Overview: Why Centralised Bibliography Management?

Managing references across multiple manuscripts can be challenging. Common problems include:

Inconsistent citation formatting
Missing references in bibliography files
Duplicated effort updating references across projects
Version control conflicts with large .bib files

The boilerplate package solves these problems by:

Centralising your bibliography in one location (e.g., GitHub)
Caching bibliography files locally for performance
Validating that all citations exist in your bibliography
Automating bibliography distribution to project directories

Setting Up Bibliography Management

Step 1: Configure Your Bibliography Source

Add bibliography information to your boilerplate database:

library(boilerplate)

# Load your database
# Initialise with default content if needed
temp_bib <- file.path(tempdir(), "bibliography_example")
boilerplate_init(data_path = temp_bib, create_empty = FALSE, create_dirs = TRUE, confirm = FALSE, quiet = TRUE)
db <- boilerplate_import(data_path = temp_bib, quiet = TRUE)

# Add bibliography configuration
# Using the example bibliography included with the package
example_bib <- system.file("extdata", "example_references.bib", package = "boilerplate")
db <- boilerplate_add_bibliography(
  db,
  url = paste0("file://", example_bib),
  local_path = "references.bib",
  validate = TRUE
)

# Save the updated database
boilerplate_save(db, data_path = temp_bib, confirm = FALSE, quiet = TRUE)

Step 2: Download and Cache the Bibliography

The bibliography is automatically cached for performance:

# Download/update bibliography (cached for 7 days by default)
bib_file <- boilerplate_update_bibliography(db)

# Force update if needed
bib_file <- boilerplate_update_bibliography(db, force = TRUE)

# Check cache age
boilerplate_update_bibliography(db, force = FALSE)
#> ℹ Using cached bibliography from /path/to/cache/references.bib
#> ⚠ Bibliography cache is 5.2 days old. Consider using force=TRUE to update.

Step 3: Copy Bibliography to Your Project

When working on a manuscript, copy the bibliography to your project directory:

# Copy to current project
boilerplate_copy_bibliography(db, target_dir = ".")

# Copy and update from source first
boilerplate_copy_bibliography(db, target_dir = ".", update_first = TRUE)

# The bibliography is now available as ./references.bib

Validating References

Check All Citations Exist

Ensure all citations in your boilerplate text exist in the bibliography:

# Validate references across all text categories
validation <- boilerplate_validate_references(db)

# Check specific categories only
validation <- boilerplate_validate_references(
  db, 
  categories = c("methods", "results")
)

# Review validation results
if (!validation$valid) {
  cat("Missing references:\n")
  print(validation$missing)
}

# See all available references
length(validation$available)
#> [1] 1847  # Example: large bibliography

# See which references are actually used
validation$used
#> [1] "@smith2023"     "@jones2024"     "@doe2022meta"

Handle Missing References

When validation finds missing references:

# Example validation with missing references
validation <- boilerplate_validate_references(db, quiet = TRUE)

if (length(validation$missing) > 0) {
  cat("Please add these references to your bibliography:\n")
  cat(paste0("- ", validation$missing, "\n"))
  
  # Generate BibTeX entries for missing references
  # (This is a manual process - add to your central .bib file)
  for (ref in validation$missing) {
    cat("\n@article{", gsub("@", "", ref), ",\n", sep = "")
    cat("  title = {},\n")
    cat("  author = {},\n")
    cat("  journal = {},\n")
    cat("  year = {},\n")
    cat("}\n")
  }
}

Integration with Document Generation

Automatic Bibliography Distribution

When generating text, automatically copy the bibliography:

# Generate methods text with automatic bibliography copying
methods_text <- boilerplate_generate_text(
  category = "methods",
  sections = c("sample.default", "statistical.default"),
  global_vars = list(n = 1000),
  db = db,
  copy_bibliography = TRUE,
  bibliography_path = "."  # Copy to project root
)

# The bibliography is now available for your Quarto/R Markdown document

Quarto/R Markdown Integration

In your Quarto or R Markdown document:

---
title: "My Research Paper"
bibliography: references.bib
---

# Your document continues with access to all references
# All citations in boilerplate text will be properly resolved

Advanced Workflows

Project-Specific Bibliography Subsets

For large bibliographies, create project-specific subsets:

# Get citations used in current project
validation <- boilerplate_validate_references(db)
used_refs <- validation$used

# Read full bibliography
bib_lines <- readLines("references.bib")

# Extract entries for used citations
# Note: This is a simplified example - real implementation would need proper BibTeX parsing
# The function extract_bibtex_entries() is not part of boilerplate
# You would need to implement this or use a BibTeX parsing package

# Example approach (pseudo-code):
# library(RefManageR)  # or another BibTeX parsing package
# bib_data <- ReadBib("references.bib")
# project_bib <- bib_data[used_refs]
# WriteBib(project_bib, "project_references.bib")

Multi-Author Collaboration

For collaborative projects with shared boilerplate:

# 1. Team lead sets up central bibliography
team_db <- boilerplate_import()
team_db <- boilerplate_add_bibliography(
  team_db,
  url = "https://github.com/our-lab/shared-refs/raw/main/lab_references.bib",
  local_path = "lab_references.bib"
)

# 2. Each team member updates their local cache
bib_file <- boilerplate_update_bibliography(team_db, force = TRUE)

# 3. Validate before submission
validation <- boilerplate_validate_references(team_db)
stopifnot(validation$valid)  # Ensure no missing references

Automated Reference Checking

Add to your CI/CD pipeline:

# .github/workflows/check-references.yml
# Run this check on every pull request

# In R script: check_references.R
library(boilerplate)

db <- boilerplate_import()
validation <- boilerplate_validate_references(db, quiet = TRUE)

if (!validation$valid) {
  stop(
    "Missing references found: ", 
    paste(validation$missing, collapse = ", ")
  )
}

message("All references validated successfully!")

Best Practices

1. Maintain a Central Bibliography

Keep your bibliography in version control (e.g., GitHub)
Use a consistent naming scheme for citation keys
Regular updates and maintenance
Consider using tools like Zotero with Better BibTeX for key management

2. Cache Management

# Check cache location
# The cache directory uses R's standard user directory
cache_dir <- tools::R_user_dir("boilerplate", "cache")

# This provides a platform-independent location that complies with CRAN policies:
# - On Unix-like systems (Mac/Linux): ~/.local/share/boilerplate
# - On Windows: Usually in %LOCALAPPDATA%/boilerplate/boilerplate/cache

# View cached files
if (dir.exists(cache_dir)) {
  list.files(cache_dir, pattern = "\\.bib$")
}

# Clear old cache if needed
if (dir.exists(cache_dir)) {
  old_files <- list.files(
    cache_dir, 
    pattern = "\\.bib$", 
    full.names = TRUE
  )
  if (length(old_files) > 0) {
    old_files <- old_files[file.mtime(old_files) < Sys.Date() - 30]
    if (length(old_files) > 0) file.remove(old_files)
  }
}

3. Version Control Strategy

Don’t commit large .bib files to every project
Use .gitignore for local bibliography copies
Track bibliography URL in boilerplate database
Use git-lfs for very large bibliography files

4. Citation Key Conventions

Establish consistent citation keys:

@article{bulbulia2024methods,     # author + year + keyword
@book{smith2023statistics,        # clear, memorable keys
@inproceedings{jones2024ml,       # avoid special characters

Troubleshooting

Common Issues and Solutions

Bibliography Not Downloading

# Check URL is accessible
url <- db$bibliography$url
con <- url(url)
open(con)
# If this fails, check network/firewall settings

Cache Issues

# Force fresh download
bib_file <- boilerplate_update_bibliography(db, force = TRUE)

# Check cache directory permissions
cache_dir <- tools::R_user_dir("boilerplate", "cache")
if (dir.exists(cache_dir)) {
  file.access(cache_dir, mode = 2)  # 0 = success
}

Validation Errors

# Debug validation issues
validation <- boilerplate_validate_references(db, quiet = FALSE)

# Check specific text for citations
text <- db$methods$sample$default
citations <- grep("@[a-zA-Z0-9_:-]+", text, value = TRUE)
print(citations)

Complete Example Workflow

Here’s a complete workflow from setup to document generation:

# 1. Initial setup (run once)
library(boilerplate)

# Initialise new project
temp_complete <- file.path(tempdir(), "complete_example")
boilerplate_init(data_path = temp_complete, create_empty = FALSE, create_dirs = TRUE, confirm = FALSE, quiet = TRUE)

# Import database
db <- boilerplate_import(data_path = temp_complete, quiet = TRUE)

# Configure bibliography
# Using the example bibliography included with the package
example_bib <- system.file("extdata", "example_references.bib", package = "boilerplate")
db <- boilerplate_add_bibliography(
  db,
  url = paste0("file://", example_bib),
  local_path = "references.bib"
)

# Save configuration
boilerplate_save(db, data_path = temp_complete, confirm = FALSE, quiet = TRUE)

# 2. Daily workflow
# Update bibliography if needed
boilerplate_update_bibliography(db)

# Copy to project
boilerplate_copy_bibliography(db, ".")

# 3. Before submission
# Validate all references
validation <- boilerplate_validate_references(db)

if (validation$valid) {
  message("Ready for submission!")
} else {
  warning("Missing references: ", paste(validation$missing, collapse = ", "))
}

# 4. Generate final document
final_text <- boilerplate_generate_text(
  category = "methods",
  sections = c("sample.default", "statistical.default"),
  db = db,
  copy_bibliography = TRUE
)

Summary

The boilerplate package’s bibliography management features provide:

Centralised management - One bibliography, many projects
Automatic distribution - Bibliography copied when needed
Validation - Ensure all citations are defined
Caching - Fast local access with periodic updates
Integration - Works seamlessly with Quarto/R Markdown

By following this workflow, you can maintain consistent, accurate references across all your manuscripts while reducing duplicate effort and potential errors.

Bibliography Management with boilerplate

Introduction