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Screenshot of the Edit section of the eXtyles tab with the 'Advanced Processing' dropdown showing and 'Bibliographic References' is checked and highlightedImage Removed
Screenshot of the Edit section of the eXtyles tab with the 'Advanced Processing' dropdown showing and 'Bibliographic References' is checked and highlightedImage Added

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Table of Contents

Reference Processing and Validation

Child pages (Children Display)
alltrue
pageReference Processing and Validation

The eXtyles Bibliographic References processing function automatically identifies a reference entry’s automatically performs three primary functions:

1. Identifies a reference’s type (journal, book, etc.) , tags elements via tags (Word fields); e.g., <jrn>, <bok>

The reference-type tag specifies the type of reference that eXtyles has identified.

2. Identifies elements within each reference (author surname, article title, etc.), and restructures references based on your organization’s publication style.

After you run Bibliographic References, author punctuation and style are replaced by the standard punctuation and style of an individual publication.

This

Each component of a journal reference is identified and color-coded with character styles, which not only ease proofing the reference but also facilitate the semantic markup of the reference during the eXtyles XML Export process, if applicable.

Other reference types have some character styling applied; see the following Reference Types table for detailed information about how Bibliographic References processing manages different reference types.

3. Restructures (or, edits) some references per your organization’s editorial style; e.g., this function can restructure:

  • journal references

  • book and book chapter references (optional add-on module)

References that need review or manual editing are identified with a query.

  • standards (optional add-on module)

Note

Caveat: References can only be successfully restructured if there are no significant author errors.

Tip

For standards reference processing, see the Standards Bibliographic and Normative Reference Processing page.

Note

Caveat: References can only be restructured if there are no significant author errors.

How to use

Note

Before running Bibliographic Reference ProcessingReferences processing, confirm that all references are correctly styled with your configuration's reference paragraphs have had your configuration’s reference paragraph style applied and that Auto-Redact has been run.

  1. Select Advanced Processing from the Edit section of the eXtyles ribbon

  2. Click Bibliographic References.

After reference processing, a typical journal reference looks like this:

Screenshot of a processed reference that is tagged as a journal and has face markup indicating the different parts of the reference (author, title, etc.)

The generic examples in this documentation are intended to illustrate various eXtyles features and will not exactly reproduce your organization’s editorial style.

Your eXtyles Bibliographic References processing is customized for your editorial styles.

Reviewing References

Overview of Tagging and Character Styles

Each component of the reference is identified and color-coded for easy proofing.

The reference type tag specifies the type of reference that eXtyles has identified. Reference Processing can style and tag (i.e., apply colored character styles and provide granular XML tagging) certain types of references.

Possible reference types are:

What to Expect from Reference Processing

Although eXtyles Bibliographic References processing will identify via tags the type of every reference in the document, it will only character-style and restructure specific reference types. The following table details what actions you can expect reference processing to perform on each reference type.

Tag

Reference Type

Styled/Tagged

Restructured

<jrn>

Journal article

Yes

Yes

<bok>

Book

Yes*

Yes*

<edb>

Edited book or book chapter

Yes*

Yes*

<std>

Standard

Yes**

Yes***

<conf>

Conference proceeding

Yes****

No

<prpt>

Preprint

Yes

No

<data>

Data citation

Yes

No

<eref>

Website or online article

No

No

<lgl>

Legal case or statute

No

No

<ths>

Thesis or dissertation

No

No

<other>

Working paper, patent, map, or other document

No

No

<unknown>

Unsupported or otherwise unknown reference type

No

No

*Tagging and restructuring book and book chapter references requires the additional Book Reference Processing module. 

**Tagging standard references requires the additional Standard Reference Processing module.

***Only references to standards from publishers with known designation formats (e.g., ISO, IEC, EN, BSI, DIN) are reformatted. References to standards from other publishers (e.g., ASTM, IEEE) have their elements color coded (i.e., identified with character styles), but no reformatting is done to avoid introducing errors in designations.

****Tagging conference proceeding references requires the additional Conference Reference Processing module.

InfoSee the Reference Types page for more information on each type of reference that eXtyles processes
Info

Restructuring non-journal references requires additional modules. Contact our sales department to see if you’re interested in adding this to your configuration.

Further information about standards references can be found on the Standards Bibliographic and Normative Reference Processing page.

Note

Reference types might occasionally be incorrectly identified as “bok” or “unknown.” Misidentification is usually the result of a punctuation error in the original reference or a pattern in the reference that eXtyles does not support.

Warning

Content in <unknown> references are not altered at all during reference processing.

