KJC IT Team | Tutorial »Refbase« Author: PG/FM | Version: 17.02.2010 | Page 1 of 25 Tutorial »Refbase« 1 What is Refbase? ............................................................................................................................. 2 2 How to access the Cluster bibliography .......................................................................................... 2 3 How to use the Cluster bibliography ............................................................................................... 4 3.1 Start page ................................................................................................................................ 4 3.2 Quick search ............................................................................................................................ 4 3.3 Simple search .......................................................................................................................... 5 3.4 Advanced search ..................................................................................................................... 6 3.5 Search results .......................................................................................................................... 6 3.6 Adding records ...................................................................................................................... 12 3.6.1 Mandatory fields (grey fields) ....................................................................................... 15 3.6.2 Facultative fields (white fields)...................................................................................... 16 3.6.3 User fields (yellow fields) .............................................................................................. 17 4 Direct import of RIS-Files from Bibliographic catalogues .............................................................. 18 4.1 Data Import from HOLLIES .................................................................................................... 18 4.2 Data Import from WorldCat .................................................................................................. 19 5 Bibliographic data migration between Endnote and Refbase ...................................................... 19 5.1 Import bibliographic entries from Endnote into Refbase ..................................................... 19 5.1.1 Export Endnote entries to XML ..................................................................................... 19 5.1.2 Import the XML file to Refbase ..................................................................................... 22 5.2 Import bibliographic entries from Refbase into Endnote ..................................................... 24 5.2.1 Export entries from Refbase.......................................................................................... 24 5.2.2 Import entries into Endnote .......................................................................................... 24 ASIA AND EUROPE | KARL JASPERS CENTRE | VOSSSTRASSE 2 | D-69117 HEIDELBERG | WWW.VJC.UNI-HD.DE KJC IT Team | Tutorial »Refbase« Author: PG/FM | Version: 17.02.2010 | Page 2 of 25 1 What is Refbase? The Cluster Bibliography Database (http://kjc-fs-cluster.kjc.uni-heidelberg.de/refbase), as a part of the Heidelberg Research Architecture (HRA) is implemented with the Open Source Software refbase (http://www.refbase.net). It provides the possibility to share bibliographical entries and the asso- ciated texts in PDF format. As part of the HRA it will in future be integrated into cluster wide search facilities. This database can also be seen as the basis of the Cluster Virtual library and is integrated into respec- tive service infrastructure. Cluster projects can get help for bulk uploading own bibliographic refer- ence collections, that have been collected, e.g., with Endnote. There also is a scan and OCR service for inputting and full-text indexing new texts into the data base. For more information about these services, please contact [email protected]. Of course you can also input ma- terial with the help of the refbase web interface with cluster account. This text is a short guide how to login and use this HRA resource. 2 How to access the Cluster bibliography To access the database, please use the following URL: http://kjc-fs-cluster.kjc.uni-heidelberg.de/refbase. This link is also available via the Cluster Website http://www.asia-europe.uni-heidelberg.de via: “Research” “Heidelberg Research Architecture” “HRA Databases” “Cluster Database” “Cluster Bibliographical Database” You will see the bibliography start page in Figure 1. For searching metadata you don't have to login, but just start using it. Since the cluster bibliography contains the actual texts as PDF files, it is pass- word protected. Thus for read access you need to login with your Cluster account to get the PDF files. ASIA AND EUROPE | KARL JASPERS CENTRE | VOSSSTRASSE 2 | D-69117 HEIDELBERG | WWW.VJC.UNI-HD.DE KJC IT Team | Tutorial »Refbase« Author: PG/FM | Version: 17.02.2010 | Page 3 of 25 Figure 1: Refbase start page. ASIA AND EUROPE | KARL JASPERS CENTRE | VOSSSTRASSE 2 | D-69117 HEIDELBERG | WWW.VJC.UNI-HD.DE KJC IT Team | Tutorial »Refbase« Author: PG/FM | Version: 17.02.2010 | Page 4 of 25 3 How to use the Cluster bibliography 3.1 Start page The start page gives you access to several retrieval possibilities. On the top of all pages you will find the main menu which has the items “show all”, “simple search” and “advanced search”. These will be discussed below. With the menu item “home” you will always get back to this start page. The main window provides you with some fixed searches, namely for All entries that have recently been added (today, yesterday, last 7 days) All entries that have recently been edited (today, yesterday, last 7 days) All entries published in a certain year All entries sorted by creation date in reverse chronological order The start page also provides you with some information about the data base. At the bottom of all pages there again is a menu with the items “home”, “show Records”, “Extract Citations”, and “Help”. The latter leads you to the refbase web page, which might contain informa- tion that helps you. This manual should answer most of your questions though. As to the other two menu items (besides “home”), please see the respective sections below. 3.2 Quick search Figure 2: Quick search window. For quick searches you can use the input field on the upper right of every page, where there is an associated drop-down menu, where you can choose to search within the fields author, title, publica- tion (i.e. the title of the publication which contains the referred to article), keyword, abstract. When searching, refbase performs a "contains" search by default. This means that refbase will return all records where the searched field contains the specified search string (in some search engines this is equivalent to “*string*”). Beware: refbase has implemented the feature of auto completion, which means that it will make on the fly searches in the respective field while you are typing and provide you with a list of possible ASIA AND EUROPE | KARL JASPERS CENTRE | VOSSSTRASSE 2 | D-69117 HEIDELBERG | WWW.VJC.UNI-HD.DE KJC IT Team | Tutorial »Refbase« Author: PG/FM | Version: 17.02.2010 | Page 5 of 25 completions. This can be handy, but this can also sometimes (especially in “contains” searches) be a nuisance. Just click on an empty part of the page to stop auto completion. This quick search will accommodate most demands concerning searches. If you want to perform more complex searches, you can use simple and advanced search. 3.3 Simple search Simple search allows you to search in more than one field within one search run. You will find only those entries that meet all search criteria (logical AND-search). Figure 3: Simple search window. Hereby you can select whether you want to have a "contains" search like in quick search, which is the default setting here, or whether you want to have a different search behavior, namely: “Does not contain” which is the opposite of “contains” “is equal to” which means that the field has to exactly contain the search string and nothing else “is not equal to” which is the opposite of the latter “starts with” which means that the fields content has to start with the search string but may end anything (in some search engines this is equivalent to "*string"). “ends with” which means that the fields content may start with anything but has exactly to end with the search string (in some search engines this is equivalent to "string*"). It is allowed to search for in the fields Author, Title, Year, Publication, Volume and Pages. ASIA AND EUROPE | KARL JASPERS CENTRE | VOSSSTRASSE 2 | D-69117 HEIDELBERG | WWW.VJC.UNI-HD.DE KJC IT Team | Tutorial »Refbase« Author: PG/FM | Version: 17.02.2010 | Page 6 of 25 With the help of the check boxes on the right you can specify which fields of the found entries shall be displayed in the result list. By default all these 6 fields are checked and thus will be displayed in the list. Below the field definitions you can specify display options, mainly how many entries you want to have displayed in the list per page. The checkbox “Display links” is of no relevance. Below the display options you can specify the sorting order of the results where you can specify up to three criteria and whether to sort these ascending or descending. You again have the 6 mentioned fields to choose from. The