How To Share Bibliography In Refworks Software

Navigating A Shared Folder Or Database

Generally, a Guest will receive an email with a URL and some information on how to access a RefWorks User's folder or database.  Clicking on the URL or copying and pasting it into your browser, will launch RefShare (you can also link directly to a specific reference.  To learn how, click here.)  

Note:  depending on the type of license the RefWorks subscribing organization has chosen, you may only be able to access a shared folder or database from off-campus by logging in to RefWorks via that Organization's proxy server (or campus computer network).

Current RefWorks users will be able to view a shared folder or database, directly within their RefWorks account (if you are not logged in to RefWorks when  you open a shared folder, click the “Login using RefWorks credentials” link in the upper right-hand corner of the page).

Guest users who do not have a RefWorks account will view the shared folder or database as an “anonymous user”   with features determined by the RefWorks owner.  

Regardless of whether you are a current RefWorks user or not, you may have access to either a folder of references or an entire database of references (which may be organized into folders and sub-folders). Shared folders will display in the Quick Access Bar Folders area and are identified by a sharing icon and the folder name in blue text.   If the folder includes sub-folders, you’ll see a small blue triangle on the sharing icon  indicating additional folders.  Clicking on the folder icon will display the sub-folders:

 

 

Actions you can take on shared folders or databases include:

  • Search -- at the far right of the screen, the Search box allows you to enter a word to search the entire contents of the folder or database.  You may also have the option to search file attachments if shared.  You can also perform an advanced search or look up references by author, descriptor or periodical.  Right mouse click on the folder name in the Quick Access Bar and select Search and the search option you prefer.

  • Create Bibliography -- allows you to select references and print the records in a bibliographic output style.  Sorting is determined by the output style you choose. Click the Create Bibliography button, the Create Bibliography link on the Quick Access Bar, or right mouse click on the folder name in Quick Access Bar and select Create Bibliography.

  • Export-- allows you to export selected references to your own RefWorks account or in another export format available.  Click the Exportbutton, the Export link on the Quick Access Bar, or right mouse click on the folder name in Quick Access Bar and select Export.  

  • View Shared Area – if enabled, you can access other shared folders and database and view them.  

  • RSS Feeds -- allows you to access an RSS Feed of the folder or database established by the RefShare Owner.  Right mouse click on the folder name and select “View RSS Feed”.  The feed will display in a new window.  Copy and paste the feed URL into  your RSS feedreader.  Please note:  the data owner can set limitations as to how many references are transmitted in the feed.  You can customize the RSS feed to include only references after a specific date.  To do this, simply append the RSS feed string with the following  =1&basedate=ddmmyyy where ddmmyyyy is the start date.  Simply add the appended string to your RSS feed reader and RefWorks will send any records that were created or modified since that start date.

  • Email the owner – sends a message to the owner of the shared folder or database.  Right mouse click on the folder name to select the option.  

  • My List -- allows you to select specific references and place them in a temporary folder for printing or exporting. You can drag and drop individual or selected groups to My List for exporting, printing or creating a bibliography.  RefWorks users can use My List to print or export or create a bibliography with shared references combined with their own references.

  • Save -- allows you to save references from a shared folder into your RefWorks account.  Note:  attached files are not saved - only the reference information is saved to your RefWorks account.  

  • Print  -- allows you to select references and print the records in the bibliographic output style of your choice.  You can also sort your selected records using the sort options at the right of the screen.  Click the Print button  or the Print References link on the Quick Access Bar.  

  • Comments -- allows you to post and view comments to specific references. 

  • View-- allows you to see the complete reference.  You will also be able to change how the references are displayed, choosing one of several Views offered to you.  These Views are the same options as you would have in a regular RefWorks account.  

When you are looking at a list of references (from any view), you may see a paper clip near the view link for that reference.  The paper clip indicates that file attachments are stored in that particular reference.  For information on viewing file attachments, click here.

  • There may also be a links to an OpenURL resolver which would enable you to access additional information or locate the full text pertaining to a reference.  

PubMed Links  

The PubMed Links icon identifies a reference as being imported from PubMed and having links back to PubMed for additional information. PubMed Links are visible if the owner of the shared folder or database has enabled this feature in their RefWorks account.

The PubMed Links icon is displayed from any View (All References, a Folder, Search Results, Full View, Standard View, or any designated output style) as well as when clicking on the View link for a particular record.

