The functionalities of citation managers

Whichever citation manager you choose, it is essential to understand how it works and what needs to be set up and installed.

When working with a citation manager, you will need to:

  • Install it on your device. This is essential for working with the citation manager. It allows you to generate citations and references even using a text editor without a plug-in. It stores documents, their information, tags, and the organisation of your documents throughout your work. Some citation managers can even work offline.
  • A web browser plug-in, so you can easily import documents and their information from websites. Most managers allow integration with multiple browsers simultaneously.
  • A plug-in for your text editor, to generate citations in-text and References directly in your documents. You can install a plug-in for your text editor (e.g., Microsoft Word or LibreOffice).
  • A user account, which is especially important for storing information and documents throughout your work. It allows you to work across multiple devices, such as downloading PDFs or data from a school computer and then synchronising and continuing work on your home laptop. Notes and tags, along with the PDFs, will also be transferred. It also allows you to share your library with another person (for example, your supervisor or other students working on a project). Additionally, it helps preserve the correct settings and connections between individual elements.

Most citation managers have versions for multiple operating systems. Typically, these include Mac, Windows, or Linux, but some can also be installed on iPhones or iPads.

The citation manager installed on a computer can work offline, though some features will be limited. For example, internet access is required for installation, automatic document information retrieval, saving documents from online sources and synchronising data when working across multiple devices.

Working with Citation Managers

Each citation manager can create in-text citations and References according to different citation rules. When working with a citation manager, set the citation style according to your university’s requirements (APA 7th ed.). Always check the required citation style before starting your work. Most managers allow you to change the citation style while writing, but only if you’re using a plug-in with your text editor.

General Characteristics of Working with Records

Each citation manager tries to simplify the import of records into the manager and automate it as much as possible. There are several ways to do this:

  • Most literature search systems (databases, library catalogues, repositories, etc.) are accessible through a web interface. A web browser plug-in can save documents and their information into the citation manager.
  • If a database does not allow direct export to the citation manager or the plug-in doesn’t work, you can save the PDF and transfer it to the citation manager. After the transfer, the source information is usually retrieved automatically, creating a record with details such as the author, title, publication date, publisher, etc.
  • Entering a unique identifier and retrieving document information from the citation manager’s internal database.
  • Exporting or importing via exchange data formats. Universal formats include RIS and BibTeX. This method allows information to be transferred from one citation manager to another.
  • Manually entering data (i.e., manually filling in authors, title, publisher, etc.) is usually the last resort for adding a document to your personal database.

It is always necessary to check that the data is correct and that no essential information required for citation is missing.

General Characteristics of In-Text Citation and Bibliography Creation

Inserting Citations into Text:

  • The first method is to use integration with text editors. This function greatly simplifies the writing of academic texts. A plug-in (extension) for the citation manager is imported into the text editor, which links your personal database with the word processor, making it easy to insert citations into the text.
  • The second method is to generate the citation directly from the citation manager and insert it into the text. Unfortunately, if you insert the citation this way, a bibliography will not automatically be generated from the citations in the text.

Creating a Bibliography:

  • If your citation manager is properly connected to your text editor, and you are inserting citations into the text via the manager, these cited works will automatically generate a bibliography at the end of your document.
  • However, even if you manually inserted the citations into the text or generated them directly in the citation manager, you can still retrieve a bibliography from the citation manager and copy it as text into your work.

General Characteristics of Additional Functions

Organisation and Sorting: You can create folders to efficiently organise your records, allowing you to sort and search within your library easily. You can also create and manage different collections of records for various projects, seminars, or your final thesis.

Annotations and Notes: You can highlight text sections in colour and add personal notes, comments, categories, and tags. Not only is this helpful for retaining your thoughts and experiences associated with specific sources, but it also facilitates later analysis, paraphrasing, summarising, and data analysis.

Linking between Records: You can create links between different records, which is useful for identifying relationships between various sources.

Collaboration and Sharing: Some citation managers allow collaboration with colleagues, sharing records, and working on joint projects. After synchronising data, you can see which documents your colleagues have found, how they have tagged them, and what notes they have added.