What Does Citation Manager Do?

Citation Manager has two functions:

Citation Manager acts as a centralized document citation database:

• Citation Manager captures citations for journal articles and other documents easily and accurately. No more partial or incorrect citations that are difficult to track down!
• You can store and organize your article citations or document references into separate folders based on your own research interests or projects that you're working on.
• Your Citation Manager database is located on the Web, so you can access your stored citations from any computer that has access to the Web. No special software is need to run Citation Manager.
• From Citation Manager, you can quickly determine if the library carries the document, either in paper or electronically over the Web, or if you can order it from another library through interlibrary loans.

Citation Manager acts as an intermediary between the Library's article databases and bibliographic or reference management software like RefWorks and EndNote:

• Citation Manager enables the easy export of citations from library databases into bibliographic management software such as RefWorks.
• Citation Manager is designed to work in conjunction with EndNote and other bibliographic management programs, not replace them.
• Unlike the software EndNote, Citation Manager is not loaded onto a single computer, so you can save citations on any computer with Web access, then download those citations once you are at a computer that has reference management software like EndNote loaded onto it.

Accessing Citation Manager

There are several ways to access Citation Manager:

• Via the "Where can I get this?" / "Locate document" Link:
  • Within most of the library's article indexes or databases, such as Academic Search Elite from EBSCOhost, you will see a link labeled "Where can I get this?" or "Locate document" either beside or below each document's citation in a database.
  • For a list of journal databases that have these links see "Which journal databases contain the "Where can I get this?" / "Locate document" / "GODOT" link?"
  • Sample article citation from an article index / database:

  

  • Click on the "Where can I get this?" or "Locate document" link.
  • From the resulting screen, click on "Export citation/reference to Citation Manager".

  

  • Citation Manager will open up in a new window with your document's citation automatically stored in it.

  

• Via the Library's home page:
  • From the SFU Library home page, click on the heading labeled "My Library " then click on the "Citation Manager" link or
  • From the SFU Library home page, click on the heading labeled "My library record / renew books " then "View Your Citation Manager Account ".

First Time User Registration

As of 08 August 2011, no new user registrations are permitted.  If you are interested in using citation management software, please sign up for a free

RefWorks account. 

Logging In

For instructions on where to find Citation Manager, see the "Accessing Citation Manager" portion of this document.

To log on, enter:

• Your SFU Library barcode
• Your Citation Manager password
• Click on the "Login" button

You do not have to keep logging into Citation Manager as you open and close different journal article databases. When you start or open Citation Manager, it opens in a new browser window and it stays open as long as you keep its browser window open. Therefore, you can open and close or quit multiple journal article databases and have Citation Manager stay open while you change databases, importing citations from those various databases, as long as you keep the Citation Manager window open.

Contact us if you forget your password. We will reset it for you.

As of 08 August 2011, no new user registrations are permitted.  If you are interested in using citation management software, please sign up for a free RefWorks account.

Importing Citations into Citation Manager

There are several ways to get document citations or references into Citation Manager:

• Using the "Where can I get this?"/ "Locate document" link:
  • From within most of the library's article indexes or databases, such as ABI/Inform, you will see a link labeled "Where can I get this?" or "Locate document" either beside or below each document's citation in a database.
  • Below is a sample citation from within an article index database:

  

  • Click on the "Where can I get this?" or "Locate document" link
  • From the resulting screen, click on "Export citation/reference to Citation Manager".

  

  • In a separate window, Citation Manager, will automatically import or copy your document's citation.

