Biblioscape 7

Biblioscape 7 online manual

About Biblioscape

Biblioscape is a software package that helps an individual or a group of users to collect, manage, and publish research information. When it was first released in 1998, Biblioscape could only manage references. Over the years, more modules have been added to manage other types of information. These include notes, tasks, idea charts, libraries, categories, and compositions.

Who Biblioscape is designed for:

What the main features of Biblioscape are:

Biblioscape is not just a single user desktop tool. It is designed for a multi-user environment with multiple access points. The Biblioscape server package includes a database server for sharing a database locally and remotely, a web server to make your database accessible through web browsers, and an ODBC driver for accessing Biblioscape database from other applications.

Is Biblioscape right for you?

If this is the first time you have heard of Biblioscape and don't know if it is worth the time to explore, you have come to the right place. Since Biblioscape has several modules, each with lots of features, it is easier to divide potential Biblioscape users into several groups. Under each group, the needed Biblioscape features are listed, plus a recommendation about which Biblioscape edition to purchase.

I am an undergraduate student. I am looking for a tool to help me write term papers and a thesis. Since undergraduate students do not need to submit their writings to an academic journal, the advanced formatting power of the references module won't be needed. In most cases, the Lite edition will be enough.

  • Add, edit, delete, import references.
  • Copy formatted references and paste them into your paper.
  • Add notes to a reference.

I am a graduate student. I need a piece of software to help me write my thesis, collect references, manage my research notes, and prepare the manuscripts for journal publication. Graduate students need to read a lot of papers. While reading, they need a well integrated tool to take notes. When it is time to prepare the manuscript for publication, it will be much easier to let computer software generate the formatted citations and bibliography. Biblioscape Standard edition can do all the above.

  • Import references from the Web.
  • An integrated notes module to collect research notes and ideas.
  • Generate formatted citations and bibliography for journal publications.

I am a college professor. I need to manage all my research related information in a single place. Professionals usually have a large collection of references and notes on diverse subjects. Biblioscape Professional edition is designed to manage large collections and even publish them on the web.

  • Let my students and colleagues access my reference collection on the web.
  • Categorize my references and notes.
  • Manage research related tasks and link them to other records.

I need to manage a small library. Biblioscape Librarian edition is designed for department libraries, personal libraries, or libraries of research groups.

  • Manage book circulation, check-in and check-out.
  • A serial sub-module for jornal collection.
  • Manage borrowers, suppliers, and inter-library loans.

I am a member of a research group and am looking for a tool to:

  • Share a common database among all users.
  • Make our database accessible on the web.

BiblioRemote server can be used to share a common database among all users. Users from different locatioins can open the same database through BiblioRemote as if it is on their local machine. BiblioRemote comes with Biblioscape installation with 3 concurrent users support. More can be purchased.  Biblioscape Pro and Librarian editions comes with BiblioWeb server. BiblioWeb is designed to make Biblioscape database available on the Web with minimal effort. Without the need for any third party software, your Biblioscape database can be published on the Web with just a few button clicks.

Biblioscape editions

Since Biblioscape is designed for different users to be used in different settings, it is sold in different editions. Each edition includes different modules and features tailored for a special group of users. There are no different downloads for each edition. You only need to install the trial copy. Once registered, the registration key will turn the trial copy into the edition that you have purchased.

Lite edition

The Lite edition is for undergraduate students to do research projects or write term papers. The notes module and references module are included for collecting research notes and formatting citations. Since undergraduate students usually do not need to submit papers for publication, some features are disabled like switching to a different citation style, global editing, etc.

Starndard edition

Graduate students have to collect lots of references for different projects, take research notes linked to references, write a thesis and for peer reviewed journals. The Standard edition can satisfy all these needs. Biblioscape Standard can generate formatted citations and bibliographies according to a selected style. If a paper is rejected, all the citations and bibliography can be changed to another journal style instantly.

Professional edition

For professors and researchers, Biblioscape Professional edition includes all the features in the Standard edition, plus the tasks module, charts module, categories module, composition module, and BiblioWeb server to publish Biblioscape database on the Web.

Librarian edition

If a research group has to manage a small library, Biblioscape Librarian edition can be used to manage not only catalogs, but also journal subscriptions. The Librarian edition includes 7 sub-modules: catalog, serials, circulation, interlibrary loan, borrowers, lenders, and suppliers. It is designed for a personal, group, or department library.

Biblioscape feature matrix

Biblioscape consists of several modules and the software is sold in different editions. The Lite edition can be used to organize references, import bibliographic records from different sources, generate a reference list, etc. If you need to use Biblioscape to convert a document with temporary citations into a formatted document with citations and bibliography properly generated according to a particular output style, you need to purchase the Standard edition. For users who want to go beyond what traditional bibliographic software can do, the Professional edition offers 4 extra modules. The Task module is for managing your ToDo lists related to your research. The Chart module can be used to build all kinds of flow charts, organization charts, and link a chart object to references, notes, etc. The Categories module is for tagging records from other modules, as well as building a knowledge base according to the principles of Topic Maps. The Composition can be used to compile your notes into a final draft with table of contents and index automatically generated. The Librarian edition can be used to manage a small library. It includes the following sub-modules: Catalog, Serials, Circulation, Interlibrary Loan, Borrowers, Lenders, and Suppliers. Both the Professional and Librarian editions include the BiblioWeb server, which allows you to publish your reference database on the Web. All versions except the Lite edition include the BiblioRemote server, which allows you to open a Biblioscape database that resides on a remote machine.

Here is a detailed feature list available in different editioins.

Features  Lite  Std  Pro  Lib
General        
Folder: Organize records into folders. A single folder tree for all modules. Any query can be added to the folder tree as a search folder. A link folder can be created to make records reside in more than one folder.  x  x  x  x
Search: Full text fast search returns results instantly. Search words are highlighted in result record display. Advanced search is available to query against individual fields with logical operators. Any search can be saved as a search folder.  x  x  x  x
Cross links: Link a record to any record from other modules, as well as Web URL, file, or free text.  x  x  x  x
Preview: Live preview panel can be used to edit records without openning it. Formatted preview is also available with hyperlinked search words.  x  x  x  x
Field lookup: Lookup Lists display all unique values of a selected data field, along with the number of occurrences of each unique value. Relevant records can be retrieved by double clicking a list item.  x  x  x  x
Delete and restore: Recycle bin holds all deleted records. Deleted records can be restored with a single click or to be permanently removed from the database.  x  x  x  x
BiblioRemote: Open a remote database through BiblioRemote server. The remote database can reside on another computer in the same building or in another country.    x  x  x
References module        
Import filter: Bibliographic data from any data sources can be imported with a proper import filter. The user can create new or edit existing import filters.  x  x  x  x
Output style: References can be displayed in any any style, for example MLA, APA, etc. A large number of styles are provided for different journals. Users can also create new ones.  x  x  x  x
Capture references: Search Web-based bibliographic databases from inside Biblioscape, and click a button to capture search results into a Biblioscape database with the right import filter. New import filters can be created by users.  x  x  x  x
Global edit: The content of a data field can be changed at once for all selected references.    x  x  x
Eliminate Duplicate: Duplicate records can be found and removed. Fuzzy search is supported for finding duplicates.    x  x  x
Citation and bibliography: Format manuscript to convert temporary citations into formatted citations and bibliography according to the selected style.    x  x  x
Word processor: Integration with Microsoft Word and Corel WordPerfect.    x  x  x
Natural citation: Use words or phrases to uniquely identify a reference in a temporary citation instead of using a Reference ID. If references are moved to another database, temporary citations don't need to be changed.    x  x  x
Notes module        
Take notes and organize notes in a tree structure. The text in your note can be formatted with all the standard options, including fonts, color, background color, superscript, subscript, paragraph alignment, bullet list, number list, etc. Notes can be used to organize captured Web pages. All the graphics and hyperlinks of captured web pages can be properly displayed.  x  x  x  x
Categories module        
Categories tree: Organize categories in a tree structure.  x  x  x  x
Tagging: Classify records from other modules like references and notes with categories.  x  x  x  x
Linking: Link a category to records from other modules.      x  x
Topic maps: Build topic maps like structure using categories.      x  x
Tasks module        
Create and organize tasks in a tree structure. Group tasks by Priority, Status, Date Created, etc. Track the progress of a task by marking its percentage completed.      x  x
Charts module        
Draw a flow chart with an easy to use chart editor. Link chart objects to records from other modules including references, notes, etc. Organize your charts in a tree structure. The position of each chart in the tree can be rearranged by drag and drop.      x  x
BiblioWeb        
Publish databases on the Web with BiblioWeb server. No other web server required. Runs on any Windows machine. Full text search runs fast returning results instantly. Search words are highlighted. Users with a Write account can add new references to the database using a Web browser. Import references over the Web with the right import filter, so you don't need to enter references one by one. Marked references can be displayed in any of the output styles that exist in Biblioscape.      x  x
Composition module        
Organize notes into an outline. The same note can be reused in multiple outlines. Drag and drop references to cite or added to the suggested reading list. Drag and drop records from categories module as index terms or glossary terms. Compile the notes into a final draft with table of contents, index, suggested reading list, glossary, plus formatted citations and bibliography.      x  x
Library module        
Manage library collection data using 56 data fields, organized into several groups including Bibliographic, Holding, Request, Order, Serial, and General. Manage serials and related activities including tracking, routing, etc. Display circulation activities by borrower, status, subject, etc. Checks out books for library patrons, add notes, easily change due dates. Checks in books returned by borrowers. Automatically reminds librarian about Hold status. Puts a hold on a checked out book. Shows a reminder when that book is returned. Manage inter-library loan requests, track loan status, log shippings, etc. Manage borrowers, lenders, and suppliers.        x
         
         

 

Biblioscape modules

After several major releases, Biblioscape has evolved from a traditional bibliographic software into a Research Information Manager. Biblioscape helps researchers to get all kinds of information organized in a single database, and link them together to build a knowledge base. It consists of 7 modules addressing different aspects of a researcher's needs.

Core modules

  • References module is for storing, managing, and searching for bibliographic references. Bibliographic records from different sources can be imported into a Biblioscape database with the appropriate import filter. References are organized into folders. Several searching tools are provided to query the database.
  • Notes module is designed to collect any free text information that does not fit into the reference database. A note can be your ideas, comments, background information about an author, etc. Notes are organized in a tree structure. A note can be linked to other notes, references, tasks, etc.

