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RefWorks Administration 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.

If an institution has multiple administrators, the latest settings that any of the administrators sets is in effect.

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.png

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
  • To export the list of users in CSV format, select Download all users as CSV. The following information is exported:
    • Email address
    • First name
    • Last name
    • Role
    • Date created
    • Status:
      • Invited: a user received a RefWorks invitation, but did not activate the account
      • Activated: a user activated the account
      • Deactivated: a user activated the account, but it was later deactivated by an administrator
      • Admin
    • Date last active
    • Area of Focus
    • Customizable field (if configured)
    The following is an example of an export of users in CSV format:
    CSV Export Example 

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):

  • Institution name
  • Institution URL (Institution Website Link)
  • Link Resolver Label – Enter a label for the link resolver if it has a custom name.
  • Link Resolver URL– If your institution subscribes to a link resolver service, configure the link resolver URL. 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. Administrators can disable the Full-text sharing feature, RefWorks now hides the attachment icon and any attached files.
  • Sync with Dropbox – Whether users can synchronize their full-text references with Dropbox.
  • Institutional Bibliography Citation Style – the default bibliographic styles available when creating a bibliography. These styles appear at the top of the style list for new users. After users select other styles, the institutional styles are displayed lower in the list, as the list shows most recently used styles first.
  • Additional Profile Information – add a custom drop-down field that is displayed to users when they create their user profile and at least two possible answers from which the user selects.
  • Profile Creation Message – add text that is displayed to users on the Profile Creation page.

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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