Refworks for Systematic Reviews Workbook

Transcription

1 Refworks for Systematic Reviews Workbook Objectives This workbook is designed to introduce the fundamentals of RefWorks, how to use RefWorks for a systematic review, and the steps involved in transferring records from RefWorks to RevMan. During the session we will review how to: Ø Ø Ø Ø Ø Ø Ø Ø Ø Set up your RefWorks account Navigate around RefWorks Export/Import references from databases (Medline, PubMed, Cochrane) into RefWorks Move records from Google Scholar into RefWorks Organize references into folders Remove duplicate records Use Word and Write-N-Cite to create your bibliography or reference list automatically Use RefWorks for a systematic review o Screening using RefWorks o Article retrieval using RefWorks Move records from RefWorks into RevMan Need Help? RefWorks Help pages RefWorks 2.0 Tutorials University of Alberta Libraries RefWorks Guide Ask for help by clicking on the ASK US link which is found on the Library home page dale.storie@ualberta.ca iris.richardson@ualberta.ca

2 Section 1: Creating a RefWorks Account Go to the Library s home page at Click on RefWorks link on the right hand side of the page Click on User Login Click Sign-up for an Individual Account Create account box appears Fill out the registration form and choose a Login Name and password You will receive an confirming your registration, and will be provided with a Group Code You can bookmark this URL for quick access to Refworks: Section 2: Accessing RefWorks from Off-Campus To access RefWorks from off-campus, you will need to login using your Login Name and Password, together with the Group Code. When you register for a new account, RefWorks will send you an confirming your Login name and password, as well as the Group Code. The Group Code is also available from the following webpage:

3 From Library Home Page, under Quick Links, select RefWorks Click on Group Code RefWorks Group ID page appears Click Access RefWorks Off-campus Enter the Group Code Click Go to Login Login to your RefWorks Account Section 3: Creating Folders to Organize References One way of arranging the data in your database is to organize it into folders. There is no limit to the number of folders you can create; or the number of references which can be stored in a folder. Click the New Folder button Type the folder name Click Create button to create new folder The new folder will now appear in all of the folder lists throughout the program Subfolders can also be created

4 Section 4: Manually Entering References into RefWorks Tzeng, H., & Yin, C. (2009). Inpatient falls: The impact of family and personal caregivers. Applied Nursing Research, 22(3), doi: /j.apnr Click on New Reference button Select a potential citation style (e.g. APA, MLA, Vancouver) Specify folder that you want the reference to go into Designate the type of reference you are entering (e.g. journal, book, dissertation) under Ref Type Specify source type: print or electronic Specify output language The field names that are associated with the specific citation style appear The field names indicate recommended information needed to produce an accurate bibliography/reference list To view additional fields click on Additional Fields at the bottom left of the window Enter information in the boxes provided and click on the appropriate Save button when finished

5 Section 5: Using Direct Export to Move References into RefWorks A second way of adding references to RefWorks is to export records directly into RefWorks. Several online database providers including, Ovid databases (MEDLINE), Scopus, CSA, OCLC Papers First, ProQuest, etc., include a Direct Export Option. Example 1: OVID Databases (MEDLINE, EMBASE, PsycINFO) Go to the Library website: From the Library home page click on Databases at the top In the search box type MEDLINE Click database search button. Click on MEDLINE at top of screen Select MEDLINE (1948-present) via Ovid Click Basic Search Tab Enter Search terms Click on Search Select the references you want to export to RefWorks Click on the Export button which appears above the search results list

6 On export screen select Export to RefWorks Click radio button next to Complete Reference Click on Export Citations Import References window opens Click on View Last Imported Folder Inspect and edit records Mouse over folder icon to move records into folder Example 2: Scopus

7 Go to the Library website: Click on Databases In the search box type Scopus Click database search button Click on Scopus at top of screen Type in search terms From the list of results, select the references you want to export to RefWorks Click on Export which is above the search results list. Make sure the desired output type is set to Export. Under Export format: select RefWorks direct export Change Output: to Complete format Click Export View Last Imported Folder The Scopus Link

8 icon identifies a reference as being imported from Scopus and having links back to Scopus for additional information Inspect and edit records Mouse over folder icon to move records into folder Section 6: Importing References from a Text File into RefWorks Some databases (such as Cochrane Library, PubMed) do not have a direct export to RefWorks option available. In this case the references need to be saved in a text file format that RefWorks can recognize. The references in the text file are then imported into RefWorks. Example 1: PubMed Go to the Library website: click on Databases tab In the search box type PubMed Click database search button Click on PubMed [Restricted] in the middle of the screen Type in search terms Click Search

9 Select records to be moved into RefWorks Click on Send to Click the radio button next to file For format choose MEDLINE Click Create file Click on Save Save As screen appears Be sure to save file type as text (.txt) To save file click on Save Open RefWorks Click References Click Import

10 Import Filter/Data Source select NLM PubMed Database Select PubMed Click on Browse to find the text file you saved. Click on Import Import References window opens showing that your references have been imported. Click on View Last Imported Folder to see the references that have been imported from PubMed into RefWorks. Inspect and edit records Mouse over folder icon to move records into folder Example 2: Cochrane Library

11 Go to the Library website: Click on Databases tab In the search box type Cochrane Library Click search button Click on Cochrane Library Enter search terms Click on Go Select references Choose Export Selected Results For Export Type choose Citation and Abstract For File Type, choose either PC or Mac, Click Export Citation

12 Click Save You can change the file name at this stage Save as text file(.txt) Open RefWorks Click References Click Import Import Filter/Data Source select Cochrane Library Database select Controlled Clinical Trials Register Click on Browse to find the text file you saved. Click on Import

13 Inspect and edit records Mouse over folder icon to move records into folder References may need editing Each Cochrane Library record shows how to cite the document Use the example to edit the required fields in RefWorks Section 7: Importing Records From Google Scholar Go to the Library website: Click on Databases In Search Box type Google Scholar Click on database search button Click on Access Google Scholar Click on the gear

14 icon in the upper right corner of the screen Click on Preferences In the Bibliography Manger section, select RefWorks from the drop down menu Click on Save preferences Execute search An Import into Refworks link now appears in each record that appears in your Google Scholar search results list. Click Import into,

15 RefWorks RefWorks Login screen appears Section 8: Removing Duplicate Records Click on View Mouse over duplicates Select close match or exact match Section 9: Managing Folders in RefWorks Click on Organize & Share Folders Tab Manage folders by right clicking on folder name Create subfolder Rename folder Clear folder Delete folder

16 Check for duplicates in specific folder Share folder Section 10: Using Write-N-Cite to Insert References and Create a Bibliography Write-N-Cite is a utility that allows users to cite references in a paper with the click of a button, and then format the bibliography in the desired citation style ( APA, Vancouver, Chicago, etc.) To use Write-N-Cite on your laptop or home PC, you will first need to install the software. Download Write-N-Cite Open RefWorks Click on Tools Click Write-N-Cite More information on how to install and use Write-N-Cite can be found at:

17 Section 11: Using RefWorks for Systematic Reviews 1. Stores all results from all literature searches a. References can be directly exported into RefWorks from many databases b. Allows for easy detection and removal of duplicates c. Can store 100,000+ records 2. Aids in tracking references during screening a. Decisions can be recorded in folders 3. Simplifies the article retrieval process a. Folders can be created to indicate location or status b. Full text (in online journals subscribed to by the University of Alberta or free online journals) can be accessed within RefWorks c. Interlibrary loans can be ordered through RefWorks d. The University of Alberta Libraries catalogue is accessible through RefWorks e. Generates list of references (print or electronic) i. to be photocopied at the library ii. for items that need to be picked up at the library if ordered from the BARD 4. One can export records from RefWorks to a number of different software programs a. Use the RevMan Tagged Format to export into RevMan b. Easily transfers to other reference management programs such as Reference Manager or EndNote

18 Section 12: Screening Using RefWorks You are going to customize your Refworks account view to show more than 25 records at a time. Removing duplicates will be a bit faster, since you won t have to keep shifting pages. Click on Customize on the right hand side of the page under Quick Access Change your References Per Page to a higher number than 25. Maximum is 500 references per page. Click Save Customized Settings. Now you will remove duplicates. Click on View Mouse over Duplicates Select Close Match

19 The duplicate with the higher Reference ID will already be selected. Check to make sure these are duplicates before you delete them. Often similar records that are not duplicates get listed here. Select any duplicates that are not already checked. Click on the Delete button to remove these records from the database. Record the number of duplicates you are deleting! After duplicates have been removed from your database you can then prepare to start screening. Follow the instructions in Section 9 and create 4 folders with the following names: Exclude Include, Maybe Get Full Text Duplicates Background Ensure there are no references in any folder when you begin screening. The only folder that is automatically assigned is Last Imported. The references from your last database import may still be in there. To remove everything from this folder, click on the folder icon and then click on Clear Folder.

20 Do all your screening from the Not in Folder list. Mouse over View, View Folder, and click Not in Folder. As records are given a decision and put in a folder, they will automatically disappear from the References not in a Folder list. You avoid having to keep track of where you left off. To view a full reference (including abstract), click on the magnifying glass. Once you have reviewed the full reference & abstract, click on Edit. (Note: Not all articles will have abstracts, depending on the type of article and what database it was imported from.) On the Edit Reference screen, use the Add to Folder dropdown menu to select which folder you want to move the article into. Once you have made a decision, click on Save Reference. Move to the next record by clicking on the Next button at the bottom of the Edit window.

21 Alternate method of screening abstracts: Click on the Change View menu and select Full View. This will allow you to view a list of articles and abstracts on one screen. Continue reviewing by adding records to decision folders and moving to the next record. Your screening will be complete when your Not in Folder list is empty and all references have been assigned to a decision folder.

22 Section 13: Article Retrieval Using RefWorks Now that screening is complete, you will need to retrieve the full-text for references in the Include, Maybe Get Fulltext folder. When retrieving the full-text of your articles, use additional folders to indicate the retrieval status of the fulltext. Put a zero at the beginning of these new folders so they automatically go to the top of the list. For example: 0: bard 0: electronic 0: ill (interlibrary loan) 0: obtained 0: photocopy at library Click on the Get-It link to find out the article s location. 22

23 For articles available as online fulltext: Go to one of the publisher sites and find the PDF version. Save the PDF on your hard drive. Move the reference in Refworks from the Include, Maybe folder to the 0-electronic. Hint: When you save the PDF file to your hard drive, rename the file to include the Refworks Reference ID number and author in the file name. Example: 1491_Aoki.pdf Hint: You can store PDF files in Refworks, but you can only upload them one-by-one For journals that are not online, and only available in the library catalogue: Click on the Library Catalogue link in the Get-It menu. The location of the print journal is listed below. If the location is UABARD (like this journal), it is stored at the Book and Record Depository, our offcampus archival facility Click on Place Hold to order an item from another library. It will be brought to your preferred library location within 2-3 business days. If a journal is stored on campus, you can also go to that library to pick it up directly. When placing a hold: Enter your ONEcard barcode and 23

24 your PIN. If you don t know your PIN, click on What s My PIN to get it e- mailed to you. Select a pickup location. Then select the journal volume you require from the list below. Click Place Hold. You will receive an when your hold has arrived at the pickup location you selected. If an article is not held at the U of A or is listed as embargoed: Place an interlibrary loan You can also try: Searching the article title in Google. Sometimes it is available open access. If the option to get full-text via DOI is available, try clicking on it. You can also try this if you re also having problems retrieving the article from other full-text sources. Always double check the library catalogue for the journal title before ordering an ILL. If the U of A Library has it, the order will be cancelled. Enter the journal name into the NEOS library catalogue. Click on Starting With and select periodical title from the dropdown menu. Click Search. 24

25 Section 14: Placing Interlibrary loan requests You will need to enter your barcode from your OneCard and PIN number. If you have clicked on the ILL button in Get-It, it will automatically fill in all the appropriate information for each article. Make sure all information is correct including your contact information. Interlibrary loans can take several weeks to arrive, so order them as soon as possible. Due to copyright restrictions, articles ordered through interlibrary loan are delivered in paper format. Hint: You can use Refworks folders to keep track of the status of your ILL requests. When you receive a paper copy of your ILL article, record the Refworks Reference ID to help keep track of your references. 25

26 Section 15: Moving Records from RefWorks into RevMan Step 1) Export records from RefWorks into a text file Before you begin exporting records from RefWorks, take a close look at each record and edit if necessary to ensure that all the information is correct and all required fields contain the necessary bibliographic information. The list that you generate through this process will eventually become the bibliography of your review. Generate this list from all the references for which you retrieved full-text. In order to get your records from RefWorks into RevMan you will need to export them in a format that will be compatible with RevMan. In Refworks, mouse over Bibliography in the top menu and select Create. From the Output Style pull down menu, select RevMan Tagged Format from the University of Alberta Specific styles. File Type should be Text. References to Include should be set to Include, Maybe (or whatever folder your final set of references are in). Click on Create Bibliography. A new window will open displaying the text output for all your references. You will now need to save this as a text file. From the Web Browser menu, select File (or right-click), then Save As Choose a location to save the file, provide a name and save as type Text File (*.txt), and then click Save to save the file onto your computer. Note: These instructions may vary depending on which Internet Browser you are using. 26

27 Step 2) Import references from a text file into RevMan In the Open window of RevMan, highlight the review into which you want to transfer your records and click on Open In the toolbar at the top of the screen, select File then Import and then References. The Import References Wizard window will pop up. Click Next In the popup window titled Open, choose the text file that you just saved, then click Open. The Import References Wizard will ask you where to store your references. Select Classification pending references, then click on Next

28 The Import References Wizard will ask you if you want to remove any of the references from the import. Click Finish. Please review your references to ensure that they have imported correctly. Some information may have to be moved to the correct fields after the references are transferred. To edit a reference, place the cursor anywhere over the reference and right click. Then select Edit Reference. The full record for the reference will appear. It is here that you can make edits or changes as necessary. Note: You will need to follow the same procedure for any other references in RefWorks that will be included in your review. 28