Advanced modules

  • Categories module is for users with a large database. It can be used as a tagging system to classify your information including references, notes, tasks, etc. It can also be used to build a knowledge base with concepts organized in a tree structure and linked to references, notes, web page, files, etc.
  • Tasks module is a simple To Do list manager that is integrated with the References and Notes modules. It is designed to manage tasks related to your research, so you won't need a separate program for it. Tight integration with other modules of Biblioscape make it an ideal tool to manage research related tasks.
  • Charts module can be used to draw flow charts, organization charts, etc. A chart object can be linked to the References, Notes, Tasks, and Library modules. You can draw a chart to express ideas and procedures in your research, and use SQL to connect objects in your chart to other modules in Biblioscape.
  • Composition module is for book and thesis writing. For a large writing project, you can use the composition module to assemble your notes into an book outline, inset references as citations or suggested reading, add records in the categories module as index term or glossary term. You can then compile a final draft with table of contents, index, formatted citations and bibliography, suggested reading list, and glossary all automatically generated.

Web modules

  • Internet module can be used to search online bibliographic databases via a web browser. With a single button click, your web search results can be captured into a Biblioscape database. Besides capturing bibliographic records, you can also use the Internet module to capture web pages.
  • Biblioscape also includes a web server application, BiblioWeb. With just one button click, your bibliographic database can be published on the Web. Web users can be assigned Read or Write privileges to browse, search, even add and delete bibliographic records using a Web browser. This is the easiest way for a research group to share a common bibliographic database on the Web.

Library modules

  • Library module is for managing a small research library. It could be a researcher's personal library, a department library, even a small corporate library. It includes 7 sub-modules to handle different tasks in library automation. These are: Catalog, Serials, Circulation, Interlibrary Loan, Borrowers, Lenders, and Suppliers.

 

About Biblioscape documentation

Biblioscape documentation is maintained by a team which includes Biblioscape tech support people, TeamBsp members, and volunteers. Any registered users of this web site can become a volunteer and add pages to Biblioscape handbooks. The site admin and TeamBsp members have the privilege to edit the contents submitted by volunteers.

Biblioscape user community README first

Welcome to the Biblioscape user community.

Biblioscape user community is for everyone. It includes developers, tech supports, expert users, power users, neophytes, even surfers just looking for the right tool. We all communicate in English, but are not necessarily native speakers. Some power users contribute import filters and output styles, some may help others by answering questions. To build a community of people with such diverse backgrounds, we all have to respect each other. Tech savvy users have to be patient with computer-challenged people and explain things in step by step detail. English speakers may have to ask twice when they don't fully understand a post with broken English. We don't want to make this community like some user groups where novice users are afraid to ask questions.

What you get out of it depends on what you put into it. Biblioscape is a feature rich powerful tool. The drawbacks of such tools is a steep learning curve. The number of modules and the amount of features may be daunting at first. You should start with the basics, learn just the parts that you need, and expand your knowledge gradually. Once you are comfortable with the basics, you may want to learn how to make import filters to import references from different sources, and how to create output styles for different journals. You may then realize that to create a really flexible and powerful import filter, you have to know regular expressions. In order to build a special purpose query, it will help a lot if you know SQL. If you do not have a strong background in software use, it may take a while for you to take advantage of all the things Biblioscape offers. But the good news is that you can grow with such a system.

Ask questions in a proper way in the right forum. The number one purpose of this web site is to provide a place for users to ask questions. But it works very differently from email based tech support. In an email, you can bundle 10 issues in a single email. But in the forum, you should only include one issue per posting. To make the forums a more pleasureable and productive experience for all, be sure to read and keep in mind the forum posting tips.

A user community will not survive if no one jumps in and helps out. The contribute page mentions a number of ways you can help out the community. Once you have Biblioscape installed and running, you are qualified to help others. Actually the best help a user can get is from his/her peers. If you have just figured out a problem, many others may face the same problem. While your memory is fresh, you can write the best help postings. A power user or a developer cannot match that; once they know more about the system they have lost the perspective they had when they'd just solved a problem.

Commenting on the online book pages

In order to keep the online book clean and up to date, please follow the rules listed here when adding comments to book pages. The book editors reserve the rights to delete inappropriate comments. Comments are hard to maintain, often unvalidated, and will confuse readers; thus, the following kinds of comments are discouraged:

  • Bug reports and feature requests. Please use the forums instead.
  • Questions should not be asked in book page comments. Please post them at the discussion forums.

The following kinds of comments can be posted in a book page:

  • Comments about additional facts about the relevant topic. 
  • Comments about mistakes in a book page.
  • Comments about what pages should be added. 
  • Links to similar content in the online books, links to relevant forum topics, or links to external sources.
  • Explanations of terminology for novice users.
  • Suggestions for content improvement and outline reorganization.

If your questions are successively resolved in support forums, you are welcome to post a comment about it in the relevant book page. It may be very helpful to other users. Periodically, book editors will incorporate these kind of comments to the book page.

Documentation writer's guide

Documentation is team work. Every one can contribute. Once you are registered at this web site, click the "Add new comment" to give your opinion about a page. You also have the privilege to post a new forum message. Once you have established credibility and want to add new pages to the online books, you can email support@biblioscape.com asking for permission. In most cases, we will add the page for you. Only for trusted long time Biblioscape users and contributors, you will be given the privilege to add a page to one of the online books directly. Other members can only read your page, only TeamBsp members can edit and re-organize any book page.

 

Documentation in other languages

Biblioscape interface is English only. It is possible this may change in the future. For now, the only thing you can translate is the user's manual. Since almost all users of Biblioscape have at least a college degree, adding locale support to the program user interface is a low priority. 

If you are interested in translating online books into another language, please email: paulchen@biblioscape.com

如果你有兴趣将Biblioscape资料译成中文,请联系: paulchen@biblioscape.com

The evolution of Biblioscape

Biblioscape was first released at the begining of 1998. For the first 3 major releases, Biblioscape was designed just as a bibliographic tool to generate citations and a bibliography. There were about 10 other bibliographic software products on the market doing about the same thing. Most of them were first released in the early 80's DOS era. Biblioscape introduced two new features to bibliographic software - web access and organizing references by folders. Starting from version 4, several new modules were added. The most significant addition is the notes module. Up to version 4, Biblioscape used Borland Database Engine (BDE) to store and access the data. Biblioscape 5 starts to use a new database engine. Unlike BDE, the new database engine won't let you use different databases as the backend. But group use on the Local Area Network (LAN) or even over the Internet becomes much easier to set up. Biblioscape 6 changes are mostly in the formatting engine: It brought Biblioscape to the same level as the leading bibliographic software EndNote in the formatting area. So users from the soft sciences fields are now much better served. Biblioscape 7 improvements concentrate in the area of usability. The changes are in all levels from database structure to the user interface. A new Categories module is introduced as the new way to organize and classify records from all other modules.

What's new in Biblioscape 7

Biblioscape 7 is the most important upgrade since the version 4 release. All modules are now organized under a single folder tree. A new categories module has been introduced to better organize items. User can now open multiple records at the same time. Cross module search has been added and search words are highlighted in the results display.

General:

  • The application has 3 panes: folder, records list, and tabs pane. The tabs pane is new and it is mainly used for querying the records. Both folders pane and the tabs pane can be hidden or minimized.
  • You can now manually change the ordering of records in a tree structure. This applies to the folders, notes, tasks, charts, and categories modules.
  • Cross module search is now possible. You can enter a search string to search against all the records from references, notes, tasks, charts, categories modules and the links.
  • Highlighted search is supported for full text search (not advanced search). All the search words are highlighted in different colors in the hits record preview.
  • Individual records are now displayed in a separate window, so you can have both the records list and individual records displayed side by side. Or you can switch between them easily.
  • Any record from any module can be linked to any other record from any module.
  • All the records from different modules can be flagged in 8 colors.
  • The color categories feature is added to all modules.

Folders:

  • The meaning of folders has changed. There are two types of folders: physical folders and virtual folders. Virtual folders include link folders and search folders. The relationship between a physical folder and the records under it has become one to many. A record can only be under one physical folder. The many to many relationship between folders and records in earlier releases are now handled by link folders.
  • In earlier releases, only references were organized by folders. Now all the records from references, notes, tasks, charts, and categories modules are organized by folders, very much as Outlook folders work.
  • You can now convert any search to a search folder. The search folder can be organized in the same way as a regular folder in the folder tree. A search folder can only retrieve records from the same module.

References:

  • Notes are displayed in the reference record window. The user can now add or edit notes without leaving the reference window.
  • Linked records are displayed in the preview pane.
  • The folder field can be used as the subject header in a subject bibliography.
  • Bug fixes in reference format and import engines.

Notes:

  • Notes records are now organized by folders. The user can manually re-order each note in a notes tree.
  • References are displayed in the note record window. The user can search, link, and cite references without leaving the note record window.
  • An organization chart view is added to display the notes list.
  • The note editor formatting features are improved.

Tasks:

  • Tasks records are converted from a table structure to a tree structure, allowing you to have sub-tasks.
  • The task orders can be manually changed.

Charts:

  • You can now easily link folders, references, notes, tasks, charts, and categories records to individual chart objects. So a chart can be used to model your data.

Categories:

  • This new module is added for tagging records from other modules.
  • The categories module can be used as the centerpiece for information management. Topic maps like features are supported for knowledge organization and management.

What's new in Biblioscape 6

Biblioscape 6 doesn't have many changes in the user interface. But underneath, major improvements were made in the core of the reference module. All major styles are now supported, including those used in soft science fields with footnotes or endnotes. Regular expressions can now be used in an import filter. This makes it possible for Biblioscape to handle any kinds of tagged file with ease. Here are the main improvements in Biblioscape 6.

Styles and formatting

  • Documents with large graphics and OLE objects can now be handled for formatting.

  • Temporary citations can now be added to footnote or endnote when using styles that support notes style bibliography.

  • In style editor, options were added to handle formatting and sorting anonymous works.

  • In style editor, end page can be formatted as 2-digits number.

  • In style editor, a check box were added to remove periods in journal name.