  

• Tip:
  • If you use the "Where can I get this?" method of automatically importing citations to Citation Manager, please be aware that Citation Manager captures the citation as it appears in the journal article database from which it originates. It may be necessary to edit parts of the citation, e.g. the format of the author's name, to ensure that it conforms to an appropriate bibliographic style, such as APA.
• Creating a Record for a Citation by Hand:
  • From the SFU Library home page, click on the heading labeled"Research Tools".
  • On the Research Tools web page, click on "Citation Manager".
• • Log into Citation Manager.
  • On the left hand side of the screen, locate the "import/new" box.
  • Click on the "blank form" button.
  • You will be presented with a blank form for an citation record.
  • Fill in your chosen fields, such as "title", "author" and "year", either by:
    • Copying and pasting the citation's information into the blank form or
    • Typing the citation's information into the blank form (you don't need to fill in all the fields)

     

    

• Importing Multiple Citations at One Time (Batch Import) into Citation Manager:
  • You must first have a set of citations or references correctly coded for import.
  • Citation Manager supports the following import styles:
    • Endnote format
    • RIS format
    • tab delimited list
    • XML
    • Web of Science format
    • Proquest format
  • NOTE: Batch importing of citations from EBSCO databases is not currently working.
  • The following is an example of how to create a file for import from one of the library's article databases, ABI. ABI uses the Proquest format. The method used is similar in other databases.
    • Mark the records in the ABI database that you wish to import into Citation Manager and click on the link to Export those records:

    

    • Download the file of marked records i.e. choose to display these records in a browser window.

    

    • The records for the articles will appear in your browser's window. Each field will be prefixed by a field code. Highlight the records and copy them. Don't copy the information at the very top of the screen.

    

• • Log into Citation Manager.
  • On the left hand side of the screen, locate the "import/new" box.
  • Click on the "import citations" button.
  • You will be presented with a blank box.
  • Paste the records/references to be imported in the "Text to Import" box.
  • Choose your "Import type" i.e. how the fields in your file are coded. In this case, the fields are in "Proquest format".
  • Choose the file folder into which you wish to import these references.
  • Click on the "Import" button.
    • For each reference, each field or chunk of information, such as author, title, etc. must be on a separate line
    • Each field or chunk of information must have a field code at the beginning of the field, for example "%A" for author, or "JO" for journal

    

  Importing records into Citation Manager from a tab delimited file   You must first have a set of citations or references correctly coded for import. You will most probably have your data for import stored in a Microsoft Excel file or a Text/.txt file Name each type of data element e.g. article title using the Citation Manager abbreviated field name suitable for each type of data element in your data In order for Citation Manager to read and understand where you want each data element e.g. an author's name to be placed in a Citation Manager record, you must name each field using the correct abbreviated field name. For example, you can not use "author's name" as a field name. Instead, use the Citation Manager field abbreviation "AUT" for author. By using "AUT" for author, Citation Manager will understand that all data following under this field name should be put in the author field in Citation Manager records. For example, you might have a tab delimited Excel file which looks like this: Change the column headings or field names to match the abbreviated field names required by Citation Manager: Use the computer's mouse to highlight the text on your Excel spreadsheet. Only highlight the column or field headings and the information under the headings. Don't highlight the title of your spreadsheet or any other extraneous information. Copy your references or data elements. Log into Citation Manager. On the left hand side of the screen, locate the "import/new" box. Click on the "import citations" button. You will be presented with a blank box. Using the Edit function at the top of the screen, paste the records/references copy from your Excel spreadsheet into the "Text to Import" box. You should see the data from your spreadsheet in the white "Text to Import" box. Choose your "Import type" i.e. how the fields in your file are coded. In this case, the fields are in a "tab delimited list". Choose the file folder into which you wish to import these references. Click on the "Import" button.

  • Contact us if you wish to import records and your file format isn't supported.

     

