UMCG RefWorks manual
(2016)
Contents

RefWorks: general information
p.3

Starting with RefWorks: new account, logging in
p.4

Saving references (importing)
p.5-9



PubMed
p.5

Embase (Embase.com)
p.6

PsycINFO, Cinahl (Ebsco)
p.7

Web of Science
p.7

SmartCat
p.7

Google Scholar
p.7

Add new (website)
p.8
Managing references / functions in RefWorks
p.10-14

Creating folders
p.9

Searching in your RefWorks database
p.9

Editing references
p.10

Adding keywords
p.10

Removing duplicates
p.10

Creating a reference list from RefWorks
(separately from Word)
p.11

Adding an output style (Output Style Manager)
p.11

Editing an output style (Output Style Manager)
p.11

Exporting references (to Excel)
p.12

Backup and Restore
p.13

Refshare: sharing references
p.13
Write-N-Cite
p. 15-18

Installing Write-N-Cite
p.14

Logging in to Write-N-Cite
p.15

Adding quotes in Word
p.15

Replacing or removing quotes
p.16

Creating a reference list
p.17

Synchronizing
p.17

Removing field codes from Word
p.17
Appendix 1: RefGrab-It
p.18
Appendix 2: RefWorks and Syst Review screening process
p.19
RefWorks www.rug.nl/umcg/refworks
Questions / information about RefWorks:
Access RefWorks:
www.rug.nl/login-refworks
Help desk for RefWorks:
e-mail [email protected], tel. 16200 (inside UMCG) or +31 50 361200 from outside.
RefWorks information page:
www.rug.nl/umcg/refworks
CMB website:
www.rug.nl/umcg/bibliotheek
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RefWorks www.rug.nl/umcg/refworks
RefWorks: general information
RefWorks (www.rug.nl/login-refworks) is a web application for staff and students of the
University of Groningen and UMCG that enables you to save, manage and use your
literature references in a simple way.
RefWorks enables you to:

Save references in your own database from other databases (e.g. SmartCat,
Google Scholar, PubMed and Web of Science) and from publishers’ websites (e.g.
Elsevier ScienceDirect and SpringerLink). Information can also be automatically
downloaded via RSS.

Manage references: add your own keywords, organize references in folders,
remove duplicates and search your references.

Share references with others: lecturers can make literature lists available to
students, and groups of researchers or students can work together through shared
folders or shared accounts.

Quote from literature and create a reference list in a Word document and
then generate a bibliography fully automatically in your preferred style (e.g.
APA, Chicago, Vancouver, or the layout style of a specific journal). You will need to
install the RefWorks-associated module Write-N-Cite on your computer to use
this feature.
UMCG staff can use RefWorks outside the UMCG with a CMB proxy account, which is
available free of charge via the CMB desk.
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RefWorks www.rug.nl/umcg/refworks
Creating an account

Go to RefWorks:
o
directly via www.rug.nl/login-refworks
o
or via the CMB website
o
or via the University of Groningen menu: Library Services > Reference
Management > RefWorks
Outside the network: Log in with your S number (students), P number
(University staff) or CMB proxy account (UMCG staff).

Click Sign up for an Individual Account.

Enter the requested details.

Click Register.

You will be sent a confirmation e-mail.
Logging in

Go to RefWorks:
o
directly via www.rug.nl/login-refworks
o
or via the CMB website
o
or via the University of Groningen menu: Library Services > Reference
Management > RefWorks
Tip: add the link to your Favourites.
Outside the network: Log in with your S number (students), P number (University
staff) or CMB proxy account (UMCG staff).

Log in with your RefWorks user name and password.

You can now start using RefWorks. Or first install Write-N-Cite, the RefWorks addin that you will need in Word (see p. 15).
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RefWorks www.rug.nl/umcg/refworks
Importing publications
There is an overview of medical and other databases at libguides.rug.nl/databases. Or go
to the CMB website and click <More databases>.
PubMed (1).
Importing one or more titles from PubMed

Open PubMed (CMB website, under ‘Go directly to’).

Perform a search and select relevant articles.

Click Send to, then Citation manager, then Create file.

Log in to RefWorks, click References, then Import.

