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Handling multi-author papers in EndNote 5

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Handling multi-author papers in EndNote 5
Author: Schor, Robert    Posted: Fri, 11 Apr 2003 10:14:25 -0400
Colleagues,
I am looking for more information on multi-author collaboration.
We're writing a grant, 4 authors, four Endnote libraries (some of us are
even at different institutions). I understand that the Traveling
Library concept allows us to combine the Word .DOC files into a single
document and format them uniformly. My understanding is that the
combined document will, indeed, reference all four libraries, but that
all of the necessary information for producing the document are actually
embedded in the EndNote field, so not having the libraries all present
isn't a problem. We can even make changes (so I gather) -- they just
won't be reflected as changes in the "unattached" library.

I'm sure there are some "best practices" to follow in this
situation. Ideally, I would think that, if I'm the PI of this grant, I
would want to eventually incorporate all of the citation material I get
from my colleagues into my own EndNote library, as down the road, I may
need them when writing manuscripts, renewals, etc. It also occurs to me
that rather than have a 4-part document pointing to four different
libraries (three "off-site"), it might be nice to export all of the
citations out of the document, import them into my "master" library, and
(automatically? please?) update the document to now point to the
citations in the "master" document instead of multiple libraries.

Another possibility, which doesn't seem to me to work as well,
would be to ask my collaborators for their EndNote libraries, and to
simply merge their libraries with mine. The problems are that (a) I'll
probably end up with a lot of references that I don't need/want, making
my own library less "lean and mean", (b) there may be "style
differences" in how we input data, and (c) I will still have the problem
of (automatically?) updating my document to use the citations from the
merged library. The "Just add the citations you need and use" method of
the previous paragraph seems, to me, to be the way to go.

But I'm something of a novice in doing multi-author stuff. I've
actually been using EndNote for quite a few years (8?), but only
recently have sufficient colleagues gotten on board to have
collaboration questions arise. Thanks for your suggestions.

Bob Schor
Department of Otolaryngology
University of Pittsburgh


RE: Handling multi-author papers in EndNote 5
Author: Wiedemann, Leanne    Posted: Tue, 15 Apr 2003 09:16:38 -0500
If you want to use the traveling library - it is very important that you are
all using the same software and versions (and ideally, platform). If this is
true, it actually works pretty well. The problem is, in my experience this
isn't true

But if the 4 authors use different platforms and have different versions of
Word and/or Endnote, you need to use an alternative. That alternative can
take various forms. I recommend sharing an unformatted document with the
libraries, and everyone using the trick that avoids using the record number
as the citation identifier, however, investigating how this might work, I
noticed that you may only use accession number or label, two fields which I
for one, haven't used consistently over the many years I have used endnote
(they didn't even exist as such, when I started compiling my library). (I
cc'd the e-mail I sent to suggestions when I figured this out). I think you
can still generate this kind of citation by hand, but that is a pain in the
neck. I think the best fix, is slightly cumbersome, but it is what I have
done, long before they came up with the traveling library. Each share the
whole library with the co-coordinating author. That author can usually
unformat and reformat, with all the libraries open, and produce the final
document. I prefer the various authors to keep the document unformatted, to
prevent any version specific embedded information from causing a problem.

To keep the references for future use, you can export the traveling library
at the end, and import it into your own library (using remove duplicates)
and in this way, insert the new reference in your own library. For
details-see help (index and type in "exporting" or "traveling"). These
record will have new record numbers and you can't use them to directly
format the existing shared document, though.

Sorry for the long answer (and the long time, it took me to compose it!)
Leanne

-----Original Edited-shortened Message-----
From: Schor, Robert

Colleagues,
I am looking for more information on multi-author collaboration.
We're writing a grant, 4 authors, four Endnote libraries (some of us are
even at different institutions).

I'm sure there are some "best practices" to follow in this
situation.

Bob Schor
Department of Otolaryngology
University of Pittsburgh

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