Citation Matching automates the process of comparing and matching in-text citations with their references/objects, including:

• bibliographic reference entries

• objects (such as figures, tables, boxes, equations, and boxes appendices that called out within the text)

Citation Matching also automatically:

• Identifies all in-text bibliographic citations with that have no matching reference entry.

• Identifies all reference entries that do not have at least one in-text citation.

• Identifies all figure, table, box, section, and appendix callouts with no matching figure, table, box, section or appendix title./caption

• Identifies all figure legends, box legends, table titles, and footnotes (unlinked and plain text) that do not have at least one callout.

• Identifies all section numbers that do not have at least one callout.

Each of these issues, if it occurs, is automatically indicated in your document with the insertion of an author query. The actual citations and callouts in the manuscript are indicated with a color coding -coded character style both to aid in proofing and to generate cross-reference markup in the XML.

How to use

To use Citation Matching:

1. Run eXtyles up through Convert/Clean Numbered Citations.

2. Look at the body of the document and determine the citation style that now appears in the document (e.g., name-date, numbers in brackets, etc.).

1. Select eXtyles > Advanced Processing > Citation Matching. You will see a dialog asking you to select the bibliographic citation style used in the document. Select the appropriate style and click OK.

   

Citation Matching Queries

If eXtyles adds queries during Citation Matching, an alert will appear after processing is complete to indicate the number of queries added.

An Likewise, an alert is shown when queries have not been added to indicate that Citation Matching completed successfully.

You can view queries by opening the Word Comments window from the Word View menu. To view the different reasons Citation Matching might insert a query, see the below following section “Common Causes of Query Insertion.”

Reference Citation Matching Failures

Citation Matching automatically applies the character style cite_bib to all reference citations in text. Occasionallythe document and generally this is a very accurate process. Occasionally, however, eXtyles will fail to automatically apply this style during Citation Matching. In such cases, the character style “cite_bib” should be applied by hand from the Word Styles menu (Home > Styles).

Common Causes of Query Insertion

Figure and Table Matching

Citation to another article: Citation Matching incorrectly sees citations to figures and tables in other articles, such as “See figure 1 in Smith (1999)”, as part of the current article. Queries about such citations are incorrect and should be removed by deleting the Word comment containing them.

Incorrect styling: Citation Matching relies on correct styling of paragraphs. Please make sure the figure legends and table titles are styled correctly if you see erroneous queries.

Harvard (Name-Date) Citation Matching

Incorrect spelling: If a name is misspelled, a match will not be made. Be sure to look at all names (not just the first) and accented characters.

Incorrect character: For names with apostrophes, make sure the same type of apostrophe is used in both the citation and the reference. For example, “D’Aria” is not the same name as “D’Aria” (one uses a right single quote, and the other an apostrophe).

Incorrect date: If the dates are not identical, a match will not be made.

Incorrect author processing: If authors in a reference have names that Bibliographic References is unable to correctly process, the reference will be given a type of <unknown>. If the highlighting of the authors is incorrect in the reference, but the names and dates are correct, such queries are erroneous and should be removed by deleting the Word comment containing them.

Mismatch in number of authors: If the number of authors found in the reference does not match the citation style, then no match will be made. The following cases will not match and will cause a query to be inserted:

Reference

Incorrect Citation

Reason

Smith, A. (1999) Article Title...

(Smith and Jones, 1999)

Only one author is listed in the reference, but the citation indicates two authors

Smith, A. (1999) Article Title...

Smith et al., 1999)

Only one author is listed in the reference, but the citation indicates at least three authors

Smith, A. and Jones, B. (1999) Article Title...

(Smith, 1999)

Two authors are listed in the reference, but the citation indicates only one author

Smith, A. and Jones, B. (1999) Article Title...

(Smith et al., 1999)

Two authors are listed in the reference, but the citation indicates at least three authors

Smith, A., Jones, B., and Lee, C. (1999) Article Title...

(Smith, 1999)

Three (or more) authors are listed in the reference, but the citation indicates only one author

Smith, A., Jones, B., and Lee, C. (1999) Article Title...

(Smith and Jones, 1999)

Three (or more) authors are listed in the reference, however the citation indicates two authors

Initials included in citations: Citations that include author initials will not be handled correctly. For example, “See A. Smith and B. Jones (1999)” will not be matched. It must be edited as “See Smith and Jones (1999)”. If this style creates conflicts with multiple references, letters (1999a and 1999b) should be added.

Active citations: Active citations in ; or, it may incorrectly apply the style to text that is not a reference citation. Common reasons for citation matching misfires and how to resolve them follow.