    Importing records from the SFU Library's catalogue: You can copy and paste book or other item information from the Library's catalogue into a blank Citation Manager form. To do this, see Creating a record for a citation by hand. or When searching the Library's catalogue, mark the records you wish to export from the catalogue and import into Citation Manager by clicking on the check box underneath the column heading "Mark". You can also click on the button labeled "Save All On Page" to mark all the records on the web page.   When you have finished marking your records, click on the "Export Saved List" button.   Choose "End-Note" format and choose to send the list of records to your computer's "Screen". Then click on the Submit button.   On the resulting web page, click "View" from your Internet Explorer's browser menu at the top of the web page, then choose "Source". Using your computer's mouse, highlight your citations or records, starting with the first "%" sign, which signals the start of the first record or citation. Finish highlighting with the information contained after the last "%" sign, which is the end of your last citation. Click on "Edit" at the top of the screen and then click on "Copy". In Citation Manager, click on the "import citation" button. Click once in the white box underneath the words "Text to Import". Click on "Edit" at the top of the screen and then click on "Paste". You should see your copied text in the white box. Your text is in Endnote format, so choose "Endnote format" from the first drop down list, which is located towards the bottom of the screen. Using the second drop down list, choose a destination folder for the records. Click on the "Import" button.

  Importing records into Citation Manager from RefWorks From within RefWorks: Click on "Tools", then "Export References". Choose whether you would like to export "All References" or references from a specific folder. For the Export Format, choose "RefWorks Tagged Format". Click on the button labeled "Export to Text File". A new browser window should open up. This browser window contains your references, with each of the fields or data elements preceeded by field code used by RefWorks. Use your computer's mouse to highlight the references contained within this window. If you use Internet Explorer, you can click on the "Edit" option, then "Select All". Copy these references. Log into Citation Manager. On the left hand side of the screen, locate the "import/new" box. Click on the "import citations" button. You will be presented with a blank box. Using your browser's Edit function, paste the records/references copied from RefWorks into the "Text to Import" box. You should see the data from your spreadsheet in the white "Text to Import" box. Choose your "Import type" i.e. how the fields in your file are coded. In this case, the fields are in "RefWorks format". Choose the file folder into which you wish to import these references. Click on the "Import" button.

   

Importing records from Endnote:   In Endnote: Open up the Endnote library of references to be imported. Under "Edit", click on "Output Styles" and choose "Endnote Export". Under "File", click on "Export". Choose a place on your computer to store this library of document references. Give the file a name. Ensure that you save the file as a Text File (.txt). Click on "Save". You have created a file of records from an Endnote library, saved in Text format.   Open up your saved text file. Highlight the tagged references and copy them. In Citation Manager, click on the "import citations" button. Click once in the white box underneath the words "Text to Import". Paste the copied references into this white box. Your text is in Endnote format, so choose "Endnote format" from the first drop down list. Using the second drop down list, choose a destination folder for the records. Click on the "Import" button.

• Tip:
• • Citation Manager does not automatically remove duplicate citations. If you import two or more citations which reference the same document, and you do not want to keep these duplicate references in Citation Manager, you will have to delete the duplicates. See "Deleting a Citation" for instructions on how to do this.

Managing Citations

Moving a Citation to a Folder

• If you have multiple citations showing on your computer's screen, mark the one(s) you want to move to a folder by clicking or checking the box located above the citation(s) (beside the word "view").
• Click on the drop down arrow to the right of the "move to folder..." box.
• Choose the folder to which you want to move your citation.
• Click on the "move" button to transfer the citation over to your chosen folder.

Tip: When you transfer or move a citation from one folder to another e.g. from the "unfiled" folder to a new folder that you have created, a copy of the citation does NOT remain in the original folder.

Editing a Citation

• When viewing the brief version of a citation:
  • Click on the word "edit", located above the citation.
  • Move your cursor to the field you wish to edit
  • Delete, typeover, or add information.
  • Scroll to the bottom of the record and click on the button labeled"save changes"

  

• When viewing the long version of a citation:
  • Click on the button labeled"edit", located at the bottom of the citation.
• • Move your cursor to the field you wish to edit.
  • Delete, typeover, or add information.
  • Scroll to the bottom of the record and click on the button labeled"save changes".

     

    

Annotating a Citation: Each record for a citation has a "Note" field. You may use this field to annotate the citation / reference. The "Note" field will hold approximately 32,000 characters (not counting spaces). This is much bigger than the size of most abstracts or article summaries in journal article indexes / databases. Save the record for the reference or citation after you have finished annotating it.

• Tip:
  • If you know that the full text of the document is available online, cut and paste its URL into the "Fulltext URL" field.