  • In style editor, ambiguous citations can now be handled in 4 different ways.

  • In style editor, subsequent works by the same authors can now be handled in both citations and bibliography.

  • In style editor, multiple citations can now be sorted by 5 different ways. So it is no longer necessary to do the sorting in temporary citations.

  • In style editor, Title field can now be formatted in 3 ways: as is, headline, sentence.

  • In style editor, repeated citations in footnotes or endnotes handling is now supported.

  • In style editor, references section layout can now be specified using indentation and spacing properties.

  • In style editor, authors list cutoff is now handled in a better way.

  • In style editor, "cited pages" field is added for formatting. Cited pages is not stored in the database, but added by authors inside temporary citations in footnotes or endnotes.

  • Two fields "Favorite" and "Category" were added to style table. Styles can be sorted or grouped by these two fields.

  • All major styles are now supported, including Chicago, MLA, APA, Turabian, ACS, CBE, Harvard, Vancouver, etc. Styles for citing inside footnotes or endnotes starts with "*" in their names.

Import filters

  • Regular expression can now be used in import filter to match tags in import file. Regular expression string should be added inside RE(...)RE.

  • Two fields "Favorite" and "Category" were added to import filter table. Import filters can be sorted or grouped by these two fields.

Others

  • Subject bibliography support is added under "File | Print Bibliographies". Any field can be selected as the subject and any output style can be used to generate the formatted list. Both subject and the number of counts can be used to sort references in ascending or descending order.

  • Regular expression is also added to the "Edit | Find" and "Edit | Replace" window. When the box "Regular Expression" is checked, the text in the "Find" box is treated as regular expression pattern.

  • Better support for international users. Now switching to another language is as easy as going to the "Tools | Options" window and change two settings on the "Format Manuscript" tab. All major languages are supported including all European languages, Chinese, Japanese, Korean, Arabic, Hebrew, etc.

  • An "Import from Clipboard" button is added to the import window. So user can copy records from a Web page, go to Biblioscape import Window to click this button without going through save a file and import that file.

What's new in Biblioscape 5

The changes in Biblioscape 5 are mostly in the database backend. Earlier versions of Biblioscape depended on Borland's Database Engine (BDE) for all database related operations. BDE is fast and allows users to use several popular databases like Paradox, Access, and InterBase for data storage. But there are problems with BDE. First, Borland will no longer develop BDE. Second, BDE is used by lots of other applications like WordPerfect Office. This can cause database stability problems for some users because of version and setting conflicts. We have replaced BDE with a new database engine that is fast, reliable and extremely easy to setup for a multi-user environment.

Biblioscape 5 can be used by a single user with a database on the local drive, by a group of users with a database on the file server, even by users from different countries accessing the database through the Internet. For remote access, Biblioscape comes with the BiblioRemote server which lets users open a remote database and use it the same way as if it is on their own machine. Biblioscape also allows remote access using a web browser interface through the BiblioWeb server. BiblioWeb is completely redone to provide more features and a cleaner interface.

What's new in Biblioscape 4

Biblioscape 4.0 is a major upgrade. Several new modules are added including BiblioWord, Notes, Tasks, Charts, and Library. This has changed Biblioscape from a traditional bibliographic software into a new type of software which we call a Research Information Manager.

Database

  • 19 data fields are added for the reference table. This has made Biblioscape more flexible when more reference types needs to be added.

  • Keywords field is changed from a string field to memo field. That means the 255 characters per record limit is removed.

  • Field Date_freeform was added for storing incomplete date, like "Jan. 1993", "Winter 2000".

Interface

  • User interface has been improved to have the look and feel of Microsoft Outlook model. An outlook bar was added for easy access to different modules.

  • Menu systems and tool bars are now fully customizable, just like the way Microsoft Office applications do it.

  • All major data grids are customizable. User can choose to display any fields by drag and drop. Data can be grouped by any field at multi-levels. All these changes can be saved and recalled.

References

  • 8 new reference types are added as default. These are: Bill, Case, Film or Broadcast, Hearing, Manuscript, Music Score, Serial, and Statute.

  • Reference editor has been re-written. For fields Authors, Journal, and Keywords, the nearest match will be shown as user type during data entry. This will help maintaining data consistency as well as saving time.

  • A new search tool called Dynamic Folder which let user organize saved queries in a tree structure. Click a blue folder will open all references satisfying the search criteria.

  • If you need to move the content of one data field to another, use the new Move Field utility.

BiblioWord

  • This is a new module in version 4.0.

  • A full featured word processor integrated with References module. User can just drag and drop references from the right of the Window to insert temporary citations.

  • Support graphics, tables, OLE, live spelling check, thesaurus, etc.

Internet

  • The Resources editor is improved for organizing Web based bibliographic resources.

  • Capture a Web page into Biblioscape database as a note or reference.

Notes

  • This is a new module in version 4.0.

  • Manage all your free form information like ideas, notes, author information, tips, comments, etc. Notes are organized in a tree structure.

  • Link a note to other types of information in your database, like references, tasks, Web sites, local files, library catalog, etc.

  • Find your note with indexed search and advanced search. You can also display notes in a table where they can be sorted and grouped.

Tasks

  • This is a new module in version 4.0.

  • Manage tasks related to your research.

  • Tasks can be sorted, grouped, and linked to other modules in Biblioscape.

Charts

  • This is a new module in version 4.0.

  • Best for presenting your ideas. Each chart object can be linked to references, notes, tasks, library. So it is the best tool for building your knowledge map.

  • Chart editor include all the handy tools and very easy to learn.

Library

  • This is a new module in version 4.0.

  • This module is designed for managing a small library. It includes 7 sub-modules: Catalog, Serials, Circulation, Interlibrary Loan, Borrowers, Lenders, Suppliers.

  • Catalog items can be created from records in References module with one click.

BiblioWeb

  • Interface design has be improved, some small icons are removed to give a uncluttered view.

  • The limit on number of folders displayed is removed.

  • Rich text document can be downloaded and viewed in browser if Word is available.

  • New license option: concurrent user license.

  • The file "web_post_hide.txt" under "\Global" directory can be used to control which data fields to hide when posted to the Web.

 

Installation and removal

This chapter deals about installation, removal, group installation, upgrade, transfer database, transfer settings, etc.

Installing Biblioscape

Biblioscape is designed to be installed by any user. Whether or not you have an administrator account on your computer (normally, Windows programs can only be installed if the user has administrator rights), you can install Biblioscape. As a result, there is no shortcut created automatically and Biblioscape is not added to the Windows programs list, although it is very easy to do that manually after installation.

Installation

  1. Create a new folder on your hard drive. We call this the "installation folder". If you have Windows Vista, do not create this folder under "C:\Program Files\". We recommend you create the installation folder at "C:\Biblioscape 7\".
  2. After downloading the Biblioscape installation file "bsp7.exe" from the web, double-click the executable to run it. You will be prompted about the installation. Click the OK button.
  3. The WinZip self-extractor window will appear. Click the "Browse..." button and select the folder you created in step one. Click the UnZip button. Biblioscape will be uncompressed to the folder you selected. After unzipping, Biblioscape will start automatically if you leave the option checked.

Please read the license agreement in the Biblioscape installation folder. If you have a previous version of Biblioscape on your computer, please install the new version to a different folder. There is no need to uninstall the previous version. The installation of Biblioscape itself takes about another 30 megabytes.

Windows 95, 98, Millenium, NT, 2000

Any Windows account can install Biblioscape. Your account can be an administrator, a standard user, or a restricted user. The installation folder can be in any place. For example: "c:\program files\Biblioscape 7\", "c:\Bibliosacpe 7\", "c"\my downloads\", or "My Documents".

Windows XP

Windows XP does not allow users with a limited account to write to most folders. If you have an administrator account, you can install Biblioscape in any folder you want. But if you want others with limited accounts to run it, you have to put the installation folder in a place where every user has write privileges, for example: "C:\Shared Documents\Biblioscape 7\". If you only have a limited account, you can install Biblioscape under the "Shared Documents" folder if you want others to run it. Or you can put the installation folder under "My Documents".

Windows Vista

Windows Vista is more restrictive than Windows XP for security reasons. Even if you have an administrator account, you cannot install Biblioscape under the "C:\Program Files\Biblioscape 7\" folder because Vista won't let Biblioscape write files in sub-folders of "C:\Program Files\Biblioscape 7\". You must put the installation folder in a place over which you have full control, for example, "C:\Biblioscape 7\" or "C:\manual\biblioscape7\". If you want others to be able to run it, you have to put the installation folder in the Public folder. If you don't have administrator privileges, users with standard accounts can still install Biblioscape by putting the installation folder in the folder with your login name, or the public folder.

System Requirements

Biblioscape runs only under Windows 95, 98, Millennium, NT 4, 2000, XP, and Vista. It also runs under 64 bit Vista and XP. Users have run it under WINE on Linux with success. It does not run under Windows 3.1, or other operating systems (Macintosh, UNIX). But, once published on the web using BiblioWeb, users can access a Biblioscape database with any computer (PC, Macintosh, and UNIX workstations…) through a web browser. Web access includes searching the Biblioscape database, retrieving references in any desired format, modifying existing records, and even adding new records and formatting documents. BiblioWeb requires Biblioscape Professional or Librarian editions. But all features of Biblioscape are available for the first 100 runs in the trial edition.

Creating a shortcut

Since Biblioscape is not installed by an installer, there is no shortcut created. You can use Windows Explorer to run Biblioscape by double clicking the file "Biblioscape.exe" under the Biblioscape installation folder. To create a shortcut, drag "Biblioscape.exe" to your desktop using the right mouse button. Release the right mouse button and select "Create Shortcut". Once you've done this, you can run Biblioscape by double clicking the desktop shortcut icon.

Windows XP: It is also possible to add Biblioscape to the Windows Start menu manually, as would normally be done by an installer. To do this, simply use the Windows Explorer to create shortcuts to Biblioscape, BiblioSidekick, Rebuild and any other applications you want in the start menu. Then paste these shortcuts into the "Start Menu" folder under your computer or user name. The applications will now appear in the Windows start menu.

Don’t have Internet connection

If your computer does not have an Internet connection, you will need to download the installation file to a USB drive using a computer with Internet access. Then you can copy it from the USB drive to your computer to install it.

