Using The Administrator Tool

The RefWorks Administrator Tool is where local Administrator's can perform a variety of functions related to their Organization-wide subscription.  An online tutorial is available from the Administrator Central area and from the Help area in the Administrator Tool.

The toolbar in the Administrator Tool shows you the various areas you can access.  The sections listed below fall under the toolbar areas.

 

Accessing the Administrator Tool

To access the Administrator Tool click on the Administration link at the top of the login page.  Enter the Group Code and the Administrator Password you received in your welcome letter.

Administrator Central

Administrator Central is where local RefWorks Administrators can access a variety of materials to assist in managing, promoting, training and using RefWorks.  New materials are added periodically.

A search box allows you to search the files that are posted in Admin Central.  

RefWorks also offers a moderated ListServ for Administrators.  Sign up on the main Admin Central page.

Usage Area

Usage Summary Report

RefWorks publishes two types of usage reports - Monthly and Quarterly:

-  Quarterly reports are available to download as an Excel file from the Usage Summary Report page and are generally available two weeks beyond the end of the quarter (i.e., mid-April, mid-July, mid-October and mid-January).  Quarterly reports includes information on new users, references added monthly, activity by user type and focus area and more.

- Monthly reports are sent as a .pdf file via email and includes a rolling 12 months of data on Visits and Visitors for your institution.  To receive the monthly report (sent on the 1st of each month), add your preferred email address and click the Sign Up button.  More than one person may be subscribed to receive the monthly reports.  New subscribers will not receive a report until the first day of the upcoming month.

Note: The monthly usage report will contain references to Adobe Omniture, a product that we use to provide enhanced usage reporting.  This service only collects aggregate data for reporting purposes and does not handle any subscriber’s or user’s personal data.  Any links within the email body are not accessible.  The report is attached as a .pdf file to the email.

Account Activity/Inactivity

There are a number of ways to view account activity in this area.

View a list of users who have accessed their account in the last day, week, month, year or who have ever accessed the program, as well as those users who have not accessed their account during the same timeframes and longer (up to 3 years since last accessed).  Select the desired list from the drop down box.

Click on the link under # of Logins to view details of each user's logins and to reset a user's password.  Clicking on the reset password button displays a randomly generated password for you to provide to the user (you may need to scroll down on the screen to view the password).

Delete a user from the detailed view of their account or click in the boxes to the left of the User ID and delete all selected by clicking on the Delete button.

Email each user individually by clicking on their email address or create a tab delimited file of all email addresses (and user login names) in the view you have selected.  After you select the view from the drop down list click Email Contact List.  You can save the tab delimited file to load into Excel or an email program of your choice. Make sure you save the file as a . txt file when saving your list.

Other information includes the date of the user's last login, account creation date, the Last RefID (giving an indication of the size of the user's database), the browser they are using, the IP from which they accessed the program and the language to which their browser is currently set.

Subscriber Area

Subscriber Information

This section contains information specific to your RefWorks site.  All fields are editable except IP Address.  When you finish your edits click on Update Subscriber to activate the changes.  Click on Reset to go back to the previous information.

Name:  This is the name of the institution that appears on the RefWorks login page, on all the main pages of RefWorks and will be the name used for your customized Import, Output and Z39.50 lists.  Any change here will affect all of these areas.

Group Code:  This is the code that allows off-site access to your institution's site.  If you change this and users try to login from anywhere other than an authorized IP address they will no longer be able to do so with the old code.  We recommend not changing this more that once per year and only after e-mailing all users to warn them of the date that this will take place.  When you make the change, if there are users logged in using the Group Code at the same time, there may be functions they will not be able to perform until they log back in with the new Group Code (or from an authorized IP).  If you have any questions, please contact us for assistance.

Administrator Password:  This password is only used to access the Administrator Tool that you are currently using.  You can create your own or randomly generate one by clicking on Create Random Password.  

Changing the Administrator Password here will NOT automatically change the password for the Master Account.  The Master Account password will be the original Administrator Password until you change it from with the Master Account itself.

