RefWorks Fundamentals Training – Module 3 Getting References into RefWorks Leader Guide
RefWorks Fundamentals Training Module 3
Getting References into RefWorks
Pre-requisite: Navigating RefWorks
Module length: 30 minutes
Module objective: At the end of this module, users will be familiar with the various
ways to populate their RefWorks database.
Section 1 - Introduction:
RefWorks offers a variety of ways to put data into a RefWorks database. Users
should become familiar with all options available to them.
The methods available are:
Importing directly from certain online database services that have a link to
RefWorks from within their databases (also called Direct Export)
Importing text files containing references from online database services
Manually entering references
Importing records from a search conducted within RefWorks Search/Online
Catalog or Database area
Importing data from RSS Feeds (not covered in this session)
Importing data from a web page using RefGrab-It (not covered in this
session)
Leader Tip: RefWorks provides a list of instructions for many data vendors in their
online help. You can directly access that list at:
https://www.refworks.com/RefWorks/help/RefWorks.htm#Exporting_from_Data_Ser
vices_and_Importing_into_RefWorks.htm Instructions can be printed (and can be
modified to be organization-specific) and distributed during training. These
instructions are available in the Administrator Central area of the RefWorks
Administrator tool.
Section 2 – Methods Available for Adding References to a RefWorks
Account
Method 1 – Direct Export from a Data Vendor:
RefWorks has a "direct export" feature within several online database service
providers. The direct export method is generally the fastest way to import data, but
not all data vendors offer this feature.
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RefWorks Fundamentals Training – Module 3 Getting References into RefWorks Leader Guide
Leader Tip: Select one of RefWorks’ direct export partners available at your
institution to use for demonstration purposes. A complete list of direct export
partners is available at:
http://www.refworks.com/content/products/direct_export.asp
Regardless of the data vendor, direct exports work generally the same way:

Conduct a search

Select the records to be exported from the database and then imported
into RefWorks

Click a button or link initiating the export to RefWorks

Log in to RefWorks (in some cases it will prompt the user to open
RefWorks)

Records appear in the Last Imported Folder in RefWorks

View each record to make sure all the fields imported correctly

Demonstrate a direct export from a data vendor
Mention that users should click on the “view log” button after the import is
complete.
Leader Tip: Explain to users that when a reference is added to RefWorks
(regardless of how it is added or imported), a unique Reference ID number is
assigned to it. This number cannot be changed or reused – doing this helps ensure
that the draft version of a paper cannot be formatted using incorrect data.
Leader Tip: Remind users that RefWorks doesn't write the information -- it only
reads it. Users should always check imported references to make sure the
information is in the correct location.
Method 2 – Importing Data from a Text File
Many data vendors provide the ability to save records in some type of tagged format.
A tag can be a simple two letter code for each piece of information related to that
reference, or it can be headings that are separated from the data by a tab or
spacing. Check the RefWorks online help for a list of instructions for many data
vendors.
Even if a database does not have the RefWorks format listed as an option, you may
still be able to import data. Look for some common formats (Marc, RIS -- also listed
as Reference Manager or EndNote -- or Refer Format). RefWorks has hundreds of
import filters.
Regardless of the data vendor, importing data from a text file works generally
the same way:

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Conduct a search
©2007 RefWorks LLC
RefWorks Fundamentals Training – Module 3 Getting References into RefWorks Leader Guide

Select the records to be exported from the database and then
imported into RefWorks

Click a button or link sending the records to a file for to be saved to a
computer.

Log in to RefWorks

Go to the References, Import area

Select the appropriate data vendor and database filter. Many data
vendors offer the same database (for example: PsycINFO) so it is very
important to make sure users select the correct data vendor, as well
as database.

Browse to find the file that was saved and initiate the import

Records appear in the Last Imported Folder in RefWorks

View each record to make sure all the fields imported correctly
Leader Tip: for this example you can choose the data vendor of your choice that
offers the ability to save a tagged text file that RefWorks supports. See the online
help section of data vendor instructions for suggestions of data vendors to use.

Demonstrate importing a text file.
User Tip: when importing data from a text file, can specify a folder into which the
data may be directly imported (in addition to the default Last Imported Folder).
Users can request import filters by emailing Support@RefWorks.com,
however we highly recommend checking the import filter list first. A complete
list of import filters is available at:
http://www.refworks.com/content/products/import_filter.asp
Method 3– Manually Entering References
Manually entering references allows you the most control over the data (you are not
limited to only what the data vendor sends in an export) as well as the ability to use
RefWorks’ AccuCite feature that highlights what fields of information specific output
styles require.
Each reference you enter has the potential to store a lot of data.