Install the Add-in for Corel WordPerfect

Several WordPerfect macros are installed in the "...\Biblioscape 7\Tools\" folder. To run these macros, please go to the menu command "Tools | Macros | Play..." in WordPerfect. Go the the "Tools" sub-folder under Biblioscape installation and run the macros. The marcos under Biblioscape Tools folder require saving your WordPerfect document as RTF file. RTF is a Microsoft standard. It is not very well implemented in WordPerfect. If you have complicated formatting in your WordPerfect document, going through RTF may lose some formatting. With Biblioscape, tt is also possible to format your WordPerfect document natively without going through RTF. Please read the section Integration with Corel WordPerfect for more information.

Install the Add-in for Microsoft Word

If you have Microsoft Word 6, 7, 97, 2000, 2003, or 2007 on you computer, you can install the Biblioscape Add-in template file into Word. Biblioscape-related menus will be added to the Word menu system and you can format a paper without leaving Word. To install the Add-in, first locate the “Startup” folder where Word is installed. Then copy the file “bib_word.dot” from the Biblioscape “Tools” folder into the Word “Startup” folder. The next time you start Word, the template will install itself and add Biblioscape-related menus into Word.

Remove Biblioscape

Since Biblioscape is not installed by a Windows installer, removing it is very simple. Just delete the Biblioscape installation folder; the job is done. If you have created a desktop shortcut, select the shortcut and press the Delete key to remove it.

Run Biblioscape from a USB drive

You can run Biblioscape from a USB drive. This feature is very convenient for users who need to take the application with them to the library, attend a conference, etc. When you run Biblioscape from a USB drive on a public computer, it changes to the trial edition. Since the trial edition is fully functional for 100 runs, this won't be a problem -- it is unlikely that you will use the same public computer to run Biblioscape more than 100 times.

  1. Copy the Biblioscape installation folder and all its sub-folders from your hard drive to the USB drive.
  2. On the USB drive, create a folder named "usb" under the Biblioscape root folder.
  3. Copy all the files in your database folder to the "usb" folder created in the last step.
  4. Take the USB drive to another computer. Double click "Biblioscape.exe" on the USB drive to run it. The database in the "usb" folder will be opened automatically. At startup, if Biblioscape detects a "usb" folder under the root folder, Biblioscape will open the database in the "usb" folder automatically.

 

Major upgrades and minor upgrades

Major upgrades include major changes in program design and database structure. They are released about every two years. Minor upgrades include mainly bug fixes and minor improvements. Immediatly after a major upgrade, you may see minor upgrades on a weekly basis. After a major upgrade stablizes, you will see minor upgrades released on a monthly basis. Here are the differences between major upgrades and minor upgrades.

  • Major upgrades are not free. Minor upgrades are always free of charge.
  • Major upgrades need to be installed on a different folder from the previous installation. Minor upgrades are installed on the same folder and replace previously installed files.
  • After installing a major upgrade, you will have a trial period with all features unlocked. Installing minor upgrades have no effect on your trial counter.

Install a major upgrade

A major upgrade is downloaded as a self extracting zip file. You can download the latest Biblioscape release at http://www.biblioscape.com/download.htm. You double click the downloaded file to install it. You should not install it over a previous installation. You don't have to remove the previous version. Just be sure to install a major upgrade to a new folder.

Install a minor upgrade

A minor upgrade is downloaded as a zip file. You can download the latest Biblioscape minor upgrade at http://www.biblioscape.com/download/bsp7_patch.zip. The release history can be found at http://support.biblioscape.com. Unzip it to your Biblioscape root folder. For example, if you have installed Biblioscape 7 before under the folder "C:\Biblioscape 7\", you should unzip minor upgrade 7.27 to the Biblioscape 7 root folder "C:\Biblioscape 7\". When prompted to replace existing files, click Yes to replace them.

Moving installation from one computer to another

If you have bought a new computer and want to install Biblioscape on it. But you want to keep all the customized settings, import filters, styles, etc., you can simply copy your Biblioscape 7 installation folder from the old PC to the new one. Run Biblioscape on the new PC and email support@biblioscape.com for a new registration key. You will receive up to 3 keys per purchase. You will find all the option settings, customized styles and import filters are copied to the new PC. The only thing that is not copied is menu and toolbar customization. Those settings are saved under your PC's registry.

If your database folder is not under Biblioscape installation folder, you have to copy your database folder to the new PC as well. On the new PC, run Biblioscape and go to "File | Database | Open Database". Select the "*.bsl" file under the copied database folder to open it.

Multiuser environment

Biblioscape supports multiuser environment in several ways. Biblioscape database can be shared by many users with a desktop interface as well as a web interface. So the first question should be: Which interface do you plan to use? The desktop interface gives you more features but cost more. The web interface doesn't require the installation of Biblioscape but has limited features. If needed, you can have a mixed solution.

Share a database with desktop application

  • Pros: All features are available (depends on which edition is purchased)
  • Cons: Each user needs to purchase a copy of Biblioscape. When openning a remote database, performance becomes slow.

Share a database on a mapped drive (not recommended): This is the easiest way to share a database among users. You simply put your database on a shared drive. This shared drive is mapped to a drive letter in each user's PC. End user just need to run Biblioscape and go to "File | Database | Open Database". Go to the shared drive, find Biblioscape database directory, and open the *.bsl file. Although the setup is very easy, there are a couple of drawbacks with this approach. When your database becomes large, the application will slow down. Because Biblioscape needs to load the whole database from the file server to your local machine, each time a query is run, it generates a huge amount of network traffic.

Share a database through BiblioRemote server (recommended): Instead of openning a shared database directly on a shared drive, we recommend using BiblioRemote server. BiblioRemote is included with Biblioscape installation. You can find it under "...\Biblioscape x\BiblioRemote\" folder. BiblioRemote is a database server. User can open a remote database located on the LAN (Local Area Network) or on the internet. All the database operations are handled by BiblioRemote server instead of each copy of Biblioscape. Compared to the shared drive approach, it is more robust and scale well. When used in a LAN, it gives good performance and it won't degrade rapidly as the size of your database grows.

Share a database with web browser

  • Pros: No installation needed for end users, so it cost less. Fast performance and easy to learn.
  • Cons: Only a limited feature set is available.

If your users only have a simple needs regarding the shared database, the web interface solution can be attractive. No software installation is needed. You only need to run BiblioWeb server which is installed with Biblioscape under the "BiblioWeb" sub-directory. There is no third party software needed. All you need to do is to run BiblioWeb.exe or set it up as Windows service.

Click here to learn more about BiblioWeb.
Click here to learn more about BiblioRemote.

Install Biblioscape on a network drive

If there are several users in your organization, and you don't want to install Biblioscape on each user's machine, you can simply install Biblioscape on a network drive and let everyone run Biblioscape from there. First, download the trial copy (a self-extracting zip file) from the Web at http://www.biblioscape.com/download.htm. Double click it to run and unzip it to a new folder on your network drive. That is all you need to do for installation. If you already installed Biblioscape on a local machine, you can simply move the Biblioscape folder from your local machine to the network drive because running installer is not needed for Biblioscape installation. User can go to the network drive and double click biblioscape.exe to run it. A network drive may be mapped to a drive letter in user's machine. The end user can drag and drop biblioscape.exe to their desktop using right mouse button and select "Create shortcut here". In the future, user can just dobule click the desktop shortcut icon to run Biblioscape.

Once installed, if you want another user to run Biblioscape from another machine in your network, please set the Biblioscape folder to be shared. Or you can make your Biblioscape folder on your machine a shared folder. Select the Biblioscape installation folder, click the right mouse button and select Properties. Go to the "Sharing" tab and check the boxes "Share this folder on the network" and "Allow network users to change my files". Other people on your LAN can browse to your shared folder and run Biblioscape from there.

If you want to install Biblioscape on a network drive and let several users run Biblioscape from there, please be aware that Biblioscape is licensed to an individual user, not a single machine. So each user needs to purchase Biblioscape and register it. 

Broadband router configuration for BiblioWeb and BiblioRemote

Most Web users in the US access the Internet through broadband connections (DSL or cable). In such cases, your Internet service provider (ISP) usually assigns a static IP based on the hardware ID of your DSL or cable modem. With a broadband connection, it is possible to run a BiblioWeb or BiblioRemote server on your home PC. But there are extra steps to be taken to make it possible.

Most likely you have a router connected to the DSL or cable modem. All your computers and other internet devices are connected to the router. To the outside world, all they see is the router. It controls the traffic between the Internet and your local area network (LAN). When you connect a PC to the router, the router will assign an IP address to that PC based on its hardware ID. If you run a BiblioWeb or BiblioRemote server on that PC, you need to tell the router to direct all the traffic on the port used to the relevant PC. You may have routers of different brands, but the setup is similar. Most of them support setup by using a Web browser. Open your browser and enter http://192.168.0.1 (or whatever the LAN IP address is for the router). You need to know the admin login name and password. This information can be found in your router's manual. Once you are logged in, there should be a hyperlink to assign incoming traffic from the Internet for different ports to the computers of your choice. You have to give a name, choose the port number, and select the computer to which the traffic will be directed on that port. For BiblioWeb, enter port 80 and select the computer where BiblioWeb will be running. For BiblioRemote, assign both port 12005 and 12006 to the computer where BiblioRemote will be running because port 12005 is used for database activities and 12006 is used for admin traffic.

Once you have configured the router to direct traffic on the above ports to the right computer, people on the Web can use your BiblioWeb or BiblioRemote server. If you are running Windows Vista, make sure the ports needed are not blocked by Windows Firewall.

Open a port in Windows firewall

In order to make your computer more secure, Microsoft enables the Windows firewall by default in Windows Vista. This pose a problem if you need to run the BiblioWeb or BiblioRemote servers. The following instructions show how to open the ports needed by BiblioWeb and BiblioRemote in Windows Vista firewall. If you run other security software that blocks Windows ports, please refer to its user manual for how to open a port.