Site Specific Information URL:  If your organization has a page with information on using RefWorks enter that URL here.  From within RefWorks users will be able to access this URL by clicking on the blue information icon that is located next to your organization's name on the main RefWorks page.  Use the Check URL link to be sure the URL you typed in is correct.  If you do not enter a URL the blue information icon will not appear.

Custom Login URL:  Allows you to point to a custom login page. The page keeps the login name and password box, moving it to the left of the screen, but allows you include custom information (logos, contact details) and links to other pages (like FAQ or custom instructions).

Here is some information about the space you can design for:

Screen dimensions:  600 pixels wide x 312 pixels high

< iframe src="<your link here>" scrolling = "no" frameborder="0" width="600px" height="312px" MARGINWIDTH="0" ></ iframe>

Restrict User's Email Address:  If you want to require users to have a specific email address you may do so here.  For example, you may want users to register with your organization's email ( i.e.@yourorganization.com) as opposed to allowing generic emails such as @ hotmail.com.  If you have variations on this within your organization (for different departments perhaps), be sure to include them all.

Allow Creation of New Accounts:  Disables the ability to create new accounts, even for the administrator

Email Address of Librarian:  Allows you to enter an email address and display an Email Address of Librarian option that will appear in your User Accounts under the Help Area.  This is useful if you wish to direct your users to support help other than RefWorks-COS Technical Services.  If no value is entered in this field, users will not see the option in their account.

Site Default Source Type:  Allows you to select either Print or Electronic as a default source type for all imported data for all user accounts (existing and new).  Users can override the default in the Tools, Customize area of their personal account.

Show Electronic Source Related Fields After Import:  Allows you to select Yes or No to enable this option for all users to have the four Electronic Source Related Fields (Data Source, Database, Links and Retrieved Date) appear in the Import Results page after any import.  Users can override the default in the Tools, Customize area of their personal account.

Preferred Write-N-Cite Version for Windows (and for Mac):  These two options allow you to list the version of Write-N-Cite supported by your institution, on the Write-N-Cite download page for your users.  

Attachments Settings

As Administrator, you determine if your Organization wants to permit users to store attachments and even enable this feature to select users if you do not want all users to have this option.  RefWorks provides an unlimited amount of disk storage space for the total sum of all attachments in your Organization.  You can then determine how much disk storage each user has.  By default, RefWorks assigns 100MB per user, which you can modify up to a maximum of 5GB per user.

If your organization uses RefShare, you can determine separately whether users can share attachments.  See RefShare Settings below for further information.

To manage the attachments feature:

1. Select the Subscriber area from the Administrator Tool toolbar and then Attachments Settings.

2. The default display option should be Show All Users.

3. You can allow attachments for all users by selecting the Enable checkbox at the top of the column, or you can limit the inclusion of attachments to specific users by selecting the checkbox to the left of each user's information.

4. You can establish a default amount of per user disk storage by selecting an amount from the Default Disk Space Capacity for User drop-down in the area above the list of user names.

5. You can modify the per user storage space amount by clicking on the Disk Space Capacity drop-down for each user.  The Default option that you have established in Step #4 is automatically assigned unless you specify a different amount from the drop-down.  

6. You can also choose to automatically allow new users the ability to store attachments and have the default storage space amount assigned to them by selecting Yes in the Enable Attachments for New Users area.

7. Click the Save Changes button when finished.

Overall storage statistics for your Organization, as well as individual usage storage statistics are also available on this page.  

Note:  Individual storage stays at 0 MB in the statistics display until the user reaches 1 MB in attachments.

Add Accounts

Add Accounts allows you to create individual user accounts from a tab-delimited . txt file.  The tab-delimited file must be structured as follows (all fields are required and must be in this exact order):

Note:  The following symbols and spaces (unless otherwise noted) are not allowed for all fields:  ^'":;\/{}[]()%*?|

Do not create column headings or have any blank rows in between entries.

To add a group of accounts, browse to find your tab-delimited file and then click on the Check for Errors button.  RefWorks will read the file and if there are no errors, you will get a message indicating the number of accounts that will be created when you click on the Create Accounts button.