Clicking on the PubMed Links icon displays two options::

  • View in PubMed Link: takes you to the actual PubMed record for that particular reference and also has links to the related articles and links that PubMed provides.

 Related Documents:  retrieves a pre-calculated set of PubMed citations that are closely related to the selected article. The related documents will be displayed in ranked order from most to least relevant, with the “linked from” citation displayed first.  Click here for PubMed Help on Related Documents.

You can easily export any additional references from PubMed.  Click here for import instructions.

Author Resolver Linking

RefWorks features an author resolver that links author names from your RefWorks database to possible matching profiles within COS Scholar Universe™ database.  Scholar Universe™ is a multi-disciplinary database containing profiles of authors, university faculty and other scholars.

This feature may be available in a shared folder or database (the owner of the folder or database determines if this feature is enabled).

If the feature is enabled, you may see Author names with a person icon indicating a potential match in Scholar Universe™.  If you mouse over the icon, you'll see a message displaying the confidence level (bars) that this author has a record in Scholar Universe™.  Clicking on the icon displays the author's information in Scholar Universe™.  (Note:  If your Organization is a Scholar Universe™ subscriber, you will see the full record.  All others will view a free preview profile).

Note:  The person icon is only displayed in the Standard View or Full View (when viewing a list of references) or by clicking the View link for a specific reference.

Potential matches to the Scholar Universe database ranked by confidence level, with 5 being a definite match and lower numbers indicating a lesser degree of certainty of a match.  You can determine when RefWorks will display the person icon by selecting a level of certainty (bars), as we well as having the option to disable the feature.

Print a List of References

You can print a list of references from search results or from a View. You can also preview your list of references or copy and paste them into a document.

To print a reference list from search results or from a View:

  1. Navigate to the shared folder containing the references you wish to print.

  2. Determine the sort order for your list from the Sort By drop-down.

  3. Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.

Note:  If you select individual references to print, they must all be on the same page.  This is why you must determine your sort order first. RefWorks displays 25 records per page, so if you need more than 25 selected references to print, we suggesting printing All in List and manually removing the records you do not need using your Word Processor.  

  1. Once you have identified the records to print and your sort order, click the Print icon .  

  2. Select the appropriate Output Style and click Print.

Note:  If the database owner has set a limit to the number of references you are allowed to print you will see a note on this page notifying you of this.

  1. Follow your browser's instructions for viewing the file and be sure to save the document to your hard disk before closing.

Note:  References will print in the sort order determined in your view and will override the output style sort order.

Saving Shared References Into Your Account

You can save references from a shared folder directly into your account.  

To save shared references:

  1. Navigate to the shared folder containing the references you wish to save.

  2. Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.

  3. Once you have identified the records to save, click on the Save button.  

  4. Your references will be placed in the Last Imported Folder.  Note:  files attached to references are not included -- only reference information is saved to your RefWorks account.

Exporting References

To export a copy of all or part of a shared folder or database:

  1. Navigate to the shared folder containing the references you wish to export.

  2. Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.

Note:  If you select individual references to export, they must all be on the same page.  This is why you must determine your sort order first. RefWorks displays 25 records per page, so if you need more than 25 selected references to print, we suggesting printing All in List and manually removing the records you do not need using your Word Processor.

  1. Once you have identified the records to print and your sort order, right mouse click on the selection or drag your selection to the Export option on the Quick Access Bar.

  2. Select an export format from the drop-down to export as a text file:

    • Bibliographic Software (EndNote, Reference Manager, ProCite) -- Saves the database in a tagged format that can import into another bibliographic management program. It is the format sometimes called the RIS Format or Reference Manager Format and can be imported into Reference Manager, ProCite, EndNote,  or any other program that supports the RIS Format.

    • BibTeX – Ref ID -- Saves the database in the file format for use with the LaTeX document preparation system.

    • Citation List -- Creates a list to use when writing your paper offline. The format includes the RefID, Authors Primary, Title Primary, and Publication Year only.

    • RefWorks Tagged Format -- Saves the data in a format similar to the bibliographic management software format. This is a tagged format. The data layout, however, is patterned after the RefWorks database as opposed to tags that match with other bibliographic programs. Use this format for backup purposes and for sharing data with other RefWorks users.

    • RefWorks XML Format -- Saves the data in an XML version of the RefWorks Tagged Format.

