EndNote: Working with databases

General points on adding database records to EndNote

For most databases records can be transferred to EndNote using the direct export function. A small number of databases do not have a direct expect capability, but use a connection file or filter file. The tabs provide step-by-step instructions for adding references to EndNote from some of the most popular databases. If you have questions about a database which is not listed and how it interacts with EndNote, contact your Library Faculty Team for advice.

Direct export is the recommended option

Direct export involves selecting and sending records to EndNote as you are searching a database. Conversely, a connection file is used to search a database from within EndNote, using the EndNote search function, and to import selected records.  Because directly searching a database via its “native” interface provides the most effective and comprehensive results, where there is a choice between using a connection file and direct export, direct export is recommended. Filter files are used to import files of records created from searches of database native interfaces where direct export is not available.

Be sure to check the transferred records

Depending on the database, the quality of references transferred to EndNote can vary. The original database records may contain flaws or be incomplete, or the process may introduce errors. For this reason, immediately after transfer check the records for any anomalies. Some things to look out for and edit as necessary include: missing information; information in incorrect fields; incorrect reference type; non-conformity with the selected style (e.g. wrong title format); and author names not on separate lines. 

Customised installation of the EndNote software includes all available filter and connection files. Updated filters and connection files are also available from endnote.com.

Direct export of records from ARTStor 

1. Select items from a search by clicking on their images thumbnail. Selected items are surrounded by an orange frame
2. Click Tools at the top of the screen, then Save citations for selected images
3. Click Tools again, then View and export citations
4. In the opened window, under Export Options, click Directly export citations into EndNote, Procite, or Reference Manager
5. Open the resulting file:
• in Chrome, click the resulting downloaded file  
• in Internet Explorer, click Open
• in Firefox, choose Open with “ResearchSoft Direct Export Helper” and click OK
6. EndNote is activated. The Choose an Import Filter box appears. Scroll to and highlight ARTStor, then click Choose. The selected items are added to the EndNote library.

CAB Direct permits you to export up to 10,000 records, 1000 records at a time. It is possible to either mark records for export or to specify a range in the export records dialog box

1. In the CAB direct results page, either, mark the desired records, or leave unmarked to export a range of records.

2. Select the export icon

3. If you've chosen to export selected records, in the export screen, under 'records to export', choose 'selected records only'.  The export format should be RIS or if you'd prefer to export a range of records, under 'records to export', enter the range, i.e. 1-1000 or 10-20 etc., (you can only enter only one range at a time).  The export format should be RIS

4. Name and save the exported file to a suitable folder

5. Open EndNote and start the import, if using a Mac, you may need to go into the options button and select 'Reference manager (RIS)' as the import format

Importing records  from Cochrane databases via filter file

These instructions describe how to download references from the Cochrane databases, including

• Cochrane Database of Systematic Reviews

There is no direct export option for the Cochrane Library.

1. Perform a search in the Cochrane Library
2. Click Export All or mark the records you wish to download and click Export Selected.
3. At the Choose your export options window choose export type as PC or Macintosh as appropriate, then File type as Citation and Abstract.
4. Click Export citation
5. When prompted, name and save the file as a text file (e.g. citation-export.txt) to a convenient location (e.g. the desktop)
6. Open your EndNote library
7. From the menu bar, select File-Import-File...
8. An Import box opens:
   • Import data file: select Choose File and select the file from Step 5
   • Import Option: pull down menu and select Other filters. Select Cochrane Library (Wiley)
   • Duplicates: select appropriate option from pull down menu
   • Text Translation: leave option as No Translation
9. Click Import
10. Records imported into the library are displayed in Imported References.

Direct connection

Through Wiley Online Library (note - includes all Wiley resources)

Direct export of records from EBSCOhost databases

These instructions describe how to download references from the following EBSCO databases

• Business Source Premier
• CINAHL Plus
• Communication and Mass Media Complete
• Econlit
• Historical Abstracts
• Medline (EBSCOhost)

1. In the Results page select records to export by clicking the folder icons to the right of each record, or when viewing a record, click the Add to folder link at the top right of the screen.
2. When you have finished selecting, click the Folder link in the top right of the screen. The set of chosen records is displayed. Click the Select..all box.
3. Click Export. The Export Manager page displays. Ensure that Direct Export in RIS format.. is selected, then click Save.
4. A file of the selected records is created:
   • in Chrome, click the file  
   • in Internet Explorer, click Open
   • in Firefox, choose Open with “ResearchSoft Direct Export Helper and click OK
5. EndNote activates and the records are added to your library. In some instances you may first be prompted to specify the target library.

