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EndNote 8: EndNote Online

A Guide for Toronto Public Health Staff

EndNote Online for Expereinced Users

In order to use EndNote Online, it is highly recommended that you:

1. create 1 EndNote library with all of your references (you can only sync one library in Endnote x8 and x9)

2. Instead of relying on group sets to orgize your projects, use prefixes in your Custom Group names so that when you sync to EndNote Online, all your Groups will remain organized. 

Example:    

CDC: influenza MEDLINE 2017

CDC: influenza MEDLINE 2018

CDC: vaccine hesitancy MEDLINE 2018   

CDIP: concussion prevention MEDLINE 2006

CHD: breastfeeding and cannabis MEDLINE 2018

CHD: speech and language MEDLINE 2018

HC: community violence MEDLINE 2018   

HE: eCigarettes MEDLINE

HE: bedbugs MEDLINE

 

 

EndNote Online

0:05 Logging in to EndNote Online or Basic

2:30 Adding References: Online Search

10:11 Adding References: Direct Export without a Plug-in

27:04 Import a Text File

32:41 Finding Duplicates

36:34 Using Prefixes with Online Groups to Keep Similar Groups Together

38:20 Adding References: Manually

45:50 Sharing Groups

47:33 Sharing a Library: Background

51:41 Opening a Library Shared with You

55:48 Creating a Backup of the EndNote Library

56:41 Cite While You Write (CWYW)

EndNote Online: To Use or Not to Use?

EndNote Online accounts allow you to:

  • Sync your library to the cloud and be able to access their work anywhere you have internet access.
  • Share groups of references with your group members (e.g. included studies)

  • Share your library with others (so that other group members can screen results in the same library concurrently).

Please review the background notes below and make an educated decision about whether or not you and your group wishes to create the EndNote Online accounts and use the Sharing Library option or the Sharing Groups option. 

What you need to know Before using EndNote Online

Background on Syncing & Sharing Libraries using EndNote Online Accounts:

 

You will need an endnote online account to use this function in EndNote. Use your TPH email to create this account.

 

EndNote X8 users can synchronize all the references in one desktop library to their online library, and share the entire library with other EndNote X7 or X8 users.  The sharer of an endnote library is called a "Library Owner" in the notes below and the group members invited to share the EndNote Library are being called "invitees."

 

A library owner can only share one library (I'll double-check this with EndNote) of any size with up to 100 people who use EndNote v7.2 or over.

You can share with up to 100 people (using EndNote for 7.2 or higher. We have EndNote 8).  

 

The online library has unlimited storage (references or attachments). Please do not share your endnote library with anyone who is outside of TPH (especially if you have PDFs attachments in your library. Sharing PDFs of articles is breaking current Canadian Copyright law).  There are other ways to share EndNote "Groups" and give read/write permissions to specific Groups in your Library. Call me (x8-0049) to discuss this if your group wants to use this method.

 

The first time you sync your EndNote library with your online EndNote account the upload of all your references takes time.  Please be patient. (The slow upload is not an EndNote issue.  Apparently, the speed at which Internet service providers upload data is 10 times slower than the speed at which they download data).

 

The library owner sets up the EndNote library and follows the instructions below to share their library.  All other group members (invitees) will follow the instructions to accept the invitation to join the library owner's library.  If invitees are removed from a shared library by a Library Owner you can no longer open the library.

 

All library members (owners and invitees) can make changes to the library (adding groups, changing group names, deleting references)

 

There is no limit on the number of Shared libraries to which you can be invited.

 

Library members or invitees cannot share libraries with others and they cannot change the Shared library's file name. 

If new members join the group, only the Library Owner can share the library with these new group members. 

 

You will need to sync repeatedly to ensure your changes are loaded to the Cloud version of the library. Both Library Owners and Invitees need to Sync when they make changes in their library.

 

Changes will be synced to other library owner's account and then out to all group members (almost) instantly.  This means that all users will see the changes almost immediately.

 

If two users are in the same record and one clicks on the Sync button their change is loaded to the Cloud.  This version is the version everyone sees.  If another user syncs after this change it seems their change is not accepted. I will contact EndNote since their training video seems to suggest that 'Conflict management' is built into the system.  They said that if you work in the library at the same time as another group member and happen to edit the same record at the same time.  The second person making the change will be asked which version of the change they would like to keep.  I have not seen this in our testing of EndNote.

 

Groups and Group Sets are synced.

 

Preparing to share a Library

Each group should designate 1 person as the Library "Owner" who will share their library with others.  

