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Calculate Your Academic Footprint: Count Citations (Steps 6-10)

Steps 6 & 7: Remove Duplicate Files

Step 6: Review Master List Folder Content

Review publications in your Master List folders to determine if de-duplication is necessary

Always make sure your publications are in the correct Master List folder! For example: first author articles in first author folder, etc.

Once you have added all of your publications to your Master List folders, you need to review the information to determine if any publications need to be removed (in the event of duplication).

  1. To do this, use the folder level de-duplicating function in RefWorks.
    On the Organize and Share tab, right click the title of the folder to reveal the folder menu. Select Find Duplicates and choose from the options:
    Exact Duplicates in this Folder, Close Duplicates in this Folder, Exact Duplicates in All References, or Close Duplicates in All References.

Folder menu listing "Find Duplicates" as 5th option. Find Duplicates menu shows 4 options listed above.

  1. When de-duplicating your Master List folders, select the best records possible. For example, if you have two records, eliminate the one that has incomplete citation information.

Step 7: Review Citation Subfolder Content

Also review publications in each of your Citation Subfolders to determine if de-duplication is necessary

Follow the process for step 6 (the process is the same, except at the Subfolder level).


A citing work may appear in multiple Citation Subfolders as well as the Master List folder. This occurs when a citing paper makes reference to more than one of your articles or you have cited your own article. In these cases the duplicate should be kept.

Step 8: Tally Citation Counts

Determine final citation counts for your publications

Total citations for each type of publication can be used in the documentation for tenure, promotion, grant proposals, etc.

  1. In RefWorks, select the Organize and Share tab. Identify the number of citations in the Citation Subfolders under each Master List folder. The number of items in each Citation Subfolder is listed beside each subfolder. Tally those numbers. 

    For example, in the below screenshot, there are 96 citing works to articles in which you are the first author (12 + 40 + 17 + 27 = 96 citing works). This number can then be entered into the table in the tenure and promotion document, etc

"Master List - Articles - 1st Author" folder showing 4 subfolders and citations counts listed in the previous calculation

  1. Repeat the process for all the Citation Subfolders under each Master List folder.

Want to know your h-index?

Steps 9 &10: Keep Citations Updated

Step 9: Monitor Alerts and New Citations

Monitor email Citation Alerts and add new works that cite your publications to the appropriate Citation Subfolder.

This will begin to build the list of citations of your work in preparation for your next appraisal or advancement process.

Always remember to de-duplicate each Master List folder or Citation Subfolder again when you need to tally your counts! This is due to new input from multiple databases.

Step 10: Add New Publications

As you publish new items, be sure to add these publications to your Master List folders!

Every time you publish a new item, you must add it to the appropriate Master List folder, create a new Citation Subfolder, import citing works, and create a citation alert so that you can import citing articles as they happen. This will ensure that your citation counts remain as current as possible.