There are almost 50 different fields of information you can capture
related to a single reference type.
That’s a lot of information; however, you do not need to have ALL this
information in order to have successful bibliographies.
There are various fields for your notes and comments or basically any
information you want to store.
The 7 larger fields: Abstract, Notes and User Defined 1-5 can hold up
to 1 gigabyte of information in each field per record.
When entering a reference manually, the most important field to select first is
the Reference Type (there are over 30 to choose from). The reference type
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RefWorks Fundamentals Training – Module 3 Getting References into RefWorks Leader Guide
displays all the fields of information relevant to that particular type (Movie
Producer will not appear if the reference type is a journal article!).
Select a potential output style to see which fields of information should be
filled in (the AccuCite feature). The green checkmark next to specific fields
indicates that the field is recommended for a bibliography in the output style
chosen. Clicking on the green checkmark (or scrolling to the bottom of the
page) will provide users with additional details specific to that output style
and reference type.
RefWorks does not require that any fields of information be filled in order to
save a record.
You can add a reference to a folder (or multiple folders) when entering it
manually using the In Folders drop-down. Multiple folders can be selected.
Question marks appear next to the folder name until the record is saved –
then chevrons appear, indicating that the reference has been added to the
folder(s).
Explain Source Type field and how selection impacts what prints in
bibliography. Source type should reflect what the user is citing…which may
not be the same as how they got the citation information into RefWorks!

Demonstrate entering a record manually and point out
the AccuCite feature and comments at the bottom of the
screen.
User Tip: Here is some useful information to share about author names and titles:
Author names -- Author names should be entered last name first followed by a
comma, first name (or first initial followed by a period), and middle initial followed by
a period. Each entry must be separated by a semi-colon. For example:
Smith,J.R.; Jones, Robert K.; Adams,Mary; etc.
RefWorks automatically formats the author names correctly when importing data
from a predefined import filter. If there isn't an author listed leave the Author field
empty. The output style will determine what should be used in this case. Also,
RefWorks adds author names to the index list when you save the reference.
Entering author names correctly is important because RefWorks generates
bibliographies in a variety of formats that have specific requirements for author
names. Therefore, RefWorks must know which names are the last names, first
names, and middle initials in order to format the bibliography correctly.
Corporate Authors should be entered exactly the way they should appear in the
Output Style. For example, Government Printing Office could be entered as GPO or
Government Printing Office depending upon what you want to appear in the
formatted bibliography. The program will display an alert message saying that an
author name has been entered incorrectly; ignore the message in this case.
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RefWorks Fundamentals Training – Module 3 Getting References into RefWorks Leader Guide
Titles – We suggest entering your title with the casing you want to print. Certain
output styles require specific types of title casing, and these styles will override what
you have in your database, but the majority of the styles are not set for casing, and
will print the title as you have it in your database. RefWorks does not identify proper
nouns, cities, etc., so the user must case those words the way they want them to
appear.
Specific field information is available in RefWorks’ online help page “Adding
References Manually”.
Method 4 - Importing records from a search conducted within RefWorks’
Search/Online Catalog or Database area
The RefWorks Search, Online Catalog or Database area provides access to many
public catalogs that have Z39.50 protocol. Local RefWorks Administrators can also
add subscription databases to be searched from within RefWorks.
Users can conduct a search and then import records into their account. The
data that is sent via the Z39.50 protocol may not be as comprehensive as
what can be retrieved when searching the database directly (i.e., from the
data vendor interface).

Demonstrate a search and import via Z39.50
Search results are displayed in a separate window and the user selects
specific records to import into RefWorks.
Section 3 - Conclusion
Demonstrated 4 ways of getting references into a RefWorks account.
The AccuCite feature is a good way to know which fields of information for a
specific output style will be used in a final bibliography. Users can use
AccuCite on any reference in their database by simply clicking on that
reference’s edit link and selecting their potential output style.
Mention conversion capabilities from other Bibliographic Management
Software (such as EndNote, Reference Manager and Procite). Detailed
instructions are in help file.
Reiterate the need to check imported data for accuracy – RefWorks only reads
the data (we do not write it!)
Users are now ready to learn how to manage and organize their data.
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