Deleting a Citation

If you have multiple citations showing on your computer's screen, mark the one(s) you want to delete by clicking or checking the box located above the citation(s) (beside the word "view").

• When viewing the brief version of a citation:
  • Click on the "delete" button, located below the citation(s).
  • A pop-up box will ask you to confirm the deletion.
  • Click either "OK" to proceed with the deletion or "cancel" to the deletion.

• 

• When viewing the long version of a citation:
  • Click on the button labeled"delete", located at the bottom of the citation.
• • A pop-up box will ask you to confirm the deletion.
  • Click either "OK" to proceed with the deletion or "cancel" to the deletion.

  

Sorting Citations

• Within folders, you can sort the order in which citations display.
• You can sort citations in a folder by:
  • date stored [date stored in Citation Manager]
  • article/chapter title
  • author
  • source [normally name of journal in which article appears]
  • publication year

  

Copying Citations from folder to folder

• To copy or create a duplicate reference:
  • Mark the citations/references you wish to duplicate or click on the "mark all" button to choose all of the references within a folder.
  • Choose the folder into which you wish to copy the references.
  • Click on the "clone" button.

Printing Citations

• Mark the citation(s) you want to print by clicking or checking the box located above the citation(s) (beside the word "view").
• Click on the drop down arrow to the right of the "export to..." box.
• Click on "plain text display".
• Click on the "export" button to display the citation(s).
• Use the print button or function on the resulting browser window to print off your citation(s).

Exporting Citations

• Mark the citation(s) you want to export by clicking or checking the box located above the citation(s) (beside the word "view").
• Click on the drop down arrow to the right of the "export to..." box.
• Choose your export format.
• Click on the "export" button to display the citation(s).

• Use the "File" then "Save as..." options in the resulting browser window to save your exported citation(s) as a file.

Exporting Citations into RefWorks from Citation Manager RefWorks is a web-based system for storing your document citations and automatically creating bibliographies from those citations. Current SFU faculty, staff, and students may use RefWorks. You can export the contents of one Citation Manager folder at a time. In Citation Manager, when viewing citations within a folder, mark those you wish to export or choose "mark all". Click on the drop down arrow to the right of the "export to..." box. Choose "RIS" format. Click on the "export" button to display the citation(s). Your citations should look like those in the image below. Highlight and copy these citations. In Internet Explorer, you can use the "Edit", "Select All", then "Copy" menu options at the top of the screen. Log into your RefWorks account. Click on "References", then "Import". Choose "Desktop Biblio. Mgt. Software" as the "Import Filter/Data Source". Choose either "Endnote Windows (RefMan RIS format)" or "Endnote Macintosh (RefMan RIS format)" as the "Database", depending on whether you use a PC or a Mac computer. You can also specify whether you would like these references/citations to go into a specific folder. Choose the "Import Data from the following Text" option. Paste your copied text/references into the empty box underneath "Import Data from the following Text". Click on the "Import" button.

• Tip:
  • After you export citations from Citation Manager to bibliographic management software like RefWorks or EndNote, copies of your exported citations remain in their original Citation Manager folders.

Managing File Folders

You can create different file folders for your various papers, subjects, or areas of interest. Store citations relating to each area of interest in selected folders.

Creating a New Folder

• On the left hand side of the screen, in the "folders" box, click on the button labeled"manage".
• To the right of the words "New folder name", type in the name of your new folder.
• Click on the "Create" button.
• When you are finished creating a new folder, click on the "done" button.

• Tips:
  • While you cannot create sub-folders or folders within folders, you can create subject subdivisions among folders by using a naming convention such as "main folder name - qualifier". For example, you could have a series of folder with the names: "sports - general", "sports - hockey", "sports - baseball", "sports - tennis", etc.
  • You can have folders without any citations stored in them.
  • Folder names can be up to 256 characters long.

