Documentation and procedures: Using EndNote

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Overview:

Using EndNote libraries on a PDA is a simple process, once everything is set up properly.  Unlike using EndNote on a PC, there is not actually a version of EndNote available for the PDA.  In order to facilitate the use of EndNote libraries on a PDA, two additional pieces of software are necessary.  First off, PocketCites (covered in detail below) is needed in order to convert the EndNote libraries into a format that can be interpreted by JFile. JFile, the second piece of software, is the database system that manages the EndNote libraries on the PDA.  This is the software that allows you to open the EndNote library, add citations, modify citations, etc. 

One-time set-up:

1. Download PocketCites software to allow you to convert exported EndNote records to a JFile database for use on a PDA.  This utility also converts JFile databases back into files that can then be imported in EndNote.  The PocketCites software is available at http://beam.to/woodenbrain.  Select the Windows version.  Launch the self-extracting archives, which will create a PocketCites folder in c:\Program Files\. 

2. Install the PocketCites Export style to your EndNote Program.  Open the PocketCites folder which should be in c:\Program Files\. Then, open the folder called “EndNote”. It contains two EndNote exports styles, one for EndNote 3.0 and the other for EndNote 4.0.  Copy the appropriate PocketCites export style to the “Styles” folder of EndNote 4 or the “Export” folder in Endnote 3.0

3. Launch the PocketCites Program: Double-click on PocketCites.exe. The first time you start PocketCites, supporting files and directories, including an Import and Export folder, will be created within the PocketCites folder.

4. Set Import and Export Preferences in Pocket Cites. Click on the “Settings” menu. You will see your preferred folders should be entered as follows:

a. EndNote Import/Export: The "Import and Export" folder for files coming from and going to EndNote

b. Palm Install: The location of your Palm Install directory. PocketCites for Windows will put .pdb files here

c. Incoming Palm Files: the location of your Palm Backup directory.  HotSync'ed databases from the Palm are kept here

5. You May Set other Preferences from the Main Screen. .  It is recommended that you wait until you have become more familiar with PocketCites before you change any settings.

Using EndNote with a Palm:

Downloading citations from the PC to the Palm:         

1. Export the records from EndNote.
1. Start EndNote on your computer.
2. Open or create the library that you would like to use on your PDA.
3. Select the records to be downloaded to the PDA.  (You can download all records by selecting the “Edit” pulldown menu and then “Select All”. Otherwise, select one record by clicking on it once.  Hold down the control key to select a variety of records.)
4. If you would like to see a list of the records you have selected to export, select “Show Selected” from under the “References” pulldown menu.  (If you have selected all records, this option will be grayed out.  This is because you are already looking at all of the selected records.)
5. Select the style to be used:

For EndNote 4.0, select the “File” pulldown menu and then “Output Styles” from the sub-menu. Click on the PocketCites (EN4) style. 

For EndNote 3.0, select the “Styles” pulldown menu.  Click on the PocketCites (EN3) style.

6. Export the records by selecting the “File” pulldown menu and then “Export”.  The records must be saved as text (.txt).  Save the text file in the Import and Export folder (This is one of the folders that was created when you first started PocketCites. It should be located in c:\Program Files\PocketCites\).

(Special note:  Due to JFile limitations and EndNote oddities, some problems could be encountered if your EndNote fields are too long or they contain line feeds. One of the chief functions of PocketCites is to remove line feeds and truncate fields to lengths that JFile can handle. PocketCites will automatically replace line feeds in your import file with “…”.  Also make sure that you follow the EndNote “rules” for author/editor name.  If you don’t, you may discover duplicate records added back to the EndNote database with the name reformatted.)

2. Create the JFile database for the PDA.
1. Launch PocketCites.exe on your computer
2. To reduce field errors, make sure all of the fields are chosen for export.
3. Click on the EndNote to JFile button.
4. Select the <libraryname>.txt file from within the Import and Export Folder that you created earlier. (It should be in c:\Program Files\PocketCites\Import and Export\.) Click on the Open button.
5. A message will appear at the bottom of the PocketCites window indicating how many records were transferred to the JFile library. The name of the library will be the same as the .txt file you opened in step “b” with the letters “PC-“ at the front and .PDB as the file extension (it replaces.txt)

3. Download the converted EndNote data (the JFile database) to the PDA.
1. Launch the Palm Desktop on your computer and click on the Install button/tool.
2. Click on the Add button.
3. Select the library file that you have created in the Import and Export directory (for example:  c:\Program Files\PocketCites\Import and Export).  The file format is PC-<libraryname>.PDB.  After selecting the appropriate file, click the Open button.
4. Click on the Done button. 
5. Press the HotSync button on your PDA to download the selected EndNote records.
6. Click on the JFile icon on your PDA.  You should see the PC-<libraryname> entry there. 

