The Business Master (3rd Edition)

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ABOUT THIS FILE This file contains the instruction manual for BIBLOGIC in printable form. It is formatted for printing on an ASCII compatible 80-column printer with 66 or more lines per page. The file contains form-feed characters between pages. (TM) B I B L O G I C Bibliographic Reference Database Program _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER Biblogic Computer Services P.O. Box 1424 Thousand Oaks CA 91358-0424 U.S.A. The BIBLOGIC Bibliographic Database Program was designed by ANNE CHAMPION and STEPHEN CHAMPION. The manual was written by STEPHEN CHAMPION and was revised by PETER CROME, JAN SMITH and STEPHEN CHAMPION. The program was written by STEPHEN CHAMPION using the Clipper compiler by Nantucket Corporation. BIBLOGIC Computer Services would like to thank the users of this program for their suggestions, support and encouragement during the development of the program and manual. Manual first printed December 1987. Revised April 1989, January 1992, June 1992. Copyright (c) 1987, 1988, 1989, 1990, 1991, 1992 Stephen Champion, Biblogic Computer Services. All rights reserved. No part of this document may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any other language, in whole or in part, in any form or by any means, whether it be electronic, mechanical, magnetic, optical, manual or otherwise, without the prior written permission of the publisher and copyright owner. Biblogic Computer Services believes that the information contained in this manual is correct. However, Biblogic Computer Services reserves the right to revise this manual and make periodic changes to the content, without any obligation to notify any person of such revisions or changes. Biblogic Computer Services does not assume responsibility for the use of this manual or software. The software supplied with this manual contains valuable trade secrets and proprietary information. Unauthorized use of this manual or the software can result in prosecution. IBM is a trademark of International Business Machines Corp. Clipper is a trademark of Nantucket Corporation. Medline & DIALOG are trademarks of the respective on-line service providers. CompuServe Mail is the trademark of CompuServe Incorporated. BIBLOGIC is a trademark of Biblogic Computer Services. Other trademarks are the trademarks of their respective trademark owners Biblogic Computer Services is a registered business name in the state of Queensland, Australia and at Thousand Oaks, California USA. Table of Contents 1. INTRODUCTION...............................................1 1.1. ABOUT THIS MANUAL.....................................1 1.2. THE DEMO PROGRAM......................................1 1.3. FEATURES OF BIBLOGIC..................................2 1.4. TECHNICAL REQUIREMENTS................................3 1.5. DISCLAIMER & AGREEMENT................................3 1.6. SUPPORT POLICY........................................5 1.7. INSTALLING THE BIBLOGIC PROGRAM.......................5 1.7.1. Installing from floppy disks...................6 1.7.2. Installing from downloaded files...............7 2. LEARNING TO USE THE BIBLOGIC PROGRAM.......................8 2.1. HOW TO USE THIS MANUAL................................8 2.2. UPGRADING TO THE LATEST VERSION.......................8 2.3. BASIC PRINCIPLES OF THE BIBLOGIC PROGRAM..............9 2.3.1. The screen.....................................9 2.3.2. The keyboard...................................9 2.3.3. Menus.........................................10 2.3.4. File names....................................11 2.3.5. Databases.....................................11 2.3.6. Records.......................................13 2.3.7. Data input....................................13 2.3.8. The "Print-Screen" function...................13 2.4. TUTORIAL - LEARNING BIBLOGIC BY EXAMPLE..............14 2.4.1. How to input a book reference.................15 2.4.2. How to input a review.........................16 2.4.3. How to input an article reference.............18 2.4.4. Cursor movements..............................19 2.4.4.1. Cursor movement between fields.......19 2.4.4.2. Cursor movement between records......19 2.4.5. Editing a reference...........................20 2.4.6. Examining a reference.........................21 2.4.7. Generating a reference list...................21 2.4.8. Modifying the format of references............22 3. DESIGNING THE CATEGORY STRUCTURE..........................25 3.1. WHY USE A CATEGORY STRUCTURE ?.......................25 3.2. BIBLOGIC CATEGORY STRUCTURES.........................26 3.3. TYPES OF CATEGORY STRUCTURES.........................26 3.3.1. Hierarchical tree structures..................26 3.3.2. Matrices......................................27 3.4. HOW TO DESIGN A CUSTOMIZED CATEGORY STRUCTURE........31 3.5. CATEGORY STRUCTURES FOR PARTICULAR CIRCUMSTANCES.....38 3.5.1. Multiple users................................38 3.5.2. Chapters......................................38 3.5.3. Critical dates................................39 3.5.4. Marking references............................39 3.5.5. Zero as a topic code..........................39 3.5.6. Other uses....................................39 3.5.7. Partial categorization........................40 4. CREATING YOUR OWN REFERENCE DATABASE......................41 4.1. PREPARING TO INPUT REAL REFERENCES ..................41 4.1.1. Making a list of journals.....................41 4.1.2. Printing the current journal list.............43 4.2. INPUTTING REFERENCES.................................44 4.3. INPUTTING REVIEWS....................................44 4.4. LISTS................................................45 4.5. MODIFYING THE PRINT FORMAT...........................46 4.6. DEVELOPING A BACKUP STRATEGY.........................48 4.7. ADVANCED FEATURES OF THE BIBLOGIC PROGRAM............49 4.7.1. Specific features.............................49 5. BIBLOGIC REFERENCE........................................50 5.1. STARTING BIBLOGIC....................................50 5.2. THE BOOKS MENU.......................................52 5.2.1. Add - Add new book references.................52 5.2.2. Special features..............................55 5.2.2.1. Moving the cursor between names......55 5.2.2.2. Copying a previous reference.........55 5.2.2.3. Checking for duplicates..............56 5.2.3. Inputting a review............................57 5.2.4. Edit - Change a book reference................58 5.2.4.1. Editing by reference number..........58 5.2.4.2. Editing with searches................58 5.2.4.3. Special author searches..............59 5.2.5. Examine - Look at existing book references....60 5.3. THE ARTICLES MENU....................................61 5.3.1. Add - Add new journal article references......61 5.3.1.1. Special features.....................63 5.3.2. Edit - Change existing references.............63 5.3.3. Examine - Look at existing references.........63 5.4. THE REVIEWS MENU.....................................64 5.4.1. Add - Add new reviews.........................64 5.4.1.1. Special Features.....................64 5.4.2. Edit - Change existing reviews................64 5.5. THE LISTS MENU.......................................66 5.5.1. References - List full references.............66 5.5.2. Comments with number..........................68 5.5.3. Comments with authors.........................68 5.5.4. Comments with reference.......................68 5.5.5. Journals - List journal titles................69 5.5.6. Manual list...................................70 5.6. THE SET-UP MENU......................................71 5.6.1. Configuration.................................71 5.6.2. New journal list..............................73 5.6.3. Edit journal list.............................73 5.6.4. New database..................................74 5.6.5. New print format..............................74 5.6.6. Edit print format.............................80 5.6.7. Set numbers...................................80 5.6.8. Medline/DIALOG conversions....................80 5.6.8.1. Medline..............................81 5.6.8.2. DIALOG...............................82 5.7. THE UTILITIES MENU...................................83 5.7.1. Import........................................83 5.7.2. Export........................................83 5.7.3. Pack database.................................84 5.7.4. Topic code changes............................84 5.7.4.1. Add column...........................84 5.7.4.2. Delete column........................84 5.7.4.3. Individual substitutions.............85 5.7.5. Register......................................86 5.8. EXIT.................................................86 Appendices A. Installing BIBLOGIC on disk drives other than C:..........87 B. Running BIBLOGIC from other directories...................88 C. Field sizes...............................................90 D. Comments field editing....................................93 E. Backing up, considerations for advanced users.............95 F. The SOUNDEX algorithm.....................................97 G. On-screen topic help......................................99 H. Special effects codes for new word processors............100 Index........................................................102 Introduction 1. INTRODUCTION The BIBLOGIC bibliographic database program is a research/writing tool which allows the user to store, retrieve and print bibliographic information and associated remarks. The program can generate selected reference lists in many styles to satisfy the requirements of different publishing bodies. It also allows users to organize their own notes on references. The comments on a particular concept may then be selectively combined into a single document for further word processing. BIBLOGIC is compatible with most word processors. The program was initially written to meet the needs of PhD candidates who found that existing programs fell short of their requirements. Since the first version of this program was released, it has been refined to incorporate many suggestions from its users. The program is currently being used in universities, hospitals and government departments, by researchers in a wide range of disciplines. In order to benefit as many users as possible, BIBLOGIC is distributed as "Shareware". Shareware distribution gives you a chance to try BIBLOGIC before buying it. If you try BIBLOGIC and continue using it, you must register your copy. When you register your copy, you will receive the right to support via fax, mail or CompuServe Mail. You will also be able to receive low-cost updates. See page 3 for details of how to register your copy. BIBLOGIC is NOT public domain software. It is copyrighted software and, in evaluating or using it, you must adhere to the terms set out in the agreement (see page 3). 1.1. ABOUT THIS MANUAL Since this manual is supplied on disk, its size and the use of diagrams is limited. This manual does, however, describe all of the features of BIBLOGIC in full. 1.2. THE DEMO PROGRAM It is strongly recommended that, if you have not already done so, you run the demonstration program included in the package. This provides a quick overview of how BIBLOGIC works and the manual will be much clearer to you if you have run the demo program. A batch file DEMO.BAT is included so that (once you have installed BIBLOGIC) you can just type "DEMO" at the DOS prompt in the BIBLOGIC directory to do this. BIBLOGIC Page 1 Introduction 1.3. FEATURES OF BIBLOGIC BIBLOGIC incorporates a number of unique features: * articles are categorized by a hierarchical numbering system which is defined by the user. Retrieval is therefore much easier than using keywords. The categories are chosen by the user, so they closely match the natural divisions in the papers being prepared. * The user's comments on the articles (reviews) are kept in a different area from the references themselves, along with the category numbers. The user, or users, may therefore enter multiple reviews for a single reference and so call up reviews on different aspects of an article independently. Comments on particular topics can be extracted from the database and put into a document file for editing with a word processor. * Output from the program is in the form of text files which can be directly read into most word processors. The program can be configured to output the correct formatting characters so that "special effects" such as bold, underline, italics and so on are automatically included in the output file (of course, your word processor and printer have to be able to handle these effects !). * References can be printed in many different formats to satisfy the requirements of different journals. Hence, producing a list in the format: SMITH AB, JONES DF and PARKER CV (1984)....... is just as easy as: A. B. Smith, D. F. Jones & C. V. Parker, (1984)...... This enables the same bibliographic information to be readily included in articles submitted to different journals. * Journal titles are handled so that all references to the same journal are exactly the same. The particular abbreviation used for a journal name can easily be changed for submission to different journals. * Provisions for inserting "Cited by" references are provided. * The user may develop several databases on one computer, using a single copy of the program. A database can contain several thousand references. BIBLOGIC Page 2 Introduction * The import and export features of BIBLOGIC allow the contents of one BIBLOGIC database to be added to another. A selected list of references can be exported to form a separate database. * Information from certain on-line database services can be read into a BIBLOGIC database. * A number of different search methods allow the user to locate a particular reference, even when it has been incompletely categorized. For example, the user may search for references with a particular word in the title and examine them on-screen. * References from the BIBLOGIC database can be listed alphabetically, by year, or in an arbitrary order selected by the user. 1.4. TECHNICAL REQUIREMENTS The program runs on an IBM XT, or true compatible, running DOS 2.1 or later. The machine must have a hard disk drive and a minimum of 640k of memory. It is recommended that you install the program on a disk with more than about 2 megabytes of free space. Although the program itself does not take up this much room, a typical database of several thousand references does take up quite a bit of space. 1.5. DISCLAIMER & AGREEMENT Users of BIBLOGIC must accept the following disclaimer of warranty: "BIBLOGIC IS SUPPLIED AS IS. THE AUTHOR DISCLAIMS ALL WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE WARRANTIES OF MERCHANTABILITY AND OF FITNESS FOR ANY PURPOSE. THE AUTHOR ASSUMES NO LIABILITY FOR DAMAGES, DIRECT OR CONSEQUENTIAL, WHICH MAY RESULT FROM THE USE OF BIBLOGIC." BIBLOGIC is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using BIBLOGIC and continue to use BIBLOGIC after a reasonable trial period, you must make a registration payment of $47 to Biblogic Computer Services at: BIBLOGIC Page 3 Introduction Biblogic Computer Services P.O. Box 1424 Thousand Oaks CA 91358-0424 U.S.A. Please make check or money order payable to "Biblogic Computer Services". RESIDENTS OF CALIFORNIA MUST ADD SALES TAX. Checks should be in US dollars and drawn on a US bank. Special note: We can now accept checks (or cheques!) in Pounds Sterling drawn on a UK bank or Australian Dollars drawn on an Australian bank. Please use prevailing exchange rates to calculate the correct equivalent of US$47. The $47 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. Specifically, this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial or institutional users of BIBLOGIC must register and pay for their copies of BIBLOGIC within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting Biblogic Computer Services. Anyone distributing BIBLOGIC for any kind of remuneration must be authorized by Biblogic Computer Services. Please see VENDOR.DOC for full details. This authorization will automatically be granted to distributors recognized by the Association of Shareware Professionals (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering BIBLOGIC immediately (However Biblogic Computer Services must still be advised so that the distributor can be kept up-to-date with the latest version of BIBLOGIC.). You are encouraged to pass a copy of BIBLOGIC along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users receive the right to support via fax, mail or CompuServe Mail. They are also eligible to receive low-cost updates. BIBLOGIC Page 4 Introduction 1.6. SUPPORT POLICY Biblogic Computer Services undertakes to support registered users of BIBLOGIC by answering queries relating to the program by fax, mail or CompuServe Mail. Biblogic Computer Services' policy on support is as follows. It is subject to change without notice. 1) Support is limited to registered users only. In the case of site licenses, a single contact person will be designated. Requests for support must include the serial number given at the time of registration. 2) Requests for support must be by mail, fax or CompuServe Mail. 3) All support requests from registered users will be acknowledged. 4) So far, it has not been necessary to limit the number of support requests that a registered user may make. Biblogic Computer Services reserves the right to limit the total number of support requests or limit the period for which support is available. In any case, limits will be in excess of those recommended by the Association of Shareware Professionals. 5) Biblogic Computer Services does not undertake to provide support for programs other than Biblogic. 1.7. INSTALLING THE BIBLOGIC PROGRAM The method used to install BIBLOGIC depends on whether you obtained the program on disks or by downloading from CompuServe (or a BBS). The disk version of the program includes an install program which unpacks the package from compressed files, copies the files to your hard disk, and modifies your CONFIG.SYS if required. You may elect to alter your CONFIG.SYS manually if you prefer. The download version of BIBLOGIC consists of two compressed files, which you must decompress manually. You must also edit your CONFIG.SYS file yourself. The following instructions are for the most common type of installation. If you have special requirements, please see page 87 and 88. BIBLOGIC Page 5 Introduction 1.7.1. Installing from floppy disks The installation program creates a subdirectory called C:\BIBLOGIC and installs the program and example databases in this subdirectory. The program itself and the databases you create will all reside in this sub-directory. It is possible to install the program in a directory other than "\BIBLOGIC" (see page 88) if you have special reasons to do so. The installation program will warn you if the directory that you have chosen already contains a copy of BIBLOGIC.EXE. If you are updating an old BIBLOGIC installation, please be sure to follow the instructions in the README.DOC file in the new package. The update instructions will ensure that you copy across the new version of BIBLOGIC without overwriting any of your existing files, which you may want to keep. To begin installing the BIBLOGIC program, ensure your computer is displaying the DOS prompt (for example "C:\>"). Place the first BIBLOGIC distribution disk in drive A: and type: "A:INSTALL<Enter>" Installation will then begin. Follow the instructions on the screen. If you are using floppy drive B:, substitute B: for A: in the above line. When this process is complete, take out the distribution disks and store it them in a safe place. You may want to put the BIBLOGIC directory on the "path" so that you can run it from any subdirectory. See page 88 for details of how to do this. IMPORTANT NOTE: If you intend to give a copy of BIBLOGIC to somebody for evaluation, be sure to give them an exact copy of the distribution disks and not a copy from your hard disk. This is for two reasons. Firstly, it is a condition of your license agreement that only complete and unaltered copies of the BIBLOGIC package are distributed. Secondly, novice users may have difficulty with a copy of the program which is not set-up EXACTLY as on distribution disks, since this manual makes certain assumptions about the way BIBLOGIC is set up in the tutorial section. BIBLOGIC Page 6 Introduction 1.7.2. Installing from downloaded files If you downloaded the BIBLOGIC package from CompuServe or a BBS, it is installed as follows: 1) Create a directory called "\BIBLOGIC" in the root directory on your hard disk. 2) Decompress both of the compressed files (BIBLOGI1 and BIBLOGI2) into the new directory (some BBSs carry BIBLOGIC as a single compressed file called BIBLOGIC). 3) Edit your CONFIG.SYS file to ensure that you have FILES=20 (minimum) and BUFFERS=15 (minimum). 4) Reboot your computer if you altered CONFIG.SYS. Larger values for both files and buffers are permissible, but will not necessarily make BIBLOGIC run any faster. Excessively large values will reduce the amount of memory available to BIBLOGIC to the extent that it will be unable to run. BIBLOGIC will not function properly with smaller values. If the CONFIG.SYS file on your disk already has larger values than those shown above, leave them as they are because they may be necessary for other software packages you already have installed. Ultimately you may want to put the BIBLOGIC directory on the "path" so that you can run it from any subdirectory. See page 88 for details of how to do this. BIBLOGIC Page 7 Learning 2. LEARNING TO USE THE BIBLOGIC PROGRAM 2.1. HOW TO USE THIS MANUAL This manual is separated into several sections. The learning section provides a quick introduction to the BIBLOGIC program and how to use its many features. It includes basic information and practice examples. The section on category structures outlines how to design a category structure to suit your references. The section entitled "Creating your own reference database" explains how to input your own references. It is recommended that you follow through these sections to learn how to use the BIBLOGIC system quickly. The reference section contains comprehensive explanations of the various commands and features of the BIBLOGIC program. It is organized menu by menu so you can easily find information. The appendices which follow the reference section provide technical information about the BIBLOGIC program. Finally, a separate supplement (SUPPL.DOC) contains the latest information regarding using particular word processors. 