For the Import Filter, select NLM PubMed.

Click Choose File and select ‘citations.nbib’ (under X:My Downloads) and click Open.

Click Import, then View Last Imported Folder.
PubMed (2).
Importing more than 200 titles from PubMed
(total search result for a review):
1. Open PubMed (CMB website, under ‘Go directly to’).
2. Perform a search and select relevant articles.
3. Click Send to, then File.
4. Select Format: MEDLINE.
5. Click Create file and, if asked, click Save.
Do you have 200 to 500 references?
Then you can import the file into RefWorks as follows:
6. Log in to RefWorks.
7. Select References, then Import.
8. For the Import Filter / Data Source, select NLM PubMed.
9. Click Choose File and select ‘Pubmed_result.txt’ (under X:My Downloads) and click
Open.
10. If necessary, select the folder in which you want to save the references.
11. Click Import, then View Last Imported Folder.
Do you have 500+ references?
Then RefWorks might crash when importing so many references. For this reason, cut the
file into chunks of 500 records first, before importing them.This is the easiest way:

If you haven’t already, go through steps 1 to 5?

Open the text file ‘Pubmed_result.txt’ which you have just downloaded

Then go to PubMed
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RefWorks www.rug.nl/umcg/refworks

In PubMed, go to page 26, so that you get to reference 501 (by default a page in
PubMed contains 20 references)

Copy the PMID of reference number 501 (every reference in PubMed has a unique
number, the PubMed ID)

Now go back to the text file and search with Control-F for the copied PMID

Remove all records from the text file from record 501 onwards and save the remaining
part as ‘PubMed_1-50.txt’

In the same way, make a file called ‘PubMed_501-1000’ and ‘PubMed_1001-1500’, etc.
until you have saved all the records from the set.

You can now import the files one by one in RefWorks, see the previous page from step
7
PubMed (3).
Searching in PubMed from RefWorks

Go to RefWorks.

Select Search and Online Catalogue or Database.

Enter your search terms in Enter Search Terms and click Search.

Select the titles you require and click Import.
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RefWorks www.rug.nl/umcg/refworks
Embase (Embase.com)
– direct export
1. Open Embase (CMB website > More databases > Embase).
2. Perform a search and select the references you want to export by ticking them,
or select the whole search result via Select number of items (on the right above the
search result).
3. Select the Export icon, choose Refworks direct export from the drop-down menu
and click Export. The following notification will appear: Your data is ready to be
submitted to RefWorks. Click Submit to RefWorks.
4. RefWorks will now open automatically (if not: check whether a pop-up blocker is
active. Choose Allow). Your records will be shown in the Last Imported folder.
N.B. RefWorks may now be open twice. Close the ‘old’ version to avoid confusion.
PsycINFO, Cinahl via EBSCOhost – direct export

Open PsycINFO of Cinahl. (CMB website > More databases)
Perform a search.

Click the Add to folder icon (‘+’ sign on the right) for each record you want to
save.
To export a large number of records:
Click Page options, Then ‘Results per page’: choose 50.
Click Share. Then ‘Add to folder’ Results (1 – max. 50).
To save more than 50 records, go to the second page of results. Click Share
again, then ‘Add to folder’ Results (51-100) etc. until you have added all the
results to your folder.

Click the Folder icon in the top right-hand corner of the site. Select the references
you want to export again.
Click Export. Select Direct Export to RefWorks. Click Save.
Your records will now appear in the Last Imported folder.
Web of Science
– direct export

Open Web of Science (CMB website > More databases).

Perform a search.

Select the required records.

Change ‘Save to Endnote’ to Save to RefWorks.

(If you are performing more than one search, you can first add the titles to
‘Marked List’). Click Send.

The references will now be shown in the Last Imported folder in RefWorks.
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RefWorks www.rug.nl/umcg/refworks
SmartCat (e.g. books, theses, articles)

Open SmartCat (via CMB website, under ‘Go directly to’).

Search for the required publication(s) in SmartCat. Click the title.

Click Cite/Export (on the right above the title of the publication). Select export
to RefWorks.

The publication will now appear in RefWorks in the Last Imported Folder.
Google Scholar (exporting to RefWorks; 1 title at a time)

Open Google Scholar via www.scholar.google.com.

