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 sharedfolder.jpg and the folder name in blue text.   If the folder includes sub-folders, you’ll see a small blue triangle on the sharing icon folder_withsubs_icon.jpg  indicating additional folders.  Clicking on the folder icon will display the sub-folders:

subfolders.jpg

 

 

Actions you can take on shared folders or databases include:

When you are looking at a list of references (from any view), you may see a paper clip attachment.jpgnear 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.

PubMed Links  

The PubMed Links icon PubMedlinks.jpg 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 PubMedlinks.jpg 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 PubMedlinks.jpg displays two options::

 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 su.gif 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 su.gif 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 print.jpg .  

  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.jpg 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 downarrow.jpg option on the Quick Access Bar.

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

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 comment.jpg 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 the Post Comment button.  

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 comment.jpg for that reference.

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