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'FAQ' stands for Frequently Asked Questions.
This page contains answers to common questions from customers and users but also some useful tips and tricks.

Since GetARef is continually improved, please update GetARef regularly.
Problem solving

  

Reference files

  

Import references

  

Journal format files

  

 
Word processing and document files

  

Networks, LAN, etc

  

 

Till sidans början Q: How many reference types are supported by GetARef?

GetARef supports all reference types used by researchers in the biomedical and related fields. These references belong to one of 3 basic types:

  • from journals
  • from edited books
  • from monographs

For each basic type, there a numerous variants that are automatically and transparently handled by GetARef. For this reason, the fair 'number' to use when comparing GetARef with other reference managing software is 12-15. Consider, for instance, that you on one occasion want to cite a whole monograph, on another a specific chapter and and yet another time a specific range of pages in a single book. With GetARef, these citations are represented by a single basic type, i.e.,  'monographs', rather than 3 different types.

Furthermore, a specific type for 'conference reports and abstracts' is not useful. The reason is simply that a conference report may appear in many differents kinds of publications: they may be published as supplements to journals, as edited volumes and sometimes in the form of monographs, i.e., there is no archetypical 'conference report'. An abstract or a report from a conference always fit one or the other of GetARef's basic reference types. With patents, however, the situation is even worse because a full description may require a very large number of fields. But in most cases it's possible even with patents to use one of the basic reference types of GetARef.

The decision to organize reference types in a limited number of reference types was mainly based on the realization that most users sooner or later are forced to create output formats. This is an overwhelming task with, say, 30-40 different reference types. On the other hand, while researchers in the biomedical fields benefit from this strategy adopted when developing GetARef, this may limit the usefulness of GetARef for researchers in other fields because it makes it difficult (although not impossible) to cite video clips, cartographic material and Shakespeare.

Till sidans början Q: Why is the number of include journal format so limited in GetARef?

NIH (Medlar) indexes some 90,000 journal indexed considered to be of relevance to the biomedical field. Although at least some 400 journals claim to employ the Vancouver style, for instance, even then there are minor modifications to the basic style. In practice, a format file is required for each and every journal.

As a consequence, even if DatAid AB would have produced 5,000 different journal formats, another 85,000 would still lack a format useful definition in the biomedical field alone. Offering many journal formats thus doesn't seem to solve problem.

DatAid has therefore adopted the following strategy:

  • Offer simple ways to create new formats in GetARef: this can be done very effectively in GetARef under full visual control.
  • Offer GetARef's users to 'exchange' format files via GetARef's Web site.

Regardless of the citation method every author needs author instructions for a particular journal to create a manuscript suitable for submission. DatAid has created a database with internet links to author instructions and it is available via Author instructions. This web service also makes it possible to download GetARef format files.

Till sidans början I: Use of the Rich Text Format

Rich Text Format (RTF) is a text document format akin to HTML and TeX, i.e., it contains not only the text of a document but also a detailed description of its layout including fonts, paragraphs alignment, graphics, etc.

RTF was defined by Microsoft Corp alone and should be able to represent anything that is contained in a native Microsoft Word document (i.e., a DOC file). There are a few minor exceptions to this (due to bugs in Word) but to most users it won't matter if a document is stored as a DOC file or a RTF file.

Although GetARef directly supports Word document file format even Word users may prefer the RTF format over the native DOC file format because it much quicker to process a RTF file than a DOC file.

Most modern word processers are able to read and to create RTF files although they may have adopted by intent or by mistake their own flavor of RTF. For this reason users who prefer other word processors than Microsoft Word and WordPerfect still can benefit from GetARef's ability to generate submission-ready manuscripts:

  • Store the document in the RTF file
  • Let GetARef process the RTF file
  • Open the output file generated by GetARef in the word processor.

Till sidans början Q: How do you import references from PubMed?

