Today, I am going to share with you how we collect and add materials to our Notion Academic Portfolio.

In case you missed it, Monica and I shared posts about getting started with Notion Academic portfolios recently on the following topics. 

Ready to Build Your Academic Portfolio?

Are you ready to build your academic portfolio in Notion?

If you’d like a ready-made template solution where you don’t have to create your own academic portfolio from scratch, we designed a template you can purchase which would enable you to get started immediately building your academic portfolio in Notion today.

Learn more about the Academic Portfolio Template:

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Have questions about the academic portfolio template?

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It’s a simple process to collect and materials to add to your Academic Portfolio in Notion.  If you are using our Notion for Academics Academic Portfolio Template, first delete the rows of pre-loaded materials.

Alternatively, you can build your own academic portfolio from scratch. We describe this process more in depth in this post: How to Build an Academic Portfolio Using Notion

But today, I’m sharing about gathering the materials you’ll need in order to add your citations to your Academic Portfolio in Notion. In order to do this, you’ll need to pull resources from different documents and websites such as your curriculum vitae, your ORCID profile (check out this post for more about ORCID profiles), your Google Scholar Citations page (see this post for more about Google Scholar), and conference websites. 

First, let’s discuss collecting citations from your publications.

To collect images that you want to add to the Gallery view we recommend using your favorite snipping tool and snip\the image you want from the online article, conference website, etc. This step, for us, took the most time because we snipped the image we wanted, saved the snip to the desktop, and then finally uploaded the image to the Academic Portfolio in Notion.

Collecting Citations from Your CV

Copying content from your CV to your Academic Portfolio in Notion is likely the easiest way to enter a lot of information quickly. When I update our academic portfolio using this method, I use two screens, which saved me a lot of time. I pull up our portfolio on one window and my CV on the other and then go back and forth copying from my CV to our portfolio. This is much faster than having both windows on the same screen that are then minimized, maximized, over and over again, to add content.  

While I was updating my CV fairly frequently, I decided to make reviewing my CV a consistent habit so there was no need to scramble to add content when opportunities came up or career-specific obligations necessitated using my CV (e.g. applying for an internal promotion or exploring new jobs).

It can be challenging to make sure all of your scholarly activities are included in your academic portfolio and that the citations are accurate – that’s why we recommend copying and pasting from your CV to your portfolio.

Next, let’s discuss where to find your DOI information.

Collecting DOIs from Your ORCID

A DOI is a digital object identifier and it is given to a publication at the point that the publication is published on the web or in print. I use DOI to fill in content in ORCID. So, how it works is I paste the DOI into a field in ORCID and all the information including journal name and co-authors etc automatically fill in on my ORCID page. The DOI links permanently to a publication, so you can get to it from anywhere at any time.

ORCID Profile with DOIs

If you have an ORCID profile (check out this post to learn more about ORCID profiles), you can copy the DOIs from there to your Academic Portfolio. Since Monica and I have ORCID profiles, this is how I find and add DOIs to our academic portfolio.

Next, let’s talk about unexpected materials.

Finding Unexpected Materials in Google Scholar Citations

Collecting materials from Google Scholar Citations (see this post about using Google Scholar) was an interesting experience as it resulted in me reflecting on citations that I might want to include in our academic portfolio that I didn’t already have in it and it pointed out academic activities that I’d forgotten about / missed adding to Notion.

Google Scholar Profile Page

While I make every attempt to add each citation that corresponds to my scholarly activities to my CV (and to my academic portfolio), I found presentations at local venues in Google Scholar (that were automatically captured by Google Scholar) that I did not have in my CV.  This gave me the opportunity to reflect on those experiences and decide if I wanted to add them to my portfolio.

Next, what about all those conferences?

Collecting Conference URLs

Monica and I present at a lot of conferences, which results in events that need to be cited like panels, workshops, and presentations. In order to add these to our academic portfolio, I had to search and track down the URLs to the conferences where we had presented in the past. 

Notion Academic Portfolio Template: Event URLs

Searching for the past events to find either the homepage of the organization or, preferably, the listing of our presentation or schedule of events, took more time than I expected (which was a note to self to see this information during the conference planning process for future events!).

Once I found the conference websites, I also copied the presentation description so I wouldn’t have to look for it again when I added the abstract to the Academic Portfolio in Notion (which I describe below).

Galleries simply look better with images. Next, I’ll describe how we find images for our scholarly activities to add to Notion.

Collecting Images

I’ve found that the best way to capture images to include for each publication and presentation so that images display when displaying our academic portfolio in Notion’s Gallery view is to grab these from the conference or publication website.

Notion Academic Portfolio in Gallery View with Images

I often use the snipping tool in Snagit to take pictures of the home screen of the website or event if there isn’t something event or publication-specific to capture.

Finally, don’t forget to add abstracts!

Adding the Abstract

While I’m collecting images for our portfolio, I also take the time to copy abstracts (when available) and paste them into the “Abstract” field in the Academic Portfolio in Notion.  Overall, this saves me a lot of time because it means I don’t have to visit the same website more than once to gather information I need for our academic portfolio.


As we’ve shared previously, before using Notion for our Academic Portfolio, none of the websites we used previously (ORCID, Google Scholar Citations) had all the features I wanted in an Academic Portfolio solution.

Notion Academic Portfolio Features

That’s what led us to building our Academic Portfolio Template. This template is:

  1. Visually appealing
  2. Easy to create
  3. A place to store files and images
  4. Is a reflective experience

It’s also easy to share with others!

Ready to build your academic portfolio?

Notion Template
Notion Academic Portfolio Template

Check out our Academic Portfolio Template by visiting: