You can share a folder or database by going to Folder/Share Folders area or Tools/Share References area (both options take you to the same place).
Note: RefShare has a 30,000 record limit per database shared and a maximum of 1,000 accesses (hits) per month per shared database or folder.
On this page, you'll see a list of your folders. You have two options:
Share your enter database (all references and all folders)
Share only a specific folder (or folders)
Next to each folder is a Share Folder button and at the top of the page is the Share Entire Database button.
Clicking on one of these buttons, will take you to a Shared Folder Options page. This page will allow you to set up various permissions for your RefShare Recipients.
Also, from the Folder/Share Folders area or Tools/Share References area you can manage your shared references. After you click the Share Folder or Share Entire Database button, you will also see some new buttons appear:
Remove Share -- allows you "unshare" your specific folder or database making it inaccessible to any recipients and removing it from the Shared Area Page (if posted there).
Options -- takes you to the Shared Folder Options Page
Statistics -- shows you total hits per database or folder for a variety of timeframes (i.e., last week, past month, etc.). This does not show you who accessed, only how many times your folder or database was accessed.
URL -- the URL for your folder or database is also displayed. You can click on this link to go directly into RefShare and your folder or database.
Using the URL that is generated for your folder or database, you can also create a custom link to a specific reference that is contained in your shared folder or database. To do this, add the following to the end of the URL: &rn=XX (with XX being the RefWorks Ref ID assigned to the particular reference). Entering this custom URL in a browser will bring the RefShare Recipient directly to the Full View of that reference. The RefShare Recipient has access to the complete folder or database that the linked reference is contained in.
If you are in your shared folder or database and you click the View link for a particular record, you will find a link to this page link that you can click on to get the URL for that specific record (saves you from manually creating the link as described in the paragraph above). IE users can just right mouse-click on the link to this page link and copy shortcut to get the link as well.
From this page you can:
E-mail the URL for your shared folder or database to your intended RefShare Recipients
Determine what print, export and bibliography generation options your RefShare Recipients will have.
Allow RefShare Recipients the ability to post comments to your shared references.
Decide if you want to include in your shared folder or database any RSS feeds currently in your RefWorks account.
Enable an e-mail option that provides RefShare Recipients an easy way to contact you directly from the RefShared folder or database
Share any files you have attached to your references.
Note: When including attachments in RefShare please be sure to first verify that sharing of the information is not prohibited by any licensing and/or copyright restrictions.
Turn your shared folder or database into an RSS feed for others to access via an RSS Feed Reader.
Choose one or more Output Style Options for the RefShare Recipients -- either your Favorites (as set in the Output Style Manager), the Organization-specific (if applicable), User Customized styles, or ALL RefWorks Output Styles.
Give your folder or database a title and a description
Post your folder or database to the Shared Area Page (if this option is enabled by your local RefWorks Administrator)
Once you click on the share folder or share database button, a URL is created. This URL can be e-mailed to your intended RefShare recipients. You can copy and paste this URL into your own e-mail or, by clicking on the E-mail URL button, RefWorks will create a message with the URL and some information for the recipient on how to use RefShare to view your references.
After clicking the E-Mail URL button:
Add the Recipients' e-mail addresses, separating multiple addresses with a semi-colon
Make any changes to the Reply to, Subject or Message areas in the appropriate text boxes
Click Send E-mail
There is also a Reset button that will restore the default text in the text box.
As the owner of the folder or database, you determine what options your RefShare Recipients will have.
You can allow exporting, printing and bibliography generation of your references by selecting the checkbox next to these options. You can also limit the number of references that can be exported, printed or used in a bibliography (but not specifically which references) by putting a number in Set Max. References text box for each option.
Enabling the comment option allows RefShare Recipients the ability to post comments to references in your shared folder or database. There is an additional option you can select to receive email notification each time a comment has been posted to one of your shared references. As the RefShare Owner, you can manage the comments that are posted. For more information on managing comments, click here.
If you have created custom output styles in your RefWorks database, you can also allow your RefShare recipients to use these to generate bibliographies or print from your folder or database. Just select the checkbox next to this option to enable it.
If you have RSS Feeds in your RefWorks account, you can chose to share (show) those in your shared folder or database.
There is also an option that will permit your recipients to e-mail you directly from the RefShared folder or database. Select the checkbox for this option. The e-mail address you used when creating your RefWorks account will appear. You may modify this e-mail address if necessary.
In addition to including RSS Feeds that you have from outside sources, you can Create an RSS Feed for your shared folder or database. This option will display an RSS icon with a shortcut to the feed that your recipients can use with their RSS Feed Reader of choice. You can also determine the amount (10, 20 or 50) and the type ("recently added" or "recently added or modified") of references that are included in your feed.
You will also see two text boxes -- one for a title and one for descriptive information about your folder or database. This title and descriptive information will be available in the shared folder or database by clicking on the About This Database menu item.
At the bottom of this page, there may be additional Reference Sharing Options. This box appears only if your institution has created a Shared Area Page where you can include your folders or database.
If you wish to include your folder or database on the Shared Area Page, click the checkbox next to the Include in (my institution's) shared area.
You may also see a Category drop-down. This allows you to designate which category your folder or database is displayed under on the Shared Area Page.
Make sure to Save your options at the bottom of the page.
Managing Comments Posted to Shared References
If you enable the comment option from the Options page, you will be able to view any comments posted either from your regular RefWorks account or directly in your shared folder or database.
A link is displayed to the right of the reference that indicates comments were posted and the number of comments. Clicking on the link brings you into the Full View of the reference where comments are listed at the bottom.
As the owner of the shared folder or database, you can manage these comments (edit or delete them). You can only do this from your regular RefWorks account.
Simply locate the reference with comments and click on the View link. Scroll to the bottom of the reference and you'll see edit and delete links for each comments posted.