To export large batches of records to EndNote (such as for a systematic review):

1. At the top of the search results, click Share, and from the dropdown menu, click the link under Export results.
2. Enter your e-mail address, subject, and select RIS Format, then click Send.
3. A zipped file will be sent to your e-mail account. (It may take a few minutes to arrive.)
4. In the e-mail, click the zip file link to download the .ris file.
5. Double click the file to export the records into EndNote.
6. Once the export is complete, you may want to create a Group and move the records into it.

Direct export of records from EI Engineering Village

These instructions describe how to download references from the following EI Engineering Village databases

• Compendex
• GEOBASE
• GeoRef
• INSPEC
• EP Patents
• Referex Engineering

1.    In the results list, select required records by clicking the check box beside each record, or when viewing the full record
2.    Click Download. The Choose your download settings for this session box appears
3.    Under Location, choose My PC, and for Format choose RIS (EndNote, Ref. Manager), then click Save
4.    Open the downloaded file:

• in Chrome, click the resulting file  
• in Internet Explorer, click Open
• in Firefox, choose Open with “ResearchSoft Direct Export Helper” and click OK

5.    EndNote activates and the records will import into your default library. In some instances you may first be prompted to specify the target library.

Direct export of records from Emerald

1. In the Search Results screen, select required records by clicking the adjacent check box
2. In the For selected items menu (at the top of the results list) choose Download citation
3. Choose EndNote as the Format
4. Click Download article citation data
5. A file of the selected records is created:

• in Chrome, click the file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

Note: Author names in the exported records show as, First Name, Family Name (i.e.  the reverse of the normal Author field order) so manual editing of each record is necessary.

Importing records from Factiva via a filter file

• There is no direct export option in Factiva.
• Always use Internet Explorer to download records from Factiva.
  • records downloaded using Firefox are not formatted for use with this filter.
  • Google Chrome does not have an option to save the records as a text file.

     Select records and create a text file

1.    In the Factiva results list select required records by clicking the text box to the left of each title
2.    Click Display Options (top right of screen) and choose Headline, Lead Paragraph and Indexing
3.    Click  Save (disk icon, top left of screen), then select Article Format
4.    When the records are displayed click File > Save As. Save the records as a txt file (.txt).

     Select the appropriate filter file

5.    Open your EndNote library, and in the toolbar click Edit > Import Filters > Open Filter Manager
6.    Find the filter file Factiva DJ and click the check box next to it. Close the Import Filters window. 

       (The filter file is now selected, and you do not need to repeat Steps 5 and 6 the next time you use the Factiva DJ filter.)

     Import the records using the filter

7.    In the EndNote toolbar click File > Import > File.. . The Import File box displays
8.    Click Choose, find the saved .txt file and click Open
9.    In the Import Option drop down menu, click Factiva (DJ). For Duplicates and Text Translation, retain the default settings
10.  Click Import
11.  Check the imported records to see if editing or corrections are required.

Direct export of records from Gale databases

1.    Select required records as you view them by clicking Save in each record
2.    Click More in the toolbar at the top of screen, then My Folder
3.    Click Citation Tools, in the Export To: dropdown menu select EndNote
4.    Click Export, then:

• in Chrome, click the resulting file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

5.    EndNote activates and the records will import into your default library. In some instances you may first be prompted to specify the target library.

Direct export of records from Google Scholar

1. Open Google Scholar from the Library databases menu
2. Click Settings at the top of the screen
3. In Bibliography manager, click the button for Show links to import citations, and select EndNote from the drop-down list. Click Save
4. The Google Scholar search box is displayed. Perform a search
5. Each item in the results list now includes an Import into EndNote link. Click the link to create a file for that item, then:

• in Chrome, click the resulting downloaded file
• in Internet Explorer, click Open
• in Firefox, choose EndNote 8 (Bld 8156) (default) and click OK

        6. ​​ EndNote activates and the records are imported into your default library. Otherwise you will be asked to specify the target library.

Direct export of records from Hein Online

1. Select required records in the search results by ticking the adjacent boxes.
2. Click Save/Email
3. Click Enter Into Research
4. To view your saved bookmarks (selected records) click here
5. At the top of the bookmarks list, click Check All, in Options select Export to Endnote (Journal Articles), and click Submit, then:

• in Chrome, click the resulting file
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK.