Preferences Area

Set Preferences

Setting preferences allows you to create customized lists for your Imports, Outputs and Z39.50 sites.   For the Output Styles and Z39.50 sites, the selected items will go to the top of the list with all others listed below.  In the import area you can create a custom list for your institution.  Your institution will be listed as the Import Filter/Data Source and the databases you select will be listed alphabetically by database name (rather than by data vendor) in the Database drop down box.

Please Note:  All changes will automatically be made to your RefWorks site.  As a result, you may want to set preferences in early morning or late evening when the site is not being heavily used.

Imports:

If you choose to customize the import filters for your institution the program will include an Import Filter/Data Source selection in the RefWorks Program that is the same as the name of your institution.  This will be the first name listed in the Import Filter/Data Source list in RefWorks.  When a user selects this Import Filter, the Database drop down list will contain the databases you select in this area.  They will be listed alphabetically by database name followed by vendor.  For example, the Import Filter/Data Source could be Michigan State University and the Databases might be, Sociological Abstracts [CSA Cambridge Scientific Abstracts], ERIC [ OCLC], etc.

  1. Select Import Filters from the Set preferred settings for: drop down list.

  2. Select the Import Filter/Data Source you want to add (for filters containing many databases this could take 1-2 minutes).

  3. Select the appropriate database from that vendor.

  4. Click on List as Preferred.  The database will now show up in your customized list.  Continue selecting database names and List as Preferred until you want to select another Data Source.

To Edit an Import Filter name, select it in the Preferred Import Filter list.  Type the new name in the Import Filter Name box and click on Rename.

To remove a database, select the database from the Preferred Import Filters list and click on Remove From Preferred.

Output Styles:

When you customize output styles the styles you select will move to the top of the list of outputs in the RefWorks program.  The balance of the outputs will follow immediately below.  Both lists will be alphabetized.

  1. Select Output Styles from the Set preferred settings for: drop down list

  2. From the list of All Output Styles select the style you want to move to the top.  You may select more than one by holding down the shift or control key when clicking on the Output Style names.

  3. Click on List as Preferred to move them to your preferred list.

To remove an Output Style, select the style from the Preferred Output Style list and click on Remove From Preferred.

Z39.50 Hosting Sites:

When you customize Z39.50 sites the sites you select will move to the top of the list in the RefWorks program.  The balance of the sites will follow immediately below.  Both lists will be alphabetized.  

  1. Select Z39.50 Sites from the Set preferred settings for: drop down list

  2. From the list of All Z39.50 Sites select the site you want to move to the top.  You may select more than one by holding down the shift or control key when clicking on the Site names.

  3. Click on List as Preferred to move them to your preferred list.

If the site you select is protected by a user name and password you can enter this information here.  Select the site in the Preferred Z39.50 Site list and enter the User Name and Password below.  By doing this everyone at your institution will automatically be granted access to these databases from their RefWorks account.

To remove a Z39.50 Site, select the Site from the Preferred Z39.50 Sites list and click on Remove From Preferred.

Site Wide Output Styles

To create a Site-Wide Output Style you must log into a Master account in RefWorks.  This account has been set up by RefWorks and can be accessed by entering the Master Account login name and password.   If another user creates an Output Style that needs to be added to the site, they must back up their output styles and the administrator can use the restore function to add them to the Master account.  

To add a site-wide style go to the Site-Wide Output Styles section in the Administrator Tool. Output Styles contained in the Master account will be listed in the All Output Styles for the Master Account box.

  1. Select the format you want to add to the organization’s site.

  2. Click on Make Site Wide.

You can easily move the style out of the site wide location, but still retain it in your master account by clicking on Move back to Master Account.  You can also delete the Output style completely by clicking on Delete Site Wide Style.

Site Wide Z39.50 Sites

To create a Site-Wide Z39.50 Site you must log into your RefWorks Master account. This account has been set up by RefWorks and can be accessed by selecting Login to Master Account from the Preferences area of the Administrator Tool.