2.2. UPGRADING TO THE LATEST VERSION Since BIBLOGIC was first released, there have been many additions and improvements to the program. This has occurred in response to requests from BIBLOGIC users. As each new version is released the changes are documented in a text file called "README.DOC" which is supplied on the BIBLOGIC distribution disks. This file also contains instructions on updating from one version to another. To view the latest updates to the program put the distribution disk in drive A: and type: TYPE A:README.DOC then press the <Enter> key. This file may also be printed using the DOS "Print" command (see your DOS manual for details). BIBLOGIC Page 8 Learning 2.3. BASIC PRINCIPLES OF THE BIBLOGIC PROGRAM Before you start using the program you should familiarize yourself with some basic principles. If you already use your computer for other applications (such as word processing) much of this will be familiar, but please read through this section as there are some items which are specific to this program which you should know. 2.3.1. The screen In the BIBLOGIC program, text put on the screen by the program is differentiated from text YOU have typed in by the way the text is displayed. Text output by the program is output as colored text on a black background (normal text) and text YOU type in is usually shown as black text on a colored background (reverse, or inverse video). The cursor is a flashing "underline" symbol (_) which appears on the screen to indicate the position at which the next character you type will be put. 2.3.2. The keyboard In this manual, text that YOU type in on the keyboard to complete a specific task, is shown inside quotation marks. For example: "BIBLOGIC <Enter>" Special keys are shown inside angle brackets <>, shown as you should find them marked on your keyboard. Everything else is shown exactly as you should type it. Do not type the quotation marks. Keyboards differ slightly, and you may find that certain keys are marked differently on your keyboard. Some possible variations are: In this document: Some Keyboards: <Enter> <Enter> <Return> or < <---' > <Back Space> <Bsp> or < <-- > <Ins> <Insert> <Del> <Delete> <Ctrl> <Control> <Pg Up> <Page Up> <Pg Dn> <Page Down> The "arrow keys" which are used to move the cursor around the screen are, on most keyboards, dual purpose keys which can also be used for numeric input. These are an alternative to the numbers above the QWERTYUIOP keys. To use these keys to move the cursor around, the <Num Lock> must be off. This is turned on or BIBLOGIC Page 9 Learning off by pressing the <Num Lock> key once. The <Num lock> light shows the current state. On most computers the <Num Lock> is off when the computer is first switched on. Some extended keyboards have separate keys for numbers and arrows. The <Ctrl> key ("Control" key) is used in a similar way to the <Shift> key. For example, to obtain the sequence shown in this text as <Ctrl Q>, press the <Ctrl> key, and while holding it down, press the <Q> key. The keys can be released in any order. The <Esc> key also has a special function. In most parts of the program it can be used to "escape" from what you are doing and return to the menu (see below). If the program is in the middle of something very complicated it may be a little while before it acknowledges your request to "escape". If there is a delay, be patient, as one press of <Esc> will be enough to stop the process. You may have to wait for the program to get to a stage where it can safely escape from what it is doing in a tidy manner. The function keys <F1> to <F10> have special functions in certain parts of the program. These functions are described in the appropriate part of the reference section of this manual. If you hold any key down for more than a very short time, the "auto-repeat" function of your computer will be activated. This function makes the keyboard react as if you have pressed the key many times in quick succession. Although this function is quite useful when you are word processing (for example), it may be confusing in a program like BIBLOGIC. Be careful not to rest your fingers on the keys after pressing them. 2.3.3. Menus The BIBLOGIC program is a menu driven system. This means that it allows the user to control the program by selecting from lists of options that are displayed on screen, rather than by typing commands. After the program is loaded, the program's MAIN menu page will be displayed. The menu names are shown across the top line of the screen. The current menu (initially the BOOKS menu) is highlighted and below the name of the menu, the sub-menu choices appear. To access these menus, you may use one of two methods to move the highlight from one menu name to another. You may use the left- and right-arrow keys to move through the menus or you may select a particular menu by pressing the letter corresponding to the first letter of the menu name. The EXIT menu may also be reached by pressing <Esc>. BIBLOGIC Page 10 Learning Once a menu has been chosen, the particular option required is selected by moving the highlight within the menu to the required option with the up- and down-arrow keys. The item is then selected by pressing the <Enter> key. Alternatively, the required option may be selected by pressing the number alongside the option. With this method you do not need to press <Enter> to select the option. Since the menus are selected by letters and the menu items by numbers, you can move freely around the options with very few keystrokes. As you move the highlight around the menu options, a one- line description of what each option does appears in the middle of the screen. At the bottom of the screen a box containing information about the current status of the program is displayed. This box tells you which database, which print format and which journal list is currently selected. On a registered copy, the registered owner's name is also displayed. Note that, when you are required to input a response to a question a "default" response will often be shown on the screen where your response is to be typed. If this is the response you wish to make, just press <Enter> to accept this answer. 2.3.4. File names In a number of instances you will be asked to provide a name for a file. For example, this will occur when copying or creating a database. A file name consists of up to eight characters, a period (full stop) and a further three characters. For example: DATABASE.BKS The last four characters are called the filename extension. BIBLOGIC ALWAYS supplies the extension, so you must only type the main part of the file name. It must consist of up to eight letters and numbers, and no other characters can be a part of a file name in BIBLOGIC. Note that although DOS allows the use of certain punctuation symbols, BIBLOGIC does not. 2.3.5. Databases The BIBLOGIC program can be used to maintain any number of independent databases, providing there is enough space on the disk. You can tell it which database to use with options on the SET-UP menu. Let us initially consider a single database called "EXAMPLE". BIBLOGIC Page 11 Learning The database "EXAMPLE" would actually consist of several files, the main ones being: EXAMPLE.BKS Which will contain bibliographic details on books, or chapters in books. EXAMPLE.JAR Which will contain bibliographic information on journal articles. EXAMPLE.RVU Which will contain comments on the articles, chapters and books, and information categorizing them. The database is split up in this way for two reasons. Separating the bibliographic data of books and journals allows savings in disk space. Separating notes and category information (reviews) from the bibliographic information allows multiple reviews on an article when this is appropriate. Although book and journal information is stored in different files, the program uses both of these files when compiling reference lists. In addition to these files, the program also uses other files which initially have the following names: EXAMPLE.JLS Which will contain a numbered list of journal titles. EXAMPLE.PFF Which will contain details on how a reference should be printed, including special codes to produce effects such as bold, underline and so on (if this is possible with the word processor that you use). If you are the only person using the system, you will probably want to keep all of your information in a single database. To satisfy the formatting requirements of different journals to which you submit articles, you may need to use the SET-UP menu to select different print format (.PFF) files. This will allow you to easily vary the format of the printed reference list (see page 74). You may also need to keep more than one journal list (.JLS) file. Multiple lists would usually represent the same set of journal names, but would contain different abbreviations of the names to satisfy the conventions adopted in different journals. If there are several users utilizing the program with multiple databases, you will use the options on the SET-UP menu to allow you to switch between different databases. Hence there will be several sets of files like those listed above. BIBLOGIC Page 12 Learning As well as the files listed above which you will be aware of when using the program, the program also maintains a number of other files which are not directly "seen" by the user: EXAMPLE.IBK EXAMPLE.IJA Which are indexes to the database files which the EXAMPLE.IRV program uses to locate information quickly when EXAMPLE.IJL you request it. EXAMPLE.IJT EXAMPLE.DBT Containing text associated with EXAMPLE.RVU EXAMPLE.NUM Containing information allowing the program to properly assign numbers to your references. 2.3.6. Records The databases are divided into RECORDS. Each record pertains to a particular journal article or book, and consists of several FIELDS. For example, in a record pertaining to a particular book, there are separate fields for the chapter name, book title, publisher, place of publication and so on. 2.3.7. Data input When data is to be input into fields a "blank form" will be displayed on the screen. Data is input by filling in the empty boxes. Each box represents a field in the record and they are labeled so you can identify them. Specific details of this process are included in the examples later in this section. 2.3.8. The "Print-Screen" function If you have an ASCII printer connected to port LPT1 of your computer, DOS allows you to print the contents of the screen. This is achieved by pressing the <Shift> key, holding it down, and pressing the <PrtSc> key. All of the regular text that appears on the screen will be printed. Note that graphics symbols (lines and boxes) may not print properly on some printers. The print screen function is very useful in BIBLOGIC when using the "Examine existing reference" options. It can be used to make a print out of the reference displayed on the screen. This is useful as it provides the user with a hard copy of the reference details, and in particular the reference number. BIBLOGIC Page 13 Learning 2.4. TUTORIAL - LEARNING BIBLOGIC BY EXAMPLE The easiest way to learn to use the BIBLOGIC program is by example. This section contains examples which show you how to input book and journal references and reviews. This section also deals with extracting information from the database. If you have just installed BIBLOGIC, it is set up to use a database called "EXAMPLE". You can add fictitious references to this database to practice using the program, and later delete the database. Do not type fictitious references into BIBLOGIC when somebody else has installed the program for their own use. You may be adding to a real database. After you have installed the program as instructed, first make sure that you are "logged" onto the correct drive, by typing (for example): "C:<Enter>" then go to the BIBLOGIC directory by typing: "CD\BIBLOGIC<Enter>" Now run the program by typing: "BIBLOGIC<Enter>" When biblogic is run, there will be a short delay while the program is loaded from the disk. You will then see a screen giving copyright information. Read this screen and then press <Enter> to continue. A few seconds later the BIBLOGIC MAIN menu screen will be displayed. This menu screen gives you access to all of the BIBLOGIC menus. The menu options, listed below, are displayed across the top of the MAIN menu screen. If instead you see messages about missing files, the installation has not been completed successfully, or your disk package is not complete. Check that you have the correct values in your CONFIG.SYS file. The BIBLOGIC MAIN menu options are: Books Articles Reviews Lists Set-up Utilities Exit BIBLOGIC Page 14 Learning 2.4.1. How to input a book reference At the MAIN menu you should see that "Books" is the currently highlighted menu (if it is not, use the left- and right-arrow keys to move the highlight to the BOOKS menu). The options on the BOOKS menu are: 1. Add (new article references) 2. Edit (existing references) 3. Examine (existing references) To input a new book or a chapter of a book select option 1 (Add). If the Add option on this menu is not already highlighted use the up- or down-arrow keys to move the highlight to the Add option, and then type <Enter> to select it. Alternatively, the Add option can be selected by just pressing <1>. The screen will clear and a reference form (record) with a number of empty boxes (fields) will appear. These labeled fields represent the bibliographic details that need to be filled in for each reference. At this stage you should enter a fictitious reference into the example database that has been created for you to practice. You can use the example given, or make up your own. The example database will be erased after the completion of the tutorial section. To fill in the Author fields, type in the following names, using lower case letters. The program will automatically substitute capitals in names where appropriate. After entering the author's surname type <Enter> to move to the initial field. Continue and type <Enter> on completion of each field in order to move onto the next field. Press <Enter> without typing anything else to skip over unused initial fields. For example, type: "smith<Enter>a<Enter>b<Enter>c<Enter>" "jones<Enter>d<Enter>e<Enter>" Once you have finished entering the authors' names press <Enter> instead of typing a surname to move into the Editor fields. Type the editors' names: "peters<Enter>f<Enter><Enter><Enter>" "evans<Enter>g<Enter>h<Enter><Enter>" After entering the editors' names, move on to the year by pressing <Enter> in an empty editor surname field. BIBLOGIC Page 15 Learning You will notice that, in the name fields, the program automatically capitalizes the first letter of the surnames and the initials. You must do your own capitalization for all of the other fields. Continue, entering the following details into the appropriate fields to complete the reference screen. While you are inputting data to this screen the flashing cursor shows the current position on the screen. To fill out a field and move onto the next one, simply type information into the box and press <Enter>. The cursor moves on to the next field. For the moment, don't worry about mistakes in the information you are typing. If you really want to, you can go back to previous fields to make alterations by using the up-arrow key. Fill out, for example: Field labeled: Type: Year "1987<Enter>" Edition "1st<Enter>" Chapter "Chapter title<Enter>" Book Title "Title of the book<Enter>" Published by "Publisher<Enter>" at "Place<Enter>" Pages "100<Enter>105<Enter>" Note that this book record is number B1. The program numbers the reference automatically and displays the number between the page numbers and notes fields. The above example provides a very basic description of filling in a book record. A more thorough explanation can be found in the reference section on page 52. Details on complex author or editor's names, specific field information and advanced features are included in the reference section. 2.4.2. How to input a review When you have completed filling the fields in the book screen, the program will automatically present you with a review screen. You will see that the review screen contains some bibliographic information on the reference and some blank fields. The program requires you to enter at least one review for a new reference. The TOPIC field is for the code which categorizes the reference. You will learn about topic codes in the section on category structures (see page 25). The PAGE field can be used to refer to the particular part of the book or journal article you BIBLOGIC Page 16 Learning are commenting on. This is usually only used for very lengthy references. The COMMENTS field is for your notes on the book or journal article. The comments field is different from all the other fields you have so far encountered. Firstly it is not shown in "inverse video" and secondly it is a "variable length field", that is to say you can type as much or as little text as you like into it. The area at the bottom of the reviews screen is a "window" through which you can see the text. When the window is filled, the text "scrolls" upwards within the window. Press <F3> to move down to the comment field then input the example comment. "Good overview, but poor detail in method section. Check to see if David has the original thesis.<Enter><Enter>" Notice how the program puts the next word on a new line when the maximum line-length is exceeded. To see how the window scrolls, fill up the page by just putting one letter on each line then typing <Enter>. When you come to the bottom of the page you will notice that the screen rolls up so that you can continue inputting text. When entering comments you should not press <Enter> at the end of each line. Press <Enter> only at the end of each paragraph. This is because the text is ultimately destined for a word processor file, where the line lengths may be different. Pressing <Enter> puts a "hard" (fixed) new-line into the text, whereas just typing beyond the end of the line and letting the program organize the text, does not. Full details of how to use this simple comments word processor are included in an appendix (see page 93). When you have finished typing comments, press <F4> to get back to the other fields. Type the following to fill the page and topic fields: "1223415A<Enter>1<Enter>" Another blank review screen will appear which can be filled if you want to input more than one review for the reference. Once you have finished entering reviews, press <Esc> at a blank review screen. This will return you to a blank book reference screen. You could now continue to enter further book references or press <Esc> to return to the MAIN menu. Press <Esc>. BIBLOGIC Page 17 Learning It is possible to avoid inputting a review for a reference by pressing <Esc> at the initial blank review screen. This is not recommended as the topic codes in the reviews are used to search when generating reference lists. 2.4.3. How to input an article reference We will now look at how to enter a article reference into a database. Select the Article menu, by pressing <A> or by using the arrow keys. You will now see the article menu: 1. Add (new article references) 2. Edit (existing references) 3. Examine (existing references) Type <1> to select the add option to enter a new journal article reference. Putting in article records is done in a similar way to the way book records are entered. Make up two or three authors names and type them into the blank fields, for example: "jenkins<Enter>a<Enter><Enter><Enter>" "macDonald<Enter>b<Enter>c<Enter><Enter>" "smith<Enter>d<Enter><Enter><Enter>" To move to the journal Title field after you have completed entering authors names simply type <Enter> at an empty Author surname field. Now enter some data into the remaining fields. For example you could type: Field: Type: Title "A journal article<Enter>" Journal "3<Enter>" Year "1986<Enter>" Volume "24<Enter>" Supplement "<Enter>" Pages "15<Enter>24<Enter>" Note that this journal article record is numbered J1. The program numbers the reference automatically and displays this number between the page numbers and notes fields. When you have finished inputting the reference press <Pg Dn> to save the bibliographic information and move onto a blank review screen. To input a review for an article follow the same guidelines that were outlined above for the book review. Now input a review for the article you have just entered, filling in each field as appropriate. BIBLOGIC Page 18 Learning 2.4.4. Cursor movements 2.4.4.1. Cursor movement between fields Now that you have entered some references and reviews, you can learn how to move the cursor around the screen more quickly. As well as moving through the fields in sequence using the <Enter> key, you can move back and forth between the fields by using the following special keys: <Back Space> Delete the last character typed into the box < <- > Move back one character within a box < -> > Move forward one character within a box <"up-arrow"> Move back one box <"down-arrow"> Move forward one box <Ctrl -> > Move cursor forward one word <Ctrl <- > Move cursor back one word <Home> Move to start of box <End> Move to end of box <Ctrl Home> Move to first box <Ctrl End> Move to last box <Pg Up> Move back one screen <Pg Dn> Move forward one screen <Ins> Turn insert mode on (or off, if it is on) <Del> Delete a character <Ctrl T> Delete word <Ctrl Y> Delete whole box <Ctrl U> Restore box to original contents 2.4.4.2. Cursor movement between records To move on to the next record without going though the rest of the fields on the screen one by one, use the <Pg Dn> key. This has exactly the same effect as pressing <Enter> at each of the remaining fields on the screen. In certain circumstances (for example when using the examine option) the <Pg Up> key can be used to go to the previous record. If you are finished with the database, press <Pg Dn> to get to a blank record screen and then press <Esc> to go back to the MAIN menu. If you are not in a blank record, pressing <Esc> will still quit from the current record and return you to the MAIN menu, BUT THE NEW RECORD WILL NOT BE SAVED. BIBLOGIC Page 19 Learning 2.4.5. Editing a reference The procedure for editing information in a book, journal article or review record is similar. For practice you will now edit the book record that you entered earlier. Return to the MAIN menu if you are not already there. Select the Book menu, by pressing <B>. Press <3> to select the edit option for a book reference record. You will be asked for the number of the reference to edit. This is the quickest way to locate a record (Alternative methods of finding a particular record are described later). You should type: "1<Enter>" The record that you entered earlier will be displayed on the screen. The cursor will be positioned in the first Author surname field. Change the name of the first author to "Williams". You may change a few of the other details for practice. To save the changes when you have finished editing, press either <Pg Dn> or <Ctrl W>. Pressing <Esc> will save all of the changes made except for any changes to the field currently being edited. This allows you to escape from changes accidentally made to a field. When you are editing existing references, the program will find them much more quickly if you can supply the reference number. If you are unable to do so, it is possible to search for a reference by specifying a string of characters to search for. Try this now. First select the edit option at the BOOKS menu. When asked for the reference number, just press <Enter> instead of giving a number. A new screen is displayed which requires details which allow you to complete the search procedure. This option allows you to search for a particular word in a title, chapter, authors name and so on. Try searching for the fictitious journal article you typed in. Select one of the words in that title, for example "the" and type: "the<Enter><Enter><Enter>" The program will search for a book reference with the given word in the title. The first reference it finds will be displayed on the screen. When there are several matching references in the database, you can use the <Pg Dn> key to look at other references which match the criteria you have given. The <Pg Up> key can be used to go back to a previous matching reference. BIBLOGIC Page 20 Learning In this case the search will locate all of the book references with the word "the" in the title. The search will not take long because the database is small, but in a real database this would be quite slow and so this method of searching should be avoided except when absolutely necessary. The string of letters that you use in a search need not be a whole word. For example, you could use "hemip" to locate all of the references with the words "hemiplegic", "hemiplegia" or "hemiplegics" in the title. There are special features that can be used when completing editing searches. These are more fully explained in the reference section on page 58. 