  1. In Windows Vista, click the Start button and type "firewall". Select the suggested program "Windows Firewall".
  2. On the left pane, click the hyperlink "Allow a program through Windows Firewall".
  3. BiblioWeb uses port 80 by default. Click the "Add port..." button. Enter a name like "biblioweb" and port number "80". Chose TCP as the protocol and click the OK button. If you already have a web server using port 80, BiblioWeb will default to port 8001. In that case, enter port 8001 instead. Or, instead, you can click the "Add program..." button and enter the full path to BiblioWeb.exe and click the OK button.
  4. BiblioRemote uses ports 12005 and 12006 by default. Click the "Add port..." button. Enter a name like "biblioremote data" and port number "12005". Chose TCP as the protocol and click the OK button. Click the "Add port..." button again, and enter a name like "biblioremote admin" and port number "12006". Chose TCP as the protocol and click the OK button. Or you can click the "Add program..." button and enter the full path to "...\BiblioRemote\dbsrvr.exe" and click the OK button.

Biblioscape Server

Biblioscape Server includes two server software: BiblioRemote and BiblioWeb. Both server software are designed to let you share a Biblioscape database among users. They are installed with Biblioscape. So no separate installation is needed. You can test both servers in Biblioscape trial copy. Once registered, Biblioscape Pro includes one concurrent license for both servers. It can be used to provide single user remote access. For example, you can run the server in your work machine and access your database from home computer. Biblioscape Librarian edition includes 3 concurrent licenses. You can purchase more concurrent licneses if needed.

BiblioRemote Server

If there are several Biblioscape users in your organization and you all want to open a shared database, BiblioRemote server is the ideal solution. Although you can open a shared database by putting the database folder on a shared drive in your Local Area Network (LAN). There are dis-advantages in doing so. First, the performance of common operations in Biblioscape will be poor when the size of your database increases. Second, there will be a huge burden on your network when openning a large database this way. Both problems can be solved when you open a shared database through BiblioRemote server. With BiblioRemote, you also have more control over user privileges. When used in a LAN environment, you will achieve good performance even when openning a large shared database. Click here to learn more about BiblioRemote Server and its setup.

BiblioWeb Server

BiblioWeb is designed to provide web access to your Biblioscape database. So others can search, browse, even add records to your Biblioscape database without installing Biblioscape. All they need is a web browser. As BiblioWeb administrator, you can decide who can do what to your database by assiging Read or Write privilege. Unlike other web based application which requires expert knowledge to setup and maintain, BiblioWeb can be run by anyone. Beacause all you need to do is a double click of BiblioWeb.exe. The trade-off is a very limited customizability in BiblioWeb. So if you have an in-house web application development team, BiblioWeb may not be the best solution. You may achieve better result by using Biblioscape ODBC driver to access the database, and integrate Biblioscape with the rest of your web site. But if you are a regular user and want to get web access to your Biblioscape database easily, BiblioWeb server is the way to go. Click here to learn more about BiblioWeb Server and its setup.

Basic operations

This chapter describes the basic operations in Biblioscape such as navigation, seaching, displaying, etc. All of these operations function the same way in each module.

Biblioscape database

Biblioscape database is fast and robust. It is designed to be used by a single user or a group of users with no extra setup needed. With the same installation, you can open a database residing on your local drive, on a file server drive on your local network, or on a remote machine with BiblioRemote server running.

Setting up Biblioscape for group use is very easy. You just need to put the shared database folder on the file server of your Local Area Network (LAN). Everybody on your LAN can then open that shared database as if it is on their local drive. No configuration change is needed at all. When placed on a network common drive, the Biblioscape database can be opened by Biblioscape from multiple computers at the same time. The database table is locked at record level. Multiple Biblioscape users can read and write to the tables at the same time. Alternatively, if you don't want individual user customization, you can simply install one copy of Biblioscape on the shared drive, and allow all users to run Biblioscape from the shared drive. In this way, you only need to do the installation once on the file server. But each user needs to be licensed.

For organizations with Biblioscape users at different locations, it is still possible to share the same database with the desktop version of Biblioscape. Biblioscape comes with a database server called BiblioRemote. With the BiblioRemote server running, Biblioscape can open the database residing on the server machine from any computer in the world through the Internet. This makes it possible for remote users to share the same database, and have all the features in Biblioscape still available. The alternative is to use the BiblioWeb server, which allows remote users to share the same database with a much simpler Web interface.

Create a database

When Biblioscape is installed, it comes with a sample database to get you started. You can use the sample database to learn how to use Biblioscape. When you are ready, you can create a new blank database to work on your own data.

  1. Go to menu command "File | Database | New Database".
  2. Browse to the folder where you want to create the new database and give the new database a name. A new folder will be created under the selected folder. 

Biblioscape database is not a single file database. Many database table files are created under the database folder. You should treat all the tables as a whole. You cannot move individual table files between different databases. When a new database is created, Biblioscape creates two sub-folders under the database folder.

  • Attachments folder: It is recommended you put all the attachment files under this folder. When you add a link to files under this folder, relative path will be used. If your database is moved from one computer to another, relative path will not be broken.
  • Backup folder: You should regularly backup your database by zipping all the files under your database. You can keep all the zip files under this folder.

Note: When you create a new database for personal use, you should put it on your local drive. In a work place, your computer is likely to be on a Local Area Network. You may have several drive letters mapped to network file server. If you put Biblioscape on a network drive, the performance will be degraded significantly when your database becomes large. So make sure your database files are on the drive of your own computer. "C" drive is the local drive by default. If your hard disk is partitioned into more than one partitions, you will have more than one local drive.

Backup a database

You should backup all files under your database folder regularly. Each Biblioscape database have files under its own folder. For example, the "Sample" database that comes with Biblioscape installation have all its files under the "Sample" folder below Biblioscape installation folder. The best way to backup a Biblioscape database is to zip all files under your database folder. After compression by zip software (like WinZip), the file size can be 10-20% of its original size. You can find many free compression (zip) software for Windows on the Web.

Delete and rename a database

Delete a database

If you have a database that is no longer needed, you can delete it by deleting the database folder using the file manager. Make sure the database is not currently opened by Biblioscape. Biblioscape will automatically open the last opened database at the startup. If the last opened database is deleted or moved, the template database will be opened instead. You can then go to "File | Database | Open Database" to open another Biblioscape database.

Rename a database

Biblioscape database can be renamed. For example, if you added some records into the Biblioscape sample database and want to keep using it, you can change its name easily by the following steps.

  1. Quit Biblioscape and BiblioWeb.
  2. Change the database folder name. For example, change "C:\Program Files\Biblioscape x\Sample" into "C:\Program Files\Biblioscape x\MyNewDatabase".
  3. Change the *.bsl file name. For example, change "C:\Program Files\Biblioscape x\Sample\Sample.bsl" into "C:\Program Files\Biblioscape x\MyNewDatabase\MyNewDatabase.bsl".
  4. Open the *.bsl file with a plain text editor like NotePad. Then Change the database paths and backup path listed in the first and second line correspondingly.
  5. Open the file "C:\Program Files\Biblioscape x\Global\dbReOpen.txt", and change the *.bsl file path and backup path in the first and second line correspondingly.

 

ODBC driver

What Is an ODBC Driver

ODBC stands for Open DataBase Connectivity. ODBC provides a standardized set of rules for getting information to and from a database. An ODBC driver is a software interface that accepts ODBC standard queries and then passes them through to the specific application, modifying where necessary to account for application specific database structure and format. The functions of a driver are invisible to users and third party applications. From a third party perspective, a standardized ODBC query or update is presented to the database, and a standardized ODBC response is returned.

How Do I Benefit from My ODBC Driver?

Many software applications (such as Biblioscape) use databases to store and retrieve information. The database design is often specific to the application associated with the database. Before the introduction of ODBC, important information might only be accessible through one application, or via export solutions. The immediate benefit of ODBC is that those applications that support the ODBC standards can access Biblioscape directly through ODBC. They can search and read the data in Biblioscape, even update records in Biblioscape without starting Biblioscape. With the ODBC driver, you can make Biblioscape database part of a bigger solution in your organization.

More About the Driver

The Biblioscape ODBC driver is an ODBC 3 driver and we've used it successfully with MDAC 2.7 and the following applications:

Crystal Reports 8.5
MS Query (and subsequently mail-merge in Word and external data in Excel) (Office 2000)
MS Access 2000
MS Visio 2000
BDE 5.01
ODBCExpress 5.06/7 (Delphi 5)
ADOExpress (Delphi 5 with update packs)
IIS5 ASP scripts
Visual Basic 6
Visual Studio .NET

The driver can completely handle all updating of data via SQL statements and the SQLExecute or SQLExecDirect calls, including BLOB data. Parameters are also completely supported, including BLOB parameters.

The driver provides scrollable cursor support via SQLFetchScroll and SQLExtendedFetch. The only two types of scrollable cursors supported are Static and Dynamic. Keyset-Driven cursors are not supported.

The driver cannot performe positioned updates using the SQL syntax WHERE CURRENT OF and using the SQLSetCursorName and SQLGetCursorName calls. This functionality is not supported in the database engine.

Even though the driver supports parameter arrays, you still cannot request multiple result sets with the SQLMoreResults call. This is not supported in the database engine. You will, however, be able to execute multiple INSERT, UPDATE, or DELETE statements.

How to Get it

You can purchase the ODBC driver for $49. Click here to purchase it online. A separate help file is included in the ODBC installation.

 

Biblioscape interface

Biblioscape is a 3 pane application which includes the folder pane, the records pane, and the search pane. In this section, we will explain the functions of each pane. You will also learn how to customize Biblioscape. Biblioscape provides a lot of ways to change its appearance according to user's preference.

Folder pane

Folder pane is on the left. It lists 

Organizing treeview items

In Biblioscape, items in several of the modules can be organized in a treeview. For example, folders, notes, tasks, charts, and categories all include a treeview.

Ordering treeview items

Hold down the Ctrl key first, then drag and drop selected item to another item. The selected item will be moved just below the other item. This allows you can manually sort items manually at the same level in a desired order. Manual sorting is very important in some cases. For example, when you write a book using the notes module, you will almost certainly want to sort chapters in a particular order using manual sorting.

Sort items by a column

Instead of manually sorting items, you can click a column header to sort all items by that column. For example, you can click the Priority column in the notes module to sort all notes by priority. Click the header column again to sort in reverse order. Hold down the Ctrl key and click the column header to remove sorting.

Move an item left

Drag and drop selected items to another item; the selected items will become children items of the other item. But this will not work if you want to move an item to the root level because there is no parent item of root items. To do that, select an item first, click the right mouse button and select "Move item left".

