INSTALLING AND USING THE PUBMED MACRO(Revised 3/30/2016)

General Description:How to use a Microsoft (MS) Word macro to convert a list of key personnel and/or institution names into a statement that can be used to search PubMed either to determine publication conflicts for potential reviewers or to search for potential reviewers by expertise excluding key personnel and/or institution publications. To use this macro the key personnel names must be set up in one column as follows: Last Name(s), First

Name, other name information (initial, degree, suffix etc.), if any.

This document describes the following processes (click on the relevant link to go directly to that section): Using MS Excel list of key personnel and copying it into MS Word Running the macro within MS Word Using the results to search PubMed Installing the PubMed macro for use in MS Word

Using a MS Excel key personnel list and copying it into MS WordThe MS Excel list of key personnel and/or institution names must be in the correct format before copying it into MS Word. See sample shown below

A header row is required (any text can be listed-first row just has to be present)

The key personnel names should be organized in one column using the following format: Last Name(s), First Name, other name information (initial, degree, suffix etc.) For Example: Smith, John L., PhD, MD

IF conflicting publications with key institutions need to be checked (used primarily for Contract Reviews), enter those institutions without commas, in the same list as the key personnel names

Copy to a Word document

1. Highlight and Copy the MS Excel column containing the key personnel/institution names

2. Paste into a new blank Word document and then, after the tabled results appear, use the mini-clipboard option (connected to the last row) to Keep Text Only (as shown below)

3. The resulting text should appear similar as the text displayed below.

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Running the macro within MS Word Do not highlight or sort the table data prior to running the macro.

These instructions assume that the macro is installed and the command is placed on the Quick Access Toolbar. If the macro is not installed, review the installation instructions below. If the macro is installed, but there is no button established, the following instructions can be used to create one: .R:\SRP-DEAS-SHARED\Tools and Technical Guides\Office-CustomizeQuickAccessToolbar.doc

1. Click the preset Quick Access Toolbar Button (after copying and pasting the Excel column as shown above)

2. The key personnel table will be transformed into a paragraph format that can be used to search PubMed with a few modifications. An example is shown below

Note: Do not have names with parentheses around them in this list. Example: Smith (Jones) L[AU] Extra parentheses cause inaccurate search criteria and results.

Using the results to search PubMedThese searches may be saved if PubMed registration (myNCBI) is completed.

Determine potential reviewer publication conflicts (within the last 3 years) 1. Using the data results similar to those shown above, delete “Insert reviewer Last Name First Initial here”

and place the name of a possible reviewer (with a space between the name and [AU]).2. Open the PubMed website’s main page: http://www.ncbi.nlm.nih.gov/pubmed3. If only the top search box appears, enter dummy-data text like ‘zzzzzzzzzzzzzzzzz’ to do step 4. DO NOT

use the top search box as it operates similar to a google/best-match search (doesn’t keep the ANDs in place).

4. Copy the paragraph into PubMed’s Search details box on the lower right side of the page or click the ‘See more…’ to use the Query Translation box (both are shown below).

5. Click ‘Search’ to search for common publications. Then re-use the Search details or Query Translation box

each time.

Search for Potential Reviewers by Expertise Excluding Key Personnel and/or Institution PublicationsThis is an effective way to search for potential reviewers with a specific expertise and to view their publications. However, names resulting from this search may have co-publications with key personnel in a different expertise area. Because publications can be co-authored, IF key institutions (for Contract Review searches) are included, potential reviewers who are not key personnel or at the key institution may also be missed.

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This is primarily used as an expertise focused search for reviewers. These names then have to be vetted against the key personnel/institution list.

1. Using the data results similar to those shown above, delete the “Insert Reviewer Last Name (space) First Initial Here[AU] AND (“Last 3 Years”[CRDT]) AND”.

2. Add the specific expertise to the beginning of the list (instead of a reviewer name).3. Add ‘NOT’ to the beginning of the list of authors.

a. For example: Adjuvants NOT (Doe J[AU] OR Jones J[AU] OR Kirpatrick J[AU] OR Pie M[AU] OR Smith M[AU] OR Yonkers A[AU] OR Zeers D[AU])

4. Open the PubMed website’s main page: http://www.ncbi.nlm.nih.gov/pubmed5. Perform any search by entering text in the PubMed main search box shown below and clicking Search.

6. After the search results are shown, find ‘search details’ related link or small box as shown below.

7. Copy the paragraph into PubMed’s search details field as shown above or click the ‘details’ link to see the box that should be used for this task. For large/complex searches, use the Query Translation window, which can be found by clicking the ‘See more…’ link shown above.

Notes: The main PubMed search box is mainly for public use and may remove query Booleans (AND, OR, etc.). It

is not for SRP publication searches.

