Manage Refs Skill for Claude

Manage-Refs Skill

> Canonical source (issue #16). This SKILL.md is the single canonical

> reference for the reference-*workflow* (validate keys → render CSL → convert

> markers → QC cross-references → inject Zotero CWYW). Audit-only bib

> verification is owned by skills/verify-refs/SKILL.md. Any user-scope rule or

> external note about reference handling should point here (workflow) or to

> verify-refs (audit) rather than restating the "how", to prevent drift.

You are routing reference-handling work for a medical manuscript. The user is

somewhere in the lifecycle — drafting, building a circulation DOCX, swapping

CSL after a journal rejection, fixing a cross-reference defect surfaced by

QC, or wiring up live Zotero field codes for a co-author Word workflow. Pick

the right tool from the decision table; do not invent a parallel pipeline.

Why This Skill Exists

Reference handling spans every late-stage skill: /write-paper builds the

first DOCX, /revise rebuilds it after each reviewer round, /peer-review

emits a critique that quotes references back, /sync-submission packages the

final tarball, /find-journal informs CSL swaps on rejection cascade, and

/verify-refs audits the bibliography. Until 2026-05-01 these scripts lived

under skills/write-paper/scripts/, which made /revise and /sync-submission

silently depend on a sibling skill — a layering inversion that broke when

/write-paper was loaded into a non-research project. Moving the

lifecycle tools here turns reference handling into a first-class concern

with one decision tree, one set of CSL files, and one provenance file

(NOTICE.md) for the vendored Zotero CWYW writer.

Validated 2026-05-01 against a 21-reference meta-analysis manuscript

(a meta-analysis project's submission) for both pandoc-citeproc and Zotero-CWYW paths.

Anti-Hallucination Guarantees

• Citekey discipline (Phase 0): every in-text citation must be

[@bibkey] resolvable in refs.bib. scripts/check_citation_keys.py is

a hard gate — UNDEFINED keys exit non-zero and block the build.

[@NEW:topic] placeholder convention: while drafting, /write-paper

may emit [@NEW:topic_slug] markers for citations the author still needs

to source. check_citation_keys.py classifies these as NEW_PLACEHOLDER

(not UNDEFINED) and exits 0 — the build is allowed to proceed during

drafting. Phase 7.6 (DOCX render) is a hard gate: zero NEW_PLACEHOLDER

entries must remain. Resolve each by adding the citation to Zotero (then

/lit-sync refreshes refs.bib) and replacing the placeholder with the

real [@bibkey]. Never let a [@NEW:...] reach a rendered DOCX.

• No hand-typed References list — references are always rendered by

pandoc citeproc + journal CSL or by the Zotero Word plugin (CWYW). See

~/.claude/rules/manuscript-references.md.

• Zotero metadata is never invented — inject_zotero_cwyw.py fetches

item data live from http://localhost:23119. Any HTTP failure aborts

with a non-zero exit so partial bibliographies never reach the user.

• Marker conversion is mapping-driven — md_marker_convert.py will

never guess a Zotero key for a number; unmapped markers stay as [N]

and are reported on stderr.

• Cross-reference QC is a submission gate — scripts/check_xref.py

--strict exits 1 on any MISSING_DOCX / MISSING_BODY / MISMATCH,

blocking pipelines that try to ship a DOCX whose Table/Figure citations

don't match captions. --allow-separate-attachments downgrades the two

rows a separate-attachment submission legitimately produces; it never

downgrades a MISSING_BODY whose float IS in the rendered DOCX.

• Audit boundary: this skill writes; bibliographic correctness against

PubMed/CrossRef stays in /verify-refs. Always invoke /verify-refs

after a render before signing off — one read-only audit, one writer.

Decision Tree

| Situation | Tool | Why |

|---|---|---|

| Validate [@bibkey] ↔ refs.bib (UNDEFINED / UNUSED keys) | scripts/check_citation_keys.py | Hard build gate, runs in seconds |

| Single-author submission lockdown, frozen output | scripts/render_pandoc.sh -j <journal> | Reproducible, CI-friendly |

| Cascade rejection (e.g., ER → JVIR → CVIR) | render_pandoc.sh with new -j | CSL swap reformats references in seconds |

| Verify a journal CSL renders the in-text format / DOI / journal-name style the author guide actually requires | scripts/check_csl_render.py --csl <x>.csl --bib refs.bib --journal <key> | A stub/"dependent" CSL inherits its parent's format, which may differ from the guide (parenthetical vs superscript, DOI kept, full journal names). Run BEFORE submission, not after the proof PDF |

| Reference list prints FULL journal names but the journal wants NLM abbreviations | scripts/fill_journal_abbrev.py | Resolves each entry DOI → PMID → PubMed NLM shortjournal into the .bib so CSL form="short" renders abbreviations; authoritative source, never invents abbreviations |