6. EndNote activates and the records will import into your default library. In somes instances you first be prompted to specify the target library.

Direct export of records from Informit databases

These instructions describe how to download references from the following INFORMIT databases

• A+ Education
• AFPD : Australian Federal Police digest
• AGIS Plus Text
• Australian Public Affairs - Full Text
• CINCH : Australian criminology database
• ENGINE : Australian engineering database
• Family & society plus
• Health Collections
• TVNews

1.    In the Results list, select (mark) required records by clicking the adjacent check box
2.    At the top of the Results, click Save to display the Save Records screen
3.    Select  Marked Records;  for Fields to Save, choose Complete Record;  for Output Format,
choose EndNote Direct.
4.    Deselect Search History (Include search history in output), and click Save
5.    Open the resulting file

• in Chrome, click the resulting downloaded file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

6.   EndNote activates and will import the records into your library, otherwise you will be asked to specify the target library.

Note: Some Informit databases work better than others in accurately transferring the record fields in an EndNote library. It may be necessary to edit some references.

Direct export of records from JSTOR

1. In the results list, select required records by clicking the adjacent check boxes
2. In Citation tools at the top of the results list, click Export
3. In Select a format:, click RIS file, then:

• in Chrome, click the resulting downloaded file
• in Internet Explorer, click Open
• In Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

       4.  EndNote activates and will import the records into your library, otherwise you will be asked to specify the target library.

Importing Libraries Australia records via a Monash-configured connection file

There is no direct export function for the Libraries Australia database. Following the instructions below, install the Monash connection file in EndNote, and use it to access Libraries Australia, then search for, and import records, from within EndNote.  
 

1. Click the link for the Libraries Australia connection file at the bottom of this page. Open the downloaded file. It will open in EndNote
2. Click File > Save As…, and save the file
3. Click File > Close connection
4. In the EndNote library, click Tools > Online Search. The Choose a connection menu opens, with the saved connection file highlighted. Click Choose. This will add the file permanently to your library's Online Search menu..
5. Note in the toolbar you will have changed from local library mode (signified by the “books” icon) to the Online Search mode (“globe” icon). . The Libraries Australia connection file is highlighted. A connection has been established with Libraries Australia, signified by the Search Remote Library message in the search panel.
6. Click the filename specified at Step 2 to open the Search Panel.
7. Enter search terms, e.g.  gender AND developing countries AND thesis. 
   
8. Click Search. When the Confirm Online Search box appears, click OK to view the references in EndNote.
   
   Note that these references will be added as a temporary set in your EndNote library. To retain them permanently, select the references you wish to keep, click References > Copy References to and choose the name of your EndNote library from the list.
9. To return to the local library mode click the “books” icon (depicted in Step 5)

To use the connection file on subsequent occasions, select the online search mode, and click the Libraries Australia connection file in the Online Search menu.

Monash Library Search provides two options for interacting with EndNote: direct export and via connection files.

Option A.  Direct export of records from Library Search - multiple records

1. In the results list, select required records by clicking the star beside each record title- it will change to yellow
2. In the top right corner of the screen, click e-Shelf
3. Click the check box at the top of the list to select all listed records for export, or otherwise select particular records by clicking their boxes
4. From the Select how to save drop down menu click Push to Endnote Desktop (RIS). Click Go
5. A Push to RIS (Import to Citation Manager) window appears. Click OK, then:

• in Chrome, click Show all downloads and click the Primo RIS Export file
• in Internet Explorer, click View downloads then Open the Primo RIS Export file
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

       6.  EndNote activates and either the records will import directly into your library, or a Choose an Import Filter window displays. In this case, scroll to and highlight RefMan RIS, then click Choose to import the records.

Option A.  Direct export from Library Search for a single record

When displaying the record click the Actions drop down menu (top right), then click Push to Endnote Desktop (RIS). Then complete steps 5 and 6 above.

Option B.  Importing Monash Search records via a Monash-configured connection file

Following the instructions below, install the Monash connection file in EndNote, and use it to access Libraries Australia, then search for, and import records, from within EndNote.  

Generally searching via connection files is not as comprehensive as searching the same database directly (for example, the Search connection file will not pick up records for e-books, articles and other online resources). However the Search records that are imported via the connection file are more complete than those produced by direct export.
 