GetARef features an interface to PubMed that allows users to search and retrieve references using exactly the same search expressions as are used when accessing PubMed via a standard web browser.
The command (Tools|Import from PubMed) allows previewing document summaries and downloading references directly into a GetARef reference files.
If is also possible to retrieve references from PubMed via your ordinary web browser. If so, the references should be save in the so-called MEDLINE format and can then be imported to GetARef using its command Tools|Import reference.

Till sidans början Q: How do you import references from Reference Manager to GetARef?

Research Information System (now ResearchSoft) has defined a file format that is called the RIS format.

  1. Select all references in the Reference Manager database that should be imported to GetARef.
  2. Select the 'RIS' output format and export the references to a disk file.
  3. Start GetARef, give the command Tools|Import references, enter the name of the file that was created in step #2 as the Source file, and finally import the references to GetARef.

Till sidans början Q: How do you import references from EndNote to GetARef?

To move database between EndNote in Windows and EndNote on Max, Niles Software Inc recommends users the co-called RIS format that was initially defined by Research Information System (now ResearchSoft):

  1. Select all references in the EndNote database that should be imported to GetARef.
  2. Select the 'RIS' output format and export the references to a disk file.
  3. Start GetARef, give the command Tools|Import references, enter the name of the file that was created in step #2 as the Source file, and finally import the references to GetARef.

Till sidans början Q: What is the easiest way to sort references, for instance, by author names?

The easiest way to display references in a particular order is to 

  • first give the command Tools|Sort display order (Ctrl+Alt+O) and then

  • select the appropriate display order in the dropdown menu Display order (to do the same thing without using the mouse, give the command View|Set display order eller press Shift+Ctrl+F8)

It is possible to get GetARef to automatically resort the display order of a references file every time it is modified. The rules that should be applied by GetARef is set by the user in the tab Interface in the dialog Tools|Customize GetARef.

Few users ever need to change the physical order of references in a file but to physcially sort the references of a file use the command Tools|Sort a reference file.

Till sidans början Q: Why is a deleted references not automatically eliminated from a reference file - what is the meaning of 'DELETED'?

When a reference is 'deleted' in GetARef it is not immediately eliminated but its content is replaced with the text 'DELETED'. The reason for this is the following.

Those who let GetARef manage references in manuscripts use place-holders for references that are cited in the text, so-called pseudo-citations. These pseudo-citations indicate the reference that should be cited by the name of a references file and the reference's sequential order in the file. By literally eliminating a reference from a file, the sequential order of all subsequent references would be altered and that might make some pseudo-citations invalid.

  • To display 'deleted' references used the display order called  Original order. Using this display makes it possible to, for instance, re-use the position of deleted records by editing the reference.
  • To actually eliminate the 'deleted' references, use the command File|Compress file.

Till sidans början Q: How do I synchronize a reference database on my computer at home with one on my computer at the office?

GetARef doesn't provide any special mechanism to synchronize reference files on two computers. This task must be solved by the user by transferring the reference file between the computers using a suitable media.

For each reference file (*.ref), GetARef creates a number of 'associated' files with the same name as the reference file but with a special file name extension, e.g., *.srt for sorted displays.

The only file that strictly speaking needs to be transferred between two computers is the *.ref  file because the associated files are recreated automatically or when needed. Note, however, that the auomatic updating relies on date and time files last were modified; only associated files with an older date the reference file will be updated automatically.

Note that GetARef's 'alias' function offers a neat solution to a common problem for users working with GetARef on several computers: it makes it possible to complete manuscripts on different computers although they may have different names for the folders.

Till sidans början Q: Does any general rules apply when I save references retrieved from external database that ensure that GetARef will recognize the origin of the dump file and therefore automatically select the appropriate import routine?

The dump file formats handled by GetARef are with few exceptions the default formats from each retrieval system. The exceptions apply to default formats from which it is difficult to securely extract reference information.

It is always wise to check with GetARef's online help before retrieving references for the first time.

For all types of dump files support by GetARef, the online help offers examples of how dump file is expected to look like. If you, for instance, know that the database is BIOSIS then search for 'BIOSIS' in GetARef's help file and select the help section that seems to match your retrieval system (e.g., 'BIOSIS from Datastar').

