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New RefWorks - collect, organize, annotate en cite publications: Adding PDFs

Collect, organize, annotate en cite publications with RefWorks

Adding and annotating the PDF of an article

Uploading one or more documents from your computer

You can add the pdf of an article to RefWorks to be able to read and annotate the article in RefWorks. 

There are 2 possibilities:

  1. Add the pdf to an existing reference in RefWorks
  2. Add the pdf and let RefWorks search for the data. Note: the reference may be incomplete or incorrect!
1. Add the pdf to an existing reference in RefWorks

If you added a reference to RefWorks, for example from PubMed, you can add the pdf to that reference if you find that useful. 

  • Make sure you have the pdf of the article on your computer
  • In RefWorks, click on the concerning reference
  • On the right, a screen with the data of this reference opens
  • Click the pencil in the upper right corner to edit the data
  • Click Add an attachment
  • Find the pdf on your computer and click Open
  • In RefWorks, click Save
  • The 'Get-it' button is now replaced with the Read button:   


2. Add the pdf and let RefWorks add the corresponding data 

Please note that the reference data added by RefWorks can be incomplete or incorrect!

If you want to add your documents to a specific collection, make sure you’re viewing the collection first, then drag and drop the file(s). If you’re dragging multiple files, RefWorks will create a separate item for each document. Otherwise, drag and drop documents in the All Documents view and you can file them in collections once they are uploaded.

If you’re not sure where the file is on your computer, you can also click the Add a reference icon , then click Import reference option and then use the box for drag and drop, or, to browse and search your computer.  

Note: This option allows you to upload only one document at a time.

Regardless of how you add your documents, RefWorks will try to recognize and populate the reference information using our document authority.  RefWorks will present you with possible matches which you can select to populate the reference fields.

If no reference information is provided, you can manually enter the information.  Make sure to click the Save button to save the reference information.

Reading Documents in RefWorks

RefWorks has a built-in reader – no need for a .pdf reader or special app to read your documents.  You can read and access supported documents anywhere, with just a web browser. 

Simply select the reference with the document and click the "Read" button in the viewing pane.  The full document or article will open for you to read and annotate.  If the item does not contain a document, the reference metadata will display.

You have several options, all of which can be found on the tool bar on the top of the page:

  • Return to your collection
  • Zoom in or zoom out on the document for enhanced viewing
  • Print a copy of the document
  • Download a PDF version of the document to your computer
  • Highlight certain portions of the text
  • Comment on the selected text
  • Add notes to the document that you are viewing
  • Edit the document reference data

Annotating Documents in RefWorks

You can annotate any of your own documents saved in RefWorks. You may be able to annotate documents shared with you if you have been given permission to annotate and/or modify the document. 

To annotate a document, select the reference with the document and click the "Read" button in the viewing pane. The document will display in the reader.   Click the Document Notes icon  from the reader menu and enter your notes. 

If you wish to make highlight areas of text, select the text area you wish to make a note for using the Highlight Selected Text icon and select words of text by clicking and dragging through the lines of text.

To remove highlighting, click the highlighted area until the delete option displays.  Click "Delete Conversation".

You may also click and drag using the Comment icon to highlight the text and associate a comment with it.

You can change the color of your note and the associated highlighted text, edit your note or you can delete your note completely by clicking on the three dots at the far right in the note.

A note indicator will also appear to the far right of the selected area and you may access the note in the manner as well. 

Once you type a note, it is automatically saved.

Accessing your Documents Offline

RefWorks allows you to view and read your documents without being connected to the internet using a service called Dropbox.   You’ll need to download the Dropbox installer and create a Dropbox account which you will link to your RefWorks account.
To link RefWorks to Dropbox:
1.       Log into RefWorks.

2.       Click your name, then select “Tools”

3.       In the "General" area, scroll down the page until you see a section of the page called “Dropbox”.  Click the “Connect” button.

4.     If you have a Dropbox account, enter your login credentials and click “Sign in”.  If you are new to Dropbox, click the “create an account” link on the Dropbox site and download and install Dropbox on your computer.
5       You’ll be asked to give RefWorks permission to create a folder in your Dropbox called “ProQuest RefWorks” in your Apps folder.  This is where RefWorks will place a copy of your articles.
You can only store your own articles in Dropbox – articles in shared collections are not included.  All of your articles (regardless of what Collection they are filed in) are saved to your ProQuest RefWorks folder in your Apps folder.
After you first set up your connection from RefWorks to Dropbox, newly uploaded documents  you save to RefWorks are automatically saved in Dropbox as well as.  When you remove a document from your RefWorks library, we’ll also remove it from Dropbox as well.
To disconnect your RefWorks account from Dropbox:
1.       Log in to RefWorks.

2.       Click your name, then select “Tools”

3.       In the "General" area, scroll down and click the “Unlink” button in the Dropbox area of the page.

RefWorks will no longer sync your files with Dropbox.  Articles currently in your ProQuest RefWorks folder in Dropbox will remain.

If you need to change your Dropbox account associated with RefWorks, see these directions on how to do so.

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Guus van den Brekel Robin Ottjes

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