The Citation Is Ambiguous

Occasionally, both numbered (Vancouver) and name-date (Harvard) citations are presented in such a way as to make programmatic identification by eXtyles difficult. For numbered citations this can include scenarios where the citation too closely resembles part of a formula (however, see “Math and Superscript Citation Matching” below).

For example, eXtyles may not identify 23 as a reference citation because it resembles a formula or mathematical notation:

Refer to the DSM-5²³ for more information.

For name-date citations this can include circumstances where a non-citation name and date closely resemble a citation. For example, the following may be incorrectly identified as a reference citation even though it refers to a hurricane:

As seen with previous super-storms (Katrina 2015) weather patterns are changing.

In these cases it is unlikely that making editorial changes to the text will result in better automated processing. Instead, the correct citation style cite_bib should be hand applied or removed (using the Ctrl + Space shortcut).

The Citation Is a Word Field

If reference citations are formatted as Word fields (through the use of, e.g., reference-management software such as EndNote) eXtyles Citation Matching will not identify them. eXtyles Advanced Processes are not able to read within Word fields and so it is important to ensure that previous eXtyles processes that take care to convert fields to plain text (e.g., Cleanup) are run prior to Citation Matching.

The Character Styling of References Is Incorrect or Incomplete

If Citation Matching warns that a reference citation does not have a corresponding reference entry and yet one exists, check to make sure that the reference paragraph has been correctly character-styled by Bibliographic References Processing. Citation Matching will struggle if important elements of the reference have not been styled correctly. For example, in the following reference the author names have not been correctly styled:

Image Added

If not corrected, Citation Matching will produce a warning:

Image Added

In such cases, the correct character styles can be hand-applied from the Word Styles menu to either (or both) the citation or reference.

Active Citations

Active citations in the text—such as “Smith and Jones, 1999, proved in their experiment”—will not be matched. Either the entire citation or the year must be enclosed in parentheses (or [brackets] if nested inside parentheses).

Common Causes of Query Insertion

Similarly, Citation Matching automatically applies the character styles cite_fn (for footnotes), cite_fig (for figures), cite_box (for boxes) and cite_tbl (for tables) to all callouts in the text. Occasionally, eXtyles will fail to automatically apply these styles during Citation Matching. In such cases, the appropriate style must be applied by hand from the Word Styles menu to the callout. Citation Matching can then be run again to ensure the accuracy of these hand-applied styles.

Figure and Table Matching

Citation to another article: Citation Matching incorrectly sees citations to figures and tables in other articles, such as “See figure 1 in Smith (1999)”, as part of the current article. Queries about such citations are incorrect and should be removed by deleting the Word comment containing them.

Incorrect styling: Citation Matching relies on correct styling of paragraphs. Please make sure the figure legends and table titles are styled correctly if you see erroneous queries.

Numbered Citation Matching (any style)

All numbered (Vancouver) style citations share some similar characteristics. In order for Citation Matching to work correctly, please observe the following rules:

Reference numbering:

• All references must be numbered in sequential order. 

• There may not be any unnumbered references. 

• All citations must use the same numbered style.

Multiple numbered reference lists in a single document: Occasionally, editors will have multiple numbered reference lists within a single Word document. If this occurs (usually due to a letter and a reply), contact support about how to handle this situation.

Blank lines: No empty paragraphs are allowed in the reference section.

Extra returns: Make sure that each reference is contained in a single paragraph. Extra returns in the middle of a reference will cause problems.

Inappropriate leading text: Within brackets or parentheses, most text preceding numbers will cause failures. Exceptions are the common words “e.g.”, “see”, “ref”, “refs”, and “reference”.

Inappropriate trailing text: After the first number, additional text about pages, tables, figures, or an appendix is permitted. If other text is found, the number inside of brackets or parentheses is not treated as a citation, as in “(8-12 μm)”.

Numbered Superscript Citation Matching

eXtyles carefully checks superscript numbers to ensure that they are citations and not part of mathematical expressions:

Superscript 2 and 3: Superscript 2 and 3 appear so often in simple inline math that they are handled as special cases. These superscripts are treated as a citation only if they are immediately preceded by punctuation or they are part of a citation range. The following two examples are valid citations: “This is a simple citation.2” and “This is a simple citation range.2–4”

Accepted superscript numbers: The following cases are always assumed to be citations:

• Punctuation immediately prior to a superscript number 

• A word of four letters or more immediately prior to a superscript number

Rejected superscript numbers: The following cases are always assumed not to be citations: