. Select the outputs you wise to preview, then Preview citations in PDF. The outputs will display by output type.

Important: Check to see that all the bibliographic information is correct and consistent as per Harvard referencing, eg Smith, J, not John Smith. The DOI will be automatically inserted if known.

10. To then add the research outputs to the application, go to section F19. To import the outputs, click on the Search button, and select the sources from the All Sources tab.

11. To add research outputs tick the Select checkbox or Select All button, then Add selected.

12. To indicate the ten career-best research outputs, number them from 1 to 10. On saving, the ranked outputs will appear first and in order of rank

13.Research outputs relevant to the application can be marked by ticking the Relevant checkbox, this will add an * when this section is displayed in the Application PDF

14. ARC funding details are added to the research outputs in the participant's profile, or can be added by clicking the Additional details button

15. To view the research outputs PDF click on the View generated Research Outputs PDF.

Tips and FAQs

Important information re your research outputs (extracted from Discovery Projects Instructions to applicants for funding commencing in 2021). Please note that the same rules apply for Linkage Project applicants.

Section F18 and F19: Research Opportunity and Performance Evidence (ROPE) (pg 34-35)

  • Research output categories are: authored books; edited books; book chapters; refereed journal articles; fully refereed conference proceedings; and additional research outputs (including non-traditional research outputs). CVs and theses should not be included in this list
  • Include no more than 100 research outputs, and fully reference each research output listed
  • RMS will NOT prevent the entry of duplicate records and it is the responsibility of applicants to manage this. Users will have the flexibility to choose research outputs for listing in their grant applications.
  • Research outputs that are the ten career-best research outputs are indicated by adding a numeric value from 1 up to 10. On saving, the ranked outputs will appear first and in order of rank
  • Research outputs relevant to the application can be indicated by ticking the 'Relevant' checkbox. Note the * only appears in the Research outputs PDF and the Application PDF
  • ARC funding details are added to the research output in the participant's profile or can be added by clicking on the Additional Details button
  • To view the Research Outputs PDF click on the View generated Research Outputs PDF



  • The final application will only include up to 100 citations, so concentrate on ensuring the output type and citation details are correct.
  • Include the DOI where available, and/or a complete citation in your ORCiD, so that it will load successfully into RMS.
  • View the ARC's FAQ website on RMS Auto-population of Research Outputs which is being continually updated.



Q.  Why do my citations have strange characters displaying in the reference?

A. RMS may not correctly render some characters. See the User Guide for more information

Q. Some of my outputs are not importing successfully from ORCiD into RMS, why?

A. Check the visibility settings within ORCiD, the outputs need to be showing as either Everyone (green icon) or Trusted Parties (yellow icon)  for the outputs to be retrieved. visibility settings

Q. The output type is not correct, how can it be fixed?

A. Sometimes if you have imported the metadata from external databases such as Scopus, Web of Science or Crossref a different output type may be assigned, for example a book chapter displays as a book. You can change the output type within RMS by changing the output category, see step 8 in the Auto-populating your RMS with ORCiD column

Q. How do I change the number of authors displayed in the PDF?

A. The number of authors displayed for Research Outputs Listing in the application is set to five.

Researchers can increase the default from five to a maximum of 40 author names. Any number set that is less than five will default to five. See the ARC's FAQs for further information

Q. Where do I show the citation counts for my outputs, and quality of journals I have published in?

A. As the outputs section of the application is now auto-populated, there is no ability to record  individual metrics such as times cited counts, journal impact factor/rank in category information, Altmetrics scores etc.

Use the F18 section to write a summary of your metrics: "it is helpful to include the importance/esteem of specific journals in their field, specific indicators of recognition within their field such as first authorship/citations, or significance of non-traditional research outputs."

Q. Can I add research outputs that have been accepted for publication but not yet published?

A. Yes. Forthcoming or in-press outputs can be manually added into RMS, and include the following:

  • an acceptance date - in the Title field, enter Accepted, and the date (dd/mm/yyyy) before the publication title
  • if the expected date of publication is known, include this in the date field. If not known leave this field blank

Q. When I preview the pdf of my research outputs in my profile, the citations may not display consistently in publication date descending order. There is also some inconsistent display of authors names, etc. Why?

A. When you import your outputs from your profile into the application, the outputs will display correctly by output type in publication date descending order, except for the Top 10.

The citation display will depend on the information that is in your ORCiD, so for example if the author name displays as John Smith, it will display as John Smith in the application, not Smith, J. These sorts of issues should be resolved in your ORCiD, then reimported into RMS.

The Library recommends you use 'University of South Australia' as the preferred source in ORCiD where possible, as the outputs will be cited correctly.

ORCiD for NHMRC grants

Research outputs can now be populated in the NHMRC's Sapphire system using ORCiD, in addition to uploading via EndNote or a RIS file.

  • There is a video and also a short guide to Adding ORCiD to your profile
  • You will need to authorise your ORCiD to your Sapphire profile
  • Please note that if using ORCiD to import research outputs into ORCiD, authors may need to be added manually.