Preview

Show or hide preview pane

In Biblioscape, you can preview the content of the currently selected reference without opening it in the record editor. To toggle the preview pane, click menu command "View | Preview Pane | Hide".

Preview header

Preview header displays the currently selected record's type, ID, when and who created it, when and who last modified it. You can toggle it on and off by going to "View | Preview | Preview Header".

Preview position

You can choose to show the preview pane on the bottom or the right of the list pane by going to "View | Preview | Bottom" or "View | Preview | Right". By default the preview pane is shown below the list pane. If you have a high resolution monitor and the width over height ratio is 16:9 instead of the older 4:3, you may prefer to display the preview pane on the right. This allows more text to be shown in the preview pane, which is especially useful for the notes module.

Live Preview

Any text typed in the live preview pane will be saved to the database when you browse to another record. If you have a large screen, it is more convenient to make changes to a record than opening the record in a separate window.

Read Only

Although you can make changes in the read only pane, the changes will not be saved. The read only pane is very useful for displaying records after a search, because search words are highlighted.

Links

All linked records, web URLs, and files are shown in the links pane. You can open a linked record by double clicking. By clicking the right mouse button, you can chose to edit the links, remove selected links, or create more links.

Formatted

This preview tab is only available in the references module. Under formatted preview, the record is formatted according to the current Output Style selected on the main toolbar. Although you can make changes to the formatted display, those changes won't be saved.

All Fields

This preview tab is only available in the notes module. All data fields of a notes record are displayed. You can make changes, and the changes will be saved. In notes module, the Live Preview tab only displays the Notes field. All other fields are displayed under the All Fields tab.

 

Recycle bin

Deleted records in Biblioscape are not permanently deleted, they are moved into the recycle bin. You can always restore deleted records. However, when you delete a record from the recycle bin, it is permanently deleted. To go to the recycle bin, click the Deleted icon in the folder tree or go to the menu command "Go | Deleted". Once in the recycle bin, you can search deleted records. The search words will be highlighted in the preview pane. To restore a record, select it and click the Restore button on the toolbar. Click the "Delete Selected" toolbar button to permanently delete a selected record.

Selecting records

Single record selection

To work with a record, you must first select it. Selection can be easily done using the mouse. The selected record is shown highlighted.

Multiple records selection

Hold down the Ctrl key to select and de-select more than one record. To select multiple continuous records, select the first one with a single click, hold down the Shift key and click the last record. A range of records from the first to last will be selected.

Select a reference by typing

In References module, you can type the first few letters of the first author's last name to select the desired reference. This process is case insensitive. You should not pause for too long between typing each letter.

Views

Views give you different ways of looking at information in a table by arranging it differently and selecting different formats. Each module in Biblioscape comes with a set of pre-defined views. You can make changes to a view, for example, by changing the way items are grouped or sorted. You can also create custom views.

Change the view

To change the view of a module, go to the menu command "View | Current View". Select the desired view from the combo box "Current View".

  • Add or remove fields in a view
    You can easily add or remove fields in a view. Click the menu command "View | Current View | Field Chooser". Then drag-and-drop columns between the table and the field list box. For the References module, not all fields are listed in the field list box. To make more fields available for display, go to the menu command "Tools | Options". On the "General Display" tab, check the field name in the list box "Fields to be included".
  • Group records by a field
    A group is a set of items with something in common, such as references from the same journal. Group items to see related items together, in much the same way as an outline. For example, grouping references by year makes all references published in the same year appear together. You can expand or collapse the group headings to display or hide the items they contain. To group items, click the menu command "View | Current View | Group By". The Group By panel will be shown. Drag a column header to the Group By panel to group by that column. You can group by more than one column. Drag and drop a second column under the first one in the Group By panel. To ungroup items, drag a column button in the Group By panel back to the column header row. To hide the Group By panel, click menu command "View | Current View | Group By".
  • Change column width
    The width of any column in a view can be changed. Move the cursor to the column header. When the cursor is on top of the column separator line, the cursor icon will change to a divider. Hold down the left mouse key and drag the cursor left or right to change the column width.
  • Change column order
    Drag the column header until it is over the border between the column headers where you want the column to appear. When a double-arrow green marker appears, release the mouse button.
  • Sort by column
    You can sort records by column by clicking the column's header. Clicking it again will reverse the sorting order. The sorting order will be remembered for that view. If you do not want the sorting order to be remembered between sessions, hold down the Ctrl key and click the column's header.

Save the current view

When you quit Biblioscape, the current view will be updated according to the current display settings. These include column width, column order, sorting, grouping, etc.

Organizing research information

Once information are collected, you need to manage them. Some people say that information management features are not important once you have an excellent search engine. This may work for some people. If there is no structure and classification applied to your records, most users feel at lost when the number of records increase. You may have a strange feeling like emptiness, lost, and bewildered. Because our brain doesn't work that way. We learn knowledge by creating a representation of concepts.

Biblioscape is designed to manage mainly 3 types of information objects: references, notes, and tasks. The primary tool for organizing information ojects is by using folders. The relationship between folders and information objects is one-to-many. It means one folder can contain many information objects and an information object can only reside in one folder. Research information objects are generated daily for different projects. One piece of information like a reference can be used for many projects. Obviously, using just folders is not flexible enough. To solve this problem, Biblioscape includes a Categories module. It is used to tag each piece of information when needed. So information objects can be organized by not just one dimension (folders), but by unlimited number of dimensions by using categories. In a physical world, you can only put a piece of paper document in one folder, but you can attach several labels to a document to tell what the document is about. Biblioscape uses the same concept to organize research information in your computer. In this chapter, I will explain the best practice for organizing your references, notes and tasks in Biblioscape.

Folders vs categories

In older versions of Biblioscape, the relationship between folders and references was many-to-many. That meant a folder contained many references and a reference could reside in more than one folder. Starting from version 7, the relationship between folders and references has become one-to-many. That means a folder contains many references, but a reference can only reside in one folder. In version 7, Categories have replaced folders to handle the many-to-many relationship between subjects and references. Some users may ask: if categories have replaced folders to handle the many-to-many relationship, why are folders still needed?

File cabinet analogy 

Think of your Biblioscape database as a file cabinet: there are 5 kinds of folder in this cabinet. Each kind of folder is made of different material that corresponds to references, notes, tasks, charts, and categories. Think of your references, notes, tasks, and charts as documents inside a folder. In the categories folder there are many labels of different colors. When collecting references, notes, etc. you first put them into a folder. That is the place where the record belongs. Next, you may want to put a label on the reference or note record to remind you about something. Later, you may put more labels about different things on a record. When needed, you may pull out all references that are labeled, for example, "green" and read them. This corresponds to a search in Biblioscape based on category. At other times, you may simply take a folder out and go through each record in that folder. This corresponds to folder browsing in Biblioscape. 

Project, subject and classification

Now you have an idea about how records are organized in a Biblioscape database. The next question might be: what information should be organized by folder and what information should be organized by category. The general rule is to organize your projects with folders, while using categories to classify your records by different subjects. For example, if you are a professor of life sciences and you have to manage 3 projects, namely (a) about HIV protease inhibitor, (b) a NIH grant about anti-cancer nucleosides, and (c) a NSF grant about boronic acid, you should create 3 references folders called something like "HIV Protease", "Nucleosides", and "Boronic Acid". Later on, you can tag references in each folder with categories. For example, you can create a group of category items about the different types of HIV protease inhibitors, and another group of category items about HIV protease sub-types. All these category items can be used to tag your references in the "HIV Protease" folder. You can use categories to classify records in many different dimensions.

Pick the right tool

Folders and categories are designed for different purposes. Since they are both organizing tools with a tree-like structure, it can be confusing for a new user to decide which one to use. Here are some general rules:

  • Big vs small: Folders are used to organize records according to the big picture. For example, you can create several references folders, each for a big project of yours. Categories, however, are used for fine-grained classification of your records in many dimensions. For example, under each big project, you may want to sub-divide records by person, location, subject, event, etc.
  • Exclusive vs inclusive: A folder holds records that do not appear in another folder. A category can be used to tag a record that has already been tagged by other categories.
  • Single module vs cross module: A folder can only contain records from a single module, i.e. references, notes, tasks, or charts. A category can be used to tag records from any module. For example, you can create a category called "@home" and use it to tag references, notes, and tasks that needs to be done when you are at home.
  • Formal vs informal: Folders should be in a well-thought-out structure. It is the backbone of information organization in Biblioscape. Tags are informal, spontaneous, and personal. This is especially true for a shared database. All users should follow rules agreed upon by the whole group when creating folders. But users should be allowed to tag records the way they see fit. Eash user can store personal tags in their own category folder.

 

Organizing by folders

All your information objects in Biblioscape are organized under a single folder tree. There are several kinds of folders for organizing different types of information objects. They are Domain folders, References folders, Notes folders, Tasks folders, Charts folders, Categories folders

Domain folders

The yellow domain folders are usually at the top level. You may have two domain folders one called Work and the other one called Personal. All your references folders and notes folders about your work are under one domain folder, while all references and notes folders about your hobby projects are under the personal domain folder. Some users may have one domain folder about research and another one about teaching. Domain folders should not be used to specify research projects, they are best organized by categories. Domain folders should be created with caution. In a physical world, a domain folder is like the file cabinet. A file cabinet can have many subject folders. You may only have a few file cabinets designated to store totally unrelated things.

Folders and search folders

All other folder types are designed to store only one type of information objects. For example, you can not put a note under a references folder. Different kinds of folders may reside under a single domain folder. For example, under the Teaching domain folder, there may be a references folder about one class and another notes folder about a different class. For references, notes, and tasks, etc. a folder represents a physical location. A place where an object belongs. An information object like a reference or a note may have many functions, properties, and uses which can be best managed by categories. But it has only one place it resides which is a folder. The folder name is actually one of the properties of an information object. But there is another type of folder which its name is not part of an information object's properties. They are called search folders. When you define a frequently used query, you may want to keep it. So you won't have to re-define the query next time you use it. You can then save the query as a search folder. So a search folder is just a query. It will includes any information objects that satisfy the saved query. For example, you can have a search folders that include all references about a certain subject published by a certain publisher. When there is a new reference added to your database that satisfy the query condition, it will automatically show up in that search folder. You don't have to put it there. Search folders are indicated by a special icon in the search folder column.