Perform the search. Click Cite/Export (below the title details of the publication).
Select RefWorks.

The publication will now appear in RefWorks in the Last Imported Folder.
Add New:

adding a website, book chapter or ‘unknown’ document
Collect as much information about the document as possible.
In the case of a website: organization, authors, version, last update etc.

In RefWorks, choose References, then Add New.

Under ‘Fields used by’ you can select an output style if you wish (the fields shown
depend on the output style).
Standard: Vancouver.

Under ‘Reference type’, choose the correct document type, for example Web Page
(at the bottom).

Fill in as many fields as possible. Save the reference (see EXAMPLE below).

The reference you have added yourself will not be visible in the ‘Last Imported’
folder.
You will find it in the specific folders, if you added it to these.
If not, you will find it in the ‘Not in folder’ items (e.g. by using the search box at
the top of RefWorks).
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RefWorks www.rug.nl/umcg/refworks
Managing RefWorks
Folders
Creating a folder
RefWorks allows you to organize your references in folders.
To create a folder, go to New Folder, then Create New Folder.
Your folders are always visible on the right-hand side.
When you import references, they are automatically added to the ‘Last Imported’ folder.
You can copy them from the ‘Last Imported’ folder to one or more other folders.
N.B. When you import references again, they are automatically added to the ‘Last
Imported’ folder. They will replace the old ‘Last Imported’ titles. If you had not yet added
the old ‘Last Imported’ titles to a folder, you will find them in the ‘Not in Folder’ items.
Adding references to a folder

Move the cursor to the source folder (e.g. Last Imported) so that the first page of
references is visible.

Select ‘References’: All in List, then Add to (folder icon): choose the destination
folder.
N.B. If you click Add to, the references will be copied to another folder.
They will also remain in the source folder.
Removing references from a folder
1. Move the cursor to a folder so that the first page of references is visible.
2. Select references via ‘References’. Then choose Delete (‘x’).
N.B. If you delete a reference that is in two folders, and the RefID is the same in both
cases, the reference will be deleted from both folders!
Searching in your RefWorks database
RefWorks allows you to search easily in your database using the search box ‘Search your
Database’ top right.
For specific searches (e.g. for an author’s name or a keyword in a specific field), use
Advanced Search (under ‘Quick Access’).
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RefWorks www.rug.nl/umcg/refworks
Editing references
Sometimes references contain errors that you can correct yourself (e.g. a spelling mistake
or a mistake in an author’s name).
These mistakes are easy to correct using Edit.
Adding keywords to references
To add a keyword to a reference:
Select a reference and go to Edit (via the ‘Edit’ icon).
Make Additional Fields visible. As you scroll down, you will see the fields User 1-15.
Add the following to ‘User 1’, for example: pubmed 20150113. Select Save Reference.
The keyword has now been added to the reference.
To add keywords to a group of references (e.g. all the references in a folder):
Click on a folder so that the references are visible.
Select ‘References’: All in List.
Select Global Edit (globe icon).
Choose the field to which you want to add a keyword, for example ‘Choose Field’: User 2.
Enter the keyword, for example MY KEYWORD. Save and confirm EDIT REFERENCE.
Removing duplicates
If you import references from different databases, it is very likely that your RefWorks
database contains duplicates. First, remove Exact duplicates, then Close (i.e. possible)
duplicates. This is done as follows:

Go to the Organize and share folders tab.

Move the cursor to a folder, then click the right-hand mouse button to see Find
Duplicates, then Exact Duplicates (‘in this Folder’ or ‘in all References’).

A list of the duplicates is displayed. This feature is automatically set so that only the
most recently added record of a duplicate is marked for deletion.

Under ‘References to use’, click Selected (N.B. If you forget this, and ‘Page’ or ‘All
in List’ is selected, titles will be lost).

Click Delete (red cross).
N.B. Duplicates are removed page by page. If you have more than one page of
duplicates, you will need to remove them one page at a time.

Go to the Organize and share folders tab again.

Move the cursor to a folder, then right-click to see Find Duplicates, then Close
Duplicates (‘in this Folder’ or ‘in all References’).