1. Click the link for the relevant Search connection file at the bottom of this page. Open the downloaded file. It will open in EndNote
2. Click File > Save As…, and save the file
3. Click File > Close connection
4. In the EndNote library, click Tools > Online Search. The Choose a connection menu opens, with the saved connection file highlighted. Click Choose. This will add the file permanently to your library's Online Search menu.
5. Note in the toolbar you will have changed from local library mode (signified by the “books” icon) to the Online Search mode (“globe” icon). . The Search connection file is highlighted. A connection has been established with Search, signified by the Search Remote Library message in the search panel.
6. Click the filename specified at Step 2 to open the Search Panel.
7. Enter search terms, e.g.  gender AND developing countries AND thesis. 
   
8. Click Search. When the Confirm Online Search box appears, click OK to view the references in EndNote.
   
   Note that these references will be added as a temporary set in your EndNote library. To retain them permanently, select the references you wish to keep, click References > Copy References to and choose the name of your EndNote library from the list.
9. To return to the local library mode click the “books” icon (depicted in Step 5)

To use the connection file on subsequent occasions, select the online search mode, and click the Search connection file in the Online Search menu.

Direct export of records from Newsbank

1. Select required records by clicking Add to My Collection
2. In the toolbar, click My Collection to display the selected records
3. Point to Export and then click Export Citations into Software. The records are displayed in the format required for export into EndNote.   
4. Highlight the records (do not include the instructional text at the top of the page). Copy the highlighted records.
5. Open Notepad and paste the records into Notepad.  Save the file as filename.ris , e.g. on the Desktop.
6. Locate filename.ris and double click it. EndNote is activated. If the records do not transfer automatically, you will be asked to choose an import filter. Scroll the import filter list and select RefMan RIS, then click Choose.

Direct export of records from OCLC 

1.    In the results list, select required records by clicking the check box next to each title
2.    Click Export
3.    Select Export: Marked records in this search and Export to: EndNote
4.    Click the Export button, then:

• in Chrome, click the resulting file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

5.    EndNote activates and the Choose an Import Filter box appears
6.    Locate and highlight the Arts Humanities (OCLC) filter. Click Choose
7.    The records are imported into EndNote.

Importing records from OT Seeker

• There is no direct export function for OT Seeker. Follow the steps below. 
• Access OT Seeker from the Library Databases page http://www.monash.edu.au/library/databases/. Note: there is a free “one off registration” required to use OT Seeker

1. Conduct your search. For one record, there is a direct “Export Reference” link on each of the articles in the results list. Click on it to export the reference into endnote.

2. For multiple records you can select your articles and then click the “View selected in full detail” link at the bottom of the page.

3. The details of the selected references will appear in a new screen

4. Choose ‘export references’

5. A text file is then created.  Some minor edits need to be made to the content to ensure successful import into EndNote.  If you receive the following box ensure that you open the file in Notepad.

6. In the text file delete the line TY  - JOUR at the beginning of each reference and add the line ER – at the end of each reference (leaving 2 spaces between the R and the dash)

7. Save the file as a .txt file on your computer and then import it into EndNote.  It should be imported as an RIS file.

Direct export of records from OVID databases

These instructions describe how to download references from the following OVID databases:

• AMED (Allied and Complementary Medicine)
• Biological Abstracts
• EBM Reviews (all databases)
• EMBASE
• Health and Psychosocial Instruments
• Journals@Ovid Full Text
• OVID Medline
• OVID MEDLINE in-process & other non-indexed citations (formerly Pre-Medline)

1. Mark the records you wish to download
2. From the tool bar above the records list, click Export. In the Export Citation Listwindow, select the following:
   • Export to: EndNote
   • Select Fields to Display: Complete Reference
   • Include: leave as default

      3.   Click Export Citation(s). EndNote should launch automatically or if not, choose the Open option when prompted. 

      4.  Select a library and click Open. The references should now be displayed in a separate Imported References group.

      Note: If prompted for a filter, select the appropriate filter for the database e.g. MEDLINE(OvidSP) for Medline.

Importing records from PEDro via filter file

Direct export is not available in PEDro.

