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    Upgrading from Legacy RefWorks to RefWorks (User)

    Overview

    The latest version of RefWorks (simply referred to as RefWorks) offers an efficient and intuitive way to collect, share, and cite references.  For details about features that are available only in RefWorks and features that are available in both versions but with different names, refer here.
    After your institution enables an upgrade to RefWorks, both legacy RefWorks and RefWorks remain available to you as long as the institution maintains its subscription. You see a button in the legacy UI enabling you to upgrade.

    Before Upgrading

    • Familiarize yourself with RefWorks by reading the RefWorks User Guide.
    • Documents created in legacy RefWorks can be upgraded to become compatible with RefWorks. Always save a copy of your documents before upgrading them.
    • While the upgrade process is simple, we recommend that you do not perform the upgrade if you are actively working toward a close deadline. Perform the upgrade when you have ample time to learn the new interface before your next project is due.

    Before upgrading, refer to our documentation on reference types and fields. Some data may need to be transferred to a User field before an upgrade to avoid data loss. See Reference Fields - Exceptions for more details.

    After upgrading, one reference that contains multiple attachment files becomes many copies of the reference, with each copy containing a different attachment file. 

    Upgrading to (New) RefWorks

    Once your institution subscribes to RefWorks, there are several ways to upgrade your account:

    If you have multiple legacy RefWorks accounts, perform the upgrade process for each legacy RefWorks account separately. You can upgrade multiple legacy RefWorks accounts to different projects in the same (new) RefWorks account.

    1. If your institution enabled upgrade, an upgrade button appears in the legacy UI at the top of the page (when logged in). Follow the steps described in Upgrade to RefWorks Button.
    2. If your institution did not enable upgrade, create a RefWorks account as described in Creating an Account. You can then import your legacy RefWorks references from within RefWorks, as described in Importing Legacy References from within RefWorks.

    The above two methods upgrade references (excluding references in Deleted References), attachments, folders, and custom citation styles. 

    1. If your institution did not enable upgrade, create a RefWorks account as described in Creating an Account. You can then export your references from legacy RefWorks to a reference file and upload the reference file to RefWorks as described in Importing Legacy References from a Reference File.
     This method only upgrades references (excluding references in Deleted References) and does not upgrade attachments, folders, or custom citation styles.

    Regardless of upgrade method, any folders that were publicly shared in legacy RefWorks should be shared again in RefWorks after upgrading.

    Upgrade to RefWorks Button

    After your institution enables upgrading to RefWorks, a button to upgrade your account appears at the top of the page when you are logged into legacy RefWorks.

    upgrade-to-refworks-button.png

    Upgrade to RefWorks Button
    Select this button and follow any on-screen instructions. Your account is upgraded automatically, and your references, attachments, folders, and custom citation styles are copied to your (new) RefWorks account. You can choose to import the references into an existing project or into a new project. (For more information on Projects, refer to Working with Projects).

    Importing Legacy References from within RefWorks

    After creating an account, you can import legacy references from within RefWorks.
    To import legacy RefWorks references directly from RefWorks.
    1. Sign in to your (new) RefWorks account.
    2. Select Add > Import references. The Import from another reference manager page appears.
      import-from-another-reference-manager.png
      Import from another reference manager
    3. Click Legacy RefWorks and select Authorize. The legacy RefWorks login page appears.
    4. Enter the login details for your legacy RefWorks account. The upgrade process begins and when it is completed RefWorks shows the Last Imported page, detailing the number of references and custom output styles that were successfully imported.

    Importing Legacy References from a RefWorks File

    After creating an account, you can export your references to a reference file in Legacy RefWorks, and then import the file to RefWorks:

    To export references to a reference file in Legacy RefWorks and import to RefWorks:
    1. Log into your Legacy RefWorks account and if you don't want to export all references, select those you want to export.
    2. From the Navigation Menu at the top of the page, select References > Export References. The Export References dialog appears.
    3. Choose the RefWorks Tagged Format and select the Export References button.

