EndNote Record numbers, db-id, gu-id, sharing of libraries/groups and working together in same Word document

Here is an explanation about how the ID fields (Record Number, DB-ID, GUID) and matching of references in a Word document with your EndNote library works.. The Record Number field. The Record number is automatically assigned in increasing order by EndNote (starting by 1,2,3, ...). Users cannot change or modify this. Only EndNote can assign Record Numbers to references. If you delete a reference, that record number cannot be used in your library - even when importing/entering new references afterwards. EndNote automatically assigns a Record Number that is "Last used/highest Record Number in your library" + 1 (one number higher).. Missing record numbers are no problem, as long as you meant to delete the reference. Please note that if you did this by mistake and enter/import the same reference, the "new" (same) reference gets a new record number and cannot get the same number as the deleted reference.. Tip: If you want to know the last entered/imported references to your library sort your library by Record Numbers. Please note that if you don't see the Record Number column in your main window, you can right-click the header row and choose/check the field "Record Number". Or choose Edit > Preferences > Display fields (EndNote > Preferences > Display fields on Mac).. The database ID (DB-ID) field. If you insert a reference into a Word document, all the reference data (authors, titles, reference type, year, etc.) gets included in the Word document as (hidden) field codes. The record number, and also a DB-id field specific for your library (automatically assigned when you created the library) also get included as (hidden) field codes.. The GUID field. If you sync your library with your EndNote online account, record numbers are not synced/transferred. EndNote online libraries do not have/use the Record Number field. Your EndNote online library does not have Record Numbers. Shared libraries (shared libraries downloaded/synced by your colleagues/team) does not have the same Record Numbers as your original library. When they sync and download your shared library to their local computer EndNote automatically assigns new Record numbers depending on the order of importing. But EndNote online has an extra "GU-id" field, and automatically assign a GU-id number per reference. The IDs/numbers work much the same as the Record Number field in local libraries. References in your local library get this "GU-id" from EndNote online when you sync the reference(s) the first time. If your library/references have not been synced to EndNote online, they got no GU-id numbers. The GU-id numbers are also inserted into the Word document as hidden field codes (if your local library has been synced and gotten these GU-id numbers).. The GU-id (and DB-id) numbers primary use is for EndNote online to know if a reference has been synced/modified. I.e. you move and change the name of your local library. Then EndNote online figures out that these are the same as existing references in your EndNote online library, and does not duplicate these references.. Writing together in the same Word document (collaboration). When you unformat or have turned off Instant formatting in a Word document, you see that EndNote uses 3 criteria for uniquely linking the Word reference with the same reference in your EndNote library.. To unformat a Word document: Word [EndNote]: Convert citations and bibliography > Convert to unformatted citations. EndNote local library uses these criteria: {Author, Year #RecordNumber} EndNote online library uses these criteria: {Author, Year, Title} Please note that if multiple persons have inserted references into a shared Word document, either from a shared library or from an EndNote online shared group:. If the Word document is still formatted you can click "Update citations and bibliography", and EndNote scans the document and convert all references to the same Record Numbers as your local library automatically. Updating the document is wise to do before you unformat the document!. If the document is unformatted/need to be unformatted because of conflicts/problems, some references (those inserted by your colleague from your shared library) have different Record Numbers (but the same reference data). Other references (those inserted from EndNote online group) have titles instead of Record Numbers. These references do not match your local library. When you need to format the document again clicking "Update citations and bibliography", EndNote will pop up a Find window for those references that do not match the record numbers in your local library. You must manually search and insert those mismatches, to fix the document (match the references to your local library). So for formatted documents, it should be no problem sharing and working in the same Word document. But in unformatted documents, the reference ID's will be different, and you will need to fix these at the end when formatting is needed.. .

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