Creating an EndNote Online Account

1. Go to https://access.clarivate.com/#/register?app=endnote
2. Use your TPH email as your login (this will allow group members to find you easily when sharing libraries).

3. The password needs at least 8 characters (Also include 1 number, 1 letter and 1 special character such as #@! Etc.)

 

Instructions for Library Owner

Only one group member (who you designated the "Library Owner")  will follow these steps.  

These instructions will allow you to share a library so that your entire group works in the same library together. Everyone can view an activity feed to find out what changes each member has made.

 

  1. Create an Endnote Online Account (see instructions above)

  2. Before continuing, please watch this video: https://www.youtube.com/watch?v=z2WhHJBQeFc

  3. In the EndNote toolbar, click on the Sync icon. cid:image002.jpg@01D4150D.4392A870

  4. This will prompt you to login to your EndNote online account. (If you didn't create on yet, you can still register at this point.)

  5. Invite users to view the shared library by clicking the Share icon (see EndNote toolbar). cid:image004.jpg@01D4150D.4392A870

  6. Add emails to the form (and add personal message if needed).

  7. As invitees accept the "shared library" invitation, their Status changes from "Pending" to "Member. You can view the status and send email reminders to those who have a "Pending" status.

  8. When invitees start joining you can close the library and reopen it. The Library Owner will use File > Open library to access the library they shared. Make sure you know exactly which file was Shared – maybe name it accordingly.

 

Instructions for Invitees (all other group members)

  1. Create an Endnote Online Account (see instructions above)

  2. As preparation, please watch this video first: https://www.youtube.com/watch?v=z2WhHJBQeFc

  3. Invitees will receive an email in their TPH email (the email you set up your Online account). Look for an email from noreply@endnote.com in your junk mail or SPAM folders in case it's filtered. Check your TPH email account. The email looks like this:

Preparing to Share a Library

Preparing to share a Library

Each group should designate 1 person as the Library "Owner" who will share their library with others.  

Creating an EndNote Online Account

1. Go to https://access.clarivate.com/#/register?app=endnote
2. Use your TPH email as your login (this will allow group members to find you easily when sharing libraries).

3. The password needs at least 8 characters (Also include 1 number, 1 letter and 1 special character such as #@! Etc.)

 

Instructions for Library Owners

Instructions for Library Owner

Only one group member (who you designated the "Library Owner")  will follow these steps.  

These instructions will allow you to share a library so that your entire group works in the same library together. Everyone can view an activity feed to find out what changes each member has made.

 

  1. Create an Endnote Online Account (see instructions above)

  2. Before continuing, please watch this video: https://www.youtube.com/watch?v=z2WhHJBQeFc

  3. In the EndNote toolbar, click on the Sync icon. cid:image002.jpg@01D4150D.4392A870

  4. This will prompt you to login to your EndNote online account. (If you didn't create on yet, you can still register at this point.)

  5. Invite users to view the shared library by clicking the Share icon (see EndNote toolbar). cid:image004.jpg@01D4150D.4392A870

  6. Add emails to the form (and add personal message if needed).

  7. As invitees accept the "shared library" invitation, their Status changes from "Pending" to "Member. You can view the status and send email reminders to those who have a "Pending" status.

  8. When invitees start joining you can close the library and reopen it. The Library Owner will use File > Open library to access the library they shared. Make sure you know exactly which file was Shared – maybe name it accordingly.

Instructions for Invitees

Instructions for Invitees (all other group members)

  1. Create an Endnote Online Account (see instructions above)

  2. As preparation, please watch this video first: https://www.youtube.com/watch?v=z2WhHJBQeFc

  3. Invitees will receive an email in their TPH email (the email you set up your Online account). Look for an email from noreply@endnote.com in your junk mail or SPAM folders in case it's filtered. Check your TPH email account. The email will come from noreply@endnote.com and the subject line is: Invitation to share an EndNote Library

  4. The email text indicates the EndNote user (email address) who would liekt o share an EndNote library with you.  The bottom of the message includes a blue accept button. (You must have EndNote x7.2 on later installed on the computer.

5. Click the blue ACCEPT button in the email.

6. You will be taken to the EndNote website and be prompted to login. If you haven't yet created an EndNote account you will have the option to do so now. 

7. A copy of the library will be available to you (and all other invitees who accept the invitation). In EndNote go to File > Open Shared Library.

8. You will see a list of the libraries that you are authorized to open. Select the appropriate library.

9. Once you open a Shared Library you can view the activity of group members by clicking on the Activity Feed icon: cid:image007.jpg@01D41514.DA700290