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    Upgrading to the (New) RefWorks (User)


    The latest version of RefWorks offers an exciting and intuitive way to collect, share, and cite research.
    After your institution upgrades to (new) RefWorks, both new and legacy RefWorks remain available to you. You see a link in the UI enabling you to upgrade when you choose to do so.
    Upgrading is a one-way process; once you upgrades to (new) RefWorks, you cannot return to legacy RefWorks. Therefore it is critical that you understand both the many benefits and the few limitations in (new) RefWorks..

    Legacy RefWorks Vs. New RefWorks (Users)

    New RefWorks key features include:
    • Save time.
    • Find, access, and capture research materials from virtually any source on the web.
    • Unify all materials in one central workspace to facilitate storage, reuse, and sharing.
    • Automatically generate bibliographies and authoritative citations.
    • Collaborate on group projects, and edit as a team online and in real time.
    Legacy vs. New RefWorks
    Feature Legacy RefWorks New RefWorks
    Supported in both Legacy and new RefWorks
    Import citation information and enrich the information with Ex Libris discovery services Y Y
    Use institution-wide citation styles Y Y
    Custom-defined metadata fields Y Y
    Stay organized by adding citations into folders Y (called collections) Y (called folders)
    Read and an add comments or notes to the citations Y Y
    Share folders with colleagues Y Y
    Deduplicate large amounts of references Y Y
    Find references within the library database as well as on web Y Y
    Find citation full text and attach it to the reference or confirm the URL link to the full text Y Y
    Create a reference list Y Y
    Write the paper Y Y
    Public URL citation lists Y Y
    Manage separate reference collections Y (multiple account usernames) Y (projects)
    Supported only in new Refworks
    Modern easy-to-use interface.   Y
    Cloud based, meaning no syncing required, and unlimited storage.   Y
    Search documents and import to folders from PubMed, the Library of Congress, and hundreds of library catalogs, including your institution's IR.   Y
    One-click save pages from the web and from popular research websites to your document library.   Y
    Import multiple citation formats.   Y
    Integrate with Ex Libris discovery services to ensure auto-completion of references and suggestions from Ex Libris discovery platforms.   Y
    Automated metadata recognition of uploaded documents.   Y
    Share documents with collaborative annotation (ability to highlight and add notes) as well as various levels of sharing (read-only, annotate, modify).   Y
    Share folders or references privately with members within your institution or with specific RefWorks users.   Y
    Built-in document reading, with zoom capability and support for PDF and image files. RefWorks automatically extracts metadata when you drag-and-drop PDF files into RefWorks.   Y
    Responsive design, platform agnostic: style-view highlights missing elements of citations, based on the requirements of over 4,500 citation styles to ensure high compliance with citation-style requirements.   Y
    Review de-duplication by folder and on reference import.   Y
    Globally edit reference information.   Y
    Easy integration with today's writing tools: simple to access and write work on any device. Updated add-ins for Google Docs and Office 2016 with no download required.   Y
    Rich text support for metadata.   Y
    Currently unsupported or partially supported in new RefWorks
    Global edit for authors Y  
    One Line/Cite View Y Partial – Quick Cite replaces One Line/Cite View. Quick Cite works well with alphabetical styles, but not with numbered styles.

    Considerations Before Upgrading

    • Although (new) RefWorks is easy to learn and use, learning new methods and features might result in a temporary loss of productivity.
    • Documents created in legacy RefWorks are not compatible with (new) RefWorks. You can create documents for (new) RefWorks using your existing Write-N-Cite plugin, but you cannot continue to work on existing documents created in legacy RefWorks. You can upgrade documents created in legacy RefWorks to be compatible with (new) RefWorks. Always save a copy of your document before upgrading it.
    • While we expect the upgrade process to be smooth, do not perform the upgrade if you are actively working on a deadline for a paper, grant, dissertation, or thesis. Perform the upgrade when you have ample time to learn the new interface before your next project is set to start.

