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RefWorks Admin Guide

Welcome to the RefWorks Administrator Guide

The job of the RefWorks administrator is to configure institution-wide settings for RefWorks, provide help for your RefWorks users, and monitor RefWorks usage.

The RefWorks Admin Pages

As an administrator, you have access to a few pages specific to administrator usage. You access these pages by selecting Admin from the user menu.


Admin / Users Page

You can access the following pages by selecting the page on the left sidebar. The pages are:

Managing Users

You manage users on the Admin / Users page (see above). For each user, you can:

  • View the user's status: Invited, Active, Admin, or Deactivated. A user with Admin status is an active user (and is an administrator).
  • Using the Actions menu in a specific row, you can make a user an administrator, remove administrator privileges from a user, or activate or deactivate users. If you change a deactivate user's status to Admin it also activates the user.
  • Users with Invited status are not yet registered. These users can be managed only once they are registered.
  • If you select one or more users, page actions become available in the Actions menu at the top of the table. Use these actions to manage users in bulk.
  • To invite users, select Invite Users at the top of the page. The Admin / Invite Users page appears. Follow the on-screen instructions. When you are done, select Back to admin to return to the Admin / Users page.


    Admin / Invite Users Page

Configuring Site Settings

You configure site settings on the Admin / Admin Settings page.


Admin / Admin Settings Page

On this page, you can configure the following (see the on-screen text for more information):

  • Organization name
  • Organization URL (Organization Website Link)
  • Link Resolver link – If your institution subscribes to a link resolver service, configure the link resolver URL and a text label. If you do not configure a label, the default label is Find full-text using link resolver. If you do not configure a URL, the link to the link resolver does not appear.


    Link Resolver Link
  • Full-text sharing – Whether users can share full-text references with users not in your organization. Note that sharing with other users inside your organization is always allowed.
  • Sync with Dropbox – Whether users can synchronize their full-text references with Dropbox.
  • The default bibliographic styles available when creating a bibliography

After making any change on this page, select Update.

Sharing Personal Citation Styles as Institution Styles

If you are an administrator, you can share a personal citation style as an institution style.

To share a personal citation style:

While editing the style (see Editing Non-CSL Citation Styles), select Options > Share with my institution. Other users at your institution can now use and/or duplicate the style.

To stop sharing a style, select Options > Stop sharing with my institution.

Viewing RefWorks Usage Analytics

You view analytical information about RefWorks usage on the Admin / Usage Analytics page.


Admin / Usage Analytics Page

The following subpages are available when viewing RefWorks usage analytics. On each page, you can also download the report as a CSV file.

  • Usage Analytics – Page or unique session views over a specific time period.

    On the following subpages, you can filter by time period, role, discipline (area of focus), or department.

  • Publications Added – Publications most often added as references by number of users.
  • Publications Cited – Publications most often added to a document using a RefWorks plugin.
  • Publications Read – Publications most often clicked-through to their full text.
  • Publications Viewed – Publications whose metadata was most frequently viewed.
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