How EasySLR Retrieves PDFs

How EasySLR Retrieves PDFs

EasySLR includes an automated PDF retrieval capability designed to reduce the manual effort involved in collecting full-text articles during systematic reviews and evidence synthesis workflows. When enabled, EasySLR automatically attempts to identify and retrieve accessible PDFs linked to imported citations, helping teams move more quickly into Full-Text screening and data extraction stages.

What is Automatic PDF Retrieval?
Automatic PDF Retrieval is a project-level setting that allows EasySLR to automatically search for and fetch available PDFs for articles imported into a project. Instead of manually searching, downloading, and uploading PDFs one by one, the platform attempts to retrieve accessible full-text files in the background.
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This is especially useful for:
  • Large-scale systematic reviews
  • Reviews involving thousands of citations
  • Teams working under tight timelines
  • Collaborative evidence synthesis workflows
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How PDF Retrieval Works in EasySLR
Once Auto Fetch PDF is enabled:
  1. Citations move to the full-text stage
  2. EasySLR begins searching for accessible PDF sources
  3. Matching PDFs are automatically retrieved where available
  4. Retrieved PDFs become accessible within the Full-Text screening workflow
The retrieval process runs automatically in the background and helps reduce operational overhead during evidence collection.
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What Type of PDFs Can Be Retrieved?
EasySLR can retrieve PDFs that are accessible through publicly available 
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Examples include:
  • Open-access journal articles
  • Publicly available publications
  • Articles accessible through supported retrieval mechanisms
  • PDFs linked through DOI or citation metadata
  • Freely available publisher-hosted PDFs
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The success of retrieval depends on:
  • Availability of the article online
  • Publisher access permissions
  • Citation metadata quality
  • DOI availability
  • Organizational access rights
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What Type of PDFs May Not Be Retrieved?
There are situations where EasySLR may not be able to automatically retrieve PDFs.
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Examples include:
  • Restricted or Paywalled Content
  • Some journals or publishers restrict automated access to PDFs.
If the article requires:
  • Subscription-based access
  • Organization-specific authentication
  • Manual institutional login
  • Publisher-specific permissions
the PDF may not be automatically retrievable.
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Missing or Incomplete Metadata
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Automatic retrieval relies heavily on citation metadata such as:
  • DOI
  • PMID
  • Publisher information
  • Journal identifiers
If metadata is incomplete or incorrect, retrieval success may be limited.
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Unsupported Sources
Certain publisher systems or repositories may not support automated retrieval workflows.
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Non-PDF Content
Articles that are:
  • Available only as HTML pages
  • Stored in unsupported formats
  • Behind dynamic content systems
  • Archived in inaccessible repositories
may not be automatically retrieved.
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Important Notes About Copyright & Access
EasySLR provides the technical infrastructure to support PDF retrieval and evidence synthesis workflows.
However:
  • PDF accessibility depends on publisher permissions and organizational access rights
  • Organizations remain responsible for ensuring appropriate licensing and copyright compliance
Automatic retrieval is based on available access mechanisms and may vary between publishers and institutions.
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How to Enable Auto PDF Retrieval
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Step 1: Open Project Settings
Navigate to your project and open the Project Settings section.
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Step 2: Locate “Auto Fetch PDF”
Under the Workflow configuration, locate the Auto Fetch PDF toggle.
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Step 3:  Enable the Setting
Turn the toggle ON.
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Once enabled:
  • EasySLR will begin attempting PDF retrieval for all articles in the project
  • Retrieval runs automatically in the background
  • Retrieved PDFs are attached to the relevant articles
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Alternative PDF Upload Options
Even when Auto Fetch PDF is disabled, teams can still upload PDFs using:
  • Manual PDF upload
  • Drag-and-drop upload
  • RefID-based bulk PDF matching
  • Supplementary file upload workflows
This provides flexibility for organizations following custom document management processes.
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Benefits of Auto PDF Retrieval
  • Faster Full-Text Screening: Reduce time spent retrieving PDFs.
  • Improved Reviewer Efficiency: Enable reviewers to access articles more quickly within the platform.
  • Reduced Administrative Overhead: Minimize repetitive downloading and uploading tasks.
  • Better Scalability: Supports high-volume evidence synthesis projects more effectively.
  • Flexible Workflow Control: Teams can enable or disable retrieval depending on project requirements.
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Auto PDF Retrieval is designed to simplify evidence collection workflows and help review teams transition more efficiently from screening to full-text review and extraction stages.


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