2.4.6. Examining a reference The Examine option is located on both the Book and Article menus. It allows you to find a particular reference, or browse through similar references. You should use this option if you want to look at records, but do not want to alter the existing information. If you have an ASCII printer connected to LPT1 you can print out a hard copy of the current reference being examined on screen. This is done by pressing <Shift PrtSc> when the printer is turned on and the reference is displayed on the screen. 2.4.7. Generating a reference list Before you can try out the process of producing a list of references, you must input some more references and reviews. Type in at least four or five more fictitious references and put in reviews for them (using arbitrary topic codes, for example "1234567890"). At the main BIBLOGIC menu select the LISTS menu. The options on the LISTS menu are: 1. References 2. Comments with number 3. Comments with authors 4. Comments with reference 5. Journals 6. Manual list From these options you can see that there are several types of lists which can be generated. The most commonly created list is that of properly formatted references. Reference lists are the most complex lists because they require specific search procedures and special print formats. The format used for the reference is determined by the currently selected print format BIBLOGIC Page 21 Learning file. Practice generating a reference list now. To enable you to do this an example journal title list and print format file were provided when the program was installed. To generate a reference list press <1> to select the reference option. To search for the references which are included in the list the program uses a "topic" code. The topic codes are assigned to the references when reviews are added. Hence, only references which have reviews added can be listed. When the Reference option is selected, you must provide a "topic", a number to start numbering from, and a name for the output file. In this example select topic "**********" by pressing <Enter>. To select an un-numbered list type <0> in the "number from" field. You should call the output file TEST. The file extension ".TXT" will be automatically added. When you press <Enter> you will see a series of messages describing the progression of the listing. Ultimately you will see some formatted references on the screen. Once the list has been created press <Enter> to return to the LISTS menu. Select the Exit option on the MAIN menu to exit from BIBLOGIC and return to DOS. At the DOS prompt type: "TYPE TEST.TXT<Enter>" You will see that this file contains the references which you typed in. At this stage DO NOT try to edit the file with your word processor. You will need to read the supplement at the back of the manual (regarding using BIBLOGIC with various word processors) before doing this. A comprehensive explanation of the different list options is provided in the reference section on page 66. 2.4.8. Modifying the format of references You will see that the references which have been produced are in a consistent format, with the name and initials laid out and punctuated in a particular way. If this is not the format you require for your own references, it can be altered. Start the BIBLOGIC program again. If you have forgotten how to do this see page 14. At the MAIN menu select the SET-UP menu. You will see a number of options which allow you to adjust (configure) the way the program works. These are: BIBLOGIC Page 22 Learning 1. Configure 2. New journal list 3. Edit journal list 4. New database 5. New print format 6. Edit print format 7. Set numbers 8. Medline/DIALOG conversion 9. Exit from BIBLOGIC Select option 6 (Edit print format). When asked for a file name type: "EXAMPLE<Enter>" After a short pause, you will be shown an example of the way the names were printed in the sample file you just produced. In answer to "Do you want to change the name format?" type: "Y<Enter>" You will then be asked "Do you want the initials before the name?" type: "Y<Enter>" You will see the format of the example change, and you will be asked "Do you want the names to be entirely in CAPITALS ?" type: "Y<Enter>" You will see the example change again. You will then be asked further questions about the formatting of the reference. From now on, in answer to every question just press <Enter> to accept the current format. Ultimately you will reach the "SPECIAL EFFECTS USAGE" screen. Press <Pg Dn> once, or <Enter> repeatedly to accept the current values. The program will then complete the format file editing and return you to the SET-UP menu. Go to the LISTS menu and make another alphabetical listing of references, exactly as you did before. You don't really need to go out into DOS to "type" the file produced. If you watch the program as it lists the references on the screen you will see that the format of the names in the references has been changed. This concludes the tutorial section, now you are ready to start the process of preparing to input real references. It should be remembered that this tutorial section was aimed to INTRODUCE you to the basic concepts of the BIBLOGIC program. You BIBLOGIC Page 23 Learning are encouraged to read the reference section of the manual carefully after coping adequately with the basics. Read the reference section before adding many references as there are other advanced aspects not covered in this introduction. BIBLOGIC Page 24 Category Structure 3. DESIGNING THE CATEGORY STRUCTURE You will now need to design the coding scheme which you will use to categorize the references in your database. The process of designing this scheme is initially done on paper - without actually putting in any references. 3.1. WHY USE A CATEGORY STRUCTURE ? The BIBLOGIC program stores references of books or journals in the order they are entered. You will not usually want to create a reference list in this order, and you will not usually want a list of all of the references in your database. Normally the program is used to compile lists of references which share a common topic, arranged in alphabetical order by author (although other types of lists are possible). To generate a text file containing a list of references pertaining to a particular topic, some method must be used to identify just the relevant references out of the whole database. BIBLOGIC allows you to use an alpha-numeric coding system to categorize references. The program can produce a list of references on a particular topic by searching for references marked with a particular code in the database. A reference is categorized by putting a "review" for it into the database. A review consists of an alpha-numeric code representing a category and (optionally) notes or comments on the reference. A review can be added immediately following the addition of a reference to the database, or at a later time from the REVIEWS menu. The BIBLOGIC program is set up to force you to add a review immediately after each reference is entered. You can set up the program so that it does not do this (see page 72), but since uncategorized references cannot be included in reference lists you would not normally set it up this way. A unique feature of BIBLOGIC is that more than one review can be added for any particular reference. This allows multiple categorization of articles that cover more than one topic or concept. For example, the method, instrumentation, and results of an experiment discussed in a reference may be categorized (and commented on) separately. This feature also allows two or more users to individually categorize the same reference in different ways. This will be explained further in the section on multiple users (see page 38). BIBLOGIC Page 25 Category Structure 3.2. BIBLOGIC CATEGORY STRUCTURES Some reference systems use keywords to categorize references. This can present several problems which BIBLOGIC overcomes by using an alpha-numeric coding system. In a system using keywords, inconsistencies in spelling between authors, countries or languages can produce an incomplete reference list. Likewise a spelling error in the keyword or a reference title will result in not all references on that particular topic being located. Searching with AND OR combinations may produce a list of the references that you want. Unfortunately, in practice, this method often generates a list of too many references or ones that are not applicable. By using an alpha-numeric system, in which the hierarchy is defined, the relevant references can be selected easily. Some computerized cataloging systems used in libraries use keywords to categorize references. This allows a large number of people access to a wide variety of broad topics. Although this approach may be appropriate for a large library, it is not well suited to a personal reference collection. In such a collection, the user must have quick access to very specific topics, which are organized in a way that suits the user's particular area of study. 3.3. TYPES OF CATEGORY STRUCTURES The alpha-numeric system used in this program can be implemented in a number of ways. Let us consider a basic method first. 3.3.1. Hierarchical tree structures The simplest way to consider the alpha-numeric system is as a tree structure. This structure consists of a central topic which is progressively subdivided into a number of successively smaller topics (see Figure 3.1). Each time a topic is split into smaller areas it creates a new level of the tree. This process can be repeated several times. BIBLOGIC allows a maximum of ten tree levels. It is generally advisable to use the smallest number of levels possible rather than defining a very elaborate tree with unnecessary levels. BIBLOGIC Page 26 Category Structure |--1 Nut-based | |--1 Vegetarian----------|--2 Cheese-based | | | |--3 Meat Substitutes --1 Recipes----| | |--1 Poultry | | |--2 Non-vegetarian------|--2 Fish | |--3 Other Figure 3.1 The digits (0 to 9) and alphabetical characters (A to Z) are used to label the branches at each level of the tree. Hence, BIBLOGIC allows a maximum number of thirty-six (36) subdivisions of each topic to form the next level. Thus a major topic can be divided into thirty-six subtopics, and each of these subtopics can be split into thirty-six "sub-subtopics", and so on. Potentially, there are a maximum of 36 to the power 10 topic codes available to categorize a reference (i.e. 3,650,000,000,000 ,000). Although this limits the size of the tree structure, in practice this limitation is not a problem. To simplify the tree it is advisable that the minimum number of branches is used. Fewer combinations will facilitate easier classification of references in the reviews section. It is also advisable not to use zero (0) to label a branch as it is better reserved for a special function (more on this later). Throughout the following explanation, the term "digit" is used to mean "letter or digit" for simplicity. References on a particular topic are categorized by using the tree structure. A particular topic is numbered by listing the digits corresponding to its position in the tree, from left to right. The left-most digit represents the "branch" to take to get to the chosen topic at the highest level. The following digits in the code represent the branches taken at each successive level of the tree. The concept of a numeric tree structure is similar to the hierarchical system used to number the sections of this manual, as shown in the table of contents. 3.3.2. Matrices A matrix is a tabular structure which consists of rows and columns as shown in Figure 3.2 below. BIBLOGIC Page 27 Category Structure DIET Vegetarian Non-Vegetarian Special -----------------|--------------|--------------|--------------| Low Fat | | | | -----------------|--------------|--------------|--------------| Low Cholesterol | | | | -----------------|--------------|--------------|--------------| Low Salt | | | | -----------------|--------------|--------------|--------------| Figure 3.2 The intersections of the rows and columns represent references that pertain to both of two topics. When designing your category structure you will often find that parts of your categorization divide more logically into a matrix representation rather than a tree. As you can see in Figures 3.3 and 3.4 below, this method of categorizing topics can still be represented as a tree structure, so the same numbering system can be used. The branching system used in each example achieves the same results but the layout of Figure 3.4 is simpler and more consistent than Figure 3.3. |--1 Veg. | |--1 Low Fat-------------|--2 Non-Veg. | | | |--3 Special | | |--1 Non-Veg. | | -----|--2 Low Chol.-----------|--2 Special | | | |--3 Veg. | | |--1 Special | | |--3 Low Salt------------|--2 Veg. | |--3 Non-veg. Figure 3.3 BIBLOGIC Page 28 Category Structure |--1 Veg. | |--1 Low Fat-------------|--2 Non-Veg. | | | |--3 Special | | |--1 Veg. | | -----|--2 Low Chol.-----------|--2 Non-Veg. | | | |--3 Special | | |--1 Veg. | | |--3 Low Salt------------|--2 Non-Veg. | |--3 Special Figure 3.4 In Figure 3.4 it can be seen that, at the third level, each branch is identical. Also, the order in which such levels are defined is arbitrary. That is to say, the first level could divide by type and the second level by diet, or vice versa. A simplified way of representing this structure is shown in Figure 3.5. |--1 Low Fat----| |--1 Veg.------| | | | | ----|--2 Low Chol.--|--------|--2 Non-Veg.--|---- | | | | |--3 Low Salt---| |--3 Special---| Figure 3.5 In a tree structure like that shown in Figure 3.1, the branches with the same number at a particular level are not necessarily related. In that example, topic 123 was no more related to 113 than it was to 112, in other words the "3" has no consistent significance across that level. On the other hand, in the matrix example, a digit has a consistent meaning across a whole level. You can see then, that the matrix structure is really just a special kind of tree structure. Most BIBLOGIC users find that their tree structure that they develop has some levels that represent a matrix (usually the first three or four levels) and some levels that represent a hierarchical tree. Besides the advantage of creating a logical and efficient categorization structure, the matrix structure also assists in minimizing the BIBLOGIC Page 29 Category Structure tree structure's depth. The benefit of creating such a combined category structure (such as that shown in Figure 3.6) will be explained in the next section. |--1 Nut-based | |--1 Veg.------|--2 Cheese-based | | | |--3 Meat Subst. | |--1 Low Fat----| | |--1 Poultry | | | | ---|--2 Low Chol.--|-----|--2 Non-Veg.--|--2 Fish | | | | |--3 Low Salt---| | |--3 Other | | |--1 Vegetable | | |--3 Special---|--2 Tofu | |--3 Pulses Figure 3.6 BIBLOGIC Page 30 Category Structure 3.4. HOW TO DESIGN A CUSTOMIZED CATEGORY STRUCTURE This section describes how to create a category structure for first time users of BIBLOGIC. In this manual, the term "topic label" is used to describe the heading given to any division of the category structure. The term "topic code" refers to the alpha-numeric code that represents a topic label. The terms Recipes, Vegetarian and Nut-based are examples of topic labels used in the category structure on page 30. Considerable thought should be given to the terminology used for topic labels. They should be as descriptive and as specific as possible in order to accurately define the concept they encompass. Obviously the topic labels will become more specific the deeper they are located in the category structure. To devise your own category structure, begin by writing a list of the major topic areas that are of interest to you. The categories chosen initially should be broad and nonspecific. Once these broad topic areas are established they can be subdivided into more specific topics. At first, it may not be clear where some topics that you want to include fit into the structure, whereas the relationships between other topics will be clear-cut. Reassess these major topics regularly, as you may find that these initial topic areas may not make up the final top levels of the structure. You will find that they can often be re-categorized under a even broader topic (see Figure 3.7 below). |--1 Nut-based | |--1 Veg.-----|--2 Cheese-b. | | | |--3 Meat Sub. | |--1 Low Fat----| | |--1 Poultry |--1 Metric---| | | | | --| |-|--2 Low Chol.--|-|--2 Non-Veg.-|--2 Fish |--2 Imperial-| | | | | |--3 Low Salt---| | |--3 Other | | |--1 Vegetable | | |--3 Special--|--2 Tofu | |--3 Pulses Figure 3.7 It is a good idea to leave space to allow for the addition of further topic categories as they are required or come to mind. However, you should try to minimize the overall complexity of the category structure. BIBLOGIC Page 31 Category Structure Do not be too concerned about adhering to traditional methods of categorizing topics within your area of interest. If, for example, it suits your study to categorize flowers as, say, either scented or unscented, then this should be done rather than using traditional botanical categories. The structure initially developed will often contain areas where there is obvious repetition. This is usually indicative of an underlying matrix structure and you should consider whether matrix levels can be used to streamline the structure. This is similar to the process that was used to simplify the category structure in Figure 3.4 to get Figure 3.5. Often, it will be convenient to use the first few levels of your structure as matrix levels, although they need not necessarily be the first levels. The emphasis, in the initial stages of category structure development, should be on experimentation with different combinations of topics and the order of subdivision. When first designing a category structure, users often create a very elaborate structure with levels nested unnecessarily deep. In the example shown in Figure 3.8, the structure shown in (a) may be rearranged as shown in (b). In (a), the user will be able to select references pertaining to the use of a particular statistical test on a particular animal (for example, by choosing the code for "...Breeding-Sheep-Statistics -Parametric-Anova..."). In practice however, if the user knows that they will be unlikely to be interested in singling out statistics-related references by animal, then the structure shown in (b) will be quite adequate. It may at first seem strange to have a mutually exclusive choice of Pigs, Sheep, Cattle or Statistics at one level. One might ask "How do I categorize an article which is specifically about pigs and uses a particular type of statistics ?". Of course, the answer is that the article should be categorized twice (by putting in two reviews), once as a "piggy" reference and once as a statistics reference. The argument put forward above can be taken a step further. If the user has no reason to distinguish between statistical techniques used to study breeding and those related to feeding, then the first level can be a choice of Breeding, Feeding or Statistics, and the whole statistics branch can be moved another level as shown in (c). BIBLOGIC Page 32 Category Structure |-Parametric-| |-Pigs---| |-Statistics-| |-Breeding-| | | | |-Non-param.-| --| |-|-Sheep--|--| |-Feeding--| | | | |-Cattle-| |-Experimental Design (a) |-Pigs---| |-Breeding-| | | --| |-|-Sheep--|-- |-Feeding--| | | |-Cattle-| | |-Parametric-| |-Statistics-| |-Non-Param.-| (b) |-Pigs---| |-Breeding-| | | --| |-|-Sheep--|-- |-Feeding--| | | | |-Cattle-| | | | |-Parametric-| |-Statistics-| |-Non-Param.-| (c) Figure 3.8 BIBLOGIC Page 33 Category Structure If possible, you should not use all of the ten available levels in your tree design, so that there is room for expansion of the tree at a later date. Think carefully about your structure as it develops, and reassess your approach frequently to pick up this problem. An unnecessarily deep tree usually results from losing sight of the purpose of the tree structure, which is to categorize references so that particular topics can be located, rather than to split up your area of interest wherever a distinction COULD be made. Obviously the opposite problem can occur. A tree with a total of only, say, ten categories will be unlikely to provide the flexibility required when making lists unless only very few references are being categorized. It can be useful to write your topic labels on cards, so that you can spread them out and rearrange them easily. Alternatively draw your structure on large sheets of paper so that you can more easily see the relationships between topics. As you work through this process your own logical category structure with its subdivisions will emerge. To start testing your category structure, select a particular type of reference and work through the structure to check that the reference can be distinctly categorized. By doing this, you can ensure that your topic codes are specific enough to allow accurate categorization of your references. Repeat this a number of times, tracing a number of branches to thoroughly test your structure. Remember that you will normally categorize references more than once (when they address more than one concept) by entering more than one review for each reference. If you find it difficult to categorize your references within the structure it may be too narrow and specific. If this is the case further expansion of categories is needed. On the other hand, if you can easily categorize references, the structure may not be sufficiently specific. A balance between the two is ideal. At all times ask yourself the question: "What sort of references would I need to be able to list, and what topic code would I use to get just these references". The next step is to designate the topic codes for your structure. This is achieved by labeling the branches of your tree with a letter of the alphabet or a digit from 0 to 9. The letters and numbers can be assigned arbitrarily, or you may like to choose letters that help you remember the label represented (for example M for Male and F for Female). When possible, try to avoid using letters or numbers that can be confused with each other (for example 1 and I, O and 0 or 2 and Z) at the same level. BIBLOGIC Page 34 Category Structure As well as having a diagram of your tree structure (which inevitably develops as you design the structure), it is advisable to keep a written copy of your category structure in a book or folder. A suggested page layout is shown in Figure 3.9. Each page of the book should represent a different level of the category structure. It is most appropriate for the higher levels of the category structure to be positioned at the front of the book. The topic subdivisions and accompanying codes are listed under the relevant level. BIBLOGIC Page 35 Category Structure |------------------| |------------------| | Page 1 (Level 1) | | Page 4 (Level 4) | | | | | | 1 Metric Pg 2 | | 1 Nut-based | | 2 Imperial Pg 2 | | 2 Cheese-based | | | | 3 Meat Subst. | | |------------------| | |------------------| | | Page 2 (Level 2) | | | Page 6 (Level 4) | | | | | | | | | 1 Low Fat Pg 3 | | | 1 Vegetable | |----| 2 Low Chol. Pg 3 | |---------| 2 Tofu | | 3 Low Salt Pg 3 | | 3 Pulses | | |------------------| |------------------| | | | Page 3 (Level 3) | | Page 5 (Level 4) | | | | | | | | | | 1 Veg. Pg 4 | | 1 Poultry | | |----| 2 Non-Veg. Pg 5 | | 2 Fish |---------| | 3 Special Pg 6 | | 3 Other | | | | | | | | | | | | | | | | | |------------------| |------------------| Figure 3.9 BIBLOGIC Page 36 Category Structure When transcribing the category structure to the book you will find that, due to the complexity of most category structures, the category subdivisions will not necessarily be able to follow on successive pages. This problem is overcome by using a referral system. The right hand column is used to refer to the next level of categorization and the page on which it is located. This is especially important if matrices are incorporated in the category structure. BIBLOGIC allows the you to display notes on your category structure on-screen. It is not essential to do this, but some users find it helpful. The notes are stored in a special text file (see page 99). The notes are displayed if you press the function key <F1> whenever the cursor is in a topic field (for example in a review or when typing in the topic code for a list). Once you are satisfied with the basic layout of your category structure, the next step is to input a small number of references and reviews (for example 20) using your topic codes. The next section of the manual shows you how to start to put in real references. If possible, the references should cover a wide variety of topics as this enables more comprehensive testing. To test your structure, try to produce lists of particular types of references that are included in your small database. This procedure helps you to identify and correct mistakes in the structure before you have entered hundreds of references and reviews. When you have successfully completed this test, add more reviews. When approximately one hundred reviews have been entered in the database, repeat the testing procedure. Note that, although BIBLOGIC has facilities for making bulk changes to the topic codes in a database (see page 84), these facilities are somewhat limited and should not be relied upon to make major reorganizations to your structure. BIBLOGIC Page 37 Category Structure 3.5. CATEGORY STRUCTURES FOR PARTICULAR CIRCUMSTANCES In practice, there are certain situations that warrant special consideration when designing a category structure. In the following examples, it can be seen that the categorization and coding of references need not relate only to topics. The category structure can be utilized to divide references up for a variety of purposes. 3.5.1. Multiple users If several people are intending to share the database it may be useful to separate their references or the comments they put into the reviews database. To do this one of the digits in the topic code can be used to distinguish between people. A user can then list only their own comments or references by selecting the correct digit, or everybody's comments by selecting "*". Which column of the code is chosen for this purpose is unimportant, because it is using a matrix form of categorization. Usually it will be less confusing to use either the left-most or right-most digit of the topic code. Of course, if multiple users are to share a database, the category structure has to be agreed upon between them. 3.5.2. Chapters If you are writing a thesis or book you may already have ideas about how it is going to be split up into chapters. In this case it may be advantageous to use one digit of the categorization code to mark references with a chapter number. You will then be able to list comments in an appropriate grouping for assimilation into the body of the text using a word processor. Note that, it is being suggested here that you use a digit to represent the chapter in each review AS WELL as categorizing by topic. Hence a review might be categorized with the code "3X41H" where the "3" represents Chapter 3 and "X41H" represents a particular topic. Because of the somewhat indistinct boundaries between chapters, this approach will almost certainly diminish in usefulness as the project goes on but, providing you have spare digits in the topic code, this may be a useful scheme. Asterisks can be used to ignore this categorization in searches if required. In our example above, we might initially find searches for "3*********" useful, but we might later only ever search for "*X41H*****" or "*X4*******". BIBLOGIC Page 38 Category Structure 3.5.3. Critical dates When categorizing references, you may find it useful to categorize a reference with respect to a certain date or event. This is useful if there is some distinct event in the history of the subject that you are studying which affects the usefulness of your references. If one digit of your categorization code signifies, for example, "B" for "before the revolution" or "A" for "after or during the revolution", you can use this to select useful references. Of course, this technique is not limited to historians. It can be used to distinguish between the publication of a significant paper which affects your subject, or an International Standard which makes results easier to compare after a certain date. 3.5.4. Marking references The topic coding of references can be used for marking articles for a variety of purposes. These may include tagging references: by course code for inclusion in a particular reading list which are entered into the database temporarily which have been read or not. by type (If you have a lot of references that are not chapters in books or journal articles). 3.5.5. Zero as a topic code As mentioned earlier, it is recommended that "0" is not used to define a topic label level if possible. This enables "0" to be used to label any level as "uncategorized" or "other category". This is particularly useful when the structure consists of many matrix levels, which gives a simple structure but may mean that certain levels are not applicable to some references. 3.5.6. Other uses Users preparing a major thesis could use one digit of the code to categorize every reference as either "used" or "not used" in the thesis. This will allow references to be excluded from lists even when their topic, chapter number and so on are appropriate. A variation on this idea is to use a "fake" chapter number for the same purpose (assuming a topic digit is already being used for chapter number). BIBLOGIC Page 39 Category Structure Some users will like to put some sort of review into the database as soon as the reference has been input, but leave actually reading and commenting on the item until later. In this case it may be useful to be able to call up items which have not been fully reviewed. A topic digit could be used to indicate that a review is incomplete. 3.5.7. Partial categorization If it is still unclear as to the best approach to categorize your references, it is possible to initially define only part of the structure (maybe only three or four levels) and to "tighten up" the categorization later. Reviews can be edited to incorporate further categorization when the final structure is designed. However it is recommended that you fully design your category structure before adding many references and reviews, so that it is not necessary to go back and edit a large number of topic codes at a later date. BIBLOGIC Page 40 Creating A Database 4. CREATING YOUR OWN REFERENCE DATABASE 4.1. PREPARING TO INPUT REAL REFERENCES So far, in learning how to use the BIBLOGIC program you have entered some fictitious example references and reviews. These have been stored in a database called "EXAMPLE". This section describes how to go about entering real references. Before doing this you will need to create a new database, journal list and print format file and set up BIBLOGIC to use these new files. New files can be produced using the options on the SET-UP menu. During the installation process, appropriate blank files (which were provided in the installation package) were copied over to your hard disk. If you are not already at the BIBLOGIC MAIN menu return to it now. From there exit to DOS. Now, you will run a "Batch" file which will copy some empty databases and other control files for you to use. At the DOS prompt type: "GOREAL<Enter>" The examples that you previously typed in will now be discarded and the program will be set up to use the following files: Database: DATABASE Journal List: JOURNALS Print Format: PRINTFOR The database and journal list are empty and the print format file defines a simple format without "special effects codes". 4.1.1. Making a list of journals To prepare to input your own references, you first need to compile a list of at least some of the journal titles that you expect to encounter. If you do not already have an existing referencing system, such as a card index, you may find it best to first compile a list of journal titles on paper and then number them. If you do have an existing system you can enter these directly into the program. It does not matter if you do not have a complete list at this stage. As your database expands, you can add to the journal list. The program allows you to print out your journal list either alphabetically or in numerical order. Most users use the alphabetical listing when entering references and the number assigned to each journal is, to all intents and purposes, arbitrary. If your database includes a wide variety of journals you may find it useful to group the journals by subject area or source. For example, all journals relating to Surgery could be BIBLOGIC Page 41 Creating A Database within the journal numbers 40-60. When using such a technique it is best to leave suitable space (unused journal numbers) for later additions. Printing out a journal list is described on page 43. There will be some references that you will wish to include in your database that are not actually either journal articles or chapters in books. Depending on the type of reference, these may be put in as if they are a chapter in a book or as if they are an article in a journal. It is probably best to deal with these references when you are more familiar with the program, but ultimately your "journal list" may contain some names that are not actually the titles of journals. An example of such a reference is a reference to a court case. Some users include the names of courts in their journal lists and find that they can get these references out in an appropriate format this way. Some users also enter Conference Proceedings in a similar way, although these can have editors and a publishing body associated with them and may fit in better as chapters in a book. If you have a lot of "problem references" which do not appear to readily fit the database, then you should try to resolve the problem at an early stage. If you have only a few such references you can deal with the normal references first and determine whether such references are included as articles in a "fake" journal or chapters in a "fake" book when you are more familiar with the ways that references are listed. To create your own new journal list you must first run the BIBLOGIC program. To do this type the following at the DOS prompt. "BIBLOGIC<Enter>" When the BIBLOGIC MAIN menu appears on screen, go to the SET-UP menu options by pressing the <S> key (you could also use the right- or left-arrow keys to move across the menus to the SET-UP menu). Select option 3 (Edit journal list). This option allows you to change the contents of an existing journal list, in this case the empty one which was copied across during installation. Since "JOURNALS.JLS" is currently empty, you will need to input the names and numbers of the journals into this file. When asked for the name of the list to edit type "JOURNALS<Enter>". You will then be asked if you want the journals in alphabetical order, answer "Y". If, in the future, you want to edit the list in numerical order simply select "N" when asked. BIBLOGIC Page 42 Creating A Database You will now see a screen with an editing window with arrows pointing to a line within the window. Above the window, the functions associated with various keys are listed. Press <F6> (Add) to add a journal and type the number and name of the journal into the box that appears. The journal title must be entered exactly as you want it to appear in references. Press <Enter> and you will see the journal copied into the box. Add further journals in the same way. You will see that the journals are added to the box in alphabetical order. If you are typing in new journals you will just use the Add function. However, if you want to make changes to the ones you have already typed in you can use the other functions. You can use the up- and down-arrow keys to move the list up and down a line at a time or the <Pg Up> and <Pg Dn> to move to the journal currently at the top or bottom of the box respectively. You may use the <F5> key to delete a journal title. The <F7> key can be used to find a particular journal title. If you want to edit the title at the arrows, press the <F8> key. To save the journal list when you have finished editing, press <Ctrl W>. Further instructions on editing the journal list appear on page 73. 4.1.2. Printing the current journal list Although it is possible to bring up the journal list on the screen when you are adding or editing journal article references (see page 61), it is very useful to have a printed version of the list on hand. You can print out a list of journal titles in alphabetical or numeric order. At the MAIN menu, select the lists option to display its menu. Select option 5 on the LISTS menu to produce a list of the currently selected journal file. You will be asked whether you want the output file to have the journals listed alphabetically or numerically. The program will generate a list which is displayed on the screen as well as being stored on disk. The list which is written to the hard disk as a text file called "JOURNALS.ALP" if an alphabetical listing was selected or "JOURNALS.NMR" if a numeric listing was selected. This disk file can be printed out using the DOS "Print" command. If you are unsure how to do this check your DOS manual. It is possible to set up BIBLOGIC so that the lists made in this way are automatically directed to your printer as well as to disk (see page 72). In this case the printer must be turned on before you select the current journal list option. BIBLOGIC Page 43 Creating A Database 4.2. INPUTTING REFERENCES It is necessary to have created your own topic category structure before inputting real references. You should do this because references entered without topic codes in reviews cannot be listed. This is fully explained in the section on "Designing A Category Structure" (see page 25). As well as this, you should have completed the tutorial section on inputting book and journal references (see page 14). If you have not completed either of these sections of the manual, you should refer to and complete these before continuing. It is also strongly recommended that, if you have not already done so, you run the demo program included in the release package. A batch file DEMO.BAT is included so you can just type "DEMO" at the DOS prompt in the BIBLOGIC directory to do this. If you have already completed these sections of the manual, and have defined a journal list, you can now go on to input real references into your database. The order in which you input the references is not important as they will be categorized by the topic codes. 4.3. INPUTTING REVIEWS After a book or journal reference is put in, the program will force you to add a review. You can avoid putting in a review for the reference by pressing <Esc>. However, unless a review is added, you will not be able to include the reference in any lists. To complete the review screen, first press <F3> and type some comments, as you did in the tutorial. Then press <F4> to return to the rest of the review and put in a topic code for the reference according to your category structure. It is not absolutely necessary to enter comments to use BIBLOGIC, but the programs usefulness is greatly enhanced by doing so. More than one topic code can be assigned to the reference by adding more reviews. The benefit of this is that the reference can be categorized a number of times to cover different topics. This allows you to find the reference when you are researching different areas, and to get lists of comments on a specific area (but about different references). Enter at least ten or twenty references (and corresponding reviews) now, so that you can experiment with the various listing options. BIBLOGIC Page 44 Creating A Database 4.4. LISTS The LISTS menu option enables you to generate a text file consisting of references which are selected based on the topic codes, and formatted to the your specifications. It will also allow you to make a text file containing your comments based on topic codes. In the tutorial section (page 21), you used the LIST menu to make a list of any references that had reviews, now you can be specific about the sort of reference you want in the list. Select the "References option". When creating lists, you specify the type of references to be included in the list by providing a topic code. This topic code determines which references are to be included in the list. Asterisks (*) are used in search code to represent "don't care" or "all topics" at a particular level. For example, if you chose the topic code "123*******" the list generated would include all the references with the topics starting "123" with no regard for the other digits in the topic codes. An alternative to using a topic code to define the list is using a word (or part of a word) in the "search comments for" field. In this situation, the topic code will be ignored and a list consisting of references which have review comments containing the chosen word, will be created. Although this can be a useful way of producing lists under certain circumstances, it is not a very flexible method, and you should try to use your topic coding scheme instead whenever possible. Lists are formed from the combination of books and journal article references that fit the topic criteria of the search. If desired, only book or journal article references can be chosen by typing <B> or <J> in the "Books, Journal articles or All ?" field. The commonly used "reference list" option was covered in the tutorial section. Normally these references are alphabetically listed but may be listed in year order if desired. Try making a reference list now, as you did in the tutorial section (see page 21). This time use a real topic code to make a list of references on a particular topic. The lists you produce are written to an ASCII file. To make use of the list, you will need to read it into your word processor. Details of how to do this for various word processors are included in the supplement SUPPL.DOC. Basically, word processors can make use of these lists in one of three ways: BIBLOGIC Page 45 Creating A Database 1) Some can edit the file just as if it were a document which was created within the word processor itself. 2) Some require that you create an empty document of an appropriate format and read in the list using a "Read ASCII File", "Get File", "Block Insert" or "Import" function. 3) Some require that you run some sort of conversion routine on the file to convert it from raw ASCII to the correct format for the word processor. This might be done from a menu within the word processor or from DOS by running a special program. If you have put in any comments on the references, try out one or two of the comments list options from the LISTS menu. Lists can also be made in an arbitrary order determined by the user. Refer to the reference section for details of this and other list features (see page 70). 4.5. MODIFYING THE PRINT FORMAT You can now experiment with the reference format in the lists you produce. The style or layout of a reference is determined by the print format. The print format also specifies the special codes that the BIBLOGIC program uses to relay printing instructions to your word processor, for example, for bold and underlined text. There are a number of special print format files, provided with the BIBLOGIC program, for commonly used word processors. These print format files contain specific print codes but you may find that you still need to modify the layout component of the file to meet your requirements. Since the print format supplied with the program will probably not suit your purposes, ultimately you will need to create a new format. For now, it is suggested that you leave the fine tuning of the print format until you are more familiar with the program. The following example shows you how to go about creating changes to the print format file if you find it necessary. Return to the MAIN menu and select the SET-UP menu. Choose option <5> to make a new print format file. You will be asked if you want to copy an existing print format file. Type: "Y<Enter>" BIBLOGIC Page 46 Creating A Database You will be provided with a list of existing file names. You will then need to supply a name of a file to copy from and a name to copy to. If one of the names listed corresponds to the word processor you use, select this name to copy FROM. The BIBLOGIC program is currently supplied with example print formats using special effects for a number of popular word processors. If you do not use one of these word processors type "PLAIN". You can name the new print format as you wish, but since the program is currently set up to use "PRINTFOR" it is best to use this name. As you will have seen in the tutorial section, the program will then prompt you with a series of questions that deal with the modification of the following parameters in layout and print code sections: Layout Name format Editors Punctuation separating parts of the reference Year format Publisher format Volume format Page format Notes format Print codes Special printing effects - definition Special printing effects - usage This time, look more closely at the questions that are asked about the format. When you do this, it is best if you have some references in front of you that are in the format that you are aiming to duplicate. Answer the print format questions as best you can but do not worry if you make some mistakes as you can go through this process again later. Note that, in some of the questions you must supply strings of characters. As you will want spaces in some of these strings, you must fill unused locations in the string with "#" which will be ignored by the program. This technique is used so that you can tell the difference between a "space" in the string and unused characters in the string. When you are asked if you want to change the special effects definitions answer: "N<Enter>" BIBLOGIC Page 47 Creating A Database The effects set up in the example will do for now. At the SPECIAL EFFECTS USAGE screen press <Pg Dn> to accept the current set-up. To modify these codes or to look at more specific details on modifying the print format refer to the reference section on page 74. The reference section provides a step by step description and examples of these parameters. To try out the new print format, first check that the program is set up to use the right print format (PRINTFOR should be shown as the current print format on the MAIN menu), and then use the LISTS menu to make a reference list. If you have chosen to experiment with a print format with some other name, use the configure option on the SET-UP menu to change the current print format. Note that, when you have developed several print formats that produce the styles that you frequently use, you can use these formats simply by selecting the relevant print format file and making it the current one. You do NOT have to go through a lengthy question and answer session to define the format each time you want to make a list. 4.6. DEVELOPING A BACKUP STRATEGY If you do not already have one, you should develop a strategy for protecting the data on your hard disk. The bibliographic database that you develop will be valuable to you and you will not wish to lose it ! Of course this is probably true for other data on your disk as well. At some time you will certainly lose some, or all of, the data on your hard disk. This is not just a possibility, it happens to everybody at some time. You should protect against the effects of losing your data by regularly copying the contents of your hard disk onto floppy disks or tape. To protect your reference database you should copy everything in the BIBLOGIC sub-directory onto floppy disks. Subsequent backups need only be of files which have changed. The DOS "Backup" program and similar utilities for backing up data can be made to back up only changed information by examining the "Archive" bit in the directory. This allows some interesting possibilities (see page 95). Consult your DOS manual for more information on the BACKUP utility, or contact a local software store for more information on alternative programs with similar functions. BIBLOGIC Page 48 Creating A Database 4.7. ADVANCED FEATURES OF THE BIBLOGIC PROGRAM You have now familiarized yourself with the basic features of the program and you will be in a position to try some of the more advanced features. Browse through the reference section of the manual. The sections on the BOOKS, ARTICLES and REVIEWS menus contain some details not yet covered. The section on the LISTS menu describes the various methods of outputting information, which you should investigate. The most complicated part of the program, from the user's point of view is the SET-UP menu. You should read through the section on this menu so that you have an idea of how the program's behavior can, and cannot be altered. 4.7.1. Specific features As you become more adept at using the BIBLOGIC database program you will be able to take advantage of the advanced features. Two of these are briefly described below. You should refer to the reference section to find information on the other features. 1. Import and Export of References (see page 83). The BIBLOGIC program allows you to add the contents of one database to another, or to output selected references to form a separate database. In this way references can be passed on to other BIBLOGIC users. 2. References captured during a session on some on-line database services can be directly converted into a BIBLOGIC database. (see page 80). BIBLOGIC Page 49 Reference 5. BIBLOGIC REFERENCE This section is arranged in a hierarchical fashion, in the same way that the menus themselves are arranged within the BIBLOGIC program. 5.1. STARTING BIBLOGIC If you have installed BIBLOGIC using the install program as described on page 6 , then all you need to do is change the default drive to the correct disk (if necessary) by typing (for example): c:<Enter> then go to the BIBLOGIC directory by typing (for example): cd \biblogic<Enter> and then run BIBLOGIC by typing: biblogic<Enter> (You could write a batch file to do this if you like). If you want to install BIBLOGIC to run from subdirectories other than \BIBLOGIC, see the appendix on page 88. When BIBLOGIC is run, there will be a short delay while the main program is loaded from the disk. You will then see an information page giving copyright information. Read this page and then press <Enter> to continue. A few seconds later you will see the main menu. This page gives you access to all of the BIBLOGIC menus, as listed along the top line on the screen. The currently selected menu name (initially "Books") is highlighted, and below the name of the menu, the menu choices themselves appear. To access these menus you may use one of two methods to move the highlight from one menu name to another. You may use the left- and right-arrow keys to move through the menus or you may select a particular menu by pushing the letter corresponding to the first letter of the menu name (The EXIT menu may be reached by pressing <Esc>, as well as <E>). Once a menu has been chosen, the particular option required on that menu may be selected by moving the highlight within the menu to the required option with the up- and down-arrow keys. The item is then selected by pressing the <Enter> key. Alternatively, BIBLOGIC Page 50 Reference the required item may be selected by pressing the number alongside the option (in this case you do not need to press <Enter> to select the item). Since the menus are selected by letters and the menu items by numbers, you can move freely around the options with very few keystrokes. As you move around the options in the various menus you will see a one-line description of what each option does, in the middle of the screen. At the bottom of the screen a box containing information about the current status of the program is displayed. This box tells you which database, which print format and which journal list are currently selected. On a registered copy of the program the name of the registered user also appears. The options on each menu are described below. BIBLOGIC Page 51 Reference 5.2. THE BOOKS MENU The options on the BOOKS menu are: 1. Add 2. Edit 3. Examine 5.2.1. Add - Add new book references This option is used to put in bibliographic details on a book or a chapter in a book. When you select this option you will be provided with a new reference, with blank boxes (called "fields"), to fill in. Type the first author's name, <Enter>, initial <Enter>, initial <Enter>, initial <Enter>, second author's name, <Enter> and so on. Continue until you have put in all of the names. Press <Enter> without typing anything else to skip over unused initials. Press <Enter> instead of typing a surname to move on to the editors (see special features below). Repeat this process for the editors names, if there are any. Note that the first letter of the surname and the initials are automatically capitalized. You should ALWAYS type names with the <Caps Lock> OFF. This will allow you to ultimately print the names either in upper case or lower case, which will not be possible if you do not input the names in lower case. For the very few names which do not begin with a capital (e.g."deBurgh") start the name with a <Space> to avoid automatic capitalization of the first letter. The entry will be stored and displayed on the screen with a space in front of it, but when the reference is formatted for output to a word processor file any leading spaces in the surnames are removed. Names containing accents and other special characters create a special problem. Although your word processor may be able to cope with some of these, different word processors do this in different ways so it is difficult for BIBLOGIC to deal with them. Because of this problem you will need to edit the final list using your word processor. To allow you to find such names it is suggested that you add a "+" to the end of the name when you type it into BIBLOGIC. You may then use your word processor's find (locate) function to fix these before printing. The program will automatically assign a number to the reference (beginning with B1 for the first book reference). This number will be displayed below the publisher. This number should be noted on your copy of the reference so you can quickly access it when you need to. You may like to use these reference numbers BIBLOGIC Page 52 Reference to file your copies of the articles. This way, when a reference is located on the computer, the paper copy of the actual reference can be found easily. Fill out the rest of the information, noting the following points: Year This should be a four digit number plus, where appropriate, a single lower case letter to identify articles by the same author in the same year. If you only have one for that year use only a number. Edition Type the edition as, for example "2nd" or "3rd". During printing " Ed." will be added automatically. Chapter Type the full chapter title in this field, or leave it blank if you are referencing a whole book. You should use capital letters in the title according to the convention you wish to adopt. The program can cope with a much longer chapter title than the size of the blank space on the screen. If you fill the space just keep typing and you will see the title scroll within the space. Use the arrow keys or <Home> and <End> to move within the scrolling window. Use <Enter> to move on to the next field. Book Title Type the full title of the book into this field. Again, correct capitalization of the title is your responsibility. This window can also scroll. Published By This field should contain the name of the publishing house. It also scrolls. at This field should contain the name of the city where the book was published. Pages Put the first page number of the item in the first page field and the last in the second field. You may use page numbers which are non-numeric if appropriate. If the item is on a single page, leave the second field blank. If no page numbers are appropriate leave both fields blank. Do not put "p" or "pp" in the page fields. Notes This field may be used to note a library call number or other information about the item. It is a fixed length field and it is normally only BIBLOGIC Page 53 Reference displayed on the screen when editing the reference. It is not normally printed (however, see page 78.) Cited in This field is used to indicate the source of the reference. It is not normally used in the preparation of references (but see below), it is only for you own information. This field contains B or J to indicate "book" or "journal article". Number This field can contain the number of the reference where this item was cited. Use citation Normally this field will contain "N" and the information in the previous two fields will not appear in finished reference lists. If this field contains "Y" the citing reference will be looked up and "Cited in:" and the authors and year of the citing reference will be appended to the cited reference. You should make sure that the citing reference also appears in your reference list. If you like, you can use T for "True" and F for "False" instead of Y and N. If there is no information to put in a particular field, leave it entirely blank. This will ensure that the format of printed references will be as close as possible to the desired output. In the event that there is information which you will have to fill in or change later, type a "+" in the field, along with a note. This will help you locate the reference in a list with your word processor. "+" is also used to "flag" error messages in the listing process (when for example an unlisted journal is referenced) so it is a good idea to use this for "manually" inserted flags as well. It can sometimes be useful to put something in the Notes field to remind you what is missing. In the special case where a book is being quoted as a whole, there may be no authors, only editors, to quote. The program can recognize this if you use the following technique. Put the editors names in the authors field, put the first editors surname also in the first editor name field, and make sure you do not input anything into the Chapters field. Under these special circumstances the reference will be output as (for example) : Smith A. B. and Jones C. D. (Eds) (1987)......... BIBLOGIC Page 54 Reference 5.2.2. Special features 5.2.2.1. Moving the cursor between names You may move between the name fields by pressing <Enter> as described above, or you may use the arrow keys. The arrow keys work in a special way when the names are being input. This is designed to minimize the number of keystrokes when inputting or changing authors and editors without you having to remember special function keys. Although the action of these keys may seem complicated at first, take a few moments to try the various options and you will see the logic behind them. The <Enter> key simply moves you on to the next field, with one exception. When you press <Enter> in an empty Author surname field (usually the one after the last name that has been input) the cursor moves on over all of the remaining names to the editors. When inputting editors, pressing the <Enter> key in an empty surname field moves you on to the year field (i.e. on to the rest of the reference). The up-arrow and down-arrow keys can move the cursor from initial to initial, but if they are pressed when the cursor is on a surname they move you from name to name. To get from a surname to the corresponding initials you must press the <Enter> key (because the down-arrow key will skip the initials). The left- and right-arrow keys only move you within a name, and cannot move you from field to field. When you have gone on to the rest of the reference, you can go back up to make alterations to the authors or editors using the up-arrow key. When you reach the year field, a single press of this key takes you to the first author, rather than to one of the unused fields. 5.2.2.2. Copying a previous reference Frequently, several similar references (for example references for chapters in the same book) are input one after another. BIBLOGIC allows you to copy information from any field in a previous reference to a new reference that is being added. To do this, press <F2>. You will see a list of the most recently added references (in the order that they were added). Move the cursor to the reference you want to copy using the up- and down-arrow keys (or <Pg Up> and <Pg Dn> keys). Press <Enter> to return to the new reference. The field you are in will be filled BIBLOGIC Page 55 Reference in from the old reference that you selected. When you subsequently press <F2> in any other field, that field will also be filled in from the old reference that you selected. 5.2.2.3. Checking for duplicates When a reference is being input (or edited), pressing the "help" key <F1> will display a list of existing books or chapters in Author/year order. This can help you to avoid duplicating a reference in the system. The current reference will be highlighted. The up- and down-arrow keys (and <Pg Up> <Pg Dn>) can be used to browse through the list. When <Esc> is pressed to return to data input, the reference that was originally being input will be returned to the screen. BIBLOGIC Page 56 Reference 5.2.3. Inputting a review When you have finished putting in the bibliographic details on this item you can go on by using the <Pg Dn> key. Pressing <Esc> will abandon this reference and return you to the menu. Normally, the program will now require you to enter at least one review for the new reference you have input so you will then see a review page. This screen contains part of the bibliographic information on the item above the top line and blank fields to fill beneath the line. Fill out these fields as follows: Comments Enter this field by pressing <F3>. Type your comments on the article. Use two <Enter>s to separate paragraphs, but do not press <Enter> at the end of each line - let the program format the lines. Press <F4> to exit from this field. Topic Use the numbering system you have developed. Page The page in the book to which the review refers (if applicable). Full details of the functions available while editing comments are given in an Appendix (see page 93). The amount of text you can put into the comments field is limited to about 1000 - 1500 lines (depending on their length - see page 93). In practice, it usually is better to enter several reviews with one or two paragraph comments on an article, rather than one with a very large comment. By individually categorizing the comments by topic, you will have access to your references and comments in a more useful fashion. Note that <F2> may be used to copy a field from a previously entered review in a similar way to in references except that, in a review, <F2> always copies from the most recently added review. When you have finished putting in a review, you can leave the review either by pressing <Enter> at the last field or by pressing <Pg Dn>. In either case the review will be saved and another blank review will appear. You can put in as many reviews on the reference as you like. When you have put in all of the reviews that you require for that particular book, press <Esc> when the next new blank is displayed. You will now see another blank reference. Continue filling in references or press <Esc> to return to the menu. Note that, although the program will present you with a blank review after each reference has been put in, it is possible to press <Esc> and avoid putting in any reviews at all for that BIBLOGIC Page 57 Reference reference. It is however, recommended that each reference has at least one review (even if no comments are put in) otherwise retrieval of that reference by topic will not be possible. 5.2.4. Edit - Change a book reference 5.2.4.1. Editing by reference number Select this option to change the details stored about a particular chapter or book. You will be asked to give the reference number of the item you wish to change. This is the quickest way to find the required item, so you should input this number if it is known (but see the notes on authors below). The program will then find the right reference and you can proceed in just the same way as if you were inputting a new reference. When you have finished making alterations you can use <Ctrl W> or <Pg Dn> to save the changes. Pressing <Esc> will also save the changes, except any changes to the field currently being edited. This allows you to escape from changes accidentally made to a field. If you wish to completely delete a reference, you can do so by pressing <Alt F10> while editing it. The program will then ask you to confirm that you want to delete the reference by pressing <Alt F10> a second time. The number of the reference that is deleted cannot be reused, and the numbers of other references will not be affected. You should not delete references except under exceptional circumstances. Normally references that are not useful to you can remain in the system (but will have topic codes which will not cause them to be listed). A reference can also be edited to change it into a completely different reference. If deleting a reference, be sure to delete the reviews for the reference as well. 5.2.4.2. Editing with searches If you do not know the reference number of the item, answer "0" (i.e. just press <Enter>) instead of giving a number. You can then search for a particular author, search the book and chapter titles for particular words, and restrict the search to particular years. Type in the word you are looking for (or part of it) into the appropriate field on the screen. Step over unused fields using the <Enter> key. After the last field is filled (or if you press <Pg Dn>) the program will search for the required reference. Upper and lower case will not be differentiated in the search, but if you input a string containing spaces in the middle (e.g. "OF THE HEART"), the spacing must be exact for the search to work. You can use part words in the search, for example "vis" will find "vision", "visual", "visually", "visit" and so on. BIBLOGIC Page 58 Reference The earliest year and latest year fields are used to specify a search restricted to material of a certain age. For example to look at references published only in 1979, put 1979 in both fields. For a search from 1979 to the present put 1979 in the earliest year field and leave the latest year field blank. For references before 1979 leave the earliest year field blank but put 1978 in the latest year field. For any of these searches, once a matching reference has been found, you can use <Pg Dn> to get to other references which match the criteria you have given. <Pg Up> may be used to go back to the previous matching reference, and you may use <Esc> or <Ctrl W> to get back to the menu without going through any more matching references. Note though, that <Esc> does not save any changes made to the field you are currently on. The program keeps an index of first authors' names - so if you know the first author or even just the first few letters of the first author's name, type this in. This will greatly increase the speed of this type of search. If you cannot supply this information the program can still look for the reference, but it will have to look through the entire database so the search will be slower (possibly several minutes in a database with thousands of entries on an "XT" type computer). 5.2.4.3. Special author searches The program can also search for an name in author fields other than the first and it can search for names when you are not sure of the spelling (although both of these searches are much slower than a search of first author only). To use these special features a * or ? are typed in after the name. For example: First author: Smith finds Smith & Jones but not Jones & Smith First author: Smith* finds Smith & Jones or Jones & Smith First author: Smith? finds Smythe & Jones but not Jones & Smythe First author: Smith*? finds Smythe & Jones or Jones & Smythe * causes the program to search all of the author fields. ? causes the program to look for "similar" names The program can only use the author index for the first of these searches, so the others are slower. In all cases if words in titles or years are also specified then only references satisfying these criteria as well as the name criterion will be shown by the program. The search invoked by the ? symbol is based on a special technique which is described in the appendix on page 97. It is not guaranteed to find what you want, but it will generally pull BIBLOGIC Page 59 Reference out similar sounding names, such as Anderson, Andreassen and so on. The program will not find the name unless you have the first letter of the name correct. When you are editing references you may use the "help" key <F1> to show a list of authors in the same way as when inputting new references. The list will, however, include all references (not just those that satisfy the author, year and word criteria). 5.2.5. Examine - Look at existing book references This option is exactly the same as the "Edit existing references" option, except you can only look at, not alter, the contents of the references. It is best to use this option to browse through references if you do not intend to alter them. It is quite easy to go back and use the edit option on a particular reference (make a note of its reference number) if you find you need to alter it. If you have used the word searching facility to find references, the page you see will be the first reference in the database which matches the criteria. You may use <Pg Up>, <Pg Dn> and so on as you would when editing references to move between different references which meet the criteria. BIBLOGIC Page 60 Reference 5.3. THE ARTICLES MENU The options on the ARTICLES menu are: 1. Add 2. Edit 3. Examine These options function similarly to the options on the BOOKS menu, but on the Journal Article references database. 5.3.1. Add - Add new journal article references Select this option to input bibliographic details on a journal article. When you select this option you will be provided with a new, blank, record to fill in. Type the first author's surname followed by <Enter> and then each initial followed by <Enter>. Continue in this manner for all the authors. As with books references, the first letter of the surname and initials are automatically capitalized. Again, you should ALWAYS type names with the <Caps Lock> OFF. For the very few names which do not begin with a capital (e.g."deBurgh") start the name with a <Space> to avoid automatic capitalization of the first letter. The program will automatically number the reference in a similar way as with book references, starting with J1 for the first reference in the database. This number should be noted on your copy of the reference. Fill out the rest of the information, noting the following points: Title Type the title of the article in this field. The program can cope with a much longer title than the size of the blank space on the screen. If you fill the space just keep typing and you will see the title scroll within the space. Use the arrow keys or <Home> and <End> to move within the scrolling window. Use <Enter> to move on to the next field. Journal Type the number corresponding to the appropriate journal in your journal list. When the cursor is over this field, pressing the "help" key, <F1> will show the currently selected journal list. You may scroll through the list using the arrow keys, or the letter keys (for example pressing J will take you to the journals that start with J). Press <Esc> to go back to editing the reference without altering the journal recorded for that reference BIBLOGIC Page 61 Reference or press <Enter> to select that journal title. The title corresponding to the number put into the Journal field will be displayed below the field. Year This should be a four digit number plus, where appropriate, a single lower case letter to identify articles by the same author in the same year. If you only have one for that year, use only a number. Volume This field should contain the volume number of the journal containing the article, if applicable. This will normally be just a volume number, or volume and issue in the form 10(2). The volume may be non-numeric (for example "IV"). Supplement This field should contain the supplement number (or letter), if applicable. In the special case where just 0 is entered in this field, the program will output 'Suppl.' with no number. Pages Put the first page number of the article in the first page field and the last in the second field You may use page numbers which are non-numeric if appropriate. If the item is on a single page, leave the second field blank. If no page numbers are appropriate leave both fields blank. Do not put "p" or "pp" into the page fields. Notes This field may be used to note a library call number or other information about the item. It is a fixed length field and it is normally only displayed on the screen when editing the reference itself (but see page 78). Cited in This field is used to indicate the source of the reference. It is not normally used in the preparation of references (but see below). This field contains B or J to indicate "book" or "journal article". Number This field should contain the number of the reference where this item was cited. Use citation Normally this field will contain "N" and the information in the previous two fields will not appear in finished reference printouts. If this field contains "Y" the citing reference will be looked up and "Cited in:" and the authors and year BIBLOGIC Page 62 Reference of the citing reference will be appended to the cited reference. You should make sure that the citing reference appears in your reference list. If you like, you can use T for "True" and F for "False" instead of Y and N. 5.3.1.1. Special features Similar special features as those available when inputting book references are available when inputting a journal article reference. Press <F2> to copy from a recently added reference in exactly the same way as with a book reference. The <F1> key will show you an alphabetical list of authors (just like in a book reference) on any field except the journal title field (when the journal list is displayed as described above). When you have finished inputting details on this item you can go on to do another by using the arrow keys or <Pg Dn>. You will then be provided with a blank review to fill in. Enter as many reviews as required and then press <Esc> when presented with an unwanted new blank. You will then be given a new blank reference. Enter the next reference or press <Esc>. to go back to the menu. This function is otherwise identical to adding a book reference. 5.3.2. Edit - Change existing references This option functions almost exactly the same way as the equivalent option on the BOOKS menu. If you do not know the number of the item you wish to locate, type "0" for the article number and fill in the search screen. Searches for an author using * and ? symbols work in the same way as for book references (see page 59). References may be deleted by pressing <Alt F10>, but this should only be done under exceptional circumstances. 5.3.3. Examine - Look at existing references This option is exactly the same as the "Edit existing references" option except you can only look at, not alter, the contents of the references. BIBLOGIC Page 63 Reference 5.4. THE REVIEWS MENU The options on the REVIEWS menu are: 1. Add 2. Edit 5.4.1. Add - Add new reviews This option is used to input reviews at a time other than when you enter the corresponding reference. When you select this option you will be asked to provide the reference number for the book or journal article you are categorizing. Reviews on both books and journal articles are stored together so you must provide a number beginning with B or J to differentiate between them. Reviews are then entered in the same way as described in the BOOKS menu section on page 57. 5.4.1.1. Special Features When the cursor is in the topic field of a review, you can get help on topic codes by pressing <F1>. This help is in the form of your own notes (or reminder screens) on your topic structure. See the appendix on page 99 for details. 5.4.2. Edit - Change existing reviews You can edit an existing review by selecting this option. You will be asked for a book or journal number. Type in B or J followed by the appropriate number to search for reviews on this item. You will then be asked for a page number. Normally you will leave this blank but if you have many reviews on a particular item you may wish to include a page number so you start in the appropriate review. When the review is found you will be able to move between all reviews on this item using the <Pg Up> and <Pg Dn> keys. If you want to edit reviews based on the topic, rather than reference number, leave the reference number blank and press <Enter>. You will be asked for a topic to search on instead. You can put asterisks (*) in the topic to match with any digit in that position. This is not the best way to find reviews as it takes much longer for the program to find them (than by reference number) in a very large database. BIBLOGIC Page 64 Reference Alternately, you may search for the occurrence of a particular word in the comments fields. If you put anything in the "search comments for" field the topic code will be ignored and you will see only reviews that contain the given word in the comments. Note that, because <Pg Dn> takes you to the next review that meets the topic criteria (and this may take some time to find) you should use <Ctrl W> rather than <Pg Dn> to get back to the menu when you have seen all the reviews you wish to. <Esc> may be used in the same way, but should not be used if you have made changes to the current review as it will not save the field you are currently on (this allows you to abort from an accidental alteration to a field). A review can be deleted entirely from the database by pressing <Alt F10>. The program will then ask you to confirm this by pressing <Alt F10> again. BIBLOGIC Page 65 Reference 5.5. THE LISTS MENU The options on the LISTS menu are: 1. References 2. Comments with number 3. Comments with authors 4. Comments with reference 5. Journals 6. Manual list 5.5.1. References - List full references This option allows you to generate a file containing properly formatted references which you can include in a document using your word processor. The format used for the reference is determined by the currently selected print format file. See page 71 for details of how to switch between different format files, and how to create new ones. The file produced by BIBLOGIC can be read into your word processor to be included in a document or printed out. The procedure to read the file in varies from one word processor to another. Consult the supplement on word processors at the back of the manual for details of how to do this for your word processor. The references are usually selected on the basis of the category information in the reviews. Only references which have a review in the system can be selected. The references will normally be listed in alphabetical order, but they may optionally be listed in year order. When you select this option, the program will ask for a "topic" (or a word to search comments for), a number to start numbering from and a name for the output file. Type in the required topic code. Use asterisks (*) to define "don't care" levels in the topic. For example choosing "123*******" will list all references with topics starting "123" with no regard for the right-most seven digits. If you want to list references which have a particular word in the review comments put this word in the "search comments for" field. If you do this the topic codes will be ignored. If you want the references that are output to be numbered in sequence, put the number of the first reference in the "number from" field. This will usually be 1 unless the list is to be a continuation from another list. If you do not want the references to be numbered, put "0" in this field. BIBLOGIC Page 66 Reference Choose a name for the output file, it can be up to eight characters. An extension ".TXT" will be added automatically. Normally, a list will consist of both book and journal article references, but you can restrict the list to references of one type or the other by putting B or J in the "Books, Journal articles or All ?" field. Sometimes it is useful to generate a list which includes the actual B or J numbers against each reference. If you want this, answer "Y" to "Show B/J numbers ?". A list in year order is produced by putting "Y" in the "Sort by year ?" field. After filling in the last field, press <Enter> (or <Pg Dn> if you want to skip fields). The program will start to compile the list. This can take several minutes with a very large database, so the program will keep you informed of its progress with messages on the screen: Loading print format.... Opening output file.... **** Press <Esc> at any stage if you wish to abort listing **** Setting up work area on disk.... Finding required reviews.... Removing duplicates.... Looking up book references.... Looking up journal article references.... Sorting book references.... Sorting journal article references.... Making list.... It is not important to follow this process, but you may find it of interest to do so. First the program finds the currently selected print format file and loads it into memory. A file to hold the list to be produced is then created and some temporary files for intermediate lists are also created. The reviews that satisfy the criteria you have requested are then copied to a separate file. Because the reviews are in numerical order it is easy for the program to locate and delete duplications in the list. The book references and journal article references in the list are then separately looked up and two lists are compiled. These are then put into alphabetical order and the output file is generated from these lists. During the listing the print format file is used to control the format of the list and appropriate codes are inserted into the list for your word processor according to the information in the print format file. BIBLOGIC Page 67 Reference If any articles on the topic selected were found, you will see a list of references scroll up the screen. You may notice unusual symbols in the references. These are the special codes which tell the word processor where special effects (such as bold and underline) are to be placed in the text. The list will normally scroll off the screen once the screen is full, but if you want to stop the list from scrolling (and pause the process of making the list) you can use <Ctrl S> to pause and <Ctrl Q> to re-start. Of course, you will also be able to look at the list using your word processor later. At the end of the process BIBLOGIC gives you two figures: 1) how much disk space it used for temporary files during the listing and 2) how much disk space there is left after these temporary files have been removed. When the first figure approaches the second in size it means that the amount of space left on the disk will soon be too small for BIBLOGIC to generate the necessary temporary files to generate a reference listing. Then is a good time to clean up your disk by removing unwanted backup copies of documents, old data which is already backed up and so on. 5.5.2. Comments with number This option allows you to put all the comments in a group of references into a file for word processing. The references are selected by topic, in the same way as when you list the references themselves. When you select this option, you will have to specify a topic and file name in a similar way to the reference list option. In this option the comments are identified in the list only by the reference number. 5.5.3. Comments with authors This option is similar to the previous one, except the first and second authors' surnames and the year are also included in the list. The names are listed only for the first comment pertaining to a particular reference. If the reference has more than two authors, "et al." is appended to the surnames of the first two authors. 5.5.4. Comments with reference This option lists the comments as above, but all of the bibliographic information on the items is included in the list. This can be used for making annotated reference lists for use as (for example) a reading list for students or a list of "new acquisitions" (assuming that these have been marked in some way using a topic code). BIBLOGIC Page 68 Reference The options are similar to those for a reference list. You can choose to suppress the topic code printout, and you can choose to suppress the B/J numbers if these are not required. These options will be adequate for most purposes, but the "Extended comments" option is included to allow you to produce a special type of comments list. If this option is used, once the relevant references have been selected using a topic code in the usual way, the comments for the selected references that match this second code will be included in the list. This feature can be used in a number of ways, for example: 1) You may wish to categorize references with very specific topic codes for reference retrieval, but only wish to use the comments facility for general comments or abstracts. You can mark these abstracts with a particular code (for example an "A" in the first column) and then use this facility when making a comments list. Use the topic code in the usual way (to select references on a particular topic) and then request comments marked "A*********" to get a list of the abstracts for the references found. 2) You may wish to identify references which address both of two different concepts. Use the first topic code to select references on one topic and then list the comments attached to these references on a different topic. If you answer "Y" to "Extend comments ?", you will be asked: Topic code to list for selected references ? ********** The second topic code is entered at this point. 5.5.5. Journals - List journal titles This option allows you to make a list of the journal titles in the currently selected journal list. You will be asked if you want the list to be in alphabetical order. Answer "Y" for alphabetical or "N" for numerical order. Press the <Enter> key. If the program has been set up to use a printer (see page 72), the list will be directed to the printer, as well as to a file on disk and on the screen. If the printer is not ready, or the program is not set up to use a printer the list will only be sent to the screen and to disk. BIBLOGIC Page 69 Reference The disk file will have the same name as the journal list itself, with the extension ".ALP" for a list in alphabetical order, or ".NMR" for a list in numerical order. It is an ASCII file. 5.5.6. Manual list A list of properly formatted references in an arbitrary order, determined by the user, can be made using this option. To do this, a list of B and J numbers (in the required order) must first be made outside BIBLOGIC. This may be done in your word processor, but the list must be saved as a plain ASCII file with no formatting characters. If your word processor cannot do this, you could use the editor provided with DOS or the DOS copy command (for example: "copy con list.msr") to create a file (see your DOS manual for details). The file must have the extension ".MSR" (for example, it could be called "LIST.MSR"). Each B or J number must start on a new line and there should be no spaces in the numbers and no blank lines. BIBLOGIC Page 70 Reference 5.6. THE SET-UP MENU The options on this menu are: 1. Configure 2. New journal list 3. Edit journal list 4. New database 5. New print format 6. Edit print format 7. Set numbers 8. Medline/DIALOG conversions 9. Exit from BIBLOGIC 5.6.1. Configuration This option allows you to set up the program for use in a different operating environment or for use by different operators. When you select this option you will be shown the existing configuration, and must fill in the following parameters: Database This is the name of the database the program is to use. Normally one person would have just one database, but different users would often keep their references in different databases. You should avoid generating different databases based just on subject unless there is little or no overlap between the subjects. The name of the database should consist of up to eight characters, letters and numbers only. The name is used to generate several filenames (.BKS, .JAR, .RVU etc.) and no extension should be typed. The program is initially set up to use a database called "DATABASE". Journal List In many cases each database will have a separate journal list associated with it, but there may be cases where a single list serves several users, or one user wishes to switch between several lists (usually to accommodate different abbreviation schemes). To do this change the name of the list here. The name of the journal list should consist of up to eight characters, letters and numbers only. An extension of .JLS is assumed, and should not be typed in. The program is initially set up to use "JOURNALS". BIBLOGIC Page 71 Reference Print Format The print format file determines how reviews are printed and what control codes are output for the particular word processor being used. The file name should consist of up to eight characters. An extension of .PFF is assumed, and should not be typed. The initial setting is "PRINTFOR" Printer Port If you do not have a printer connected you should leave this field blank. If you have a printer connected to the computer this field should be set as follows: Port Name for field Parallel port 1 LPT1 Parallel port 2 LPT2 Serial port 1 COM1 Serial port 2 COM2 If you are using a serial port for your printer, it must be set up correctly using the DOS "MODE" command before running BIBLOGIC (for example in your "AUTOEXEC.BAT" file). The program is initially set up for no printer (i.e. this field is blank). Force Review Normally the program "forces" the user to add a review for a reference straight after the reference is entered (although it is possible to avoid entering a review at all by pressing the <Esc> key at the blank review screen). If you do not want to automatically go from references to new reviews, select "N" for this option. Normal Review In version 2.0 and later the TOPIC and PAGE fields Format in a review appear in that order, with the topic before the page. If you wish to have these fields in the opposite order (like earlier versions of the program) select "N" for this option. Beep on Finds When you are searching through references (using the edit or examine options) the program will normally make a beep sound whenever it finds a matching reference. If you wish to suppress this feature, select "N" for this option. BIBLOGIC Page 72 Reference 5.6.2. New journal list This option allows you to make a new journal list, either completely from "scratch" or by copying and altering an existing list. When you select this option you will be asked if you want to copy an existing list. If you answer "Y", you will be given a list of existing journal list (.JLS) files and asked for the name of the old file to copy, and the name of the new file. If you try to copy a file which does not exist, or give an existing name for the new file an error message will be given and you will be asked to specify the names again. You may quit from this screen by pressing <Esc>. If you answer "N" in response to the initial question, you will also be given a list of existing .JLS files and you will be asked for the name of the new list. If you specify an existing file name for the new list an error message will be given and you will be asked to re-enter the name. You may quit from this process by pressing <Esc>. In either case a new list will be produced, either containing the same journals as the original list, or completely blank, as requested. 5.6.3. Edit journal list This option allows you to change the contents of an existing journal list. When you select this option you will be given a list of existing .JLS files and will be asked for the name of the file you wish to edit. You will then be asked if you want the list to be in alphabetical order. You may edit the list in alphabetical, or numerical order. The list will be put on the screen in two columns: journal numbers on the left and titles on the right. You may use the up- and down-arrows to move through the list a line at a time. The <Pg Up> and <Pg Dn> keys move to the journal at the top or bottom of the current screen. The <Home> and <End> keys move to the beginning or end of the whole list. In an alphabetical list, the letter keys may also be used to move to the relevant part of the list (for example, the "J" key will move the cursor to the first journal that begins with the letter "J"). BIBLOGIC Page 73 Reference The function keys shown above the list may be used to modify the list. You may DELETE the journal at the arrows using <F5>, ADD a new journal using <F6>, FIND a particular journal (<F7>) or EDIT it (change the number or title) using <F8>. Note that, when you add a journal or change an existing one, the order of the list is changed to keep the list in numerical or alphabetical order - although the arrows are kept at the appropriate journal. When you add a journal the program will find the highest numbered journal in the list and will fill in the number for the added journal one higher than this. You can change this number if you like, but the program will not let you use a number that has already been used (this is also true when you edit the number of an existing journal). 5.6.4. New database This option allows you to make a new database, either completely from "scratch" or by copying and altering an existing database. When you select this option you will be asked if you want to copy an existing database. If you answer "Y" you will be given a list of existing databases (in fact a list of .BKS files - the database consists of others too) and you will be asked for the name of the old database to copy and the name of the new database. If you try to copy a database which does not exist, or give an existing name for the new database an error message will be given and you will be asked to specify the names again. You may quit from this screen by pressing <Esc>. If you answer "N" in response to the initial question, you will also be given a list of existing databases and you will be asked for the name of the new database. If you specify an existing database name for the new database, an error message will be given and you will be asked to re-enter the name. You may quit from this process by pressing <Esc>. In either case a new database will be produced, either containing the same data as the original database, or completely empty, as requested. 5.6.5. New print format Print format files determine two things. Firstly they define the style or layout of the reference (for example, how the authors' names are laid out and where in the reference the year is to go). Secondly they define the special codes that are to be used by BIBLOGIC to tell the word processor you are using which BIBLOGIC Page 74 Reference words are to be in bold, underlined and so on. A particular print format file is therefore specific to both your application (for example publishing in a particular journal) and to the word processor you are using. A number of example print format files for different word processors are supplied with BIBLOGIC, so the complicated part of print format design (describing to BIBLOGIC the special codes to use for bold, underline etc.) is already done for you. This option allows you to create a new print format file and determine the format it represents and the codes it uses. When you select this option you will be asked if you want to copy an existing file. If you answer "Y" you will be given a list of existing files and asked to input names for the old and new files. If you answer "N" you will be asked to name the new file. The program will than set up tables for editing the file you have produced. If you have copied an existing file the format will initially be the same as that which you copied, otherwise it will be the default format. Specifying the format is done in several distinct stages. This system has been designed to fall somewhere between "totally flexible and difficult to use" and "easy to use but inadequately flexible". As a result the process is a little involved but should allow you to cover most of the formats you are likely to need. Once you have generated the print formats that you require, you can simply call them up by name, so you do not have to go through the process of design very frequently. The first stage is to specify the format of the author's names. NAME FORMAT First you are given an example of the current name format and are asked if you want to change it. This allows you to bypass this step and go on to the YEAR FORMAT (see below) if the format is already as you want it. If you answer "Y" you must then answer specific questions about the name format: Where do you want the initials to be positioned ? 1. After name: Smith AB, McDonald DEF and Evans GH... 2. Before name: AB Smith, DEF McDonald and GH Jones... 3. Inverted: Smith AB, DEF McDonald and GH Jones... 4. Inverted: AB Smith, McDonald DEF and Evans GH... BIBLOGIC Page 75 Reference Normally you will choose option 1 or 2, but some journals do use options 3 or 4. Then: Do you want the names to be entirely in CAPITALS (Y/N) ? Do you want periods (full stops) after each initial (Y/N) ? Do you want spaces between initials (Y/N) ? In each case the current state of the name format is shown and the answer already in the box chooses the current state. You may change the answer to alter the format, and the example will change to reflect this alteration. After these simple yes/no responses, you have to define some more complicated parameters: What do you want between the surname and initials ? (This will only be asked for formats where you have asked for the initials to appear after the name). What do you want between names (when there are more than two) ? What do you want between the last two names ? What do you want after the last name ? These three items represent the characters which are underlined in this example: J Smith, A J MacDonald and P Stephens, (1973).... ~~ ~~~~~ ~~ In each case the answer field is filled with # symbols to represent unused characters. This enables you to specify spaces in the strings that you give. After specifying these items you will be asked: Is the above format for names correct ? Answer "N" if you want to go back and change any of your responses, or "Y" to continue. PUNCTUATION SEPARATING PARTS OF THE REFERENCE Next you will be asked to specify what punctuation is to separate the major parts of the reference. Most styles use either ", " or ". ". BIBLOGIC Page 76 Reference EDITORS You will then be asked: How do you want the editors to be shown ? 1.................(Eds.) 2. edited by............ YEAR FORMAT For the year format, first you will be asked: Where do you want the year to be positioned ? 1. After the authors' names 2. At the end of the reference 3. After the journal or after publication information 4. After the volume or after publication information Then: What do you want before the year ? What do you want after the year (books/chapters) ? What do you want after the year (journal articles) ? These questions allow a wide variety of different punctuation to be used with the year. Note that, depending on the position that you select for the year, other strings may already be positioned before the year. For example: if you elect to position the year after the authors' names, then you will have already selected a string to follow the names. This string will be followed by your answer to "What do you want before the year ?", then the year, then another string. You will then be asked to specify what is to separate a chapter title from a book title. Most styles use "In", "in" or "In:". PUBLISHER FORMAT You will then be given a choice of formats for the publisher (of books or chapters): How do you want the publisher to be shown ? 1. publisher, place 2. place: publisher 3. (publisher, place 4. (place: publisher BIBLOGIC Page 77 Reference The last two of these may seem unusual, but they are used in conjunction with options 3 and 4 for the year position to generate (for example): (New York: Champion & Champion, 1986) VOLUME FORMAT Next you must specify the format of the volume information (in journal articles): How do you want the volume/number to be shown ? 1. 10(2) (as stored in database) 2. Vol. 10 No. 2 What do you want before the volume/supplement number ? What do you want after the volume/supplement number ? PAGE FORMAT You will then be asked to specify the page format: What do you want before the page number (one page item) ? What do you want before the page numbers (multi-page item) ? What do you want between page numbers (multi-page item) ? These questions enable you to specify formats which allow, for example: "page 117" To be output where only a first page is supplied in the reference and "pages 117 to 119" To be output where a first and last page is supplied. NOTES FORMAT You may elect to print the notes field in the reference for special applications: How do you want the notes field shown ? 1. Notes field not printed in reference 2. Notes field in [ ] at end of reference 3. In place of an undefined journal You should choose option 1 unless you have a special application. Option 2 is used when the notes field has been used to record, for example, the location of an article and you want to print a list for your own use, rather than for publication. BIBLOGIC Page 78 Reference Option 3 can be used with references that have been converted from Medline format to print the journal title information from the notes field if the journal field has not been filled in. SPECIAL PRINTING EFFECTS - DEFINITION The next stage is to define the special characters which will be understood by your word processor to signify "special effects" such as bold, underline and so on. You will be asked if you wish to change these special effect definitions. If you answer "N" you will skip this part of the procedure and go on to SPECIAL EFFECTS - USAGE. If you copied an existing print format file (e.g. the examples supplied with BIBLOGIC) then you will probably not want to change these codes - so answer "N". If you answer "Y" you will be asked to supply names for up to six effects, and then the actual codes for turning these effects on and off. This is a lengthy and somewhat complicated process and you should read the Appendix on Print Format Files (see page 100) before attempting to make changes here. SPECIAL PRINTING EFFECTS - USAGE Next you must specify where the special effects are to be used. The number corresponding to the desired effect should be input against each of the options. These are mostly self explanatory, the code to turn the effect on is output before the item named and the code to turn it off again is output after the item. The last two need some clarification: file defines an effect, the "on" code for which is output right at the beginning of the whole file (list). The "off" code is output right at the end of the list. reference defines an effect, the "on" code for which is output before each complete reference. The "off" code is output right immediately after each complete reference. These last two options are used for special formatting purposes in some word processors (see the example PFFs for Microsoft Word, WordStar 2000 or WordPerfect [Trademarks]). After you have specified where the effects are to be used (or you can just press <Enter> for each one to accept the existing scheme) the new print format file is produced and written to disk. BIBLOGIC Page 79 Reference 5.6.6. Edit print format This option works exactly like the previous one, except an existing format is changed rather than a new one being created. 5.6.7. Set numbers Under normal circumstances the program will assign the reference numbers to book and journal article references, starting with B1 and J1. If you need to start numbering at a different number, or if you wish to number the references yourself, you can use this option to do so. When you select this option, you will be shown the numbers which would be given to the next references to be input and you should type in the new values. You should avoid using this option unless you have special requirements which make it necessary. If you elect to number your own references the program will not check for duplicated numbers and you may not be able to access some references if you allocate the same number to more than one reference. It is safe to set the values to higher values than their current value - except if you choose a very high value you may run out of numbers sooner than you expect. Assigning a lower number than the current value may result in duplications and should be avoided. 5.6.8. Medline/DIALOG conversions This option allows text captured from a MEDLINE or DIALOG search to be used to create a BIBLOGIC database. This option will prompt you for some file names and the type of conversion. BIBLOGIC Page 80 Reference 5.6.8.1. Medline The input file must be in the MEDLINE "RAW INDENTED" format. In the conversion process, BIBLOGIC looks for the following lines in the text, and all other lines are ignored. The lines the program uses start with: a number Start of a new reference TA - Journal MH - "Mesh" heading TI - Title PG - Page DP - Date of publication AB - Abstract AU - Author IP - Issue number / supplement AD - Author data VI - Volume This option will prompt you for the name of the text file to be converted and the name for the new BIBLOGIC database to be created. During the conversion process a report file called "CONVERT.TXT" is generated. This can be inspected using your word processor or by the DOS "type" command to check the converted file. You are advised to check either this report, or the database generated, against the original MEDLINE text before appending the newly generated database to your main database using the IMPORT function. Note that the conversion from MEDLINE format puts the journal title into the notes field. You may then put in the correct numbers manually using you journal list. You may also do this by editing the MEDLINE text file before conversion. If BIBLOGIC finds a number where the journal title should be in the MEDLINE text, it will be put directly into the journal field rather than the notes field. This is better than relying on the journal titles being put into the notes field. This is because long journal titles may be truncated. In the conversion, the MEDLINE "MH", "AB" and "AD" fields will be put into the comments field in the review. The other fields listed above are put into the appropriate field in the reference. A single review is generated for each reference. It is left up to the user to put in an appropriate topic code and to add more reviews if appropriate. BIBLOGIC Page 81 Reference 5.6.8.2. DIALOG This conversion works in a similar manner to the Medline conversion, except the lines which are used begin with different characters. In the conversion process, BIBLOGIC looks for the following lines in the text, and all other lines are ignored. The lines the program uses start with: < or a number Start of a new reference JN- Journal DE- Subject heading BT- " GL- " BC- " CC- " SC- " TI- Title PG- Page PY- Publication Year AB- Abstract AU- Author CS- Author data PU- " VO- Volume IS- Issue NO- Number SH- Heading Note that the conversion from DIALOG format puts the journal title into the notes field. You may then put in the correct numbers manually using you journal list. You may also do this by editing the DIALOG text file before conversion. If BIBLOGIC finds a number where the journal title should be in the DIALOG text, it will be put directly into the journal field rather than the notes field. This is better than relying on the journal titles being put into the notes field. This is because long journal titles may be truncated. In the conversion, the DIALOG IS-, VO-, NO- and subject heading fields will be put into the comments field in the review. The other fields listed above are put into the appropriate field in the reference. A single review is generated for each reference. It is left up to the user to put in an appropriate topic code and to add more reviews if appropriate. BIBLOGIC Page 82 Reference 5.7. THE UTILITIES MENU The UTILITIES menu allows you to add references to the current database from another BIBLOGIC database, or to extract references from the current database to form a new one. For conversion from other types of databases see the SET-UP menu on new databases (see page 74). The options on the UTILITIES menu are: 1. Import 2. Export 3. Pack database 4. Topic code changes 5. Register 5.7.1. Import When you select the import option you will be asked for the name of a BIBLOGIC database. You will be asked to confirm this operation. This database in its entirety will be added to the current database. The B & J numbers of the added references will be increased to place them after the existing references, and the corresponding reviews will be altered accordingly. Please note that the journal title numbers and topic codes of the appended references are not altered, so the topic and journal numbering schemes of the current database and the appended database must be consistent. It is best to change these (if necessary) in the database to be appended before adding the new references to the current database. It is also advisable to print out a reference list with B/J numbers for the database to be added so that the B and J numbers are known after the appending process. 5.7.2. Export The EXPORT option will prompt you to provide a topic code (or B/J number) to select references for output in the same way as the list options. You will also be asked for a name for the new database. If you select a name which already exists, you will be asked whether you really do wish to overwrite that database. Be careful that you do not overwrite a database that you wish to keep. The appropriate reviews, book references and journal article references will then be output to a new database. The references will be given new B/J numbers, starting at B1 and J1 and the reviews will be altered accordingly. BIBLOGIC Page 83 Reference The above functions are straightforward to use, but their very nature makes them potentially destructive if they are used indiscriminately. You are therefore advised to try them out on COPIES of your databases until you fully understand their use. 5.7.3. Pack database This option allows you to actually remove deleted items from the database. When a reference or review is "deleted" it is marked as being deleted, but the space it takes up in the database is not reclaimed. This option will actually reduce the size of the database by reclaiming the space used by deleted items. It is only necessary to use this option if you have made a large number of deletions and you wish to reclaim disk space or speed up the operation of the program. This operation can take several minutes for a large database. 5.7.4. Topic code changes This option allows you to make changes to all of the topic codes in the reviews in a database at one time. It allows you to make changes to your tree structure even when a large number of reviews have already been input. This function is somewhat limited however, and should not be relied upon as a substitute for careful tree design in the first place ! It is suggested that you use these options on a copy of your database, rather than on the database itself, as irreversible changes can be made to the reviews in a database. The options are as follows. 5.7.4.1. Add column This option allows you to add a column in the codes so that (for example): "1234567890" becomes: "12345 6789" Note that the digit or letter in column 10 will be lost. Inserting a column before column 1 has the effect of moving the codes one position rightwards (losing column 10). 5.7.4.2. Delete column This option allows you to remove a column from the code. Columns to the right of the deleted columns will be moved leftwards one position and the tenth column becomes blank so that (for example): BIBLOGIC Page 84 Reference "1234567890" becomes: "124567890 " Deleting column 1 has the effect of moving the codes one position leftwards (losing column 1). 5.7.4.3. Individual substitutions Individual substitutions can be made in the following ways. A single code with all the columns specified may be replaced with another code throughout the database, or a number of codes (specified with an asterisk "*" in one or more columns) may be replaced. The replacement may be a fully specified code (i.e. all ten columns are given) or it may contain asterisks "*", in which case the columns containing asterisks will be unmodified. Note that the effect of the asterisks in the code being replaced is different to the effect in the replacement code. In the first case the asterisk means "change the code whatever is in this column". In the second case it means "do not change this column". When you have filled out both codes, you will be asked to confirm that the substitution is to go ahead. If the changes you are making to your tree structure are extensive you may need to use this option many times. If your changes require using this option repeatedly, you should be careful that the change you make does not give rise to codes which already exist and are to be changed. For example, you cannot change: "X*********" to "YQT*******" and then "Y*********" to "PQRST*****" without all codes starting with X or Y ending up as "PQRST....". These particular changes could be done in the opposite order with an entirely different effect. You could change codes to an intermediate value and then subsequently change them again (after other changes that would have affected them have been made). It is stressed that you should use this options on a copy of your database, rather than on the database itself, as irreversible changes can be made to the reviews in a database. BIBLOGIC Page 85 Reference 5.7.5. Register This option displays instructions on how to register your copy of BIBLOGIC. When Biblogic Computer Services receives your registration payment you will be sent a serial number for your copy of the program. Use this option to type in the serial number. This action will mark your copy and de-activate the sign-on screen which displays each time BIBLOGIC is run. 5.8. EXIT The EXIT menu has just one option, that is to exit from BIBLOGIC. Press <Enter> when this menu is displayed to exit from the BIBLOGIC program. If the program was run directly from DOS you will be returned to DOS. If BIBLOGIC was run from within another program (for example a menu program) you will be returned to that program. BIBLOGIC Page 86 Appendices Appendix A. Installing BIBLOGIC on disk drives other than C: The following instructions will be relevant in only a few cases, so they have been included as an appendix. The installation program allows you to install BIBLOGIC on a drive other than drive C: simply by typing in a different drive letter at the appropriate prompt during installation. The only complication that could arise is if, for some reason (for example in certain network situations) the installation program is unable to correctly identify your boot drive and hence locate your CONFIG.SYS file. Under these circumstances the CONFIG.SYS file can simply be edited manually. BIBLOGIC Page 87 Appendices Appendix B. Running BIBLOGIC from other directories If you want to run BIBLOGIC from different directories (for example for different users) you must do the following: 1) Create subdirectories for each database. 2) Put the \BIBLOGIC directory on the search path so that DOS can find the BIBLOGIC program whenever you type "BIBLOGIC<Enter>" at the DOS prompt. See your DOS manual for details on how to use the DOS "path" command. 3) When you first run BIBLOGIC from a particular directory a set-up file "BIBLOGIC.BSU" will be created in that directory. This will define the default set-up: Database name: "DATABASE" Journal list: "JOURNALS" Print format: "PRINTFOR" Printer: None You will then have to go to the SET-UP menu and alter these values if these are not what you require. Note that this set-up will be "private" to the directory you are in and will always be in effect when the program is run in this directory. Usually, you will want to set up databases with different names for each user, even though the databases will be stored in separate subdirectories. This will avoid any possible confusion between databases when, for example, files are copied to floppies or transferred from one machine to another. 4) Copy any print format files, journal lists etc. that you will need into this directory. Note that any changes you make to these files will only be effective when running the program from this directory. Note that there are certain files (.DBF files) which BIBLOGIC uses to create new files which it must be able to find in the \BIBLOGIC directory. These need not be copied to the new directories. The above-described method of setting up BIBLOGIC is ideal when setting up a system to be used by novice users, since they simply have to "cd" to their own directory and run BIBLOGIC. A menu program can be used to isolate the users from DOS. Do not, however, install a menu system for a novice user if you (or somebody else) is not going to stay around to maintain the system. Novice users who have to operate substantially on their own should be encouraged to learn the rudiments of DOS. BIBLOGIC Page 88 Appendices Running with BIBLOGIC.EXE in a different location BIBLOGIC always works in the current directory for database, print format, and journal list files. This allows "private" sub-directories to be set up as described above so that users do not interfere with each other's data. BIBLOGIC also uses certain files (such as NLSSTRUC.DBF) which, by default, it expects to find in "\BIBLOGIC". Normally, the method of setting up described above will be appropriate in a situation where more than one user is using the program. Each user can simply go to their own sub-directory and type BIBLOGIC to run the program. Data specific to the user is obtained from the current directory while BIBLOGIC system files are still available to the program because it looks for them in subdirectory \BIBLOGIC (on the current drive) by default. If, for some reason, you want to run BIBLOGIC in a directory other than "\BIBLOGIC" you must use the DOS set command in your AUTOEXEC.BAT to set up the environment variable BIBLOGIC. For example: set BIBLOGIC=D:\APPS\BIBLOGIC will cause BIBLOGIC to look in a different subdirectory for its system files. If the environment variable "BIBLOGIC" has been set, its value overrides BIBLOGIC's search path for system files. Note that, however, the location of program overlays is determined from the system path. The set-up file BIBLOGIC.BSU from the CURRENT directory is used when BIBLOGIC is run. Note also that there MUST NOT be spaces either side of the = sign in the SET command. BIBLOGIC Page 89 Appendices Appendix C. Field sizes STRUCTURE OF THE DATABASES The sizes of the individual fields in a record are chosen as a compromise between overall database size and fitting in the actual information to be stored. In order to move around the database quickly, all records must be the same size (with the exception of the comments field in the review database). Records with short titles, for example, still take up the space taken by the largest possible title to be stored in the system. Keeping these sizes to a minimum then, reduces the overall size of the database and thus increases the number of records which can be stored on the disk. Fields which overflow can be accommodated (see page 54), but if this were to occur frequently a great deal of "patching up" of the final reference lists would be required. The sizes chosen were based on an actual database containing about 3000 references. The program has been written so that future versions can have slightly different field sizes if necessary. Adjustments (up or down in size) will be made based on actual user experience. MANIPULATION OF DATABASES OUTSIDE BIBLOGIC All of the databases are compatible with dBASEIII+ (Trademark of Ashton Tate) and they may be manipulated using dBASEIII+. The names assigned to the various fields should be self explanatory, but look also at their contents in one of your databases. Note that BIBLOGIC uses a different method of indexing to dBASE III+ and that BIBLOGIC's indexes to a database which has been altered or created outside BIBLOGIC must be deleted before running BIBLOGIC so that it is forced to rebuild them. This is easily done by deleting (for example) "DATABASE.I*" in DOS before running BIBLOGIC. Failure to do this may result in irreversible damage to the database by use of an inappropriate index by BIBLOGIC. At the time of writing, it is believed that dBASEIV cannot be used to create or manipulate BIBLOGIC files because of differences in the file headers between dBASEIII and dBASEIV. The field sizes are as listed overpage. BIBLOGIC Page 90 Appendices Books database (.BKS File) Journal articles (.JAR file) Authors (x5) Authors (x8) Last name Character 25 Last Name Character 25 Initial 1 Character 1 Initial 1 Character 1 Initial 2 Character 1 Initial 2 Character 1 Initial 3 Character 1 Initial 3 Character 1 Editors (x3) Year Character 5 Last name Character 25 Title Character 210 Initial 1 Character 1 Journal Numeric 4 Initial 2 Character 1 Volume Character 7 Initial 3 Character 1 Supplement Character 4 Page start Character 5 Year Character 5 Page end Character 5 Chapter Character 150 Ref. number Numeric 5 Book Character 150 Notes Character 25 Edition Character 5 Cited B/J Character 1 Publisher Character 60 Number Numeric 5 Place/pub Character 30 Use ? Logical 1 Page start Character 5 --- Page end Character 5 ** Total ** 501 Ref. number Numeric 5 Notes Character 25 Cited B/J Character 1 Number Numeric 5 Use ? Logical 1 --- ** Total ** 671 BIBLOGIC Page 91 Appendices Reviews database (.RVU file) Ref. number Character 6 Topic Character 10 Page Character 5 Comments Memo 10 (pointer into .DBT file) --- ** Total ** 31 Comments (.DBT file) The maximum size of comment that the program can handle is approximately 65,000 characters. Note that this limit is larger than dBASE III allows. Journal list (.JLS file) Number Numeric 4 Title Character 150 --- ** Total ** 154 BIBLOGIC Page 92 Appendices Appendix D. Comments field editing On page 57 the comments editor (word processor) was briefly introduced. This editor can handle a maximum of approximately 65,000 characters which is about 800-1500 lines (depending on their length). This sets the limit for the maximum amount of text you can put into a single comments field in a review. Commands <"Up-arrow"> Cursor up one line <"Down-arrow"> Cursor down one line < <- > Cursor left one character < -> > Cursor right one character <Ctrl -> > Cursor right one word <Ctrl <- > Cursor left one word <Home> Cursor to beginning of line <End> Cursor to end of line <Ctrl Home> Cursor to beginning of comment <Ctrl End> Cursor to end of comment <Pg Up> Cursor up one "screenful" <Pg Dn> Cursor down one "screenful" <Del> Delete character at cursor position <Ctrl T> Delete word at cursor <Ctrl Y> Delete line at cursor <Ins> Switch from "Insert" to "Overtype" mode. "Ins" shows at the top of screen when in insert mode. In insert mode characters typed push existing text along to make room for the new text. In overtype mode new text typed replaces the old text. <Backspace> Delete character to left of cursor <Ctrl B> Reformat text in window <Esc> Abort changes, exit comments field <F4> or <Ctrl W> Save comments and exit Formatting of text in print-outs When typing text into a comment, do not use tabs and spaces to elaborately set out the text in tables and so on. Such formatting cannot be guaranteed to be preserved through to the final word processor file because the tabs and margins are eventually decided by the word processor, not BIBLOGIC. Instead, type the text in without pressing <Enter> except to separate paragraphs. To separate paragraphs use two consecutive carriage returns: "<Enter><Enter>". BIBLOGIC Page 93 Appendices Lists in "point form" for example: 1) Switch on the kettle 2) Get the teabags 3) Wait for the kettle to boil should be typed on separate lines with <Enter><Enter> at the end of each line. BIBLOGIC Page 94 Appendices Appendix E. Backing up, considerations for advanced users If you are a seasoned computer user you will realize that the advice on backing up on page 48 does not tell the whole story. Incremental backups based on the state of the attributes bits in files are a safe way of backing up, but often much more data is copied in each backup than is really necessary. With big files such as those handled by BIBLOGIC backing up the changed files, and keeping all the previous copies of the files is certainly safe, but if your backups are to floppy disk you will either be knee deep in disks pretty soon, or you will be starting a fresh backup from scratch much more often than you would like. The answer is simple, but you will need to design your own strategy to suit you own purposes. The author of the program now uses a tape backup system, but when floppy disks were used in the past, the technique described below was used. A number of different programs to back up data to floppy disk are available. You can use the DOS "Backup" command, or contact your local dealer for other options. ***************************************************************** NOTE: This technique is described here to help you design your own backup strategy. It is not absolutely foolproof, and may not suit your application - so if you use these suggestions, you do so at your own risk. ***************************************************************** Initially a batch file called FULLBACK is used carry out the following process: 1) A utility program is used to set the "archive" bits on all files on the hard disk. 2) The archive bit on all ".BAK" files (backups produced by word processors) are then cleared. 3) A backup of all files with the archive bit set is made (i.e. everything on the disk but the .BAK files). Every day that the system is used, a batch file called PARTBACK is used to carry out the following: 1) The archive bit on all the files in the BIBLOGIC subdirectory is cleared. BIBLOGIC Page 95 Appendices 2) A backup of all files with the archive bit set is made (i.e. everything that has changed since the last backup EXCEPT the files in the BIBLOGIC subdirectory). These files are added to the end of the backup made with FULLBACK When the total size of the backup set of disks gets too large FULLBACK is used again to start another backup set. The above process takes care of everything on the system EXCEPT THE FILES IN BIBLOGIC. Because of their size they are handled differently. Every time BIBLOGIC is used to add a significant amount of information a batch file called BIBLBACK is used to do the following: 1) The archive bits on all files in BIBLOGIC are set. 2) The archive bits on all the index (*.I*) files are cleared (the indexes can easily be rebuilt and do not need to be backed up). 3) Everything in the BIBLOGIC subdirectory with the archive bit set is backed up to a different set of disks to those used for the PARTBACK/FULLBACK process. These are re-used each time, although two sets are kept and used alternately. This means that only the last two versions of the data in BIBLOGIC are kept (the FULLBACK process also keeps one, generally much older, copy as well). The problem with this sort of strategy is that a certain amount of the responsibility of keeping track of backups lies with the user. Probably the only (almost) foolproof method of backing up is to use a tape backup system to back up the whole of your hard disk(s) on a daily basis. Rotating through a number of tapes and making an occasional archive tape which is not re-used ensures maximum integrity of your back-ups. BIBLOGIC Page 96 Appendices Appendix F. The SOUNDEX algorithm The BIBLOGIC program allows the user to perform a special sort of search for authors when the user is unsure of the spelling of an authors name. The search is based on an algorithm known as the "SOUNDEX" algorithm which was originally described in "The Art of Computer Programming". It is not necessary to understand how this algorithm works to use it - this description is included here as a matter of interest. The algorithm works by converting names to be compared into sequences of letters and numbers in such a way that similar names will convert to the same sequence. To convert a name into a code the following procedure is followed: 1) The name is converted to upper case. 2) The first letter of the name becomes the first letter of the code (in other words, there is no conversion of the first letter). 3) Where double letters occur, the duplication is removed. 4) For the rest of the letters in the name, the characters A,E,H,I,O,U,W and Y are omitted. 4) The string is truncated to four characters (or filled out to four characters with zeroes if it is shorter). 5) Letters (other than the first one) are replaced with numbers according to the following scheme: B,F,P or V 1 C,G,J,K,Q,S,X or Z 2 D or T 3 L 4 M or N 5 R 6 Codes produced in this way for two "similar" names will be the same. BIBLOGIC Page 97 Appendices The scheme is not, of course, foolproof. It will not help you if you are not sure whether you are looking for Christoff or Kristoff (you would simply have to search twice in this case), but it will enable you to overcome the most common problems with vowels and double letters. Reference: MK Odell & RC Russell in "The Art of Computer Programming", Vol. 3, Sorting and Searching", Page 392. Addison & Wesley. BIBLOGIC Page 98 Appendices Appendix G. On-screen topic help Each time BIBLOGIC is run, it determines what database is being used and then it looks for a text file with the same name as the database and the extension ".HLP", for example "DATABASE.HLP". This text file is an ASCII file created by the user using a word processor or program editor. It should contain notes to remind you about your topic structure. The notes may be just text or, if your word processor or editor allows, they may contain special symbols to make up a diagram of your tree. The file may have more than one page, the pages being separated by a line containing an "@" in the first column (a form-feed character may be used instead). Each page may consist of up to 24 lines of text. Each line should contain 79 characters or less. It is a good idea (but not essential) to number each page on the first line with, for example "PAGE 1". Note that the .HLP file must be an ASCII file, not a word processor document. Most word processors can produce an ASCII file, consult your word processor manual for details. When you are using BIBLOGIC and are about to fill out a topic code field (in a review, or to specify what is to be included in a list) you may call up the information in the ".HLP" file by pressing function key <F1>. You may move from page to page using the <Pg Up> and <Pg Dn> keys or by pressing the number keys <1> to <9> to go directly to a particular page. The up- and down-arrow keys work in the same way as the <Pg Up> and <Pg Dn> keys. To leave the help file, press <Esc>. If you want to make changes to your .HLP file, simply edit it using the word processor or editor that you originally produced it with. An example of a .HLP file is included in the release package. BIBLOGIC Page 99 Appendices Appendix H. Special effects codes for new word processors BIBLOGIC can be configured for use with most word processors. If the documentation for the word processor does not describe the embedded control codes, they can be often be worked out by creating a simple text file using all the control codes you need and examining what the word processor generates using a program such as DEBUG. This is not an easy procedure to describe to somebody not familiar with DEBUG, ASCII codes and so on, so it is best left to somebody who is ! Create a new (empty) file using your word processor and type in some example text using the appropriate special effects. For example: This is Bold text This is Underlined text This is Bold and underline used together Examine the file produced using DEBUG or some similar utility. Depending on the word processor the file (sometimes each page) may start with a header block. Skip over this part of the file until you see the text you typed. Look among this text for control codes. Many word processors use the same codes to turn an effect on or off, but beware, this is not universal. Also, many word processors use the most significant bit for special purposes so you will need to take this into account. If you use DEBUG note that the values are in hexadecimal and you will need to convert them to decimal to generate a BIBLOGIC print format file. If the word processor generates files without a header (e.g. WordStar [Trademark]) then you can simply edit the files generated by BIBLOGIC. If the word processor you use uses headers on its files you will have to create an empty file with the word processor and read in the text from the BIBLOGIC file using a file read command (called "Block read", "Block insert", "File input" or something similar). Problems with special effects. If, when you print a file using your word processor, the special effects you have programmed do not appear in the text it could be for a number of reasons. Examine the symptoms more closely and use the table below to locate the fault. BIBLOGIC Page 100 Appendices (1) The special effects do not show up properly in the file when you examine it with your word processor. The simplest cause of this problem is having the wrong print format file selected in the BIBLOGIC configuration. Use option 1 on the SET-UP menu to check this. If this is not the cause of the problem then either you have set the codes up wrongly in the print format file, or the word processor strips control codes when it reads in a text file. If you are absolutely certain that you have set up the codes correctly then, unfortunately you have a word processor which is unable to read in text with special effects already in place. It may be possible to use unusual character strings (for example \B for bold) in place of special effects codes, which can be replaced with effects codes using the word processor's "find and replace" function. You must use a combination of characters that you will not want to include in regular text, to avoid accidental replacements. (2) The special effects show up properly in the file when you examine it with your word processor, but they are not printed correctly. You have not properly set up your word processor to drive your printer. Consult the word processor manual and printer manual to rectify this. BIBLOGIC Page 101 Index A D Aborting a record, 19 Database Accents, 52 creating a new one, 74 Adding file name, 71 a book, 15, 52 DBT files, 13 a review, 64 DIALOG, 82 an article, 61 DOS, 3 Advanced features, 49 Duplications, 56 ALP file, 69 Arrow keys, 9 E Articles menu, 18 Editing information, 20 Author Edition, 53 list of authors, 56 Editors, 54 skipping over names, 55 Escape key, 10 Et al., 68 B Examine, 21, 60, 63 Backing up, 48 Basic principles, 9 F BKS file, 12 Features, 2 Bold, 79 Fields, 13 Book reference format, 15 File names, 11, 67 Book title, 53 Files, 11 Books menu, 15, 52 Function keys, 10, 56 F1, 37, 56, 60, 61, 63, 99 C F2, 55, 57, 63 Categorization, 26, 57, 66 F3, 17, 44, 57 Category structure F4, 17, 44, 57, 93 customized, 31 F5, 43, 74 design, 25 F6, 43, 74 display, 37 F7, 43, 74 hierarchical, 26 F8, 43, 74 matrices, 27 partial, 40 G testing, 34 Goreal, 41 Changing information, 20 Chapter numbers, 38 H Chapter title, 53 Hierarchical system, 2 Citation, 54, 62 Hierarchical tree structure, 26 Comments listing to a file, 68 I on a reference, 16, 57 IBK files, 13 CONFIG.SYS, 7 IJA files, 13 Configuring the program, 71 Import/Export, 49 Control key, 10 Inputting Copying Biblogic, 3 references, 41, 44 Copyright, 3 reviews, 44 Cursor movement, 13 Installation, 5 around screen, 19 special cases, 87, 88 between records, 19 IRV files, 13 Italics, 79 J JAR file, 12 O JLS file, 12 Overflow of fields, 54 Journal article title, 61 Journal articles menu, 18, 20, P 61 Page numbers, 53, 57, 62, 79 Journal list Page up & down keys, 19 creating a new one, 73 Parallel printer, 72 file name, 71 Partial categorization, 40 modifying an existing one, 73 PFF file, 12, 74 Journal name, 43, 61 Place of publication, 53 Plus symbol, 52 K Print format Keyboard markings, 9 creating a new one, 74 Keywords, 26 file name, 71 modification of, 46 L name format, 75 Learning BIBLOGIC, 8 page number format, 79 Lists - introduction special effects, 79 journal list, 42 Print screen function, 13 options, 45 Printer port, 72 reference list, 21 Publisher, 53 Lists menu, 66 Long names or titles, 54 Q Quiting a record, 19 M Main menu, 10, 14, 50 R Matrices, 27 Real references, 41 Medline, 81 Records, 13 Memory Requirements, 3 Reference number Menu changing, 80 books, 15, 52 Review - introduction, 16 journal articles, 18, 20, 61 Reviews menu, 64 lists, 66 Running Biblogic, 14 main, 10, 14, 50 RVU file, 12 reviews, 64 set-up, 71 S Missing information, 54 Screen boxes, 13 Screen function, 9 N Searching, 20, 21, 58 Name Serial printer, 72 in comments list, 68 Set-up menu, 71 of author, uncapitalized, 52 Sharing the system, 38 of authors, 15, 22, 61, 75 Special effects, 79 of city, 53 Spelling, 59 of databases, 11, 71 Starting Biblogic, 14 of editors, 15, 54 Supplement, 62 of files, 11, 67 of journal, 2, 12, 43, 61, 69 T of journal list file, 71 Title, 61 of output file, 22, 66 Topic code, 26, 57, 66 of print format files, 47 critical date, 39 of special effects, 79 marking references, 39 skipping over names, 55 zero as, 39 too long, 54 Tree structure, 26 NMR file, 69 Notes, 53, 62 NUM files, 13 U Underline, 79 Upgrading to latest version, 8 V Volume, 62 W Warranty, 3 Word-processor, 2, 47, 66, 93 Writing a record to disk, 19 Y Year, 59 book reference, 53 journal article reference, 62 Z Zero, as a category, 39