In addition, for several retrieval systems - Ovid, PubMed, WinSPIRS, Dialog and others - GetARef's online help offers specific suggestions that will help you successfully retrieve and import references.

GetARef normally automatically recognizes the origin of a downloaded dump file. When this is not the case, however, there isn't necessarily anything wrong with either the dump file or with GetARef; the first part of the dump file may simply be atypical. GetARef was constructed to rather admit that a dump file is not recognized than to erroneously claim that dump file was recognized.

Till sidans början Q: Is GetARef a genuine network program? What happens, for instance, if two users simultaneously edit a reference in a shared reference file?

The current version of GetARef is not adapted to work unsupervided in a network although users may share files stored on a file server in a LAN. Note, however, that a reference files is 'opened' by GetARef only when the file is actually read or written to.

It is suggested that those who want to share one or several reference files in a LAN appoint one user only to have write-access the files (all other users should, of course, have read-access).

Till sidans början Q: Problems with Acrobat 6 and the GetARef menu in Microsoft Word

When Acrobat 6 Standard or Professional version is installed, the GetARef menu in Word disappears. It appears as if Acrobate replaces the GetARef menu with its own.

This problem with Acrobat has now been fixed. For a free upgrade, search Adobes web site at www.adobe.com.

A direct link for upgrading Acrobat 6 Standard:
    http://download.adobe.com/pub/adobe/acrobat/win/6.x/Ac60BaP1.exe

A direct link for upgrading Acrobat 6 Professional:
    http://download.adobe.com/pub/adobe/acrobat/win/6.x/Ac60PrP1.exe

Till sidans början Q: How is GetARef integrated with Microsoft Word?

Microsoft Word 7.0, 97, 2000, XP and 2003 support a special type of dynamic linked libraries called Add-ins. Using this feature it's possible for a program like GetARef to dynamically add new commands to Word.

GetARef's Add-in for Word adds a new menu item to Word's main menu - GetARef - that contains a useful set of commands related to GetARef:

  • View reference at cursor: If the cursor is located within a pseudo-citation, GetARef displays the reference that corresponds to the pseudo-citation.

  • Paste from GetARef: Makes it simple to paste pseudo-citations (place-holders for citations) and formatted references.

  • Start GetARef: Starts GetARef (is equivalent to starting it from Windows’ Program Manager).

  • Create submission ready manuscript: Starts GetARef and activates the tool to create a submission-ready manuscript.

  • Create a reference list: Starts GetARef and activates the tool to create a reference list.

  • Insert {{REFERENCES}}: Inserts a place-holder for the reference list.

In addition, GetARef inserts pertinent commands in some of the popup menus that are invoked in Word when the mouse cursor is positioned in a document and right mouse button is clicked.

Till sidans början Q: Problem with GetARef's Add-in for Word XP or Word 2003

If the menu 'GetARef' is not visible in the main menu of Word XP or Word 2003, do the following:

A. Uppdate GetARef if that has not already been done.

B. If the GetARef menu is not visible despite the update do the following

  1. Close all Office program including, for instance, Word and Outlook.

  2. Start Windows Explorer.

  3. Locate GetARef's Word folder. By default the name of this folder is
           C:\Program Files\DatAid\GetARef6\Word
    (with GetARef 5.x the default folder is ..DatAid\GetARef5\Word )

  4. Click once on the file "GetARef 6.0 Add-In.wll" or the file "Garw32.wll" (if you still use GetARef 5.x) and give the command Copy (Ctrl+C).

  5. Locate the the Startup folder of Office 10 if you use Word XP. The default name for this folder is  
           C:\Program Files\Microsoft Office\Office10\Startup
    If you use Office 2003 then instead locate the Startup folder of Office 11. The default name for this folder is
           C:\Program Files\Microsoft Office\Office11\Startup

  6. Give the command Paste (Ctrl+V) to paste the file "GetARef 6.0 Add-In.wll" (or Garw97.wll if you use GetARef 5.x) to the Startup folder of Word.