Folders and link folders

As your records collection grows, there may be a need to put a record in more than one folder. This is not possible with a regular folder because a record can only reside in one folder. But you can create a virtual folder called link folder. A link folder doesn't contain any records. It only contains links to your records. When you click on a link folder, all the records linked to it will be retrieved and it looks just like a regular folder. On the folder pane, a link icon will be displayed in the last column. Link folder can be used as a handy tool to organize your records. For example, if you need to create a list of all the references for a new report, you can just create a link folder. Then drag and drop references from other places to this link folder. The references you dragged are not moved to this link folder. Biblioscape just create a link. So all those records can be retrieved easily.

PIM structures - hierarchies or tags

Hierarchies or tags 

I found this article at zoot forum http://tech.groups.yahoo.com/group/ZootForum/message/10195. There are some interesting points made about information management. I will first copy part of this post. I will then explain how Biblioscape is designed to meet the challenge.

Benefits of Hierarchical Structure

  • People like hierarchical structures (items within files within folders) because they give information a sense of location and sequence.
  • Hierarchies tend to work best when tailored to an individual's personal needs.

Problems with Hierachies

  • Complex hierarchies are hard to construct (takes time and thought), and are dependent on purpose.
  • The appropriateness of hierarchies and sequence of items can both matter (year/month/day and Sunday, Monday, ...)
  • They break down semantically as they grow more complex.
  • Different people use different terms for similar things (Tasks, Actions, and ToDos; Notes, Memos, Items).
  • Hierarchies tend to grow messy, with too many layers and folders, too many "random" or "misc" folders, and too many items stuffed into folders that poorly match the item.
  • Difficult to quickly reorganize for an ad hoc purpose (takes lots of time)
  • Require placing items into appropriate locations (takes time)
  • Rigidity of the parent/child model (many items could usefully go more than one folder)

Benefits of Tags (Categories, Keywords, Attributes, Facets)

  • Tags allow searches to locate items anywhere in the database
  • Tags allow searches to group items together quickly based on the tags.

Problems with Tags (Categories, Keywords, Attributes, Facets)

  • By themselves tags provide little sense of location or sequence relative to the larger pool of data. (The databases feel chaotic.)
  • Tags have to be added if not inherent in the data (takes time).
  • Data thrown into a non-hierarchical structure with tags omitted is like throwing items into a giant bin. You forget what's in there, and, unless you get lucky with search terms, you never see it again unless you go through the bin item by item (which takes time, especially if useless items are in the bin). So ideally, tags should be added to the item early on, such as when the item is placed in the database (takes time).
  • Hard to create good tags (issues of consistency, synonyms, etc., so takes thought)
  • Tags multiple and become chaotic.

An ideal PIM might:

  • Allow both a hierarchical structure and ways of tagging individual items.
  • Allow items to be assigned (linked, cloned) to multiple folders in a hierarchy.
  • Allow items found in a search to easily be assigned (linked, cloned) to a new folder.
  • Allow for the automation of certain tasks, such as folder assignments and keyword indexing.

Biblioscape is designed to do both

From my personal experience, a sense of location is very important in information management. I guess this comes from our real world experiences. Every physical thing around us all belong to some place. When I use an information manager that uses tagging system alone, I quickly feel lost. A piece of information I put into the system no longer has an anchor and I start to have a hard time remember it and find it. I have one big problem with hierarchies, that is the need to organize items for a different purpose. Sometimes, a piece of information is valuable in more than one situations. For example, I collected an article about president Bush's visit to New Orleans after the hurricane. I put it under a folder called "Katrina". But later, I start to work on another project about Louisiana politics and this article mentions corruption in New Orleans. Obviously, we find the limitation of folders because an item can only be in one folder. It is the time to use categories. You can create a category called "Louisiana politics" and drag that item to this category. In Biblioscape, categories are organizaed in hierarchies too. So you get the benefit of both methods. When there is a need to organize existing pieces of information in another dimension, you can do it by creating new categories.

It all depends on the amount of information you need to handle

For most people, folders alone are good enough to handle their collections. When you have only a few hundred records, you pretty much remember their places. Flexibility produces confusion and learning curve for new users. That's why I recommend new users just stick with folders and not be bothered with categories. When your database becomes large with thousands of records, or you start to have the needs to organize items in more than one way, you should then look into the categories module.

Searching and managing records

Biblioscape records come from different modules, but they are organized and searched in a similar manner. The folder is the basic tool to organize records. A folder can only contain records from one module. For example, a reference folder cannot contain a task record. Folders of different types are organized in a single tree structure. The relationship between folder and records is one-to-many, meaning that one folder can contain many records. A record can only reside in one folder.

For advanced users, organizing records in one dimension is not sufficient. Biblioscape includes a very flexible Categories module for this purpose. Categories themselves can be organized in a tree structure and they can be used to tag records from other modules. Unlike folders, the relationship between categories and records is many-to-many: a category can be used to tag many records, and a record can be tagged with many categories.

There are two kinds of searching tools available to all modules in Biblioscape: fast search and advanced search. Fast search is a full text search and it is -- as the name suggests -- fast. It is more like an Internet search tool. You enter the search words and press the Enter key. All "hit" records are returned instantly with search words highlighted in different colors. If your searching needs are more complicated, you can use the advanced search. Searching can be limited to a field and logical operators can be applied.

Folder properties

When you create a new folder, or go to "File | Folders | Folder Properties", the folder properties window will be shown.

  • Name: Enter the folder name here. For an existing folder, you can change its name.
  • Type: You can only select a folder type when creating a new folder. For an existing folder, this control will be disabled.
  • ID: The folder ID number will be shown.
  • Location: The current folder's full path will be displayed here.
  • Description: You can enter any text to this field about the current folder. It could be a summary, a comment, or a reminder about this folder.
  • Mark: Check this box will allow you to select a color flag to mark the current folder.
  • Link Folder: This check box is only displayed when creating a new folder. Check it to create a new link folder. If unchecked, a regular folder will be created. For an existing regular folder, this check box is not displayed. For an existing link folder, this check box is displayed but disabled.
  • Created by: It will list the user who created this folder, and when this folder was created.
  • Modified by: It will list the user who last modifed this folder, and the date it was last modified.
  • Web post hide: This check box is not displayed for a virtual folder (search folder and link folder). For a regular folder, if you check this box, all records under this folder will be marked "Web post hide". When you add new records to this folder, the records will also be marked as "Web post hide". If you uncheck this box, "Web post mark" will be removed from all records under this folder. But you can still mark individual records under this folder as "Web post hide" in the future.

Link folders

Like search folders, link folders are virtual folder. It doesn't contain records. A link folder just contain links pointing to the records. In the folder tree, there will be a link icon in the search folder column to indicate that it is a link folder. Unlike search folders, you can drag and drop records into a link folder. Biblioscape will automatically create a link between the link folder and the dropped records. Next time you click on the link folder, all those linked records will be retrieved. So it can be used as a tool to organize records for different purposes.

To create a link folder, go to "File | Folders | New Folder", check the box "Link Folder". Once a link folder is created, you cannot change it to a regular folder. To add records to a link folder, select records and drag drop it to the link folder. To remove records from a link folder, select records and click the right mouse button and select "Remove from Folder".

Link folder vs tagging with categories

They both can be used to organize records in a tree structure. For most people tagging with categories is the best option. The same category can be used to tag records across different modules. Only in cases when you need to use the same in tree strcuture for organizing, link folder will have the advantage. For example, if you need to create two items "Japan" and "Korea" at the top level, then add "History" and "Education" under both "Japan" and "Korea". This scheme will not work with tagging. Because tagging requres each entry must have a unique name. So you have to change "History" under "Japan" to "History Japan". If you want to keep the original scheme, you have to use link folder. Link folder doesn't require the use of unique names.

Quick Find

Biblioscape supports Quick Find by typing letters when a listview or a treeview of records is active. The current record will jump to the one that best match what you have typed within 2 seconds. For example, if there are 200 records in the categories pane and you want to select the category "UN", you can type letter "u". Biblioscape will jump to the category "UN". If there is another category "US" and you want to jump to it, you have to type letter "u" and then letter "s" within 2 seconds you typed letter "u". Otherwise, Biblioscape will jump to the first category that start with letter "S". The searching in Quick Find is case insensitive.

Quick Find is supported in the categories pane, as well as the main treeview or listview in all modules. To use Quick Find, please make sure the listview or treeview control has the focus. If not, select any record in the list to to make it the currently focused control and then start typing.

Search folders

Search folders are saved queries. In the folder tree, there will be a search icon in the search folder column to indicate that it is a search folder. Since a search folder is not a true folder, you cannot drag and drop records into it. When you click on a search folder, Biblioscape will run the query and display the results. Search folders cannot be used to organize your records, they are designed to make your often-used queries easier to access.

You can turn any query into a search folder easily by clicking the "Add search to folder" button at the top of the search pane. Once clicked, select a folder in the prompt window. The new search folder will be created next to the selected folder. Biblioscape will then prompt you to enter a name for the newly-created search folder.

Inherit parent search properties

Biblioscape can make a search folder inherit search properties of its parent. For example, you have a search folder to retrieve all references that are published in 1998. If you drag this search folder under another folder, only references published in 1998 from that folder will be retrieved. A search folder will not only inherit from its immediatly parent, the inheritance goes all the way to the top level folder. With this feature, you can build complicated queries very easily by just drag and drop of search folders. This feature is turned on by default. If you want to disable it, please go to the "Tools | Options" window. On the "General Display" tab, check off the box "Search folder inherits parent properties".

Searching for records

All searching tools are grouped under the search pane in Biblioscape. The followings 3 tabs are available to all modules: Search, Lookup, and Categories. The search tab is likely to be the most often-used one, because your search words will be highlighted in the preview box on the search tab. The Lookup tab gives you an overview of your database records makeup. The Categories tab functions not only as a tagging tool, but also can be used to find relevant records easily.