      This format is similar to the Bibliographic Software (RIS) format, i.e., it is also a tagged format. The data layout however corresponds to the RefWorks database structure. Use this format for backup purposes, for sharing references with other RefWorks users, and for importing references from legacy RefWorks to RefWorks.

      save-from-refworks.png

      Export References
    4. Right click on the list of exported references and Save As a text file.
      save-as-text-file.png
      Save As Text File
    5. Log in to your (new) RefWorks account and from the Reference Actions menu select Add > Import references.
      add-to-upload.png
      Import References
    6. Drag and drop the reference file or click select a file from your computer to choose the file.
      drag-drop-reference.png
      Choose the File
    7. Select RefWorks Tagged Format from the dropdown list and choose Import.
      import-references2.png
      Import References
    8. If applicable, you can assign the imported reference to a folder(s) from the dropdown.
      assign-to-folder.png
      Assign to Folder
      The upgrade process begins and when it is completed, RefWorks displays the number of references that were successfully imported.
      succesful-import.png
      Successful Import
    9. Click OK - RefWorks shows the Last Imported page listing all the imported references.
    last-imported2.png
    Last Imported

    Steps After Upgrade

    Save-to-RefWorks.png
    Save-to-RefWorks
    • Install the relevant writing plug-ins. Refer to the Tools section for details about the different available plug-ins and installation instructions.
    • Re-share any shared folders (formerly called shared collections), including those 'publicly' shared via URL. To learn about the improved sharing methods in Refworks, see Sharing Folders of References.
    • Upgrade your documents from legacy RefWorks to (new) RefWorks. Always save a copy of your documents before upgrading them. For more information, see Upgrading Documents from Legacy RefWorks to RefWorks.

    Additional Information

    • Update your contact list to include RefWorks Tech Support: RefWorks.Support@exlibrisgroup.com. Contact your administration or tech support if you have any questions or experience any difficulties.
    • Visit our YouTube channel to view short videos about basic and advanced features and tutorial videos.

    Logging in to RefWorks

    To log in to RefWorks, navigate to http://refworks.proquest.com (unless you access RefWorks using Summon's saved folder feature). If you have a RefWorks bookmark, update it to this URL (which is different from the legacy RefWorks URL).

    Upgrading Documents from Legacy RefWorks to RefWorks

    You can upgrade documents created with legacy RefWorks to be compatible with (new) RefWorks. Always save a copy of your documents before upgrading them.
    When opening a document created using legacy RefWorks and signing into RefWorks Citation Manager or Write-n-Cite with your (new) RefWorks credentials, you are prompted to upgrade the document.

    Single Sign-On users need to log into (new) RefWorks before clicking Upgrade Document.

    For instructions on upgrading a document written with Write-n-Cite, see Upgrade a Write-n-Cite Document.

    Upgrading a RefWorks Citation Manager Document (RCM)

    If the legacy RefWorks account used to create a document was accessed by multiple users, ensure that the relevant project in the (new) RefWorks account is shared with them after upgrading.

    If you have multiple Projects, make sure to select the Project that contains the references used inside the document.

    After upgrading your legacy RefWorks account, log in to RCM with your (new) RefWorks credentials. 

    The following screen appears. Follow the screen instructions to upgrade your document.

    Upgrade_detect.png

    RefWorks Citation Manager upgrade screen

    In some cases, you may encounter an RCM screen titled Prepare your document for upgrade. Read through the steps carefully (below and in RCM) and select Log in with your legacy RefWorks credentials.

    1. Select the blue button to log in to RCM with your legacy RefWorks credentials.
    2. From the main menu, select Document and references to refresh the document with recent updates.
    3. Log out of RCM.
    4. Log back in with your (new) RefWorks credentials.
    5. Select Upgrade this document and follow the steps.

    Troubleshooting for RefWorks Citation Manager (RCM)

    If you encounter one of the following screens, press the blue button and follow the screen instructions.

    unableToUpgrade.png

    Missing references

    unableToUpgrade2.png

    Unsuccessful upgrade

    If the upgrade is still unsuccessful, re-upgrade your legacy RefWorks account in one of the following ways:

    1. Log in to your legacy RefWorks account and upgrade your account. Re-upgrading ensures there are no missing references in your (new) RefWorks account.
    2. Import your references and styles from legacy RefWorks to (new) RefWorks:

    a. Log in to (new) RefWorks.

    b. Select +Add > Import References, select Legacy RefWorks, and when prompted to confirm, select Authorize.

    import_from_another_reference_manager (1).png

    c. As part of the authorization process, RefWorks prompts you to log in to your legacy account. Enter your credentials and select Login.

                RefWorks imports your references and any custom citation styles from your legacy account to your RefWorks account. RefWorks notifies you when the process is complete.
     

    After re-upgrading your legacy RefWorks account: 

    1. Open your document, log in to RCM with your (new) RefWorks credentials, and try upgrading the document again.
    2. If the upgrade is still unsuccessful, delete the missing references from your document, save and close the document, reopen it, and try upgrading the document again.
    If you continue to experience problems, contact your administrator or RefWorks Tech Support for assistance.

