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York University Libraries > Refworks FAQs

Refworks FAQs

  1. Why doesn’t the York group code work when I log into RefWorks?
  2. When I attempt to use the Write-N-Cite feature in MS Word, I get an error when logging in. Why doesn’t the York group code work?
  3. Can I import the full-text of an article (when available) into RefWorks?
  4. Can I import links to full-text content (when available) into RefWorks?
  5. Should I be concerned about creating a back-up version of my RefWorks database?
  6. Can I open multiple RefWorks accounts?
  7. Can I share a RefWorks account?
  8. Can I make changes to how in-text citations will appear (e.g., add page number, suppress author names) when using Write-N-Cite?
  9. If I have content in an existing RefWorks account (at York University or elsewhere), can I move my content into a new account?
  10. I notice that there are errors in my formatted in-text citations and bibliographies created with RefWorks. Why is this happening?
  11. Further assistance

1. Why doesn’t the York group code work when I log into RefWorks?

Make sure that you are accessing RefWorks via Scholar’s Portal. The correct URL for logging in is http://refworks.scholarsportal.info. Attempting to log into RefWorks from http://www.refworks.com will not allow you access.

2. When I attempt to use the Write-N-Cite feature in MS Word, I get an error when logging into RefWorks. Why doesn’t the York group code work?

The most likely reason for this problem is that the Write-N-Cite utility on the computer you are using was downloaded from the wrong place. Uninstall Write-N-Cite on your computer and follow these instructions.

3. Can I import the full-text of an article (when available) into RefWorks?

You can now add attachments to your references in RefWorks. The FIND IT @ YORK feature in RefWorks will also link to available full-text at York University Libraries.

These links will be imported automatically if they are included in the data generated by the periodical index/database and if they are tagged in a format that RefWorks recognizes. If they are not successfully imported, you can include a link to full-text content in a RefWorks record by manually entering it into the record using the edit feature. The FIND IT YORK feature in RefWorks will link to available full-text at York University Libraries.

5. Should I be concerned about creating a back-up version of my RefWorks database?

It is always a good idea to create back-ups for any data that you consider important. While regular back-ups of the RefWorks server occur, having your own copy helps ensure the long-term integrity of your data.

To create a backup of your RefWorks database, log into RefWorks (http://refworks.scholarsportal.info) and select Backup/Restore from the Tools menu. If you have pop-up blockers activated on your browser, make sure that they are disabled because RefWorks needs to create a pop-up window to allow you to properly save the data.

6. Can I open multiple RefWorks accounts?

Yes. Each account must be given a different Log-in Name.

7. Can I share a RefWorks account?

If you plan to share some folders but want to keep other folders private, you need to set up two different accounts:

  • readonlyAccount #1: Create one account for folders you plan to share. You can make this account read-only if you want users to be able to view but not edit this account. Create a read-only password to share by selecting Settings, then Update User Information from the Tools menu.If this account is to be used by a study group, you may want all members to have full editing rights. This permits users to enter comments and edit records. Share the login and password with your group.
  • Account #2: Create a separate account for your personal work. Do not give out your username or password for this account.

8. Can I make changes to how in-text citations will appear (e.g., add page numbers, suppress author names) when using Write-N-Cite?

RefWorks recently released a new version of Write-N-Cite that allows for citations to be easily edited. If the features mentioned in the instructions below are not available in Write-N-Cite on your computer, please download the new version of Write-N-Cite from RefWorks. It is available at http://refworks.scholarsportal.info/RWSingle/WNCDownload.asp.

  1. In Word, place your cursor in the citation that you wish to edit (i.e. within the curly brackets {{….}}).
  2. Open Write-N-Cite and select the Edit Citation link (top right hand corner of the Write-N-Cite window).
  3. Select how you would like to have the citation modified. Click Save to Word.
  4. When you format the paper using the Bibliography function in Write-N-Cite, your selected modifications will be applied.

9. If I have content in an existing RefWorks account (at York University or elsewhere), can I move my content into a new account?

Yes, content can easily be moved from one account to another. There are two ways of accomplishing this, depending upon the circumstances:

a) To move existing content into a new RefWorks account that contains NO content:

  • Log in to your old account and select Backup/Restore from the Tools menu
  • Select Backup and save the file (make sure that pop-up blockers are disabled on your browser).
  • Log out of this account and log in to your new RefWorks account
  • Select Backup/Restore from the Tools menu
  • Select Restore and choose the Backup file you created. Select Perform Restore

b) To move existing content into another RefWorks account that does contain content:

  • Log in to your old account and select Export from the References menu
  • Select RefWorks Tagged Format and click Export to Text File
  • Save the file in Text Format (.txt)
  • Log out of this account and log in to your new RefWorks account
  • Select Import from the References menu
  • Change the Import Filter/Data Source to RefWorks Tagged Format
  • Select the Text File (.txt) that you saved using the Browse function. Click Import.
  • The references will be imported and can be moved into folders

10. I notice that there are errors in the formatted citations and bibliographies created with RefWorks or Write-N-Cite. Why is this happening?

The accuracy of citations and bibliographies formatted by RefWorks depends on the accuracy of information in your RefWorks database. If there were errors entering citation information into your RefWorks database, either through automatically exporting citations from another database (such as a periodical index) or through errors in manually entering citation information, these errors will be reflected in any output (citations, bibliographies) created using RefWorks or Write-N-Cite. Some tips and issues to consider:

  • Always check the accuracy and completeness of the information when you export citations from a periodical index to your RefWorks database.
  • Remember that some periodical indexes may use certain citation conventions that do not match the requirements of the citation style you are using. For example, some indexes may only use initials for authors’ first and second names whereas the citation style you are using may require the full first name (if available) followed by any middle name initials. If only the author’s initials are in your RefWorks database, then only the initials will appear in any citations or bibliographies created by RefWorks. You will need to manually edit the information in your RefWorks database to ensure that RefWorks can format it properly.
  • It is imperative that RefWorks know the proper reference type for each citation in your RefWorks database. Sometimes when you export citations from a periodical index to your RefWorks database, the periodical index will fail to indicate what kind of item the citation is for. For example, if your RefWorks database is not told that the citation is a for a journal article, RefWorks will automatically apply the catch-all “Generic” as the reference type. Unfortunately, this situation will often result in citations being badly formatted when you use the bibliography functions in RefWorks and Write-N-Cite. If you notice problems with formatting for a particular citation, check that it has the proper reference type indicated in your RefWorks database.
  • Some citation styles dictate that only the first word and proper nouns in a title are capitalized. RefWorks cannot identify proper nouns so they may appear in lower case. These errors must be manually fixed in bibliographies and citations formatted with RefWorks or Write-N-Cite.
  • Make sure that you follow exactly the proper format when manually entering citations into RefWorks. For example, names should be entered: last name, first name. If a work has more than one author, semicolons should separate each author. See http://refworks.scholarsportal.info/Refworks/help/Adding_References_Manually.htm for information about how to enter citation information properly.
  • Many citation output styles in RefWorks will automatically add URLs and other information to entries in Bibliographies. You can edit these output styles so that URLs and other unwanted information are suppressed. For information on editing output styles, see http://refworks.scholarsportal.info/Refworks/help/Refworks.htm# and select Output Style Editor from the menu.

Further Assistance

RefWorks Help: refworks@yorku.ca

Questions may be directed to RefWorks technical support at support@refworks.com or 1-775-327-4105.

Additional information about RefWorks is available at http://www.refworks.com