Module "Bibliography"

January 20, 2021|deleted user


A bibliography is a list of all of 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 sections 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 Editor 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 options to create a new bibliography in SMASHDOCs:

click on the "Citation" button in order for Bibliopgrahy Management Page to appear and select "New bibliography".

Button "Citation" highlighted in the toolbar

Creating new bibliography highlighted

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)

Citation management button highlighted in table of contents

go to documents settings, click on "Edit" button near Bibliography and then select "New bibliography" (see Image 2)

Edit button highlighted near Bibliography

The number of bibliographies alongside the number of citations in the bibliographies to be created is not limited in SMASHDOCs.

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.

Choosing of citation style highlighted

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.

List of created bibliographies that can be inserted as a free positionable directory

Bibliography is also available in the table of contents. In this case, only bibliographies already used in the document are being displayed.

Bibliography highlighted in the table of contents

3How to create a new citation

After bibliography has been created, next step is to create citations by clicking on "New citation" button.

Button "New citation" highlighted on the Bibliography Management Page

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".

Citation creation by choosing "Citation" in the toolbar

The creation of an entry can be done by:

Manual input (form-based)

Types of literature entries highlighted

By search in databases

  • Search in Crossref database (general sphere)
  • Search in Pubmed database (medical sphere)

You can receive reference sources just by inputting a search phrase. And if both databases are activated, the search results will be combined both from “Crossref” and “Pubmed”.

Search in databases highlighted

By import as BibTeX file

Creating new literature entry via importing of BibTex highlighted

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:

  • All
  • Cited
  • Not cited

All, cited and not cited literature entries highlighted

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.

Search highlighted

This is how literature entries with citation style "IEEE" look like in the text:

Literature entries highlighted in the text

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 section where it was inserted.

Section with literature reference highlighted

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.

Presentation of literature entry in the document highlighted

4Editing/deleting citations

Apart from selecting literature entries, you can edit or delete them both from:

  • the bibliography management page and

Edit/delete button highlighted on the bibliography management page

  • from the list of citations used in a paragraph

Edit/delete buttons highlighted in the list of citations used in a section

There is a crucial improvement in the display of information on authors. Instead of tags, this information is conveniently divided into their first and last names for a better overview:

Citation metadata highlighted

The function 'Delete citation' is also available in two ways:

  • by selecting "Delete" from the context menu to the citation on the BMP
  • by selecting "Delete" from the context menu to the citation in the list of all citations in a section.

Before deleting the citation, SMASHDOCs will always make sure you really want to delete it.

Clarifying question about deletion of citation highlighted

You can delete citations that either have or haven't been used in the document yet.

5Editing/deleting bibliographies

Bibliography can also be deleted by going to the Bibliography Management Page as described below. You can delete a bibliography with or without citations.

Edit/delete button highlighted for bibliography

In this case, you will also be cautioned by SMASHDOCs that bibliography is to be deleted and whether you are sure about it.

Dialogue window about deletion of bibliography highlighted

6Separate placeholders for indices and bibliographies

There are also separate placeholders for indices and bibliographies. To find them you should click on plus in the toolbar.

Placeholders for bibliographies and indices highlighted

However, note that to be able to see these separate placeholders you have to insert at least one index and/or citation. Otherwise, the headings “Bibliographies”, “Indices” will not be shown at all.

7Exporting bibliographies

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:

The citation and bibliography in SMASHDOCs highlighted

Then you can go to the gear icon "Show document options", scroll till "Export", choose Microsoft Word and confirm the export.

"Export" field highlighted

"Microsoft Word" option highlighted

"Export" button highlighted

After the export you get the same citations and bibliography list in a Word document.

The citation and bibliography in Word after the export highlighted