Using the citation database(s) on your PDA:

1. View a citation.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation to be viewed.
3. Select the citation to be viewed.
4. Scroll using the vertical arrow on the right hand side of the screen.
5. To see all of a long field, select the field name.  A separate window will pop up.
6. Select OK or Cancel to exit.
2. Find a citation.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation.
3. Select the Find button.
4. Type in the search term.
5. The item(s) matching the search term will appear at the top of the screen.
3. Modify a citation.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation to be modified.
3. Select the citation to be modified.
4. Scroll using the vertical arrow on the right hand side of the screen.
5. Make the necessary changes.
6. Select OK to save the changes.
4. Add a citation.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation.
3. Select the Add button.
4. Enter the information for the citation.  (Please note:  The Reference Type field should be selected from the pop-up list.  There are also pop-up lists for the Year, Place Published, and Publisher fields. Multiple authors should be separated by a semicolon (“;’).  Title 2 (Secondary Title) is used for the titles of Journals, Magazines, Newspapers, or Books (in the case of books sections) depending on the Reference Type. Editor is used for Editors in Book Section, Edited Book, and Conference Proceedings reference types. (This field is mapped to Secondary Author on import/export.))
5. Select OK to add the new citation.
5. Copy a citation.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation to be copied.
3. Select the citation to be copied.
4. Select “Duplicate Record” from the “Options” pulldown menu.
5. Modify the duplicate record as desired.
6. Select OK to save the changes.
6. Delete a citation.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation.
3. Select the Del button. 
4. Select the citation to modified.
5. The deletion will be confirmed before it is made.
7. Delete a JFile database.
1. Open up JFile on the PDA.
2. Select the Delete button.
3. Select the JFile database to be deleted.
4. The deletion will be confirmed before it is made.
8. Copy a JFile database.
1. Open up JFile on the PDA.
2. Select “Copy Database Structure” from the “Options” pulldown menu.
3. Select the JFile database to be copied.
4. A new, empty database is created called copy-PC-<libraryname>.
9. Beam a JFile database to another PDA.
1. Open up JFile on the PDA.
2. Select the Beam button.
3. Select the JFile database to be beamed.
4. The PDA being beamed to will need accept the transmission.
10. Beam a JFile record to another PDA.
1. Open up JFile on the PDA.
2. Select the JFile database that contains the citation to be beamed.
3. Select the citation to be beamed.
4. Select “Export to Memopad” from the “Options” pulldown menu.
5. Click on the PDA’s Memo Pad icon.
6. There will be an “unfilled” entry called JFile Record-copy-PC-<libraryname>-Edited.  Select this item.
7. Select “Beam Memo” from the “Record” pulldown menu.
8. The PDA being beamed to will need accept the transmission.

(Special note:  There are many other features available in addition to those listed above.  Please feel free to try them out.  For the purpose of EndNote use, it is not recommended that a completely new JFile database be added or that a JFile database format be modified.)

Uploading citations from the PDA to the PC:

1.  Upload the Endnote records to the desktop.
1. Launch the Palm Desktop. 
2. Select the “HotSync” pulldown menu and then “Custom”.
3. Double-click on System.
4. Select the “Handheld overwrites Desktop” option and then click the OK button. 
5. Click on the Done button.
6. Press the HotSync button on your PDA to upload the EndNote database.

2. Convert the PDA JFile database into the format needed by EndNote.
1. Launch PocketCites.exe.
2. Click on the JFile to EndNote button. 
3. Select the appropriate PC-<libraryname>.PDB file from within the Backup directory  (for example:  c:\palm\nan\backup) and click on the Open button.
4. A message will appear at the bottom of the PocketCites window indicating how many records were transferred to EndNote.

3. Pull the uploaded records into EndNote.
1. Launch EndNote on your computer.
2. Open the library you are uploading the records to.
3. Select the “File” pulldown menu and then “Import”.
4. Set the data file to be imported, which is in your Import and Export folder (for example:  c:\Program Files\PocketCites\Import and Export).  The file format is PC-<libraryname>.tsv.  After selecting the appropriate file, click the Open button.
5. Set the Import Option to “Tab Delimited”.
6. Set the Duplicates option to “Discard Duplicates”.
7. If you are using EndNote 4.0, set the Text Translation option to “No Translation”.  (EndNote 3.0 does not have this option.)
8. Click on the Import button.
9. The records will be imported, with an indication as to how many were duplicates and how many are new.  The new records will be displayed separately, for your review. 
10. Select the “References” pulldown menu and then “Show All” to see the entire contents of the library.
11. You may need to clean up some of the data that has been imported. 

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