Programtilläget är korrekt installerat om menyn 'GetARef' är synlig i Words huvudmeny.

Till sidans början Q: How to import a specific reference using Tools|Import from PubMed?

It is not always easy to create a search profile the yields a single specific reference.

There is, however, a simple mechanism to solve this by means of the so-called PMID number that uniquely identifies alla references in PubMed. But how to get this PMID number?

PMID is shown for all references in the compressed list of references that is displayed by GetARef after a PubMed search has been performed.

Click on the PMID number of the reference of interest and GetARef automatically transfers this to the search expression window. Then perform a search using the PMID number to retrieve only the reference of specific interest.

Till sidans början Q: Several users on a single computer

Each user logged into Windows NT, 2000 or XP has certain rights. To be allowed to install new programs on a computer a user must have the rights of an 'administrator'.

Once GetARef 6.0 has been installed on a computer with NT, 2000 or XP, all users of the computer can run GetARef but GetARef must first be initialized for each user. This is accomplished when a new user starts GetARef because then a specific initialization program is started and the user can enter his/her name, the serial number, etc, and a user-specific environment will be created.

In other words, alla users of a particular computer will be able to run the same GetARef version; it is the administrator's responsibility to update GetARef when needed.

Till sidans början Q: Import references from ISI Web of Knowledge (ISI Web of Science)

To download references:

  1. Perform the search (General Search or some other variant).

  2. On the result page (entitled Search Results – Summary), check the references to be imported or, in the gray field to the right, click the radio button All records on this page.

  3. Once the Submit button has been clicked, the page will update and a new button with the text MARKED LIST appears top right: click it to retrieve the list of marked references.

  4. Step 1: Check the fields that later should be imported to reference file in GetARef. In addition to the standard fields included at least abstract but other useful fields include language, document type, keywords, addresses, publisher information, ISSN, and subject category.

  5. Step 2: Click the button EXPORT TO REFERENCE SOFTWARE.

  6. On the page that appears, click the button EXPORT.

  7. In the dialog that appears, click the button Save.

  8. Replace the proposed file name (e.g., CATC0R1L.y=0&) with something meaningful, for instance, MyFile.txt, find a suitable folder (e.g., C:\GetARef\Dumps) and click the button OK.

To import the downloaded references to GetARef:

  1. Start GetARef and give the command Tools|Import references.

  2. Double-click in the edit box below the text Source file (database dump file) or click the folder button to the left of the edit box. Locate the file given during the download procedure (e.g., C:\GetARef\Dumps\MinFil.txt).

  3. Specify the reference file that should recieve the imported references (the Destination reference file).
           GetARef by default suggests the last used reference file as the destination file.

  4. GetARef will probably recognized the source file as ISI Export format and in that case simply press the button Start importing.
       If the source file is not recognized, manually set the Supplier = RIS and the Source = Export format.
       If the destination file already exists, the imported references can either replace the references in the destination file (the file gets overwritten) or appended to the end of the destination reference file.

Till sidans början Q: Import references from Elsevier Science Direct

To download references:

  1. Display the volume or issue of interest and then check the references that later should be imported to GetARef (if none is checked, all will be exported).

  2. Click the button export citations

  3. Instead of the text Citations to the right of Export, select the text Citations + Abstracts (to included abstracts).

  4. Let the text to the right of File Format remain RIS format.

  5. Click the button Export.

  6. In the dialog that appears, click the button Save.

  7. Replace the proposed file name (e.g., CATC0R1L.y=0&) with something meaningful, for instance, MyFile.txt, find a suitable folder (e.g., C:\GetARef\Dumps) and click the button OK.

To import the downloaded references to GetARef:

  1. Start GetARef and give the command Tools|Import references.

  2. Double-click in the edit box below the text Source file (database dump file) or click the folder button to the left of the edit box. Locate the file given during the download procedure (e.g., C:\GetARef\Dumps\MinFil.txt).