Renaming an Existing Folder

• On the left hand side of the screen, in the "folders" box, click on the button labeled"manage".
• To the right of the words "Folder name", type in the name of your new folder, overwriting or adding to the original file folder name as desired.
• Click on the "rename" button beside your new folder's name.
• When you are finished renaming the folder, click on the "done" button.

Deleting a Folder

• On the left hand side of the screen, in the "folders" box, click on the button labeled "manage".
• Click on the "delete" button to the right of the name of the folder that you wish to delete.
• When finished, click on the "done" button.

Making Your Citations Publicly Accessible

If you wish to display the contents of a Citation Manager folder or selected folders on the Web you can do so. This feature allows anyone with access to the Web to view the contents of your Citation Manager folders on a Web page. Members of the public are not able to alter the contents of your folder(s) nor do you have to provide them with your Citation Manager username or password.

In order to make your folders publicly available on the Web:

• From within your Citation Manager account, click on the button labeled "manage" under the "folder" section.
• You will see a list of your folders.
• For each folder that you wish to make public, click on the folder's "make public" button.
• If you select multiple folders, you can choose which folder's contents will be displayed first by assigning each folder a number in the column headed "public rank". If you choose this option, remember to click on the "save ranks" button.
• When you have finished marking your folders, click on "done".

• Locate your Citation Manager user ID number:
  • Within Citation Manager, click on "settings" in the section labeled "user".
  • Your Citation Manager account ID or user ID number is displayed above the space for your password.

• To display your chosen folders and their contents on a Web page, link to one of the following URLs, substituting the user ID number or "uid" with your own:

Note: Each citation designated as publicly accessible must have a word or words that describe what type of document your citation represents (BOOK, JOURNAL ARTICLE, THESIS, TECHNICAL REPORT, CONFERENCE PUBLICATION) in the Citation Type field.

You can change or control the appearance of the Web page which displays your publicly accessible Citation Manager citations. For example, you could insert your organization's header and/or footer into this Web page, or you could add your own text at the top and/or bottom of the page. You could also change the appearance of the Citation Manager "show, search, browse" headings.

To customize the way the page displays:

• From within your Citation Manager account, click on "settings" in the section labeled "user".
  • Enter a link to the Cascading Style Sheet (CSS) of your choice, if you would like to change or control the appearance of the whole page.
  • If you would like to display text or images at the bottom of your list of citations or folders, enter the text in the space labeled "public footer". This space will accept HTML commands so you can link to images, other Web pages, or change the appearance of the text that displays as the footer.
  • To display text or images at the top of your list of citations or folders, enter the text in the space labeled " public header". As noted above, this space will accept HTML commands so you can link to images, other Web pages, or change the appearance of the text.

See SFU's Centre for Dialogue Online Library for an example of a public rendering of Citation Manager folders.

Does the Library Carry the Document Referenced in the Citation? Or, may I order it through Interlibrary Loans?

To determine whether the library carries the document referenced in a citation, or to see whether you can order it from another library via Interlibrary Loans, use the following links:

• Where can I get this?:

  • Click on the "Where can I get this?" link which appears above each citation on the right hand side of the screen.

  

  • The "Where can I get this?" link scans the library's catalogue, looking for a match for the document cited. The library's catalogue lists the books and journals that we own, whether in print/paper within the library or available electronically over the Web in full text format.
  • The "Where can I get this?" link also scans the library catalogues of several of our partner libraries in Western Canada. If one of these libraries has the document cited, the library will appear on the resulting chart. You can order the document from one of these libraries.
  • For an explanation of the "Where can I get this?" chart, see the document "A Quick Guide: Moving from Citation to Article".

•  

• Library catalogue:

User Settings: Changing Your Citation Manager Password and/or Email Address

• To change your password and / or email address click on the "settings" link, which is on the left hand side of the screen.
• Type in your new password and / or email address and click on the "Save" button.

User Settings: Forgotten Password

• Contact us if you forget your password. We will reset it for you.

Logging Out

• On the left hand side of the screen, in the box labeled"user", click on the "logout" button.

Contacting Us

• Please Ask Us for help with questions not answered here.