A bibliography is a list of all the used sources (whether referenced or not) in the research process such as books, articles, records, speeches, interviews, websites, etc. In general, a bibliography entry includes:
●the authors' names
●the titles of the works
●the dates the copies were published
●the page numbers etc.
The main advantages of bibliography are the following:
●any number of bibliographies with any number of citations can be created
●bibliography is document-related
●citations can be placed within text components if required.
Each user can insert, change and delete bibliographies in draft mode; to do this in review mode the user should have the role Suggest or Approver.
The bibliography usually appears at the end. But in SMASHDOCs you can indicate yourself, where exactly in the document it should be placed as bibliography is a free positionable list of citations.
2How to create a new bibliography
There are three main options to create a new bibliography in SMASHDOCs:
1.click on the "Citation" button for Bibliography Management Page to appear and then select "New bibliography".
2.go to the list of bibliographies, click on the "Citation management" button for Bibliography Management Page to be displayed and then select "New bibliography" (see Image 2)
3.go to documents settings, click on "Edit" button near Bibliography and then select "New bibliography" (see Image 2)
2.1Formats of a bibliography entry
Bibliography entries must be written in a very specific format, that depends on the particular style of writing followed. The following citation styles are supported: MLA, APA, IEEE, Chicago and ISO-690. Here`s an example:
MOORE, Keith L., AGUR, A. M. R. and DALLEY, Arthur F. Essential clinical anatomy. Philadelphia: Lippincott Williams & Wilkins, 2011. (ISO 690)
In order to create a bibliography, title and citation style are to be entered.
Please note that additional citation styles can be configured upon request.
2.2Where to find created bibliographies
Created bibliographies that can be inserted in the text are to be found in the list of directories.
Bibliography is also available in the table of contents. In this case, only bibliographies already used in the document are being displayed.
3How to create a new citation
After bibliography has been created, next step is to create citations by clicking on "New citation" button.
Also you can create a new citation by selecting a position in the text and choosing "Citation" in the toolbar or by using key combination "Ctrl + Shift + T".
The creation of an entry can be done by:
1.Manual input (form-based)
2.By search in databases (see in paragraph 2)
●Search in Crossref database (general sphere)
●Search in Pubmed database (medical sphere)
3.By import as BibTeX file
The other way to add a citation in a document is through the opened context menu at the required position in the text.
After clicking "Bibliography" there appear two extra options "Open bibliography" and "Online search".
The option "Open bibliography" leads to creating bibliographies and literature entries by manual inserting. The option "Online search" leads to searching for a citation in literature databases.
In case there is only one search result, autoselection will take place. After creating a certain reference there appears a modal window where you have to confirm, whether you would like to proceed with searching or to end the search process.
In case of a duplicate there will be notification in the dialog that the reference already exists in the document.
You can also start searching in database after selecting some text before pressing on “Online search“. The search will be started and search results will be displayed. You will have an ability to choose whether you want to replace selected text in the editor with a citation link.
If this option is selected, as soon as you add a citation link to the selected word in text in review mode, the word will be marked with redline as deleted.
If you have decided to leave both the word and the citation link, reject this change.
The number of bibliographies alongside the number of citations in the bibliographies to be created is not limited in SMASHDOCs.
Note: if user tries to add a citation with the option "Online search", firstly, the system checks if there isn’t one already in user’s bibliography. If there is one, the same citation will not be added to user’s bibliography and the existing one will be inserted from bibliography to the editor instead. This process allows to avoid bibliography duplicates in the document.
After literature entries are created or imported, you can select one or a few of them and insert in the text. After insertion, such literature entries get the tag "Used". Respectively, all entries are divided into tree groups:
3.1Where to find literature entries
On the bibliography management page, you can see:
●all bibliographies in the document (1st column),
●all literature entries of a bibliography (2nd column) and
●all details to a selected literature entry (3rd column)
You can also search for a specific literature entry in the search field at the top right. If the search term repeats itself in literature entries from different bibliographies, citations including such search term will be found in all of those bibliographies.
3.2Where created citations are displayed
Once you click on the bibliography in the table of contents, all citations from this bibliography will be displayed alongside the number of times they were used in the document. If you click on that number, it will lead you to the text component where it was inserted.
The presentation of literature entry in the document can also easily be controlled in SMASHDOCs. To change its layout, go into the document settings. There you can choose whether it should be displayed with numbers or not to be displayed at all.
In the text the added citation is displayed as a number in square brackets.
This is how literature entries with citation style "IEEE" look like in the text:
Apart from selecting literature entries, you can edit or delete them both:
●from the bibliography management page and
●from the list of citations used in a paragraph.
Before deleting the citation, SMASHDOCs will always make sure you really want to delete it.
You can delete citations that either have or haven't been used in the document yet.
As soon as a citation has been edited or deleted, these changes are tracked in the component history of a component, where the indicated citation has been previously added.
Bibliography can also be deleted by going to the Bibliography Management Page as described below. You can delete a bibliography with or without citations.
In this case, you will also be cautioned by SMASHDOCs that bibliography is to be deleted and whether you are sure about it.
6Separate placeholder for bibliographies
There is also a separate placeholder for bibliographies. To find it you should click on plus in the toolbar.
In the exported Word-document the list of references will be displayed in the same place as bibliography has been added in the editor.
However, note that to be able to see this separate placeholder you have to insert at least one citation. Otherwise, the heading “Bibliographies” will not be shown at all.
You can also easily export the bibliographies to the .docx file. Export to the Word is simple and effortless. Set up bibliographies according to the steps above. It will look like this:
Then you can go to the gear icon "Show document options", scroll till "Export", choose Microsoft Word and confirm the export.
After the export, you get the same clickable citations links in a Word document.
After clicking a citation link, a web page will be opened in browser with the whole information about the literature reference.
In case you have changed the link in a citation in your exported Word document and then re-import this document into SMASHDOCs, this link becomes no more valid as literature reference, thus is imported as a usual web link.