Set an email alert

You can set up your email alerts from Session Results or from Saved Searches. When in the Session Results page, run your mouse over the search you would like to set up as an email alert (after logging in from the top right of every screen) and click on the option Set email alert.

If you want to set up an email alert for a previously saved search, then go to the Saved Searches page and run your mouse over the saved search you would like to set as an email alert to select Set email alert. Both options will open the Set email alert window, where you are prompted to enter an Alert name and the email addresses to which your email alert will be sent. You may enter several email addresses and all information may be edited at any time from the Email Alert page.

Select your preferred email format by clicking the appropriate radio button beside either HTML or Text.

Choose your preferred content format options: Citations Only; Citations and index terms; Citations and Abstracts;, Citations, Abstracts and Index Terms or Full record. For Citations Only, the limit is 500 records in your inbox. If your search has produced more than 500 records, you may follow a link to view the rest of your results in Embase. If you select Citations and Abstract, the first 25 results will be sent to you by email and again, you may follow the link provided to see the rest of the records in Embase. 

Click the drop-down frequency menu to choose among the following options: every day, every week, every two weeks, every month, every two months, every three months, every six months or every year. For weekly alerts you may choose the day of the week you wish the alert to be distributed. For monthly alerts you may choose the day of the month you wish the alert to be distributed.

PLEASE NOTE: Email alerts are sent European morning time. Please bear this in mind when setting up your email alerts. For information on when email alerts were sent and an historical overview of all activities related to your alert, please go to Your email alerts.

You may also choose between including/excluding AIPs and In Process in your email alerts. The below explains the consequences of both :

Select INCLUDE AIPs/In Process and your email alert runs like this:

migraine AND ([22-03-2010]/sd NOT [23-03-2010]/sd OR ([22-03-2010]/aip NOT [23-03-2010]/aip))

Select EXCLUDE AIPs/In Process and your email alert runs like this:

migraine AND [22-03-2010]/sd NOT [23-03-2010]/sd NOT ([article in press]/lim OR [in process]/lim)

In order to further help you make the best decision for your alert, '/aip’ and ’/sd’ dates are explained below:

1. When Articles in Press and In Process records enter Embase, they receive an “Entry date” (may be searched using /sd) and an “AiP date” (searched using /aip)

2. When these records are fully indexed, the completed records are added to Embase and get a new /sd date, this is the entry dates assigned to AiP/In Process records are REPLACED by new Entry dates when full indexing of the record is completed.

3. However, the completed records KEEP their original /aip date, this is the same AiP dates remain as part of the record throughout the whole indexing process.

FAQs on setting up email alerts:

When I re-run my email alerts, they sometimes generate more hits then were provided in my original email. Why is this?

Email alert A:

This email alert usually retrieves more hits (when rerun) as the fully indexed articles replace the AiP and In Process articles but with the AiP date still in the search profile. This is because these records have enhanced indexing, which was  lacking in the original AiP and In Process record and so now match the search profile and the AiP date, as stated above, remains as part of the record.

Email alert B:

This email alert (from above) will usually retrieve identical hits over time. This is because only fully indexed (completed) records are retrieved

What if I need to retrieve identical email alert results over time?

1. Use email alert B, so that AiP/In Process are excluded from your email alert and this will usually retrieve identical hits over time.

2. Set up individual alerts if you would like to also follow AiP/In Process articles. For example:

migraine AND [22-03-2010]/sd NOT [23-03-2010]/sd AND ([article in press]/lim OR   [in process]/lim)

You may choose the Articles in Press limit from the Quick Limits on the Advanced Search forms.

Do all records enter Embase as an AiP or In Process record or will some only enter as fully indexed records?  

All records except for Medline unique records and conference abstracts/reviews get an AiP date. Therefore about 75% get an AiP date. This is the 5,000 Embase journals, as all In Process records are assigned an /aip date.  

Will the /sd date only change once, from when the record goes from being in-process/in press to being fully indexed? 


Or could a record be updated more than once and therefore receive a new /sd date?

No (corrections are made from time to time to articles but the /sd date does not change).