Reference Processing and Character Styles

Each element in a journal (and, optionally, a book, book chapter, and standard) reference entry is identified and tagged appropriately by eXtyles during Bibliographic Reference Processing.

The following table includes some examples of common reference components and their element names:To facilitate other eXtyles Advanced Processes, such as Citation Matching, all other reference types will at minimum have character styling applied to the following elements:

  • Author names

  • Publication year

  • Reference number (if present)

  • URLs

For example, this electronic reference (<eref>) has only the essential elements character-styled, and has not been restructured:

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Whereas this book (<bok>) reference has been both fully character-styled and restructured (with the optional book reference processing module):

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If you do not have the book reference processing module, the reference will be processed like this:

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All of these reference have been correctly processed by eXtyles Bibliographic References processing.

The following table lists common reference components and the name of the corresponding character style. Character styles will be colored depending on your organization’s unique configuration.

In addition to fixing the order, punctuation, and face markup of references, eXtyles also corrects

Reference Component

Element/Character Style

Example Text

Element/Character Style

Example Text

Reference number

bib_number

Author last name (surname)

bib_surname

Klingensmith

Author first name (either spelled out or initials)

bib_fname

GJ

Article title

bib_article

Glucocorticoid treatment of girls congenital adrenal hyperplasia…

Journal name

bib_journal

J Pediatr

Publication year

bib_year

1977

Journal or publication volume

bib_volume

90

Journal issue number

bib_issue

Article or chapter first page

bib_fpage

996

Article or chapter last page

bib_lpage

1004

References appear in the correct style (element order, face markup, and punctuation) of the publication selected in the Document Information dialog.

Any URL (excluding DOI) included in the reference

bib_url

The publication’s DOI (in any form; URL, etc.)

bib_doi

Note

Book, book chapter, and conference processing is not automatically included in Reference Processing! This add-in module can be added to your organization’s configuration by request.

Info

Non-journal references include books as well as references that cite conferences, working papers, unpublished theses, and other works.

Viewing References

If necessary, use the Show/Hide Tags function on the eXtyles ribbon to turn the display of reference type tags (<jrn>, <bok>, etc.) on and off.

Warning

Do not delete the tags because they carry important information used by other functions on the Advanced Processing menu and they are also required to produce valid XML.

Reference Restructuring

eXtyles Bibliographic References processing can restructure (or, edit) journal references to your organization’s editorial style, whether it be a standard editorial style (e.g., AMA, Chicago) or a unique house style. With additional modules, restructuring can also be performed on book, book chapter, and standards references.

Reference restructuring can be configured to apply the same editorial style to appropriate references for an entire publisher, or it can be configured to apply different editorial styles per publication (e.g., different styles for different journals).

eXtyles Bibliographic References processing can also correct the abbreviation of journal names so that they match the editorial style and standard abbreviations used for online linking. Punctuation is added or removed according to your chosen publication style.

Info

All example text is taken from the screenshot with the reference sample above.

Note

eXtyles only corrects these additional items when applicable to your organization and chosen style.

Before Reference Processing

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After Reference Processing

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Viewing Processed References

Reference Processing Query Insertion

If eXtyles adds queries (which appear as Word comments) during journal reference processing, an alert will appear after processing is complete to indicate the number of queries added. [insert screenshot]

Image Added

No alert is shown when queries have not been added. [insert screenshot of what does show up when no queries show up]

Depending on your configuration, the following conditions can cause eXtyles to add queries during journal reference processing:

  • A journal title is found that is not in the eXtyles journal title database

  • The first page number is greater than the last page number

  • A reference has only a first page number and not a last page number

  • A reference has a page range of more than 100 pages

  • Too few authors appear before “et al.”

  • “Et al.” used in a publication whose style does not permit it

  • The reference does not have an article title

These warnings may or not appear in your organization’s specific eXtyles configuration

Review all of the comments/alerts that eXtyles adds to the reference list. Comments are best reviewed in Word’s Print Layout view, where they appear as marginal balloons.

Viewing Reference-Type Tags

If necessary, use the Show/Hide Tags function on the eXtyles ribbon to turn the display of reference type tags (<jrn>, <bok>, etc.) on and off.

Warning

Do not delete the tags or copy-paste the tags from one reference to another. The reference-type tags carry important information specific to the reference that are used by other functions on the Advanced Processing menu. They are also required to produce valid XML.

Info

Many of the warning messages inserted by Reference Processing are customizable! Contact eXtyles-support@inera.com to learn more.

Troubleshooting