| Reviewer revision: add 1–2 refs to a Word doc with co-authors live | Zotero Word plugin (user GUI) | Minimal disruption to track-changes flow |

| Reviewer revision: bulk reference change | Edit markdown SSOT, re-run render_pandoc.sh | Consistency, no cherry-pick risk |

| Migrate [N] numeric markers → [@key] for pandoc | scripts/md_marker_convert.py --to-keys | Mapping-driven, partial conversion safe |

| Convert [@key] → [N] for round-trip / debug | scripts/md_marker_convert.py --to-numbers | Same map, opposite direction |

| Wire native Zotero CWYW field codes into a .docx (live Refresh in Word) | scripts/inject_zotero_cwyw.py | Co-author Word workflow, post-circulation editability |

| Manuscript ↔ rendered DOCX cross-reference QC | scripts/check_xref.py --strict | Submission gate (P0 blocker on mismatch) |

| Figures/tables submitted as separate attachments (radiology, most medical journals) | check_xref.py --strict --allow-separate-attachments | Downgrades MISSING_DOCX to WARN; MISSING_BODY/MISMATCH remain P0 |

| v_(N+1) docx build-time regeneration check | check_xref.py --vN-docx-md5 <prev>.docx [--vN-md <prev>.md] | Defense-in-depth: identity = unmodified seed copy; missing diff lines = body not regenerated |

| Duplicate bibliography in the built artifact | scripts/check_reference_duplication.py --docx <built>.docx (or --text <rendered>.md) | Fires when the reference list is duplicated — DUP_REF_HEADING / REF_NUMBER_RESTART / REF_SIGNATURE_DUP (Major). Catches the hybrid hand-typed ## References list + pandoc --citeproc auto-bibliography, which renders two lists (the second often after the legends). Run after any citeproc build |

| Publisher markup in a .bib title (renders as garbage) | scripts/check_bib_title_markup.py --bib refs.bib --strict | CrossRef ships <scp>WHO</scp> / <i>IDH</i> in titles and a DOI-add stores them verbatim; BBT then escapes them ({$<$}scp{$>$}) or strips them without restoring the space (andTERTPromoter, 1p/19q,IDH). verify_refs proves the reference is *true*; this proves it will *print*. TITLE_MARKUP / TITLE_FUSION (Major) |

| Master pre-submission gate (recommended before any submission) | scripts/pre_submission_gate.sh | Chains check_citation_keys → check_bib_title_markup → verify_refs --strict → render_pandoc (optional) → check_xref --strict; single artifact qc/pre_submission_gate.json |

| Direct render with a built-in reference audit | scripts/render_pandoc.sh (audits the .bib via /verify-refs first; blocks on FABRICATED/MISMATCH/duplicates) | Defense-in-depth so even a direct render call cannot ship hallucinated citations; best-effort (skips with a warning if /verify-refs is not alongside), opt out with -S. The master gate passes -S since it audits in stage 2 |

| Bibliographic audit against PubMed / CrossRef | delegate to /verify-refs | Audit-only — keep writer/auditor separation |

Workflows

A. Pandoc citeproc (default for solo authors and final submissions)

User provides manuscript.md with [@bibkey] citations + refs.bib.

• Gate: python "${CLAUDE_SKILL_DIR}/scripts/check_citation_keys.py" manuscript.md refs.bib

— exits non-zero on UNDEFINED keys. Fix and re-run.

• Render:

   "${CLAUDE_SKILL_DIR}/scripts/render_pandoc.sh" \
     -j european-radiology \
     -i manuscript.md \
     -b refs.bib \
     -o manuscript_final.docx

For the current inventory and what each style renders, read

citation_styles/README.md — that table is the registry. render_pandoc.sh also lists

what is on disk when -j names a style it cannot find, so ask the script rather than

trusting a list written here. Two standing fallbacks: use radiology for RYAI and

vancouver for JVIR (neither has a dedicated CSL).

• QC:

   python3 "${CLAUDE_SKILL_DIR}/scripts/check_xref.py" \
     --md manuscript.md --docx manuscript_final.docx \
     --out qc/xref_audit.json --strict

Treat submission_safe: false as a halt. Route fixes by symptom — see

the table in references/check_xref_symptoms.md.

• Audit hand-off: invoke /verify-refs for the PubMed/CrossRef audit

before sign-off.

B. Zotero CWYW (co-author Word workflow)

User has a markdown SSOT and wants reviewers to edit citations directly in

Word. Each reference must already exist as a Zotero item; the user supplies

a [N] → ZoteroKey mapping.

• Convert markers:

   python3 "${CLAUDE_SKILL_DIR}/scripts/md_marker_convert.py" \
     --input manuscript.md --output manuscript_keys.md \
     --map ref_map.json --to-keys

Optionally stage with --active-ns 1,2,3,4,19 for a sample build first

(validated on an active meta-analysis project: 5-ref sample reduces Word Refresh blast radius

when debugging).

• Render to .docx with pandoc (workflow A) so the body has plain text

[@key] markers, OR pre-build a .docx some other way that still contains

plain [@key] text.

• Inject CWYW:

   python3 "${CLAUDE_SKILL_DIR}/scripts/inject_zotero_cwyw.py" \
     --input manuscript_keys.docx --output manuscript_cwyw.docx \
     --user-id 16613550 --keys-from keys.txt

The script fetches Zotero metadata via the local connector (port 23119);

any HTTP failure aborts with non-zero exit.

• First-build instruction (REQUIRED — see Known Limitation #1): open

the output in Word → Zotero tab → Add/Edit Bibliography once. After

that, Refresh keeps citations and bibliography in sync as authors

edit.

• Surgical patches are unsafe: for ref additions in later rounds, edit

the markdown SSOT and rebuild the whole .docx instead of regex-patching

the post-CWYW file. Zotero's rendered [N] superscripts can collide

with plain [N] markers and corrupt the field codes.

C. Cascade rejection re-render (find-journal hand-off)

User got rejected from journal A and /find-journal recommended journal B.

• Confirm the new CSL exists in citation_styles/ (or fetch from

https://citationstyles.org/styles and drop in).

• Re-run render_pandoc.sh -j <new-csl> against the same manuscript.md +

refs.bib.

• Re-run check_xref.py --strict.
• Re-run /verify-refs if any new references were added during the

inter-journal revision.

D. Cross-reference QC only

User shipped a manuscript and a reviewer flagged a Table/Figure mismatch.

• Run check_xref.py --strict on the current manuscript.md + .docx.
• Inspect qc/xref_audit.json. Body caption is the SSOT — fix manuscript.md

and rebuild, never patch the .docx by hand.

• See references/check_xref_symptoms.md for the

MISSING_BODY / MISSING_DOCX / MISMATCH triage table.

• For journals that accept figures and tables as separate attachment files

(the default in European Radiology, Radiology, AJR, JVIR, KJR, and most

medical journals), pass --allow-separate-attachments. It downgrades two

rows, and the run reports them apart because their evidence differs:

• MISSING_DOCX — a --docx was supplied and proved the float is not in

the rendered main document. That is what a separate attachment looks like.

• MISSING_BODY with no --docx supplied — nothing was checked. The float

is either separately attached, as you declared, or a caption nobody wrote.

Excused on your word, printed as EXCUSED WITHOUT EVIDENCE, and counted in

summary.downgraded_unchecked.

MISMATCH stays P0. So does MISSING_BODY when the float is in the

rendered DOCX — that is SSOT drift, and no attachment policy makes the build

pipeline an acceptable single source of truth for a caption.

Run once with --docx before submitting. The flag is a declaration, not a

verification; supplying the DOCX is what converts an excuse into evidence.

D'. v_(N+1) docx regeneration check (build-time companion)

When building v_(N+1) from a frozen v_N, the v_(N+1) docx MUST differ

from v_N docx by content — a byte-identical copy is a silent seed-copy

that will revert markdown edits at peer review. check_xref.py carries

two flags for the build-time companion to the submission-time gate

in scripts/verify_package_integrity.py --assert-vN-docx-changed:

python3 "${CLAUDE_SKILL_DIR}/scripts/check_xref.py" \
    --md manuscript_v2.md \
    --docx manuscript_v2.docx \
    --vN-docx-md5 manuscript_v1.docx \
    --vN-md manuscript_v1.md \
    --strict

• --vN-docx-md5 alone: MD5 identity check. Identical bytes = FAIL.
• --vN-docx-md5 + --vN-md: additionally extracts the markdown-only diff

between v_N and v_(N+1) and verifies each ≥40-char diff line appears

verbatim (whitespace-normalized, case-insensitive) in the new docx

body XML. Missing diff lines = body did not pick up the markdown edits.

Output records the result under vN_docx_check in qc/xref_audit.json.

Either failure mode causes a non-zero exit even without --strict.

E. Master pre-submission gate (recommended end-to-end chain)

The single entry point that combines workflows A and D plus /verify-refs

into one aborting chain. Use this immediately before submission or before

circulating a v_N package to senior co-authors.

bash "${CLAUDE_SKILL_DIR}/scripts/pre_submission_gate.sh" \
    --md manuscript/manuscript.md \
    --bib manuscript/_src/refs.bib \
    --docx submission/<journal>/manuscript.docx \
    --allow-separate-attachments    # omit if the journal accepts inline figures/tables

Stage order (first failure aborts):

• check_citation_keys.py manuscript.md refs.bib — UNDEFINED / UNUSED keys
• verify_refs.py refs.bib --strict — PubMed / CrossRef per-entry verification
• render_pandoc.sh -j <csl> -i ... -b ... -o ... — invoked only when --docx is omitted
• check_xref.py --md ... --docx ... --strict [--allow-separate-attachments]

On success the chain writes qc/pre_submission_gate.json (plus the

per-stage artifacts qc/reference_audit.json and qc/xref_audit.json)

with submission_safe: true. On any failure the JSON records the failing

stage and exit code, and the script exits non-zero — do not submit until

the failing stage passes.

Critical: the gate does not reimplement any check. It calls the existing

scripts as subprocesses. If you find yourself wanting to add a check, add it

to the underlying script (the gate then picks it up automatically).

F. BibTeX author-format corruption (rendered-name check)

Entries written as author = {Surname AB and Surname2 CD} (family + initials, no comma) make BibTeX treat the last token as the family name, rendering "AB S, CD S2". Always store author = {Family, Full Given}. Concatenated initials even with a comma (Family, AB) still collapse to a single initial under CSL initialize-with, so use the full forename from PubMed efetch.

/verify-refs compares bib content against PubMed but does not see the rendered output; grep the rendered docx and the bib separately:

unzip -p out.docx word/document.xml | sed 's/<[^>]*>//g' | grep -oE "[A-Z]{2} [A-Z], [A-Z]{2} [A-Z]"   # corruption signature in output
grep -nE 'author\s*=\s*\{[A-Z][a-z]+ [A-Z]{1,3}( |\})' refs.bib                                          # no-comma source entries

Quality Gates

This skill defines three submission gates and one user approval gate:

• Gate 1 (citekey integrity): check_citation_keys.py exits non-zero on

UNDEFINED keys. The pipeline halts; the user reviews and fixes.

• Gate 2 (cross-reference integrity): check_xref.py --strict exits 1 on

any MISSING_DOCX / MISSING_BODY / MISMATCH row. The user reviews

qc/xref_audit.json and resolves before proceeding. Under

--allow-separate-attachments, check summary.downgraded_unchecked as well as

submission_safe: a non-zero count means rows passed without being checked.

• Gate 3 (audit hand-off): before sign-off, the user must run

/verify-refs and confirm submission_safe: true in

qc/reference_audit.json. This skill never marks the bibliography

audited on its own.

• User approval gate (CWYW first build): the user must perform Word →

Zotero → Add/Edit Bibliography manually after the first

inject_zotero_cwyw.py build. The skill cannot automate this and warns

on stderr that it is required.

Provenance

scripts/_vendor_citation_writer.py is vendored from

alisoroushmd/zotero-mcp @ ed5dfb71, MIT licensed. See

NOTICE.md and LICENSE.zotero-mcp.

Related

• ~/.claude/rules/manuscript-references.md — global rule (decision tree

this skill implements)

• ~/.claude/rules/agent-skill-routing.md — skill router (this skill is the

reference-handling row)

• ~/.claude/rules/zotero-workflow.md — BBT auto-export, MCP setup
• /verify-refs — read-only audit (PubMed / CrossRef + first-author

cross-check)

• /lit-sync — Zotero ↔ Obsidian sync, refs.bib provider
• /write-paper Phase 7.6 — calls this skill (one-line delegation)
• /revise, /sync-submission, /find-journal — call this skill on

rebuild / re-render / cascade

Known Limitations

• First-build empty BIBL field (CWYW): inject_zotero_cwyw.py writes a

stub ADDIN ZOTERO_BIBL field; Word's Zotero Refresh treats an empty

stub as user-customized and refuses to populate it. User must run

Add/Edit Bibliography once. Subsequent Refresh works as expected.

Validated on Word for Mac, an active meta-analysis project.

• Webpage / non-journal item types: handled by the patched

zotero_to_csl_json that fetches Zotero's native CSL-JSON; do not bypass

this patch.

• Surgical post-build regex patches are unsafe — see Workflow B step 5.
• Local Zotero required for CWYW — port 23119 must be reachable; no

web-API fallback yet (would need ZOTERO_API_KEY). On failure the script

aborts with non-zero exit so partial builds never ship.

Global-rule references

Some passages in this skill cite a path of the form ~/.claude/rules/<name>.md. Those are the

maintainer's personal global rules, kept outside this repository. They are **not shipped with

this skill** and will not exist on your machine; they appear only as provenance for where a

convention came from. If one of them looks like it is standing in for an instruction you actually

need, that is a bug — please open an issue, because the instruction belongs here.