A list of close (i.e. possible) duplicates is displayed. This feature is automatically set
so that only the most recently added record of a duplicate is marked for deletion.
Check whether these are really duplicates (one by one)!
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RefWorks www.rug.nl/umcg/refworks

Under ‘References to use’: Selected.

Click Delete (red cross).
Generating a bibliography from RefWorks
(not linked to a text in Word)

Add the required references* to My List
(for each reference, click Add to List (yellow asterisk)).

Under ‘Folders’, choose My list.

Select the references individually, or select them all at once (‘References to Use’,
then ‘Page’ or ‘All in List’).

Under ‘Quick Access’ (under your folders) choose Bibliography.

Choose the required output style (e.g. Vancouver).
(If the style you require is not in the list, first add it via Output style manager, see
the next item in this manual).

Select Create Bibliography.

On the bottom right-hand side of the screen you will find the link to the file
containing the bibliography (or choose ‘Send to email’).
* If you would like a list of all the references in a folder, move the cursor to the
folder so that the list is visible. Now continue with step 4.
Adding an output style (Output Style Manager)
If you want to create a bibliography in the style of a particular journal, you will need to
make sure that the style is added to your Favourites. This is done as follows:

In RefWorks, go to ‘Bibliography’ (in the grey bar at the top), then Output Style
Manager.

Select the required style from the list on the left, and use the arrow to add it to the
Favourites box on the right.

Now close the Output Style Manager screen.
(Check: The style you have added should now be visible in the list that appears when
you select ‘Quick Access’, then ‘Create Bibliography’.)
Editing an output style (Output Style Editor)
If the output style you have chosen no longer fulfils the current rules for authors on the
journal website, you can make changes to it in RefWorks: via Tools, go to Output Style
Editor. Choose the required style, make the necessary changes, then Save (under a new,
clear name). The amended output style can be found in your Favourites in Output Style
Manager.
You could also ask the CMB to amend an output style.
E-mail [email protected] or tel. 16200 (inside UMCG) or +31 50 361200 from outside.
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RefWorks www.rug.nl/umcg/refworks
Exporting references to Excel

In RefWorks, move the cursor to a folder so that the list of references is visible.

Select all the references (‘References to use’, then ‘All in List’).

Under ‘Quick Access’, choose Export.

Under ‘Select an export format’. choose Tab Delimited.

Select Export References.

Open the link to your references (bottom right-hand side of your screen).
Save the document as a text file (‘Save as’).

Open Excel.

Go to the Data tab. Under ‘Get external data‘, choose From Text.
Browse to find the saved file (file type: All files).

Select Import.

In the Text Import Wizard, choose ‘file type’ Delimited again.

Choose Finish.
You will now find your references in Excel, organized in rows and columns.
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RefWorks www.rug.nl/umcg/refworks
Making a back-up of your database
If your database contains an important collection of literature, remember to make a backup on a regular basis!

In RefWorks, go to ‘Tools’ (grey bar at the top), choose Backup & Restore.

Select the required options, then Perform Backup.

The link to the back-up is on the bottom right-hand side.
Save the back-up, or choose Send the file to email.
Restore: loading your back-up into RefWorks

In RefWorks, create a new account via Sign up for a new account.

In your new, empty RefWorks database, go to ‘Tools’ (grey bar at the top), choose
Backup & Restore, then Restore.

Select the required options, then Choose File, then Restore.
Refshare: sharing the contents of your folder
The Refshare option enables you to share RefWorks databases or folders with other users
within the University/UMCG.
N.B. If you want to work with someone else to set up a database, it is easier to open a
new RefWorks and share the log-in details. Refshare has a limited number of features.
Sharing

Go to the Organize tab. Move the cursor onto the folder you want to share.
Click on the right-hand mouse button. Choose Sharing, then Share Folder.

If you wish, you can set specific preferences in Shared Folder Options.