  3. Specify the reference file that should recieve the imported references (the Destination reference file).
           GetARef by default suggests the last used reference file as the destination file.

  4. GetARef will probably not recognized the source file as ISI Export format and if so first manually set the Supplier = RIS and the Source = Export format, and then click Start importing.
       If the destination file already exists, the imported references can either replace the references in the destination file (i.e., the file gets overwritten) or appended to the end of the destination reference file.

Till sidans början Q:  Author name not terminated with '.' - error message from GetARef 6.0 running under Windows NT, Windows 95 and Windows 98

Symptom: When trying to save changes made to a reference in the Edit/Add reference dialog GetARefs inexplicably gives the error message that one of the author names is missing a terminating '.'.

Cause: There is a bug in one or several system files of Windows (according to Microsoft, the files are 'malformed', more info).

Fix: The files RICHED20.DLL, RICHED32.DLL and USP10.DLL needs to be replaced. This can only be done by users with the right to 'administrate' the computer.

Please, note that the files and instructions are different for Windows 95/98 and Windows NT; see below.

With Windows 95 & 98:

  1. Create a temporary folder, such as c:\temp

  2. Click on the three links below and save each file in the folder you just created:
    RICHED20.EXE    RICHED32.DLL    UPS10.DLL

  3. Note the instructions below and then close all programs (the files your are about to update can otherwise be in use by active programs).

  4. With the help of Windows Explorer, copy the three files you have downloaded to the SYSTEM folder of the Windows' system folder (the default name of the destination folder is C:\WINDOWS\SYSTEM).  

  5. Delete the temporary folder (it is no longer needed).

With Windows NT 4.0:

  1. Create a temporary folder, such as c:\temp

  2. Click on the three links below and save each file in the folder you just created:
    RICHED20.EXE    RICHED30.DLL    UPS10.DLL

  3. Note the instructions below and then close all programs (the files your are about to update can otherwise be in use by active programs).

  4. With the help of Windows Explorer, copy the three files you have downloaded to the SYSTEM32 folder of the Windows' system foler (the default name of the destination folder is C:\WINNT\SYSTEM32).  

  5. Delete the temporary folder (it is no longer needed).

Till sidans början Q: To complete a manuscript in Microsoft Word

1. Make sure GetARef's Add-in has been activated:

GetARef's Add-In for Word is active if the menu GetARef can be found in Word's main menu. If GetARef is not active, please consult Problem with GetARef's Add-in for Word XP or Word 2003.

2. Paste place-holders for each citation (pseudo-citations) and for the reference list:

While the manuscript is edited, paste pseudo-citations in each place where a citation should be found in the manuscript:

  • Pseudo-citations are created for one or several references using GetARef's command Format|Create pseudo-citation.

  • To paste the pseudo-citations created by GetARef into the Word document, place the cursor in the document and give the Word command GetARef|Paste from GetARef (or use Ctrl+Shift+G).
    Note! If you use Word's internal paste command (e.g., Ctrl+V) instead of the special paste command, the citation will not for certain have the same font as the rest of the text in the final manuscript.

To define where the reference list should appear in the final manuscript, position the cursor and give the Word command GetARef|Insert {{REFERENCES}} (the text inserted in the manuscript is the place-holder for the reference list).

3. Complete the document:

Give the Word command GetARef|Complete document, if necessary change the document format in the dialog displayed by GetARef and 'complete' the document. The file created by GetARef will get the same name as the original file but with the text _OUT inserted before the file name extension (from the file MyFile.doc is created the file MyFile_OUT.doc).

At the beginning, most users probably would like to check that the whole process works. But completing the manuscript is not really necessary until the manuscript has been completed.

Note! Although tempting, do not edit the OUT file except for correct page breaks, etc, until the final version. It is not possible to add additional citations to the complete OUT file. In short, edit anything related to citations in the original document.
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Last modified: 2005-08-26 13:37.