Unit 2: Adding References

The RefWorks Import Screen

When adding references to RefWorks from a database or file, this often directs to the RefWorks Import Screen.

This screen gives you options for filtering and organising your new references within RefWorks.

Import options

When importing references, you have a series of options before the process completes. First, it's useful to ensure that you are importing in the correct project. You also have the option of importing to several Projects and Folders concurrently.

If you already have a folder for your references:

  • locate the Assign to Folder(s) drop-down menu, and click on Not in Folder
  • select the desired folder, or several folders where you want the references to go
Select a pre-existing folder in the import process

If you have do not have a folder:

  • Click on Not in Folder. This will display further options.
  • Select Create folder, and choose a name.

If you are importing as a result of a direct export from a database or catalogue, you have the option to search for full-text articles and attach the files to your new references. This feature is not very consistent at present and is often unsuccessful. We recommend uploading files as attachments if access to specific files in RefWorks is important to you. See our guidance on editing references for further information. This option is not available if you are importing a RIS file

Import options

You also have the option to ignore duplicates. RefWorks will analyse the author, title, and year fields and remove duplicate references where an exact match occurs. This is not necessary at this stage, as you can always search for and remove duplicates at a later stage.

The Import Process

The 'saving' screen will display while RefWorks creates your new references. This process may take a while to complete, especially if you have imported a lot of references at once.

Import save screen

If the process is successful, RefWorks displays an Import Summary letting you know the number of references added.

Import completed

Something went wrong...

Imports may fail or not work as expected for a variety of reasons, including:

  • browsing session time-out
  • errors with the file type or import filter options
  • automatic deduplication: you may notice that the number of references you receive if lower than expected. A combined search of CINAHL Complete and MEDLINE may filter out duplicates where the same document resides in both databases.

If you experience problems importing references, contact library.support@rgu.ac.uk for guidance.