1. Perform a PEDro search
2. Select the relevant records
3. Display the selected records
4. Email the selected search results to yourself
5. Save the email message as a text file (for Mac users – copy and paste the email message into Microsoft Word and save as a plain text file with “insert line breaks” in the file conversion box)
6. Import the saved text file into EndNote using the “Reference Manager (RIS)” import option in EndNote
7. Check the imported records carefully to ensure imported data is in the correct fields. Some editing may be necessary

Direct export of records from Project Muse

1.    In the results list, select required records by clicking Save Citation below the thumbnail image
for the relevant records. The link changes to Citation Saved.
2.    Click Export Saved Citations (top left of screen)
3.    In Option 2: EndNote click Export to EndNote, then:

• in Chrome, click the resulting file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

4.    EndNote activates and the records will import into your default library. In some instances you may first be prompted to specify the target library.

Direct export of records from ProQuest databases

1. In the results list, select required records by clicking the adjacent check boxes
2. In the toolbar at the top of the results list, point the cursor at Export/Save and in the displayed menu click “EndNote, Citavi, or Reference Manager”
3. The Export/Save box will appear. Scroll down if necessary, and click Continue. A pop up window will follow:

• in Chrome, click the resulting downloaded file 
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

        4.  EndNote activates and will import the records into your library, otherwise you will be asked to specify the target library.

Direct export records from PubMed

1. Select desired references
2. Click on the Send to link and choose the following options:
   • Choose Destination: Citation manager
   • Click Create File
   • EndNote should launch automatically or if not, choose the Open option when prompted.
3. Select a library and click Open. The references should now be displayed in a separate Imported References group.

Import of records from SciFinder via filter file

• There is no direct export function in SciFinder.

1. Mark the records you wish to download
2. Select Export in the upper right corner of your screen
3. With the Export dialog box open:

• Export: choose Selected
• For: Citation Manager: select Tagged Format (*.txt)
• Details: File name: type an appropriate file name e.g. dopamine
• Click Export

4. If you are using Internet Explorer

• You will be asked "Do you want to open or save {file name} from scifinder.cas.org.ezproxy.lib.monash.edu.au?". Click Save as
• Save this text file to a desirable drive, File name: e.g. {dopamine.txt} and Save as type: select Text Document (*.txt)
• click Save

OR

4. If you are using Firefox

• you will be asked "What should Firefox do with this file?"
• select Save File
• click OK

5. Click Sign Out to exit SciFinder
6. Switch to EndNote and select your EndNote library
7. From the EndNote menu bar, select File then Import, File…
8. An Import dialog box opens

• Import data file: Choose File and select the text file from step 4 above
• Import Option: pull down menu and locate the appropriate filter i.e. Other Filters, SciFinder (CAS)
• Duplicates: leave as is, or select appropriate option from the pull down menu
• Text Translation: leave option as No Translation
• Click Import

9. The references should now be imported into your EndNote library.

Note: Check the references after you have imported from the database. Some references may need editing.

Direct export of records from Scopus

1.    In the results list, select required records by clicking the check box beside each record
2.    Click Export
3.    Select RIS Format (EndNote, Reference Manager) as the export file format, and All available
information from the Choose the information to export drop-down menu
4.    Click Export, then:

• in Chrome, click the resulting file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

5.    EndNote activates and the records will import into your default library. In some instances you may first be prompted to specify the target library.

Importing records from Trove via a filter file

• There is no direct export function in Trove

• Only one Trove record at a time can be imported into EndNote

Select a record and create a text file

1.    Open the required record. At the top of the record click Cite this
2.    Under Download, click EndNote XML
3.    The XML file will be displayed. Right click and select Save as.. . Give the file a meaningful name,
and save it to the desktop (or a folder that is easily accessible) as a text file (.txt)

Import the record

4.    In the EndNote toolbar click File > Import > File.. . The Import File box displays
5.    Click Choose, find the saved .txt file and click Open
6.    In the Import Option drop down menu, click EndNote generated XML. For Duplicates and Text
Translation, retain the default settings
7.    Click Import
8.    Check the imported records to see if editing is required.

Direct export of records from Web of Science databases

1. Mark desired records (maximum of 500) by clicking the check boxes next the relevant records (or click Select Page)
2. Click the Add to Marked List button
3. When ready to export, click the Marked List link (top right of screen)
4. The Output Records box displays, and at Step 1 the All records in this list should show as selected.
5. At Step 2, click Select All fields, to export the entire record in each case
6. At Step 3, select Save to EndNote desktop
7. EndNote should launch automatically, and the records display in your library (you may be prompted to select the library). Otherwise a file will be produced:

• in Chrome, click the resulting downloaded file  
• in Internet Explorer, click Open
• in Firefox, choose Open with ResearchSoft Direct Export Helper and click OK

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