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Multiple authors, multiple sites
Author: David Graham    Posted: Wed, 20 Feb 2008 17:59:35 -0500
I've trawled through the FAQ archive, and there doesn't seem to have been a final resolution of the problem of keeping references coherent when multiple authors are co-writing, from different sites and with their own end-note libraries. I'm using Endnote X - has a solution arrived or are we still at the work-around stage (currently we're just dumping the referencing onto a single author for each paper!) Cheers Dave Graham Community & General Paediatrician tel 07-839 8726 ext 6659 mob 021-761-893 fax 07-839-8765 http://www.projectenergize.org.nz/ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ This electronic message, together with any attachments is confidential and may be privileged. If you are not the intended recipient: 1. do not copy, disclose or use the contents in any way. 2. please let me know by return email immediately and then destroy the message. Waikato DHB is not responsible for any changes made to this message and/or any attachments after sending by Waikato DHB. Before opening or using attachments, check them for viruses and effects. Waikato DHB takes no responsibility for affected attachments. The Waikato DHB website is www.waikatodhb.govt.nz

Re: Multiple authors, multiple sites
Author: Monica Barratt    Posted: Thu, 21 Feb 2008 16:13:28 -0500
I would also like a solution to this problem. It became more difficult for me when my co-author was using Endnote 7 and I am using Endnote X1. The only way to do it was for her to give her library to me, I merged it in with a copy of mine, then I had to manually link her refs to the new ref numbers in the merged library. Not very efficient but it did the job. Would be great if some solution could be worked out as I'm sure this happens a lot. monica Monica Barratt, PhD Student National Drug Research Institute (Melbourne) Unit 7, 19-35 Gertrude St, Fitzroy VIC 3065 03 9412 9902 | 0407 778 938 http://db.ndri.curtin.edu.au/staff.asp?persid=650 http://www.ndri.curtin.edu.au/drugsonforums/ On 21/02/2008, David.Graham <David.Graham> wrote: > I've trawled through the FAQ archive, and there doesn't seem to have > been a final resolution of the problem of keeping references coherent > when multiple authors are co-writing, from different sites and with > their own end-note libraries. I'm using Endnote X - has a solution > arrived or are we still at the work-around stage (currently we're just > dumping the referencing onto a single author for each paper!) > > Cheers > > Dave Graham > Community & General Paediatrician > tel 07-839 8726 ext 6659 > mob 021-761-893 > fax 07-839-8765 > http://www.projectenergize.org.nz/ > _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ > _ _ _ > > This electronic message, together with any attachments is > confidential and may be privileged. If you are not the intended recipient: > 1. do not copy, disclose or use the contents in any way. > 2. please let me know by return email immediately and then destroy > the message. > > Waikato DHB is not responsible for any changes made to this message > and/or any attachments after sending by Waikato DHB. Before opening or > using attachments, check them for viruses and effects. Waikato DHB > takes no responsibility for affected attachments. > > The Waikato DHB website is www.waikatodhb.govt.nz > >

Re: Multiple authors, multiple sites
Author: Bruce Citron    Posted: Tue, 26 Feb 2008 16:40:10 -0500
Dave- To handle "keeping references coherent when multiple authors are co-writing, from different sites and with their own end-note libraries", I think that one option implemented in EndNote is the traveling library that embeds in the Word document. However, I, and my colleagues, never use that since it is useful to keep our own libraries updated and independent (with overall different sets of references) and to allow any author to format or unformat at will with no library conflicts. All of us have been entering the in text, temporary citations as [lastname,year,pages] and if there are multiple references at that point, they are separated by semicolons. These format fine since endnote has not found two references in any of our libraries that meet those criteria. The other advantage is avoiding the use of record numbers which only mean things to the computer and mean different things for different authors. Using the lastname of the first author, year and pages tells you exactly which reference it refers to if, for example, there are multiple references from that author in that year. When you have a copy of the article in your stack, the record number tells you nothing useful, however the page number confirms that this is the article meant for that spot. Another advantage is the ability to enter the in text citations anytime and anywhere even if you are without EndNote. Eventually EndNote will format it fine and if, during formatting, the ref is missing, it is easy to have EndNote grab it from PubMed with just those 3 parameters (especially if author, year, and pages are the saved default parameters for the EndNote PubMed search. You have to decide how to handle the page numbers- PubMed seems to download abbreviated pages, so that is what we use, e.g., [maxam,1977,560-4]. If I want to send some or all refs from my library to someone, it is immaterial what the record numbers end up as in their library after they import them- they are not used for formatting the refs. In fact, in the latest EndNote, one can now select the use of pages under EndNote Preferences- Temporary Citations- Use field instead of record number- pages. Good luck with it, Bruce Bruce A. Citron, Ph.D., Dir., Lab of Molecular Biology, Bay Pines VA Healthcare System, Res. & Dev. 151

RE: Multiple authors, multiple sites
Author: Steve    Posted: Tue, 26 Feb 2008 16:36:27 -0500
If I understand your problem correctly, then the solution is actually pretty simple. Both of you need to do the following 2 things: 1. Turn off Cite While You Write (so that when you insert references, all you insert is unformatted citations). 2. Change your EndNote preferences so that your temporary citations include accession numbers instead of record numbers. Unlike record numbers, which are assigned arbitrarily by EndNote when you import a reference, the accession number comes with the reference when you import it from a database. Thus, references to the same article always have the same accession number, even if the references are in 2 different libraries. If you do those things, then it won't matter which version of EndNote you use or which library you're working with: as long as the references you need are in your library at the time you format your reference list, EndNote will recognize which temporary citation goes with which reference. I should note that this is not a perfect solution, because some databases don't assign accession numbers to references, and because references entered by hand don't have accession numbers (unless you assign them yourself). Nonetheless, I hope it helps. --Steve Palmer ------------------------------------------------------------------------ -------- From: on behalf of /> Sent: Thu 2/21/2008 3:13 PM To: /> Subject: Re: Multiple authors, multiple sites I would also like a solution to this problem. It became more difficult for me when my co-author was using Endnote 7 and I am using Endnote X1. The only way to do it was for her to give her library to me, I merged it in with a copy of mine, then I had to manually link her refs to the new ref numbers in the merged library. Not very efficient but it did the job. Would be great if some solution could be worked out as I'm sure this happens a lot. monica Monica Barratt, PhD Student National Drug Research Institute (Melbourne) Unit 7, 19-35 Gertrude St, Fitzroy VIC 3065 03 9412 9902 | 0407 778 938 http://db.ndri.curtin.edu.au/staff.asp?persid=650 http://www.ndri.curtin.edu.au/drugsonforums/ On 21/02/2008, David.Graham <David.Graham> wrote: > I've trawled through the FAQ archive, and there doesn't seem to have > been a final resolution of the problem of keeping references coherent > when multiple authors are co-writing, from different sites and with > their own end-note libraries. I'm using Endnote X - has a solution > arrived or are we still at the work-around stage (currently we're just > dumping the referencing onto a single author for each paper!) > > Cheers > > Dave Graham > Community & General Paediatrician > tel 07-839 8726 ext 6659 > mob 021-761-893 > fax 07-839-8765 > http://www.projectenergize.org.nz/ > _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ > _ _ _ > > This electronic message, together with any attachments is > confidential and may be privileged. If you are not the intended recipient: > 1. do not copy, disclose or use the contents in any way. > 2. please let me know by return email immediately and then destroy > the message. > > Waikato DHB is not responsible for any changes made to this message > and/or any attachments after sending by Waikato DHB. Before opening or > using attachments, check them for viruses and effects. Waikato DHB > takes no responsibility for affected attachments. > > The Waikato DHB website is www.waikatodhb.govt.nz > >

RE: Multiple authors, multiple sites
Author: Leanne    Posted: Tue, 26 Feb 2008 16:37:20 -0500
Theoretically the travelling library solves this problem. The traveling library option works well for users with the same version of word and endnote. You do not need to be using the same library and Endnote will keep track of the references inserted from each library and may even rationalize a duplicate use of the same reference from two libraries - but that is a bit more hit and miss. Some recommendations for sharing/exchanging documents with collaborators are in the endnote pdf manual that gets installed with the program. I have proposed more complicated managing of shared documents has been proposed especially if the collaborators are using different versions (word or endnote). For an archived version of my approach - See < http://www.researchsoftware.nl/kb/gforum.cgi?post=14981 > To be absolutely honest, I turn off CWYW and share the unformated document unless I am very certain of my collaborators abilities and versions. Otherwise I use the method described above. You can also ask your collaborator to drag the references they use to a mini-library, insert them from the mini-library which they can send to managing author keeping CWYW off. The managing author can open the mini-libraries and format the document. If you wanted to, you could do the same, and share the mini-library with them for them to drag and drop into. Then you are sharing a small library which can be emailed back and forth. In Endnote X/X1 there is actually a "send to" option which compresses the whole library into a single file complete with PDFs etc! But the mini-library is easier to handle. One other note: If a paper is formated with Endnote 7, you can reformat with endnote 9, X or X1 (with the library) but not the other way around. The person with Endnote7 cannot reformat a document formated by 9,X or X1. ________________________________________ From: On Behalf Of /> /> Sent: Wednesday, February 20, 2008 4:59 PM To: /> Subject: Multiple authors, multiple sites I've trawled through the FAQ archive, and there doesn't seem to have been a final resolution of the problem of keeping references coherent when multiple authors are co-writing, from different sites and with their own end-note libraries. I'm using Endnote X - has a solution arrived or are we still at the work-around stage (currently we're just dumping the referencing onto a single author for each paper!) Cheers Dave Graham Community & General Paediatrician tel 07-839 8726 ext 6659 mob 021-761-893 fax 07-839-8765 http://www.projectenergize.org.nz/ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ This electronic message, together with any attachments is confidential and may be privileged. If you are not the intended recipient: 1. do not copy, disclose or use the contents in any way. 2. please let me know by return email immediately and then destroy the message. Waikato DHB is not responsible for any changes made to this message and/or any attachments after sending by Waikato DHB. Before opening or using attachments, check them for viruses and effects. Waikato DHB takes no responsibility for affected attachments. The Waikato DHB website is www.waikatodhb.govt.nz

Re: Multiple authors, multiple sites
Author: David Graham    Posted: Fri, 29 Feb 2008 13:43:21 -0500
Thanks Bruce, A nice coherent explanation.... We'll let you know how it goes.... Cheers Dave Graham Community & General Paediatrician tel 07-839 8726 ext 6659 mob 021-761-893 fax 07-839-8765 http://www.projectenergize.org.nz/ >>> 27/02/2008 10:40 >>> Dave- To handle "keeping references coherent when multiple authors are co-writing, from different sites and with their own end-note libraries", I think that one option implemented in EndNote is the traveling library that embeds in the Word document. However, I, and my colleagues, never use that since it is useful to keep our own libraries updated and independent (with overall different sets of references) and to allow any author to format or unformat at will with no library conflicts. All of us have been entering the in text, temporary citations as [lastname,year,pages] and if there are multiple references at that point, they are separated by semicolons. These format fine since endnote has not found two references in any of our libraries that meet those criteria. The other advantage is avoiding the use of record numbers which only mean things to the computer and mean different things for different authors. Using the lastname of the first author, year and pages tells you exactly which reference it refers to if, for example, there are multiple references from that author in that year. When you have a copy of the article in your stack, the record number tells you nothing useful, however the page number confirms that this is the article meant for that spot. Another advantage is the ability to enter the in text citations anytime and anywhere even if you are without EndNote. Eventually EndNote will format it fine and if, during formatting, the ref is missing, it is easy to have EndNote grab it from PubMed with just those 3 parameters (especially if author, year, and pages are the saved default parameters for the EndNote PubMed search. You have to decide how to handle the page numbers- PubMed seems to download abbreviated pages, so that is what we use, e.g., [maxam,1977,560-4]. If I want to send some or all refs from my library to someone, it is immaterial what the record numbers end up as in their library after they import them- they are not used for formatting the refs. In fact, in the latest EndNote, one can now select the use of pages under EndNote Preferences- Temporary Citations- Use field instead of record number- pages. Good luck with it, Bruce Bruce A. Citron, Ph.D., Dir., Lab of Molecular Biology, Bay Pines VA Healthcare System, Res. & Dev. 151 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ This electronic message, together with any attachments is confidential and may be privileged. If you are not the intended recipient: 1. do not copy, disclose or use the contents in any way. 2. please let me know by return email immediately and then destroy the message. Waikato DHB is not responsible for any changes made to this message and/or any attachments after sending by Waikato DHB. Before opening or using attachments, check them for viruses and effects. Waikato DHB takes no responsibility for affected attachments. The Waikato DHB website is www.waikatodhb.govt.nz

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