  1. Click on the Search Online Database button

  2. Click on the Edit Z39.50 Host Settings button

  3. Click on the New button

    RefWorks provides some default information in certain fields which can be changed if not appropriate for the Z39.50 site information you are entering.

  4. There are several key pieces of information you need before you start:

    The URL of the Z39.50 site
    The Port used to access it
    The Database name (i.e., Voyager, Innopac, Dynix, etc.)
    The Record Syntax
    The Character Set (i.e., ANSEL/ALA/ USmarc, ANSI – Latin I, UTF-8, etc.)

  5. In the Name field, enter the name you wish to display in the drop-down menu for your users

  6. Enter the URL in the URL field. You do not need http:// or www.

  7. Enter the Port information

  8. Enter the name of the database(s) in the Database(s) box.  You can list multiple database names and have them displayed individually in a drop-down box below the Online Database to Search drop-down on the search screen.  See the instructions on the screen for entering multiple database names.

    Note
    :  each database entered in the Database(s) box must share the same port and URL defined above.

  9. Enter the Record Syntax

  10. Select an Import Filter from the list in the drop-down

    Note
    :  If the import filter you need is not in the list, please contact refworks.support@proquest.com

  11. Select the Character Set

  12. Denote whether this site requires a password or not in the Requires a Password area

  13. Fill out the Field number information for:

    Any Field
    Author Field
    Year Field
    Title Field
    Keyword Field

    Note
    :  leave a specific field blank (empty) to disable searching on that particular field.

  14. Click the Save button

  15. Close the window and return to your Master account where you should locate your new Z39.50 site and perform some test searches on all defined fields.

  16. If you need to make changes, click on the Edit Z39.50 Host Settings

To make a Z39.50 available to all users, go to the Site-Wide Z39.50 Sites section in the Administrator Tool. All Z39.50 sites contained in the Master account will be listed in the All Z39.50 Sites in the Master Account box.

  1. Select the Z39.50 site you want to add to the organization’s site.

  2. Click on Make Site Wide.

You can easily move the Z39.50 site out of the site wide location, but still retain it in your master account by clicking on Move back to Master Account.  You can also delete the Z39.50 site completely by clicking on Delete Site Wide Format.

Tip: If you add accounts that require a user name and password, this must be added in the Set Preferences area of the Administrator Tool.

Site Wide Announcements

As a RefWorks Administrator, you can create announcements that display with in your user’s RefWorks account.  These announcements can include html and hyperlinks – great for linking to local resources, training schedules and more.

Announcements can be displayed for an undetermined length of time, or can have a specific start and end date.

To create a Site Wide Announcement:

1. Select Preferences > Site Wide Announcements

announcement.jpg

 

2. Enter a title for your announcement, start date and end date (optional).

3. Enter your text in the text field.

4. Click Save.

Your announcement will display in the Announcements area in each account:

 announcementview.jpg

 

To delete a posted announcement:

1. Select Preferences > Site Wide Announcements.

2. In the Your Announcements drop-down, select the announcement you wish to remove.

3. Click the Delete button.

 delete_announcement.jpg

 

Login to Master Account

As a RefWorks Administrator, you have access to a Master Account.  This Master Account is like any individual user account, however, it is what you will need to use as the first step in:

Selecting this option from the Preferences area will launch the Master Account in a separate window for you to work in.  

Alternatively, you can log in directly to the Master Account, use the regular User Login page for your institution.  

The Login Name for the Master Account is:    RWAdmin
The Password is your Administrator Password

Because this account can impact what all users see, we suggest not giving out the account login and password information.  The Login Name maybe changed in the Update User Information area when you first log into the Master Account. Also, if you change the Password here it will not impact the Administrator Password used for accessing the Administrator Tool

Customize Area

Customize Email

RefWorks currently sends a standard email to all users when they first create their account.  This email is also sent when a user clicks on the Forgot Your Password link from the login page.  You may now edit the information that is included in the email to be specific for your institution.   To customize the email:

  1. Click on the Custom Email button in the Administrator Tool.

  2. Check the Use Custom box.

  3. Edit the sample information or simply type in the custom email you want to send.

  4. Click on Save to save the edits or new email. (Click on Reset to go back to the last saved email.)

Please Note -

You may include several fields that will automatically be filled in by the program with user specific information.  The fields need to be in brackets and are listed below.

