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    Upgrading to the New RefWorks (Admin)

    Overview

    The latest version of RefWorks (referred to simply as RefWorks) offers an efficient and intuitive way to collect, share, and cite references.
    After you upgrade your institution to RefWorks, both legacy RefWorks and RefWorks remain available to users as long as the institution maintains its subscription. Users see a link in the legacy UI enabling them to upgrade.

    Legacy RefWorks Vs. RefWorks

    RefWorks allows you to:
    • Find, access, and capture research materials from virtually any source, in PDF, PowerPoint, Word, Excel, or HTML format, and store in a central workspace that is accessible from anywhere and requires no syncing
    • Automatically generate bibliographies and authoritative citations in any of thousands of available citation styles, or using customized or institutional styles
    • Take advantage of powerful tools such as tags, folders, full-text searching, and deduplication to access and organize references
    • Collaborate on group projects, and edit as a team online and in real time
    • Use Google Docs and Microsoft Word add-ins
    Legacy RefWorks vs. RefWorks
    Feature Legacy Refworks RefWorks
    Supported in both Legacy RefWorks and 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 Y
    Read and an add comments or notes to the citations Y Y
    Share folders with colleagues who are using RefWorks Y Y
    Share folders with colleagues who are not using RefWorks, via public URL Y Y
    Deduplicate large amounts of references Y Y (Up to 2,000 references simultaneously)
    Find references within the library database as well as on the 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
    Manage separate reference collections Y (multiple account usernames) Y (projects)
    Cloud based, meaning no syncing required, and unlimited storage. Y Y
    Search documents and import to folders from PubMed, the Library of Congress, and hundreds of library catalogs, including your institution's IR. Y Y
    One-click save pages from the web and from popular research websites to your document library. Y Y
    Automated metadata recognition of uploaded documents. Y Y
    Share folders or references privately with members within your institution or with specific RefWorks users. Y Y
    Supported only in RefWorks
    Modern easy-to-use interface.   Y
    Integrate with Ex Libris discovery services to ensure auto-completion of references and suggestions from Ex Libris discovery platforms.   Y
    Share documents with collaborative annotation (ability to highlight and add notes) as well as various levels of sharing (read-only, annotate, modify).   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
    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.   Y
    Globally edit reference information.   Y
    Easy integration with today's writing tools: Word (Windows and Mac), Google Docs; simple to access and write work on any device.   Y
    Rich text support for metadata.   Y
    Currently unsupported or partially supported in 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.

    Legacy RefWorks Vs. RefWorks (Administrator Features)

    The following new features are available to administrators in (new) RefWorks, in addition to many features familiar to you from legacy RefWorks:
    • Export user data to CSV file for easy searching and sorting.
    • Define customized user information to be entered when creating an account
    • Participate in an administrator community site that provides peer support, open conversations, and resource-sharing.
    • Integrate with storage applications such as DropBox

    Before Upgrading

    • Familiarize yourself with RefWorks by reading the Administration Guide.
    • Confirm that your computers, especially in campus labs, have the minimum browser and word processing programs in place before upgrading. You can find the requirements on the Resources/Support page.
    • You may need to update training outlines, LibGuides, and/or websites. You can find new logos and brochures on the Upgrade Toolkit page.
    • Allow for plenty of time to get support staff trained and ready to answer questions. Expect an increase in end-user support during upgrade and have an internal support process accordingly.
    • The Ex Libris Support team is available to assist you. Do not hesitate to contact us if you have any questions. Also see our Webinars.

    Upgrading Your Institution

    Upgrading your institution to new RefWorks is performed in two steps:
    1. Testing – Enables users and administrators to become familiar with new RefWorks without actually upgrading the institution.
      Contact RefWorks Support and ask them to make RefWorks available for testing. This fully enables RefWorks for your institution. However, users do not see an upgrade link in the UI. You can suggest to specific users (such as staff or librarians) to test RefWorks by having them create a new account. For more information, see Creating a RefWorks Account.
      To fully test RefWorks, users should move references from their legacy account to their new RefWorks account, as described in Upgrading to the New RefWorks (User). Users with newly-created RefWorks accounts can continue to access their existing legacy accounts.
      During the testing period and after the upgrade, new user accounts are created in RefWorks. You can update any legacy links you have on your institution's website to avoid users creating new legacy accounts. You can replace them with a link to refworks.proquest.com so that new accounts are created in RefWorks.
    2. UpgradingContact RefWorks Support and ask them to make (new) RefWorks available for your institution. From this point, an upgrade link appears in the UI for users with existing legacy accounts.
    3. Disable new Legacy account creation - Institutions who wish to no longer allow the creation of new legacy RefWorks accounts should access the admin tool, navigate to the Subscriber tab, and select No in Allow Creation of New Accounts (shown circled below).
      This will drive account creation in (new) RefWorks and will limit the number of accounts that will need to be upgraded should the institution or Ex Libris terminate access to legacy RefWorks.
      Deactivate_Legacy_2.jpg
      Allowing Creation of New Accounts

    Frequently Asked Questions

    Is legacy RefWorks being shut off?
    There is no scheduled date for shutting off legacy RefWorks. Although Ex Libris continues to maintain legacy RefWorks, all institutions and users are encouraged to upgrade to RefWorks.
    Does RefWorks automatically replace the legacy version of RefWorks?
    No. Institutions control this process and can choose when to enable RefWorks for their institution and users.
    Can users continue to work on their papers in legacy RefWorks after upgrading?
    Yes. Upgrading to RefWorks does not interrupt any on-going research. However, You are encouraged to check out and explore the latest RefWorks features. If you are ready to explore RefWorks, ask the RefWorks support team to have it set up. Also check out the Upgrade toolkit that provides tips and tools to help with the upgrade.
    Can users switch back and forth between legacy RefWorks and RefWorks accounts?
    Users can maintain both legacy and RefWorks accounts in parallel. Moving work from legacy to RefWorks can be done multiple times. Each import from legacy RefWorks only imports references created since the last import. 
    Will Ex Libris make a hard-upgrade option available (to mandate all users upgrade to RefWorks)?
    Ex Libris plans to make this available at some time in the future. In the meantime, Ex Libris support is available to assist in the upgrade process.
    What type of support can Ex Libris provide to encourage our users to move to RefWorks?
    Ex Libris is committed to making the upgrade as smooth as possible. We provide a simple UI upgrade process for users, a fabulous support team, documentation, videos, Webinars, and an Admin toolkit to help you socialize the transition throughout your institution.
    Ex Libris encourages you to join our community site.
     
     
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