    Upgrading a Write-n-Cite Document (WnC)

    Upgrading a document is available with Write-n-Cite version 4.5.1645 for Windows and 4.5.1683 for Mac or later.

    After upgrading your legacy RefWorks account, log in to WnC with your (new) RefWorks credentials. The following screen appears. Follow the screen instructions to upgrade your document.

    RW3MigrationModal1.png
    Write-n-Cite document upgrade screen

    Troubleshooting for Write-n-Cite (WnC)

    If the upgrade is unsuccessful, WnC notifies you as shown in the following screen:
    Upgrade_unable_wnc.png.jpg
    WnC Troubleshooting Screen
    In WnC, log out and log in with your legacy RefWorks credentials. This prompts legacy RefWorks to sync the references in your document and prepare your document for upgrade. Log back in to WnC with your (new) RefWorks credentials and restart the document upgrade process.

    If the upgrade is still unsuccessful, re-upgrade your legacy RefWorks account in one of the following ways:

    1. Log in to your legacy RefWorks account and upgrade your account. Re-upgrading ensures there are no missing references in your (new) RefWorks account.
    2. Import your references and styles from legacy RefWorks to (new) RefWorks:

    a. Log in to (new) RefWorks.

    b. Select +Add > Import References, select Legacy RefWorks, and when prompted to confirm, select Authorize.

    import_from_another_reference_manager (1).png

    c. As part of the authorization process, RefWorks prompts you to log in to your legacy account. Enter your credentials and select Login.

                RefWorks imports your references and any custom citation styles from your legacy account to your RefWorks account. RefWorks notifies you when the process is complete.
     

    After re-upgrading your legacy RefWorks account: 

    1. Open your document, log in to WnC with your (new) RefWorks credentials, and try upgrading the document again.
    2. If the upgrade is still unsuccessful, delete the missing references from your document, save and close the document, reopen it, and try upgrading the document again.
    If you continue to experience problems, contact your administrator or RefWorks Tech Support for assistance.

    Differences Between RefWorks and Legacy RefWorks

    The following table details features that are available only in RefWorks and features that are available in both versions but with different names.

    Legacy RefWorks Compared to RefWorks
    Feature RefWorks (blue interface) Legacy RefWorks (orange interface)
    User Interface

    Modern and intuitive

    Ongoing accessibility enhancements

    Outdated and less responsive

    Accessibility issues remain unaddressed 

    Reference organization options Folders & sub-folders

    Projects: separate reference collections, each with its own set of folders

    References can be viewed by tags
    Folders & sub-folders

    Separate reference collections in a single account not supported


    References can be viewed by tags, called descriptors
    Editing reference metadata Multiple reference editing using Bulk Edit

    Metadata rich text formatting support

    Users can add up to 15 custom fields
    Multiple reference editing using Global Edit


    Metadata rich text formatting not available


    Users can add up to 15 custom fields, called user fields
    Finding reference matches Can search for reference matches in the Ex Libris database of over 4 billion records  Not available
    PDF management View PDF attachments using integrated PDF reader

    When uploading a PDF file metadata is extracted and enhanced from the Ex Libris database of over 4 billion records
    View PDF attachments only by downloading the files

    Metadata enhancement not available
    Import references from websites that do not support direct export or export to reference file Using Save to RefWorks Using RefGrab-It
    Collaboration options – folder sharing With entire institution

    With specific users, with various permission levels; including collaborative pdf annotation (comments and notes)

    With non-RefWorks users via link
    With specific users or with non-RefWorks users, via link only
    Collaboration options – Project sharing Share Projects with RefWorks users Not available
    Collaboration options –writing Project co-owners using RefWorks Citation Manager can each contribute to the same Word document Not available
    Writing tool add-ons Available for Word, Google Docs and Hangul Available for Word and Hangul
    Copy citations into a document Supported (not available for numbered styles) Supported
    Citation view, for viewing a formatted reference in a selected citation style  Shows the formatted citation and highlights missing metadata required by the selected style Shows the formatted citation only
    Citation style management

    Quick access to Favorite, Custom, Recent, and Institutional styles via dedicated dropdown lists

    Style customization using the Citation Style Editor

    Favorite styles management using the Output Style Manager



    Style customization using the Output Style Editor
    Export Ref IDs Ref IDs included in all reference export formats for easy reference identification Not available
    Deduplication Choice of three deduplication algorithms

    Can de-duplicate a specific folder
    Choice of two deduplication algorithms


    Cannot de-duplicate specific folders, only All References
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