    • Tab Delimited -- Saves all your data in an organized manner with each field separated by a tab. It may then be loaded into other programs that are designed to read this type of format.

Your exported reference will be displayed in a new browser tab.  Copy and paste the exported references to a file for saving to your computer.

Creating a Bibliography

You can create a bibliography from search results or from a View. You can create your bibliography in your desired style and in the File Type you choose.  You can also preview your finished bibliography and copy and paste it into your document.

To create a bibliography from search results or from a View:

  1. Navigate to the shared folder containing the references you wish to use in your bibliography.

  2. Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.

Note:  If you select individual references to print, they must all be on the same page.  This is why you must determine your sort order first. RefWorks displays 25 records per page, so if you need more than 25 selected references to print, we suggesting printing All in List and manually removing the records you do not need using your Word Processor.

  1. Once you have identified the records to print and your sort order, click on the Create Bibliography button (or drag and drop your selection to the Quick Access Bar).  

  2. Select the appropriate Output Style.

  3. Select the appropriate File Type to Create.

  4. Click Create Bibliography.

Note:  If the database owner has set a limit to the number of references you are allowed to use to create a bibliography, you will see a note on this page notifying you of this.

  1. Follow your browser's instructions for viewing the file and be sure to save the document to your hard disk before closing.

Posting and Viewing Comments

You may also be granted permission to post comments to references.  

To post a comment to a specific reference:

  1. Click on the Comment icon to the right of the reference.  

  2. Give your comment a title, include your name, an email address (optional) and enter your comment.

  3. Click on thePost Commentbutton.  

Your comments will be viewed by anyone having RefShare access to that particular folder or database.  Posted comments can be edited or removed at the RefShare Owner's discretion.

To view a comment posted to a specific reference:

  1. Click on the Comments icon for that reference.

  2. All comments will be displayed.  The comments are posted in chronological order -- with the oldest comment displayed first.

Sharing References Without RefShare

There are several ways you can share the data from your RefWorks account even if you don't have access to RefShare:

CreatingA Read-Only Password

Read-only access allows you to share your database with others on a limited basis; they can search, view and print references in your account, but not add, edit or delete, or create/change folders.  To create a read-only password:

  1. Log-in to your RefWorks account.

  2. Click Update User Profilein the upper right of your screen.

  3. Type a read-only password and click Save Profile. Be sure that the read-only password is not the same as your original password.

  4. With your login name and read-only password users will be allowed to access your database in read-only mode.

    They will be allowed to search your database, export data and create bibliographies. They will not be able to edit references, import references or change folders.

    The user can tell if they are in read-only mode by looking in the top right corner of the screen; it reads "Read-only".

Sharing your Log-In Information

You can share your log-in name and password with any other registered RefWorks users in your Organization.  By sharing your login information, you grant others full access (add, edit, delete, etc.) to your account.  Should you want to have others edit your data, but keep a clean copy of your database, we suggest creating a separate RefWorks account.

Creating Multiple RefWorks Accounts

RefWorks does not limit the number of accounts you can set up, allowing you to create multiple accounts that you can share with different audiences (Note:  the ability to create multiple accounts does not apply to Athens or Shibboleth Users).  Much like sharing your log-in information, creating multiple RefWorks accounts and sharing those log-in details allows others full rights to the account.  You can move records between accounts using the Export option (select the RefWorks Tagged Format) and then importing using the RefWorks Tagged Format import filter.

Exporting References

You can export references from any RefWorks account and import them into other RefWorks accounts.  

To export references:

  1. Log-in to your RefWorks account.

  2. Select random references to export and add them to My List (alternatively, if your references are already in a folder or you want to export your entire database, you can skip this step).

  3. Select, References, Export.

  4. Choose All References, My List or a specific Folder to export.

  5. Select RefWorks Tagged Format and click Export.

  6. You will be prompted to save a . txt file to your computer.

To import references in RefWorks Tagged Format:

  1. Log-in to your RefWorks account.

  2. Select References, Import.

  3. Select RefWorks Tagged Format as the data source.

  4. Click the Browse button and locate the . txt file you wish to import.

  5. Click Import.

  6. The references will appear in the Last Imported Folder.

Note:  Reference ID numbers are not transferred when exporting or importing.  Any references imported from one RefWorks account to another, will be assigned new Ref IDs according to the numbering in your account.

 

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