When running the macro, if someone is an author on a paper under the name of a larger entity, they will not come up on the macro. However, their interaction would likely not rise to the level of a conflict. So, Bob Smith is a potential reviewer. Bob Smith was part of the Testing Important Stuff Collaborative Network. The paper was authored by Jane Jones, Dean Kim, and the Testing Important Stuff Collaborative Network. The macro will not find this paper. The paper may still be pulled up for Bob Smith’s own PubMed results.

Installing the PubMed macro within MS Word

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1. Replace the main Word template to set the Arial 11 default font and install the SRP macros (PubMed, Delete Hard Returns/ParaSign and QVR COI, Person ID and Expertise) by:a. Closing the MS Word programb. Copying the Normal.dotm file from the following location: R:\SRP-DEAS-SHARED\Tools and Technical

Guides\Word-PubMed+ParaSign+QVR Macrosc. Then pasting the Normal.dotm listed above into the following folder to replace the original version

(substitute the applicable NIH login name where specified)i. Windows 7: C:\Users\ NIHLogInName \AppData\Roaming\Microsoft\Templates

Note: If the ‘Application Data’ or ’App Data’ folder is not visible, the following folder option needs to be set.Windows 7 Location: Organize\Folder and Search Options\View tab

1. The macros will now be available in the following MS Word program locations:a. Customize Quick Access Toolbar > ‘Choose commands from: Macros’ window

b. And the View > Macros > Macros window shown below

Installing the macro(s) within MS Word 1. Open MS Word2. Highlight the text in Appendix A and copy it (Edit Copy or Ctrl+C)3. Click on View > Macros button as shown below

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4. When the ‘Macros’ window (shown in the instructions above) appears, type in ‘PubMedMacro’ in the Macro name: field, select “All Active templates and documents’ from the Macros in: field and click Create

5. When the Visual Basic window appear, paste the text between the ‘Sub PubMedMacro()’ line and the ‘End Sub’ line

6. Select File and then ‘Close and Return to Microsoft Word’7. The macros will now be available in the following MS Word program locations:

a. Customize Quick Access Toolbar > ‘Choose commands from: Macros’ window

b. And the View > Macros > Macros window shown below

Appendix A: PubMed Macro Code‘PubMedMacro coding

Selection.WholeStorySelection.ConvertToTable Separator:=wdSeparateByCommas, NumColumns:=6, AutoFitBehavior:=wdAutoFitContent With Selection.Tables(1) .Style = "Table Grid" .ApplyStyleHeadingRows = True .ApplyStyleLastRow = True .ApplyStyleFirstColumn = True .ApplyStyleLastColumn = True End With ActiveDocument.Tables(1).Columns(3).Delete

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ActiveDocument.Tables(1).Columns(4).Delete ActiveDocument.Tables(1).Columns(3).Delete ActiveDocument.Tables(1).Columns(3).Delete ActiveDocument.Tables(1).Rows(1).Select Selection.Rows.Delete ActiveDocument.Tables(1).Select Selection.Sort ExcludeHeader:=False, FieldNumber:="Column 1", SortFieldType:=wdSortFieldAlphanumeric, SortOrder:=wdSortOrderAscending

ActiveDocument.Tables(1).Columns(2).Select For Each c In Selection.Cells c.Range = Left(c, 1) & "[AU]" Next Selection.Rows.ConvertToText Separator:=wdSeparateByTabs, NestedTables:=True Selection.Find.ClearFormatting Selection.Find.Replacement.ClearFormatting With Selection.Find .Text = "^t" .Replacement.Text = " " .Forward = True .Wrap = wdFindContinue End With Selection.Find.Execute Replace:=wdReplaceAll With Selection.Find .Text = "^p" & "[AU]" .Replacement.Text = "" .Forward = True .Wrap = wdFindContinue End With Selection.Find.Execute Replace:=wdReplaceAll With Selection.Find .Text = "^p" .Replacement.Text = " OR " .Forward = True .Wrap = wdFindContinue End With With ActiveDocument.Content .InsertBefore "Insert Reviewer Last Name (space) First Initial Here[AU] AND (""Last 3 Years""[CRDT]) AND (" End With 'To resolve different data variation - result endings Selection.Find.Execute Replace:=wdReplaceAll With Selection.Find .Text = " [AU] OR [AU] OR " .Replacement.Text = " [AU])" .Forward = True .Wrap = wdFindContinue End With Selection.Find.Execute Replace:=wdReplaceAll With Selection.Find .Text = "[AU] OR OR " .Replacement.Text = "[AU])" .Forward = True .Wrap = wdFindContinue

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End With Selection.Find.Execute Replace:=wdReplaceAll With Selection.Find .Text = " [AU] OR [AU] OR " .Replacement.Text = "[AU])" .Forward = True .Wrap = wdFindContinue End With Selection.Font.Name = "Arial" Selection.Font.Size = 11 Selection.Font.Bold = False

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