To allow someone else to access the contents of a shared folder: in RefWorks, move
the cursor onto the folder, click the right-hand mouse button, then choose ‘sharing’,
then Email this share.
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RefWorks www.rug.nl/umcg/refworks
Installing Write-N-Cite
Write-N-Cite enables you to cite literature from your RefWorks database in a Word
document and then generate a bibliography fully automatically in your preferred style.
N.B. Some of the PCs at the UMCG only have the old version of Write-N-Cite (i.e. Write-NCite 3), until UMCG implements ‘Werkplek op Maat’ (WOM) workstations in the spring.
If you have any questions, please e-mail them to [email protected] or call 16200 (inside
UMCG) or +31 50 361200 from outside.
University of Groningen staff and students

In the Start menu, click All Programs> Library Services > Reference Management >
Write-N-Cite (any ‘Security Alerts’ can be ignored).

Install the program.
For UMCG staff who wish to install Write-N-Cite on a UMCG computer

The Write-N-Cite plug-in for RefWorks is available via Start/Programs/Write-N-Cite.

Install the program.
N.B. If the plug-in is not available, ask your functional manager for permission to install
Write-N-Cite.
If you have any questions, please e-mail them to [email protected] or call 16200 (inside
UMCG) or +31 50 361200 from outside.
Outside the University of Groningen/UMCG

Log in to RefWorks. In RefWorks, go to ‘Tools’ (grey bar at the top), then Write-NCite. Download the correct version and install the program.

In the Windows start menu, click Programs > RefWorks > WNC Proxy Configuration
Utility.

Copy and paste the following URL in the text box: http://proxyub.rug.nl/login?url=https://www.RefWorks.com/RefWorks/?WNC=true

Click OK.

In the Windows start menu, click Programs > RefWorks > Install Write-N-Cite
Plugin for Word.
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RefWorks www.rug.nl/umcg/refworks
Logging in to Write-N-Cite
Within the University of Groningen/UMCG

University of Groningen staff and students:
In the University of Groningen Menu, click Library Services > Reference
Management > RefWorks > Write-N-Cite.
(or from Word: go to ‘RefWorks’ tab: Log In (version 4)
UMCG staff:
In the Windows start menu, click Programs > RefWorks > Write-N-Cite.
(or from Word: go to ‘RefWorks’ tab: Log In (version 4)
or from Word via Add-Ins tab: select Write-N-Cite (version 3).

Log in with your RefWorks user name and password.
Group code = RW4RUG
Outside the University of Groningen/UMCG

In the Windows start menu, click Programs > RefWorks > Write-N-Cite.

Log in with your S number (students) P number (University staff) or CMB proxy
account (UMCG staff).

Log in with your RefWorks user name and password.
Group code = RW4RUG
Adding citations in Word (WnC-4)

In Word, move the cursor to the precise position in the text where you want to add
a citation (reference), for example at the end of a sentence (depending on the
output style: just before or after the full stop. See also the EXAMPLE in the box
below).

Open Write-N-Cite (e.g. via ‘RefWorks’ tab in Word).
Click Insert Citation > Insert New. A pop-up window will appear.

Your RefWorks folders are visible in the left-hand column. Choose a folder, and the
references it contains will appear in the box on the top right-hand side.
Select one of the references (from the box on the top right-hand side). The
reference will now appear in the box lower down.
(N.B. To insert a second reference in the same place in your Word document, first
click ‘+’ on the right next to the lower box, or double-click the reference. You can
then select a second reference from the upper box and add it to the lower box.)

Click OK. The citation will now be entered into the Word file.
N.B. The citation has not yet been formatted in any layout style and no bibliography
has been added after the text.
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EXAMPLE
Output style with citation before or after the full stop
The precise position of citations (immediately before or after the full stop at the
end of a sentence) varies, depending on the journal/periodical. Check whether an
extra space is required between the word and the citation. Two examples:
Eur J Epidemiol
... among ageing populations [1, 2].
... risk factors such as smoking [3], obesity [4-6] and ....
BMJ
... among ageing populations.1 2
... risk factors such as smoking3, obesity4-6 and ....
Replacing or removing citations (Edit)

In Word, move the cursor to the citation (the citation will become grey) and doubleclick. The ‘Insert Citation’ window in Write-N-Cite will open automatically.
In the lower box, select the citation you wish to delete, and click ‘-’ (on the right
next to the lower box).
Use the arrows to change the order of the citations if you wish.

To replace with a new citation: click ‘+’, then select a citation from the upper box.

