Downloading Web of Science (WoS) records

From any University of Wolverhampton computer (or computer within the webdomain of a Scopus subscriber), visit the resources page, scroll down to the Web of Science and click the link to access it (if you are off campus you may need to enter your University of Wolverhampton username and password and click Log in twice; if you are using this in a different university, you may have another way of accessing the Web of Science).

Click on the chevron to the right of Basic Search and select Advanced Search.

Enter your query in the advanced search text box. As an example, the query below matches all publications mentioning alcohol (topic TS contains alcohol) with a Spanish author (address field AD contains Spain) that were published in 2012 (publication year PY is 2012) and were within the broad subject area of Chemistry (Research Area SU is Chemistry).

TS=alcohol AND AD=Spain AND PY=2012 AND SU=Chemistry

After pressing Search, there should be a table near the bottom of the screen listing the query and showing the number of results (282 in the example below but the same search now has a few more). Click on the number (e.g., 282) to go to the first page of results.

Restricting document types

When calculating field normalised indicators, it is best to analyse only one document type and this is normally the document type of article. To get better results, therefore, the non-articles should be excluded from all document sets. This can be done during the Web of Science searches. To do this, after running an initial WoS query and getting the first results page, click the triangle beside Document Types in the Refine Results bar on the left of the results page, select the ARTICLE document type and then click Refine. After this when saving the results, only articles will be saved.

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Instructions for queries with up to 500 matches

If your query has more than 500 matches then skip this section and go to the middle 500 sample or multiple page downloading instructions instead.

Near the top of the results page should be a button with the caption, Save to EndNote online. Click this and select Save to Other File formats from the drop-down list. Make the choices below (note: Tab-delimited (Win, UTF-8) as the file format; and Author, Title, Source, Abstract as the information to save), and the Records option checked and values entered for the first 1 to the last 282 and click Send. After this, minimise the web browser but do not close it so the page can be revisited.

The file should now save on your computer with a tab-delimited plain text file called savedrecs.txt. This file contains all the metadata needed for searches. Open the folder containing the file and rename it Chemistry Alcohol 2012 Spain.txt.

Now close the dialog box, and click on the Search button to return to the main Advanced Search screen.

Repeat the above for all your other queries. For example, Spanish Biochemistry Molecular Biology alcohol research from 2012 would have the following query, entering 193 as the number of the last record in the dialog box and renaming the results to Biochemistry Molecular Biology Alcohol 2012 Spain.txt.

TS=alcohol AND AD=Spain AND PY=2012 AND SU=Biochemistry Molecular Biology

Instructions for sampling queries with over 500 matches

If a query has more than 500 matches then it cannot be downloaded in one page. As a simple quick step for testing purposes, the middle 500 could be downloaded instead. Downloading the first or the last 500 would give an unbalanced set of articles published either at the start of the year or at the end of the year so it is better to choose the middle set.

To illustrate the process, the query below is the alcohol query previously used, omitting the Spanish address requirement AD=Spain. To do this, first return to the main Advanced search page and enter the query below, which should return about 6,636 matches.

TS=alcohol AND PY=2012 AND SU=Chemistry

Click on the number (e.g., 6,636) in the table near the bottom of the page to go to the results set.

This time we are not going to save all the matches (in any case, WoS only allows 500 to be saved in one go) but only the middle 500 so fill in the textbox as follows, click send, and rename the saved file as Chemistry Alcohol 2012 World.txt.

Similarly, for the world’s Biochemistry Molecular Biology alcohol research from 2012, return to the main Advanced search page and enter the query below, which should return 5,330 matches.
TS=alcohol AND PY=2012 AND SU= Biochemistry Molecular Biology
Click on 3,330 in the table near the bottom of the page to go to the results set.

To again save the middle 500, fill in the textbox as follows, click send, and rename the saved file as Biochemistry Molecular Biology Alcohol 2012 World.txt.

Instructions for downloading multiple pages of results for queries with over 500 matches

Although WoS allows a maximum of 500 publications to be downloaded at one time, it is possible to create larger sets of publications by saving all article matching a search, 500 at a time, and then merging the files. Here are the instructions, illustrated by an example.

Enter the following query (or your own query) in the advanced search text box to match all Chemistry publications (Research Area SU is Chemistry) about Alcohol (topic TS contains alcohol) that was published in 2012 (publication year PY is 2012):

TS=alcohol AND PY=2012 AND SU=Chemistry

After pressing Search, there should be a table near the bottom of the screen listing the query. Click on the query to go to the first page of results. Refine the results to articles only, by opening the Refine bar on the left, checking Article and clicking the Refine button. This should result in about 6262 results.

Near the top of the results page should be a button with the caption, Save to EndNote online. Click this and select Save to Other File formats from the drop-down list. Select Tab-delimited (Win, UTF-8) as the file format, and Author, Title, Source, Abstract as the information to save. To save the first 500 results, enter 1 as the first) and click Send.

Repeat the above except for records 501 to 1000.

This should give many files (13 in the above example) that, in combination, contain all the results for this search. Their filenames will be savedrecs.txt, savedrecs(1).txt,…savedrecs(12).txt.

To merge these files, create a new folder on your computer called temp (right click in the file list are of Windows Explorer, and select New and then Folder) and move the thirteen files into this folder. Start Webometric Analyst, close the Start-up Wizard, then from the Text menu, select the Merge files submenu and then Merge any number of text files (simple consecutive merge, no checking).

Answer No to the question Select individual files (rather than entire folder), select the temp folder just created with the savedrecs.txt files, enter Chemistry Alcohol 2012 complete World.txt as the filename to save and answer Yes to the question, “Skip the first line of all files after the first one?” so that only the first header line will be copied. Now copy this new merged file to where it is needed.
This is a slow process but ensures that you have the largest possible set of articles. It is useful to do this even if you only need a sample of 500 articles for each set because you can take a higher quality random sample if you start with a complete set of articles matching a query.

If the articles are saved with Scopus, then it is possible to complete an equivalent process with the Scopus results by (a) setting the number of results per page to 200, (b) selecting the first 10 pages; (c) saving the results (d) unselecting all selected results (e) selecting the next 20 pages, (f) saving the results, and (g) repeat from (d) until all results are saved. After this, move all the saved files into a temporary folder and use the Webometric Analyst, Text menu, Merge files submenu, Merge any number of text files (simple consecutive merge, no checking) option as above to merge the files.

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