NPS eXtyles User Guide
Citation Matching
- Jenny Seifert (Unlicensed)
Citation Matching automates the lengthy process of comparing and matching in-text citations with their references, including bibliographic reference entries as well as objects such as figures, tables, and boxes that are called out within the text.
In addition to matching citations and callouts with their references and objects, Citation Matching performs the following tasks automatically:
Identifies all in-text bibliographic citations for which there is not a matching reference entry.
Identifies all reference entries for which there is not at least one in-text citation.
Identifies all figure, table, box, and appendix callouts for which there is not a matching figure, table, box, or appendix title.
Identifies all figure legends, box legends, table titles, and footnotes (unlinked and plain text) for which there is not at least one callout.
Each of these issues, if it occurs, is automatically indicated by eXtyles in your document with the insertion of an author query in the form of a Word comment. The actual citations and callouts in the manuscript are indicated with color coding to aid in proofing.
Using Citation Matching
To use Citation Matching:
Be sure that you have first run Bibliographic References.
Select Citation Matching from the eXtyles Advanced Processing menu. You will see a dialog asking you to select the bibliographic citation style used in the document.
Select the appropriate style, which for the National Park Service will be Harvard Style (Name/date in parentheses or brackets).
Click OK.
You can also run Citation Matching on objects only. To do this, select “No References; match objects (figures, tables)” from the Citation Style dialog.
Citation Matching Query Insertion
If eXtyles adds queries during Citation Matching, an alert will appear after processing is complete to indicate the number of queries added. An alert is also shown when queries have not been added to indicate that Citation Matching completed successfully.
Citation Matching Failures
Citation Matching automatically applies the character style cite_bib to all reference citations in text. Occasionally, 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).
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.
Common Causes of Query Insertion
Citation-matching queries may be inserted for many reasons. The following describes common queries that you might encounter after running Citation Matching.
Figure and Table Matching
1. 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 false-positives are incorrect and should be removed by deleting the Word comment.
2. 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
1. 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.
2. 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).
3. Incorrect date: If the dates are not identical, a match will not be made.
4. Incorrect author processing: If authors in a reference have names that Bibliographic References is unable to correctly process Citation Matching errors may result. eXtyles relies on the proper character-styling of author names in references to correctly match to citations. In the following example the author names have not been fully styled because of confusing punctuation in the author list:
Until the full author list is correctly styled Citation Matching will not correctly match this reference with its citations.
See here for how to achieve correct Reference Processing results in cases such as this.
5. 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 |
6. 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.
7. Active citations: Active citations in 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).