    Upgrading to New RefWorks

    Upgrading to (new) RefWorks is possible only after your institution enables this. When enabled, all (new) RefWorks accounts are automatically in (new) RefWorks.
    The following procedure is relevant for users of legacy RefWorks accounts that want to upgrade their existing accounts to (new) RefWorks.
    After your institution enables upgrading to new Refworks, a link to upgrade your account appears at the top of the page when you are logged into RefWorks. Select this link and follow any on-screen instructions.
    Upgrade Link to New RefWorks
    Your account is upgraded. References, file attachments, folders, and custom output styles are moved to your upgraded account.
    • Shared folders (formerly called shared collections) must be re-shared after upgrading your account. New features are available for sharing your folders; for more information, see Sharing.
    • Existing Export to RefWorks links on data vendor websites continue to work with new RefWorks. Ensure you are logged in to your (new) RefWorks account (see below) before exporting from a data vendor.
    • See the list of new features, above and the online help for assistance in navigating (new) RefWorks, including:
      • Drag-and-drop PDFs for automatic metadata extraction.
      • Share folders with individual users or your entire institution.
      • Collaborate on documents by adding notes and annotations.
      • Use the bibliography menu option menu_option_bibliography.png to create, and then cut-and-paste, a bibliography from selected references, a folder, or all folders.
    After upgrading your account:
    Additional information:
    • Update your contact list to include RefWorks Tech Support: Contact your administration or tech support if you have any questions or experience any difficulties.
    • Check out RefWorks introductory webinars to learn about the exciting new features now available to you at
    • Visit our YouTube channel to view short basic and advanced features and tutorial videos.

    Logging In to New RefWorks

    To log in to new Refworks, navigate to (unless you access RefWorks using Summon's saved folder feature). Ensure that any bookmarks you have to RefWorks point to this URL. Note that this URL is different than the URL you used to log in to legacy RefWorks.

    Upgrading Documents from Legacy RefWorks to New RefWorks

    Documents created in legacy RefWorks are not compatible with (new) RefWorks. You can create documents for (new) RefWorks using your existing Write-N-Cite plugin, but you cannot continue to work on existing documents created in legacy RefWorks. You can upgrade documents created in legacy RefWorks to be compatible with (new) RefWorks. Always save a copy of your document before upgrading it.
    When using Write N Cite or RefWorks Citation Manager while logged into (new) RefWorks, you are prompted to upgrade the document if it was created using legacy RefWorks.
    You can upgrade documents that have citations from a single legacy RefWorks account. If there are citations from more than one legacy RevWorks account, for example if multiple people are working on the document and adding references from their own legacy RefWorks account, you cannot upgrade the document to (new) RefWorks.
    Upgrading a document is available with Write-N-Cite version 4.5.1645 for Windows and 4.5.1683 for Mac or later.

    Troubleshooting Upgrading Documents

    If the upgrade was unsuccessful, RefWorks notifies you as follows:
    Try the following procedure:
    1. Log out of (new) RefWorks and log into your legacy RefWorks account. This prompts RefWorks to sync the references in your document and prepare your document for migration. Log back into (new) RefWorks. The upgrade restarts.
    2. Re-upgrade RefWorks in one of the following two ways:
      • Log into your legacy RefWorks account and upgrade your account. Re-upgrading ensures there are no missing references in your (new) RefWorks account.
      • Import your references and styles from legacy RefWorks to new Refworks:
        1. Login to your (new) RefWorks account.
        2. Select + > Import References, select RefWorks in Import from another reference manager., and select Authorize when prompted to confirm.
          select refworks.png
        3. As part of the authorization process, RefWorks prompts you to log in to your legacy account. Enter your credentials and select Login.
          legacy login.png
          RefWorks imports your references and any custom output styles from your legacy RefWorks account to your (new) RefWorks account. RefWorks notifies you when the process is complete.
          import complete.png
          Imported records appear in the Last Imported folder.
      After performing one of the above procedures, open the saved copy of your document, log into (new) RefWorks, and try upgrading the document again.
      You cannot manually add the references in (new) RefWorks. You must follow one of the above procedures to re-upgrade your references.
    3. If the upgrade is still not successful, delete the missing references from your document, save the document, close the document, reopen it, and try upgrading the document again.
    If you continue to experience problems, contact your administration or RefWorks Tech Support for assistance.
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