[ Groupcode]

[email]

 

[ StartUserInformationBlock]

[ UserName]

[ LoginName]

[Password]

[ ReadonlyPassword]

[ EndUserInformationBlock]

The [ StartUserInformationBlock] and [ EndUserInformationBlock] markers need to be before and after the information you want included for each specific user account.  For example, if a user has three separate accounts the fields you include between these markers will be included for each account.  If you want the Group Code to be included for these as well, then move the Group Code [ Groupcode] field to a place between them.

[ StartUserInformationBlock]

[ Groupcode]

[ UserName]

[ LoginName]

[Password]

[ ReadonlyPassword]

[ EndUserInformationBlock]

You can delete out the various pieces of information but you cannot edit the information within the brackets.   

Custom Focus Areas

When a user register for a RefWorks account, they are prompted to choose a Focus Area (i.e., Business, Humanities, Medicine, etc.) as well as a User Type.  The Custom Focus Areas allows you to modify default types, as well as add or delete your own custom focus areas.  Any changes you make (renaming, additions or deletions) affects users registering from that point forward.  Previously registered users will remain listed with their original focus area.  

To rename a default focus area:

  1. Click on the focus area you wish to rename in the List of Focus Areas column.

  2. That focus area will appear in the Enter a Focus Area text box where you can rename it and save your change by clicking on the Rename Selected button.

To add a new focus area:

  1. Simply type the information in the Enter a Focus Area text box and click the Add to List button.

To delete a focus area:

  1. Select the focus area you wish to delete in the List of Focus Areas column.  

  2. Click on the Remove button directly below the List of Focus Areas column.

Custom User Type

When users register for a RefWorks account, they are prompted to choose a User type (i.e., undergraduate, graduate, researcher, etc.) and a focus area.  The Custom User Type area allows you to modify default types, as well as add or delete your own custom user types.  Any changes you make (renaming, additions or deletions) affects users registering from that point forward.  Previously registered users will remain listed with their original user type.

To rename a default user type:

  1. Click on the user type you wish to rename in the List of User Types column.

  2. That user type will appear in the Enter a User Type text box where you can rename it and save your change by clicking on the Rename Selected button.

To add a new user type:

  1. Simply type the information in the Enter a User Type text box and click the Add to List button.

To delete a user type:

  1. Select the user type you wish to delete in the List of User Types column.  

  2. Click on the Remove button directly below the List of User Types column.

Open URL

If your organization subscribes to an Open URL service you can now add the linking information to the RefWorks program.  A link will appear for each reference next to the current View and Edit links in the Standard View, as well as when viewing the full record (by clicking on the View link).   To do so:

  1. Click on the Open URL button from within the Administrator Tool.

  2. Enter the Open URL Provider link.  This must be included for the link to work.  Contact your provider if you do not know the URL.

  3. To show an image in the program, enter the appropriate link.

  4. If you do not have an image link, you may simply enter the text you would like to display in the Text field.  (If you enter both the image and the text, the text will show as the user moves their cursor over the displayed image.)

  5. Click on Save.

We have included several sample, Open URL provider links.  Selecting one will automatically enter the sample information at the top.  You can edit this information and click on Save to make this your default provider link.  

RefWorks will only link to one Open URL provider at a time. Once the necessary information is entered and saved, the linking feature will be active in the RefWorks account.  If you click on another Sample, this information will be displayed in the various fields – but will not be active until you click on Save.  

To see the active link, click on the Reset button.  This button takes you to the last saved and currently active link.   Clicking on Clear/Disable will deactivate the link completely and remove this functionality from the program.

RefShare Settings

RefShare is the collaboration feature of RefWorks that allows users to easily share their entire database or just a folder.  

In addition to individuals sharing amongst themselves, the RefWorks Administrator may allow users to post links to their folders or database on an Organization-wide Shared Area Page which is accessible within RefWorks. The RefWorks Administrator determines which users can have permission to share their references and whether these users can post to the shared web page for Institution-wide viewing.

