The Administrator s Guide to using EndNote online

Transcription

1 The Administrator s Guide to using EndNote online The online interface for EndNote is ideal for many undergraduates. They can use it from any computer and can sync with an EndNote Desktop Library when they are on a site computer and want extra functionality. There are three types of online account, one created through or linked to the EndNote Desktop program, another which is associated with an Institution and the third which is not associated with either of these. The table below shows the differences between EndNote Desktop and the three online accounts:- Feature EndNote online via online, via online, not Desktop EndNote institution associated Sync references between Desktop & Web Yes Yes No No Storage Capacity - number of references Unlimited Unlimited 50,000 50,000 Storage Capacity - attachments Unlimited 5GB 2GB 2GB Number of Output Styles >5,000 >3400 * >3400 * 21 Number of Online Search sites >5,000 >1,800 * >1,800 * 5 Number of Filters for Importing >500 >500 * >500 * 9 Share Groups with colleagues via online Yes Yes Yes Customise Styles, Connection and Filters Yes No * No * No Cite Figures and Tables Yes No No No Customise the User Interface Yes No No No Customise Reference Types and Fields Yes No No No Save Advanced Searches Yes No No No Create Custom Lists for data entry Yes No No No Work Offline Yes No No No Automatically Find Full Text Yes via Desktop No No Automatically Import PDFs Yes via Desktop No No * An EndNote site administrator can add custom Styles, Online Search sites and Filters that they have created using EndNote desktop. They can also remove unwanted ones, so available numbers may vary. If users have access to EndNote Desktop, we strongly recommend that they set up their EndNote Web account via that route, or associate it at some point after creation. Then they can benefit from synchronising to their Desktop Library, having an unlimited number of references and 5GB of attachments (e.g. papers, figures, photos, etc.). They can also utilise the advanced features of the Desktop to speed up the gathering of references and PDFs. Creating Accounts This section will explain how users create each of the three different EndNote online accounts. Via EndNote Desktop: To create their EndNote online account via EndNote Desktop, users launch EndNote desktop and either create a New Library, or open the one they wish to keep synchronised to their EndNote online account once it has been created. They would then go to Tools/Sync and click the Sign Up button. If using X7, they would be taken to the web site where they would need to click the Sign Up link to enter the details of the EndNote online account they wish to create, following the instructions that appear until the process is complete. They would then need to go back into EndNote and enter the details of the new account before continuing with the Sync.

2 If using earlier versions of EndNote, after Tools/Sync and Sign Up they would simply follow the on screen prompts to create the account finishing by clicking on Sync. Both of the above create an EndNote online account and synchronise to the Desktop Library. Via their Institution: If the user s institution has set up IP authentication, the user can simply go to and click on the Create Your Free Account button and follow the prompts. Alternatively, if the user s institution has a subscription to Web of Knowledge, an EndNote Web account can be created from anywhere, by browsing to and clicking the Click here to access Web of Knowledge button. They would then Sign In, using their usual credentials. Once signed in, there will be a link for My EndNote Web on the right of the screen. They should click this link and follow the instructions to complete the setup process. A third alternative for creating the account from anywhere is for the user to browse to click the institutional login link and then follow the instructions. All these will appear to create a Basic account:- However, this account will include customisations made by their institution e.g. styles. The institution can also provide an institution specific link to make the process simpler. More details on Shibboleth logins can be found at Basic account: The user will create this type of account if they are off-campus when they Sign Up on the EndNote Web site, when they are not using a VPN and are not logged into a Web of Knowledge account. After clicking the Sign Up link, they would follow the instructions on the screen. This will create a Basic account:- Although it might look the same, this basic account and has no institutional extras. Upgrading Accounts If the user created a Basic account which was not associated with an institution, it will be automatically associated when they log into it on-campus via IP authentication, remotely via a VPN, or anywhere via their institutional login. They will then have access to the customisations the institution has made. Like styles and database connections. Both the Basic accounts can be upgraded to a full EndNote online account. To do this, they would need access to EndNote desktop and would open the Library that they needed synchronised to their

