Common Functions of Citation Managers

EndNote, ProCite and Reference Manager carry out the same basic functions to differing degrees and through different mechanisms and interfaces. These major functions are:

1. Providing a search interface.  For many remote bibliographic databases such as PubMed, Biological Abstracts or PsycINFO, users can typically choose to search by one of two modes:

• through “connection” or “config” files which permit remote database searching directly from within a citation manager
• through a combination of export-import using “filters”. Searching bibliographic databases without a citation manager is performed as usual. Citations needed are selected and downloaded (exported) to your hard drive as per the instructions of each individual bibliographic database. The exported results are then imported into the citation manager using a special filter after the citation manager software is launched

2. Creating a database for references.  Once bibliographic citations from remote databases are captured by the citation management software, they can be stored, organized and manipulated in personal mini-databases called “libraries”. Many different citation libraries can be created and they can be constantly re-organized to meet changing needs.

3. Inserting citations into word processing documents.  Citation managers also typically contain a “cite-as you-write” feature where citations and footnotes are inserted into their proper place as you write a paper or manuscript. As they are inserted, a bibliography is automatically generated and updated as you change the citations. The newest software versions can permit tables and figures to be inserted as “citations”.

4. Linking between bibliographic citations to image or PDF files. The most recent releases of citation managers permit you to create links between individual citations and image or PDF files stored elsewhere on the hard drive of your computer. Legends to images, figures and tables can be created. Linked images and PDF files can also be inserted into word processing documents as if they were citations.

5. Creating a stand-alone bibliography (reference list).  From your citation libraries and using criteria you determine, you can create stand-alone bibliographies that can be saved in common word processing program formats.