The individual user determines what permissions the recipients (the other users who will access their information) are allowed to have to their data from their RefWorks account.  

The RefShare Settings area allows the RefWorks Administrator to:

There are three sections in the RefShare Settings area:

When you first enter the RefShare Settings area, you are brought to the User Access Options page.  Clicking on the radio buttons will take you to the other pages within RefShare Settings.

Getting Started Setting Up RefShare

When you decide to provide RefShare access to your users you have several options to consider.

As the administrator, you also determine who has permission to post references to this Shared Area Page and you can set up categories that the users can select when posting their folders or databases to this page.  

Administering RefShare

Once you've determined who can access the RefShare features, the RefShare Settings area of the Administrator Tool is where you go to add/change/disable user access and view sharing statistics. You can also modify categories on your Shared Area Page.

User Access Options Page

This page is where you give users access to the basic sharing features of RefShare.

You can enable RefShare to:

Simply select a radio button next to the option you want to enable.  If you choose Selected Users you can then search for specific users.  The search function searches by login name, user name or user email address.  You can also click on the Show All Users button to see a list of all RefWorks users.

Click the checkbox to the left of the name to give that user access.  You can also select the checkbox at the top of the display of names to select all or de-select all users.

In the User Access Options area, you will now see an option to Show Attachments in RefShare.  Select Yes to enable this feature.

Note:  This is an overall permission – you do not decide on an individual basis.  All users with RefShare permission would be allowed to share attachments.

Individual RefShare folder/database permissions also apply to Attachment Sharing.  If a user has only the basic RefShare permission and they choose to share their attachments, they do so by sharing the URL link that is created for their folder/database.

If the user ALSO has posting permissions to the Shared Area Page, then their attachments can also be shared by this method.

Shared Area Options Page

Selection this radio button brings to you the page where you can:

Enabling the Shared Area Page

To enable the Shared Area Page simply click on the checkbox next to Create shared area and make available for viewing within RefWorks.  There is also a link you can click on to immediately view your Shared Area Page.  

Note:  Once you select the checkbox, this page is immediately viewable by all RefWorks users in your Institution -- so we suggest you preview the page first, make any changes to the text and create your categories, if applicable.

This Shared Area Page will be viewable within all RefWorks accounts and you can also link to it from other web pages within your organization.

Heading for the Shared Area Page

We have provided a default Heading for Shared Area Page which provides the users with some basic information about what they are accessing. You can customize this heading by making changes in the text box and clicking the Save Heading button. You can include basic HTML in this area as well to further customize the heading.  Should you wish to reinstate the default text, simply click on the Restore Heading button.

List of Categories

You can also create a List of Categories which users would have the option of selecting when they are in their RefWorks account and posting their folders or database to the Shared Area Page.  Simply type your category name in the text box below the Enter a Category heading and click the Add button.  You can also rename or remove categories in this area.

Note: Users are not required to select a category when they are posting their folders or databases.  If a category is not selected, the link to the folder or database will be displayed at the bottom of the Shared Area Page alphabetically by title.

Posting to the Shared Area Page

All users who have been given permission to access RefShare (from the User Access Options Page), are eligible to be given permission to post on the Shared Area Page.

Selecting one of the radio buttons enables posting for:

Simply select a radio button next to the option you want to enable.  If you choose Selected Users you can then search for specific users.  The search function searches by login name, user name or user email address.  You can also click on the Show All Users button to see a list of users that have been given access to RefShare (from the User Access Options page).

Click the checkbox to the left of the name to give that user posting permission.  You can also select the checkbox at the top of the display of names to select all or de-select all users.

View Statistics

The View Statistics area allows you to:

You can view the total number of hits to shared folders and databases from this area.  Simply click on the drop-down menu to select the time frame you wish to view (last week, last month, last 3 months, last 6 months, last year, last 2 years.

Clicking on the login name from this area will take you to the detailed hits per folder for that user.  You can also scroll down the View Statistics page to see the detailed hits per folder.