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Reference Processing and Validation

eXtyles Bibliographic References processing automatically performs three primary functions:

1. Identifies a reference’s type (journal, book, etc.) 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.)

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)

• standards (optional add-on module)

How to use

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:

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.

*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.

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.

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:

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

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

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.

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.

Before Reference Processing

After Reference Processing

Viewing Processed References

Reference Processing Query Insertion

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

No alert is shown when queries have not been added.

Depending on your configuration, the following conditions can cause eXtyles to add queries during 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

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.

Troubleshooting

• eXtyles didn't recognize your journal title? Send the title to journals@inera.com so we can integrate that title into our Journal Database.

• eXtyles didn't recognize or has mis-tagged your reference? Try manually editing and reprocessing your reference.