How are you currently tracking and sharing your scholarly activities?

To be clear, when I say scholarly activities, I mean activities like presentations, publications, and other publically visible examples of contributions to academia in your field / areas of interest. 

I used to only track my scholarship in my curriculum vitae (CV) in a Word document. This was fine for me personally but it made it difficult to share it in any other way than as an attachment to an email. I couldn’t share it to the web unless I had a website set up and while there are alternatives to personal website hosting (Slideshare, for example), those didn’t have the professional and polished look that I was going for, so it made it difficult for me to find a solution that worked well.   

But then I discovered Notion and I created an academic portfolio that is simple to update, maintain, and host online (for free!). In this post, I’m going to explain how you can create an academic portfolio using Notion too. Below is an image of what our digital academic portfolio looks like in a gallery view.  By the end of this post, you’ll be able to create your own digital academic portfolio in Notion.


TLDR: The Advantages of using Notion for Your Academic Portfolio

In this post, you’ll learn about the Advantages of Using Notion for Your Academic Portfolio, including:

  1. Your academic portfolio will be easier to build and maintain with no special coding skills to learn
  2. You’ll be able to share your Notion academic portfolio  easily without having to worry about complicated permissions
  3. You can easily create multiple views (gallery, table, kanban boards) for your Notion Academic Portfolio with different properties visible or hidden depending on your audience.
  4. You can track the promotion of your scholarly activities

By using Notion, your digital academic portfolio will be:

  1. more visible
  2. shareable
  3. simple to create

Creating your digital academic portfolio in a table view

To get started with your digital academic portfolio in Notion, keep the default “Name” field as it originally appears in Notion (see above). This is where you will add the title of your presentation or publication (think of it like a “Name” field since it is).

Note: Unlike with other Notion fields, you can’t change the property type of the “Name” field; it must stay as a “Text” property type.

Location Field

Next, add a new field to the table and call it “Location.”

For this field, you will want to use the “Multi-select” property type. A benefit of using this field type is that over time, as we attended more conferences, we’ve begun to see locations we frequently visit and this field type enables us to sort and filter by location. If you are entering a publication, you’ll leave this field blank.

APA Citation Field

Next, add a field called “APA Citation” and leave the property as a “Text” property type (See below). In our digital academic portfolio, once we copied our APA citations from our CV and pasted each citation into the “APA Citation” field, entering data into the digital academic portfolio became much more streamlined. We saved a lot of time by not having to toggle back-and-forth between the digital academic portfolio in Notion and the CV in the Word document. 

Author Field

After you create the “APA citation field, add the “Author” field and change the property type to the “Multi-select” property type (see below).  The “Multi-select” property allowed us, in our digital academic portfolio, to select each one of our co-authors or co-presenters, depending on the scholarly activity you include, in one field.  As we added different views to our digital academic portfolio,  we used the “Author” field to filter and sort (see below).

Pro Tip: Color-coding Author fields

In addition, each author or presenter’s name can be color-coded.  In my workflow, for our digital academic portfolio, I chose to color code names as I entered them into the “Author” field.  To color-code a co-presenter’s name, you over the name, click on the hamburger menu to the right and then select the color you want from the palette of colors that appears in the list (see below).

Date Field

Next, add the “Date” field and change the property type to the “Date” property type from the default “Text” property type. Like the “Author” field, we used the “Date” field in our digital academic portfolio to sort and filter in each view we selected.

URL to Conference

After the “Date field”, add the “URL to Conference” field and make the property type a “URL” property type (see below). For our digital academic portfolio, we have found this field to streamline many of our processes. We used to search in Google for our conferences when applying for committee work or need to find the links to promote our academic portfolio, we, now, just go to our digital academic portfolio. The “URL to Conference” field is used to keep track of your academic presentations.

DOI Field

After you create the “URL to Conference” field, add the “DOI” field and modify the property type to “URL” property type (see image below). The “DOI” field is the alternative to the “URL to Conference” field.  For our digital academic portfolio, the “DOI” field is used to track our publications.  Previously, we downloaded our publications and shared them with each other in a SharePoint folder.

Blogged Post

After you create the “DOI” field, add the “Blogged” field and modify the property type to the “Checkbox” property type. Several years ago, we learned about how to promote our scholarly activity through author services (ORCID, Google Scholar Author Services, ImpactStory) including author profiles and how to promote your scholarly work through social media channels.  For our digital academic portfolio, we tracked our scholarship messages in Notion for so we could promote our scholarly activities via LinkedIn, Twitter, and Instagram.

Social Media Field

To track the promotion of your scholarly activities,  add the “Social Media” field and modify the property field to “Files & Media” property type. To promote our scholarly activities, Monica creates images in Canva.  She uploads those images into the “Social Media” field. To upload an image you click “+ Add a file or image,” then select “Choose a file,” and finally you select the image or file you want (see image below).

Type Field

After the “Blogged” field, add the “Type” field with a “Multi-select” property type. In the “Type” field you add the type of scholarly activities you have done. For example, we included the following types: “Presentation,” “Peer-reviewed article,” “Editorial,” “Poster session,” etc. See below.

Name Field

Next, add the “Name” field with a “Text” property type.  In the “Name” field, you add the journal name, conference name, etc. See below. While we could have created separate fields for conference names, publication names, service, we wanted to keep all of it together in one so we could sort and filter the “Name” field easier.

APA Citation Field

Finally, once you create all the fields and select the appropriate property type for each field, I copied the APA citations from my existing CV in a Word document and then pasted it into the “APA citation” field. I did this all at once.  This step, adding the APA citation for each scholarly activity streamlined how I added scholarly activities into other fields in our digital academic portfolio in Notion.

Creating Gallery Views

Now that you’ve created the fields in your digital academic portfolio, it’s time to create views (see below) to represent each type of scholarly activity (presentations, lectures, publications, editorials, classes taught, service) visually online.  

In our digital academic portfolio, we next made a “Gallery” view of our digital academic portfolio in Notion. We made a gallery view of our digital academic portfolio to replace our ORCID profile. See an example of an ORCID profile below. We found our digital academic portfolio to be visually more appealing than an ORCID profile, plus our portfolio has more fields and can be sorted and filtered.

To create a gallery view in Notion, go to the left side of your table view and select “+ Add a view” (see below).

Below is what our digital academic portfolio in Notion looks like in a “Gallery” view when it is completed. 

Adding an Image to Card in Gallery View

Next, you can make the digital academic portfolio in Notion visually appealing by adding an image to the card in the “Gallery” view.  To add an image to a card in the gallery view, click the “+” in the card, then copy the URL link from the “URL to Conference” field or the “DOI” field, then click on the URL to open it. Once the URL displays in your browser, snip the image that you want displayed in the card with the “Snipping Tool” then copy and paste the image you snipped from your browser in the section below the comments section in the card (see below).

To modify the size of the card that displays your scholarly activities, click “Properties.” Then select “Card size” to “Small,” “Medium,” or “Large.” The size of the card  you chose depends on your screen size and where you are displaying it.  When shared on LinkedIn, I modified the card size to “Large” so that the digital academic portfolio displays with two columns on a mobile device when accessed from LinkedIn.  See below.

Also, in “Properties, below the  “Card size,” you can fit the image size to the card by clicking the toggle button next to the “Fit image” property type.  See below.

Below “Fit image” is a list of all the metadata or fields you can display on the cards when in the Gallery view. To select which metadata field you want displayed click on the toggle button to the right or to the left.  When the toggle button is on the right, the metadata field you chose to select displays on the card below the image. When the toggle button is on the left the metadata fields do not display the on the card below the image.  For our digital academic portfolio, we chose to display the following metadata fields on the card in our gallery view: “ Title,” “Authors,” “DOI”, “Date” and “Type.” See below.

Sharing and Publishing Your Notion

To share and publish your digital academic portfolio on the web you click “Share.” “To Share to the web: Anyone with the link can view” leave the toggle button “on”.  Click “Copy link” and then paste it in the appropriate place on the web.   For example, I added the link to our digital academic portfolio on LinkedIn’s featured box, so anyone can see our Gallery view  of our digital academic portfolio 

You can also share your digital academic portfolio that you created in Notion with certain people. To invite people to collaborate privately click “Add people.”

Summary

By following the steps above you can create and share your scholarly activities in your own digital academic portfolio within Notion in the table view, board view, and gallery view.  In addition, you can share and publish your digital academic portfolio on the web.

After reading this post, you will be able to:

  1. Create fields with a variety of property types
  2. Upload images to make your digital academic portfolio visually impactful
  3. Share and publish your portfolio on the web
  4. Create multiple views for different audiences
  5. Track how you promote your scholarly activity via social media

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