Click OK (if there is no citation remaining, this will not work. See box below *).

The change is immediately visible in the Word document.
* Removing a citation without replacing it:
It is not possible to remove the last citation in a position by using Write-N-Cite.
To remove it, move the cursor to the position immediately before the citation in the
Word text (the citation is not in a grey block) and click Delete.
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Generating a bibliography

In the Word document, move the cursor to the precise position where the
bibliography has to be inserted. This is usually directly after the text.

In Write-N-Cite, go to Style and choose an output style (bibliography layout), for
example Vancouver.
(If the required reference style is not in the list, go back to RefWorks and add the
style via ‘Bibliography’, then Output Style Manager)

In Write-N-Cite, go to Bibliography Options, then Insert Bibliography.
The bibliography will appear immediately, in the layout of the chosen output style.
N.B. If you want to generate your bibliography again, select ‘Bibliography Options’,
then ‘Remove Bibliography’, then ‘Insert Bibliography’ again.
Synchronizing Write-N-Cite with RefWorks
Whenever you make changes in RefWorks (e.g. imported new references, or added an
output style), you will have to synchronize them with Write-N-Cite: in Write-N-Cite, choose
Sync My Database.
Removing field codes in Word
In most cases you will need to send a ‘clean’ manuscript to the publisher.
You can remove the field codes in the Word document via Write-N-Cite, then Remove
Field Codes.
Save the ‘clean’ text under another name, so that you still have the original version with
the links to RefWorks.
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Appendix 1: RefGrab-it
RefGrab-It is a tool that enables you to import elementary bibliographical information
from a website as a reference in RefWorks. To do this, you must first save RefGrab-it in
the Favourites list in your web browser.
N.B. RefGrab-it is a handy tool, but it doesn’t always provide the best references!
Adding RefGrab-it to Favourites
-
In RefWorks, look in Tools. Open RefGrab-it.
-
Add the RefGrab-it Bookmarklet to Favourites (place the cursor on the ‘RefGrabit’ link (at the bottom on the right) and add it to Favourites by clicking the righthand mouse button). A warning may now appear that you are about to add an
unsafe item. Click Yes.
-
A pop-up will appear and the name RefGrab-it should be displayed. Select Links
and click Add.
-
A RefGrab-it button will appear in the links toolbar of Internet Explorer.
Importing a website with RefGrab-it:
-
Go to the desired webpage or website.
-
Click RefGrab-it in the links toolbar under Favourites.
-
RefGrab-it will now open and display the website information after a few seconds
(click ‘Show details’).
-
Tick the website, then ‘Import to RefWorks’.
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Appendix 2: Using RefWorks in a Systematic Review
screening process (an example)
User fields 1-4 in the screening process
(N.B. Use ‘Customize’ to change the name of a user field)
1. Screening (abstr)
In this field you use two options/keywords: 1st No 2nd Maybe.
Articles with the keyword No are excluded in the first screening round (title/abstract
basis). In User Field 2, the reason for exclusion is also shown (see 2).
All other articles will be screened in the second round (Fulltext basis).
2. Reason for no (abstr)
Use a limited number of codes to indicate why you are excluding an article (e.g. PUB =
wrong publication type, AGE = wrong age group, GEO = wrong geography). Use no more
than one code/reason for each article.
-
Include in SR (FT)
In this field you use two options/keywords: 1st No 2nd Yes.
Articles with the keyword No are excluded in the second screening round (Fulltext
basis). The reason for exclusion is given in User Field 4. All other articles (Yes) will
be included in the review.
4. Reason for no (FT)
Again, use a limited number of codes to indicate why you are excluding an article.
Folders:
(Create these folders and place the relevant references in the correct folder)
-
Abstracts NO
-
Abstracts Maybe
-
Fulltext NO
-
Fulltext Yes
-
ALL nodup (all references, duplicates removed)
-
Possibly: folders per database
source: UT SCHOOL OF PUBLIC HEALTH LIBRARY
https://sph.uth.tmc.edu/content/uploads/2010/07/screening_for_inclusion.pdf
See also ‘using Excel spreadsheet’
https://sph.uth.tmc.edu/content/uploads/2012/01/using_excel_spreadsheet.pdf
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