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Pros and Cons of Sharing an EndNote Library - sig

A description of 5 different ways to share an EndNote library with emphasis on the pros and cons of each method. I have attempted to optimize this prezi to work on boh Windows and iPad

Tom Zucker-Scharff

on 14 November 2014

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Transcript of Pros and Cons of Sharing an EndNote Library - sig

Put a Read-Only EndNote Library on a network drive
Sharing an EndNote Library
Prior to X7.2

There are 5 ways in which you can share an EndNote library. All have their drawbacks, two are endorsed by the vendor, Thompson Reuters.
Sharing the folder the library resides in
Using a cloud service such as Dropbox
Carry your library with you on a thumbdrive
Use EndNote Web (Thompson Reuters' solution)
Sharing a folder
If you are not going to use the current computer you have the library on as the share computer
Open the library
click on the first reference
click the File Menu and choose "Compressed Library (.enlx)..."
When you see the figure below, make the same choices, then click "Next"
Choose the compressed file's name, then click "Save"
If moving to another computer, copy the compressed file (.enlx) to a thumbdrive or over the network, if you are moving to another folder copy the file to that folder.
Make sure the latest version of EndNote is installed on the target computer.
Copy the compressed file from the thumbdrive to the target computer, if you didn't copy over the network
Open EndNote, then use the File menu -> Open Library command to open the compressed file as your library
Once the file is open and you can see the references, use the File -> Save a copy... command to save the library into the folder that will be shared
On a windows machine, right click on the folder you wish to share, go to "Share with ..." and choose "Specific People"
This Share requires the other users be in the same workgroup or domain as the computer hosting the library
The main drawback to this method is that only one user can open the library in write mode at a time (this will be true of any method you choose to share an Endnote library).
EndNote Web (endorsed option)
Open the Library you wish to share in EndNote
To establish the sync to EndNote Web, click Edit -> Preferences
You will need to fill out the appropriate information in this dialog.
Enter your web credentials under the section "EndNote Web Account Credentials"
The library you currently have open should appear in the library to sync
The last section allows you to choose when to sync
Once you have synced your library to EndNote Web, you can set up as many other computers to sync to the same web account. (There is also an application for the iPad that will sync with EndNote Web)
If you do not already have a web account for EndNote, go to https://www.myendnoteweb.com and establish an account there before continuing.
Once you click the "Enable Sync" button, your library will start to sync with your EndNote Web account
NOTE: ONLY regular groups, references and attachments will sync. Groups with the same name, smart groups, groups based on groups and Group Sets
Using a thumbdrive
Using a cloud option like Dropbox
To use a library from a thumbdrive, copy the .enl file and the .data folder to the same directory on the thumbdrive.
It might be better, in the long run, to open your library from the desktop and make a compressed copy on the thumbdrive as delineated in Option 1 - step 1, then open the compressed library and save a copy as delineated in Option 1 - steps 5-6.
Using Dropbox (or any cloud solution) for this may be the easiest way to share a library, but it is expressly NOT supported by Thompson Reuters.
The main reason that Thompson Reuters does not support this method is that the way in which cloud sync works often will CORRUPT a library.
If you decide to use DropBox, be sure to keep daily backups.
Copy your .enl file and .data folder into a new folder on DropBox.
First make a compressed library file (as previously discussed)
Copy the compressed file into your DropBox
Open DropBox Web
Create a new folder to house the library using the new folder icon
Set the sharing for the folder by clicking on the share icon in DropBox Web
Copy the .enlx file into the new folder you just created in DropBox
Open EndNote on your computer
Open the compressed Library in DropBox
When it is open use the save a copy option to save it
Invite the people you want to have access
There is a walk though on using DropBox at:

Note that the example below is with Dropbox. I have put the necessary files/folders in the folder I wish to share:
If you wish to have similar installations be sure you move these directories to your shared folder (Dropbox or otherwise) and set up each computer to point to these directories. Also if you have set up any personalized searches you will need to copy the folder C:\Users\<username>\AppData\Roaming\EndNote\Searches or C:\Users\<username>\AppData\EndNote\Searches on Windows 7 machines to your shared folder or the equivalent on a MAC.
The red arrow points to the optional searches directory if you have saved searches.
Sharing Libraries Thomson Reuters EndNote can be used on a network to share libraries—including networks with Macintosh® and Windows® workstations. Multiple users can access an EndNote library simultaneously in read-only mode. This allows users to search for references, cite them in their papers and create bibliographies. EndNote does not allow multiple users to edit a single library at the same time.

On Windows networks EndNote can be deployed with MSI installer technology using scripting or via Group Policy. Requirements: Windows 2000/2003 Server with Active Directory installed MSI Installer 3.x on the Server and the workstations.
Official Disclaimers
Dropbox is a cloud based file sharing service. Our database products (EndNote, Reference Manager and ProCite) were not designed for compatibility with this service or other cloud storage. While you can use the service to keep a backup copy or share a compressed copy of your database file(s), we do not recommend opening and/or using the database from that location. If you have your database files saved to Dropbox or any cloud storage, we recommend you copy the files to another location on your computer or remote drive before you open them.

Some of the other cloud storage services that would cause this issue include Sharepoint, Google Drive and iCloud.
Official Disclaimers
Reference Management comparison:
Synchronizing EndNote Desktop and Web Libraries
Using the Endnote Web option you can share specific groups in either Read only or read/write mode
Select "Manage My Groups" on the "Organize" tab in EndNote web
Check the share box for the group you want to share
Click the "Start sharing this group" link
Finish by clicking the "Manage Sharing" button
Add email addresses in the next window
Determine what type of access you want the user to have
Click "Apply" then "Close Window"
On completion you should see something like the screen below
If you need to share attachments as well as libraries and have a local area network drive available another option is to put a Read-Only copy on the network drive.
According to Thompson-Reuters, "an unlimited number of people can access a Read-Only library at the same time."
Create a folder on a network drive
In Endnote select "Save a Copy" from the File menu and choose the network folder as your destination
Quit EndNote or close the library
Using Windows Explorer locate and open the network folder
Right click on the .enl file and select properties
Check the Read-Only box then click "Apply" then "OK"
Repeat the same process for the .data folder
When other people open the Read-Only shared library, they will see a message like the one below
When they click the "OK" button they will be able to access it
Option 5
Note: Only other endnoteweb users will be able to see these shares
Sharing a read-only library on a Network Drive
Portions Copyright Thompson Reuters 2013
Vendor Endorsed Option
The user you shared the group with should see the following
Notice the icon next to the shared group. This denotes Read/Write access.
It should be noted that a collaborator with read/write access can delete and add citations to the group but the citation in the library CANNOT be deleted except by the owner
You can also use the link from within EndNote (Edit->Preferences->Sync)
Library resides on your machine
Sharing is limited to others in your group or domain
Only one person can write to the library at a time
Less chance of corruption due to library sharing
Automatically syncs basic groups
Automatically syncs references
Automatically syncs with iPad app
Cannot sync smartgroups, group sets, groups with same name, groups based on groups
Potentially creates duplicates
Attachments don't auto sync with iPad app
Can share groups with other endnoteweb users in Read-Only or Read/Write mode
Can't share with non-endnoteweb users
Your library is always available as long as you have your thumbdrive
If our thumbdrive uses encryption, it may corrupt the library
To share the library YOU need to be able to give someone the thumbdrive
The vendor does NOT recommend/support this option
The vendor expressly does NOT support this
Dropbox and similar cloud options are easy to use and sync
Your library is likely to get corrupted in the cloud
Sharing is easy
You have access to your library from where ever you are as long as you have an internet connection
You need an internet connection
You need to make daily backups of your library
Endorsed by the vendor
Prevents corruption of your library
Gives you more control of what is in your library
More overhead to administer
Only one person can write to the library
Many people can use the same library
Automatically syncs attachments
Others who have Read/Write access can delete items from your endnoteweb group which will sync back to your desktop group
Citations in the library CANNOT be deleted by ohers
Anyone opening the Read only library will get an error to that affect each time
Anyone opening the Read only library will get an error to that affect each time
UPDATE 2014 - X7.2
With EndNote X7.2 and above, you can now easily share your library with up to 14 people
see the video for details.
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