3 online account, (this could be a blank one). Then they would go to Tools/Sync, enter the credentials for their online account, click OK and follow any instructions on the screen. This will then synchronise their online account to this Desktop Library and give access to the full features of EndNote online. It will also upgrade their online storage to 5GB. Checking the Status of an Account When logged in, look in the Account Information on the Options tab to see the account status:- The example above has two accounts because it has an institutional association and has also been activated from an EndNote Desktop program. It has been accessed through the institution today, as the Web of Knowledge Days Remaining are 366. The example below has been set up through an institution but not activated through EndNote Desktop and it has not been used via the institution for 6 days, so the remaining days are 360 :- The example below is of a Basic account that has not been associated with either an institution on EndNote Desktop:- The same screen would be displayed when an account created via an institution has not been logged in via that institution for more than a year. Under both circumstances, the account is indicated as Roaming Expired as it has reverted to the Basic account with no institutional customisation. While in this state, if the user has more than 2GB of attachments, they will not be able to add more, however, they will still be able to access files already attached. When these types of accounts are next accessed via an institutional login they will be reset to 366 days and any customisations will be reinstated, as will the higher 5GB storage limit.

4 EndNote Online Administration Tools Each site should have at least one Administrator, who will be able to customise certain areas of EndNote online for all their users, except for non-associated Basic account users. The Administrator will also have access to Usage Reports. To be set up as an Administrator, please contact Adept Scientific s Technical Support team. Once set up they will see a new Administrator Tools tab on the right after they log in. This tab contains the three areas of customisation: Site Bibliographic Styles ; Site Connections ; Site Import Filters. Each section works in the same way, on the left will be the list of items Provided by EndNote Web, in the centre there will be a list of items Selected for My Site and on the right are the Custom items. Once a single item is added to the Selected for My Site using the Copy to My Site List button, or added to the Custom list by using the Choose File and Copy to Custom List, this will be the only item seen by users. By repeating this process the site can ensure users have access to all the items they need, while not being confused by items that are not needed. The Custom items will have to be created using EndNote Desktop. Some styles cannot be used with EndNote online, e.g. the Full version of OSCOLA because unlike EndNote Desktop, EndNote online does not support custom Reference Types.

5 The EndNote online Toolbar If a computer has EndNote Desktop installed, users will be able to use Cite While You Write in Word, either with the reference from their EndNote online account, or with references from their EndNote Desktop Library. To switch between the two, click on the Preferences button on the visible toolbar, then click the Application tab and select either EndNote or EndNote Web from the drop down box. However, if the EndNote Plug-in from the web site has not also been installed on the computer, the user may not have the ability to export reference directly from online databases into their EndNote online account. References may automatically be sent to an EndNote Desktop Library. Users that do not have EndNote Desktop installed will need to download the Cite While You Write Plug-in for Word from the web site, to give them the ability to cite in Word. For example, this would be the case for home use, where students have not purchased a personal copy of EndNote Desktop. To download the EndNote Plug-in from the web site, log in and go to the Options/Download Installers tab and click on the appropriate link, i.e. Windows, Mac, etc.:- In addition to providing the ability to cite references in Word from the EndNote online account, this Plug-in includes an Internet Explorer toolbar. On this there will be a Capture button that when clicked will attempt to create a reference from the current web page. If Firefox is used as the browser, the Firefox Extension can be downloaded to provide the same Capture button there. This also has an Options screen, where Firefox can be set up to download references into either EndNote Desktop or EndNote online (the default is EndNote online). The effectiveness of the Capture tool depends on the coding used on the web page. Administrator Rights for the computer will be required to install toolbars. EndNote s Bookmarklet This is an alternative way of implementing the Capture tool which does not need Administrative rights. Simply drag the grey Capture Reference button (see above) onto the browser s Bookmark bar. To capture a reference from the current web page, click this new bookmark.