How do I set up, manage, import and share my Email Alerts?

You can set up your email alerts from your Search Results or Saved Searches page.

Follow these steps to set up an alert:

1. Perform a search and click ‘Set email alert’ at the top of your Search Results list.

OR

• Click ‘My tools’ in the top bar and select ‘Saved Searches’
• Tick the box in front of the saved search you would like to set an alert on
• Click ‘Set Email Alert’

The email alerts popup window will appear. 

2. Fill out the following fields:

To review your alerts, click ‘Email Alerts’ in the ‘Tools’ dropdown menu. On the left side of the page you'll see an overview of different details and options you can apply to either a selection (or all) of your alerts or one specific alert.

You will see the following details about your alert(s):

• Last results: The number of results your query had when the alert was last sent out. Clicking this number takes you to the Search Results page.
• Sent on: The date your last alert was sent to you by email.
• Status: A green dot means your alert is active, a white dot means that your alert is inactive.

On the right side of the page further details on the alert you select (e.g. frequency, email format, comments) will be displayed.

You can make the following changes to your alert(s):

• Delete: Deletes your alert(s) entirely.
• Import: Import one or a list with alerts. Learn more
• Export alerts: Export your alert(s) in CSV-format

When hovering over a specific alert, you have the following options:

• Edit: Will open the ‘Edit email alert’ window and allow you to edit all options you gave in when creating the alert
• Copy to advanced search: Will copy your query to the Advanced Search page where you can edit and rerun your search
• Rerun: Will rerun your query and bring you to the Search Results page
• Send now: A Send Now alert containing results since the alert was last run until now will be sent to all email addresses specified in the settings for this alert
• Export history: The alert number, name, start date, frequency, query, email addresses, event type, date/time of event and records included will be exported
• Turn off: Turn your alert off if you would temporarily like to suspend your alert

You can rerun your alerts at any time.

Follow these steps to rerun a specific alert:

1. On any Embase page, click 'Tools' in the top menu and select 'Email Alerts'.
2. Hover over the Alert you would like to rerun and click 'Rerun'. The query wil run in Embase and you will be taken to the Search Results screen.

   • To run your query for a specific date (for instance if you haven't received the alert in your inbox for that day), click the blue number under 'Last Results' to take you to the results that were last sent to you by email. To change the date, go to the Results page and click 'Date' under the Search field. Here you will be able to select a date range in which the article was added.
3. To send the results to your emaill, click 'Send now' instead of 'Rerun'.

   • A Send Now alert containing results since the alert was last run until now will be sent to all email addresses specified in the settings for this alert.

External email alerts can be imported in .cvs-format. We recommend using Excel or a similar program for creating the file.

Follow these steps to import an email alert:

1. Open an Excel spreadsheet document with only one worksheet or use our template (downloads .csv-file).

   • Delete any additional worksheets that appear by default.
2. Define ten columns as defined in our Column definitions

   • Column headers are not allowed. Column definitions are for guidance only.
   • In the first column of the .csv file, only use lower case (e.g. cit, citabs). This column is case-sensitive.
3. If the first search term is a phrase delineated by quotes, ensure that the first quote is visible in the Excel cell.

   • Alternatively, use hyphens to delineate the first phrase, as in this example, taking care to remove any hidden initial quotes. e.g. ‘heart attack’:ti => heart-attack:ti
4. We recommend the use of a text editor, such as notepad to construct the .csv file. This will help to ensure no errors are introduced.
5. Within each row, enter the data for a single search.

   • You may use any combination of upper and lower case letters, except in the first column, where you must use lower case.
6. Save the Excel spreadsheet in .csv format.
7. In Embase, click 'My Tools' in the top bar and select 'Email Alerts'. 
8. Click 'Import'.
9. In the popup, click 'Choose file' to browse for your prepared .cvs-file. Select the file and click 'Import Alerts'.