Fast search

Fast search is a full text search. You enter search words or phrases to find records containing the words entered into the search box. Search words will be highlighted in different colors (other text is underlined and hyperlinked, but at present the hyperlinks are inactive). Since fast search is based on indexed words, it can return search results instantly even when your database becomes very large with tens of thousands of records. Biblioscape searches the entire database. If there are too many hits, you can click the "Refine fast search" button and add additional conditions. For example, you can limit hits to be from certain folders, tagged with certain categories, etc.

Advanced search

Advanced search is an SQL query builder. You can limit searching to a field and combine several searches with logical operators. For example, you can define a query to find references with "boron" in the keywords field and created before 2007-01-01.

Lookup

Lookup lists all references by field. In the drop-down box, select the field you are interested in. Lookup lists all values of that field; for example, if you select "Authors", all authors are listed. Double-clicking on any of the values shows the references with that value. For example, double-clicking "Einstein, A." lists all references with that author.

Categories

Categories are used to classify your records. You can use it to organize your references, notes, etc. in many dimensions. You can simply drag and drop records into a category to tag it. The next time you click on that category, all those records that are tagged before will be automatically retrieved in the main display. So categories can be seen as a searching tool as well. When you hold down the Ctrl key while selecting categories, all the records tagged by selected categories will be displayed. You can also hold down Alt key first, then the Ctrl key, as you select several categories, only those records that have been tagged by those selected categories will be displayed. This is a very convenient way to retrieve relevant records.

Search across modules

In rare occasions, you may want to search across all modules. There are two ways to do this. First, you can use the cross module search. Simply type your search string in the "Look for:" box next to the main menu. Biblioscape will run Fast Search across all modules including references, notes, tasks, charts, categories, deleted, and links. All the hits will be displayed in the same window on different tabs. Second, you can use the same categories to tag records from different modules. When you go to the categories module, all the tagged records from different modules, will be displayed together. This is a really convenient way to find relevant records across modules.

Using categories

Categories is used as a tagging tool in Biblioscape. Although folders is the primary organizing tool in Biblioscape, categories is more flexible. Since a record can only exist in one folder, folders is best used to divide your records into big domains. There is no such limitation for categories. You can use categories to organize your records in many dimensions. The same record can be tagged by many categories. Click here to see a detailed comparison between folders and categories. All the basic features in categories module can be accessed from the categories pane on the right of each module. To ogranize your records by categories, you don't need the categories module. The categories pane on the right is all what you need to create, delete, edit, search, organize categories and tag records in other modules.

Create a category

Go to the categories pane by clicking on the Categories tab on the right. Click the right mouse button and select "New Category". Start typing to enter the category name, and press the Enter key once you are finished.

To create a child category, first select the category where the new child category will be created under. Click the right mouse button and select "New Child Category".

Delete a category

On the categories pane, select the category you want to delete, then click the right mouse button and select "Delete Category". You will be prompted "Do you want to remove the deleted category from all the records that are tagged with it?". If you click Yes, this category will be removed from all the records that have been tagged with it. If you click No, only the category itself will be put into the Recycle bin, while it will still remain as a tag in all those records. You can delete more than one category at once by selecting multiple categories first.

Rename a category

To rename an existing category, select the category you want to rename, and click the category again. The selected category’s name will be changed into edit mode; you can then type in the new name and press the Enter key.

Move category left

You can select a category item and drag it around, but it is not possible to move it to the root level in this way. To do this, click the right mouse button and select 'Move Folder Left".

Set category color

You can assign a color to the select category by clicking the right mouse button and select "Color". A sub-menu will appear. You can then chose a color from the list.

Once you have assigned a color to a category, all the records that have been tagged with this category will be shown in this color in the colored category column.

Expand and collapse the categories tree

You can expand a categories tree by clicking on the "+" button, or by pressing the right arrow key. You can collapse a categories tree by clicking on the "-" button, or by pressing the left arrow key. To expland all the sub-trees, click the right mouse button and select "Expand All". To collapse all the sub-trees, click the right mouse button and select "Collapse All".

Search tagged records

  • Single selection: When you click on a category item, all records that have been tagged with this category will be automatically retrieved.
  • Multiple selection with OR: When you hold down the Ctrl key and select more than one categories, Biblioscape will retrieve all records that are tagged with each selected category. In other words, the "OR" operator is applied between each selection.
  • Multiple selection with AND: When you hold down the Alt key first, then hold down the Ctrl key, and select more than one categories, Biblioscape will retrieve only those records are tagged by all selected categories. In other words, the "AND" operator is applied between each selection.

Using folders

In Biblioscape, all records are stored in folders. A folder may contain many records, but a record can only be in one folder. Folders can be named and organized for different purposes. For example, references are usually collected for a specific project, task, topic, or interest, so it is only natural to organize them this way. Biblioscape allows you to organize your references into different folders. When you add a new reference, it is put into the currently opened folder. Folders are the easiest way to get your references organized. You can create sub-folders, rearrange the folder tree by drag and drop, rename a folder, etc. There are also other ways to organize references such as search folders, and categories. Click here to see the difference between folders and categories.

Create a folder

To create a new folder, click the menu command “File | Folder | New Folder”. You can also create a folder with the right mouse button. First select a folder where you want to create a new folder at the same level. Click the right mouse button to bring up a popup menu, and click "New Folder". The folder properties window will be shown. First enter your folder name. By default the folder type is set according to the last selected folder. You can change the type now. However, once a folder is created, you can no longer change its type. A references folder can only contain reference records; it cannot contain records from other modules (e.g. notes or tasks). You can add a short description about your folder if needed. A folder can also be marked with a color flag. If the box "Web post hide" is checked, none of the records under this folder will be shown on the Web when your database is published on the Web using BiblioWeb.

To create a child folder, first select the folder where the new child folder will be created under. Click the menu command “File | Folder | New Child Folder”. You can also create a child folder with the right mouse button. First select a folder where the new child folder will be created. Click the right mouse button to bring up a popup menu, click "New Child Folder".

Delete a folder

On the folder view, select the folder you want to delete, then click the menu command “File | Folder | Delete Folder”. If the folder is not empty, Biblioscape will ask you if you want to delete all the records under that folder. If you answer “Yes”, all the records under that folder will be moved into the Recycle Bin. The folder itself will not be put into the recycle bin. It will be permanently deleted.

Rename a folder

To rename an existing folder, select the folder you want to rename, and click the menu command “File | Folder | Rename Folder”. The selected folder’s name will be changed into edit mode; you can then type in the new name and press the Enter key. You can also click the folder twice to change it into the edit mode, then edit the folder name and press the Enter key.

Change folder properties

The folder properties window can be brought up by selecting the menu command "File | Folder | Folder Properties". Or you can select a folder, click the right mouse button and select "Properties". You can then make changes and click the OK button to save.

Move records into a folder

First, you can only move records to a folder of the same module. For example, you can only move tasks records to a tasks folder. Select the records you want to move, then drag and drop them to the folder of the same module.

Sort folders

By default, folders at the same level are sorted by their date of creation. This order of display can be changed by dragging and dropping while holding down the Alt key. If you drag record A on top of record B, A will become the child of B. But if you drag A to B while holding down the Alt Key, A will be moved above B in the same tree level. If you need to sort the folders in other than the default order, just click the column header. When folders are sorted, a check mark will be displayed in the column header. Clicking it again will reverse the alphabetical sorting. To remove the sorting, you can go to the menu command "File | Folder | Remove Sorting".

Move folder left to root level

You can select an folder item and drag it around, but it is not possible to move it to the root level in this way. To do this, go to the menu command "File | Folder | Move Folder Left".

Customize folder view

By default, only two columns (folder name and search folder icon) are displayed in the folder tree. If you want to display more columns, go to "File | Folder | Field Chooser...". Then drag and drop a column from the box to the folder tree. If you want to remove a column from the folder tree, just drag and drop it in the opposite direction.

Filter folders

Biblioscape comes with several filters you can apply to the folders view. Go to the menu command "File | Folder | Show Filter Pane". You can select the filter "References only" if you want to display references folders only. Click the Edit filters button if you want to define your own filter or edit an existing one. Click the cross icon button to hide the filter pane.

Select more than one folder

You can hold down the Ctrl key and select more than one folder of the same module. Biblioscape will retrieve all the records from selected folders. If you hold down the Alt key first, then hold down the Ctrl key and select more than one folder, Biblioscape will retrieve records that satisfy all the search conditions. This operation will yield 0 record if two regular folders are selected. If you select two search folders, or one search folder plus one regular folder, you can retrieve records that can satisfy both search conditions.

Customizing menus and toolbars

What are menus and toolbars?

A menu displays a list of commands. Some of these commands have images next to them, so you can quickly associate the command with the image. Most menus are located on the menu bar, which is the toolbar at the top of the screen. Toolbars can contain buttons, menus, or a combination of both. Some menus and commands appear only in certain modules. For example, if you're working in the References module, a New Reference button appears on the toolbar. If you are working in the Notes module, you will find a New Note button on the toolbar.

Displaying only the commands and buttons you use

Biblioscape automatically customizes menus and toolbars for you based on how often you use the commands. When you first start Biblioscape, the most basic commands appear. Then, as you work, Biblioscape adjusts the menus and toolbars so that only the commands and toolbar buttons you use most often appear. If you want, you can return the toolbar and menu display to its initial state when you first started Biblioscape. This feature is not enabled by default, because some users find this feature annoying. If you want to enable it. Click menu command "Tools | Customize...". Go to the "Options" tab, check the box "Menus show recently used commands first".

Seeing all the commands on a menu

To look for a command you don't use often or have never used before, click the arrows at the bottom of the menu to expand it to show all commands.

By default, all menus are displayed. If you want, you can specify that Biblioscape on display menus used most often as mentioned in last section. Under that mode, you can double-click the menu to expand it. When you expand one menu, all of the menus are expanded until you choose a command or perform another action. When you click a command on the expanded menu, it is immediately added to the short version of the menu. A menu command is dropped from the short version of the menu if you use Biblioscape many times without using that command.

Positioning toolbars on the same row

Toolbars can be positioned next to each other on the same row. For example, in the note editor, the Standard toolbar is positioned next to the Bibliography toolbar. When you put multiple toolbars on the same row, there might not be enough room to display all of the buttons. If there isn't enough room, the buttons that you have used most recently are displayed.

Seeing all of the toolbar buttons

You can resize a toolbar to display more buttons, or you can show all buttons on a toolbar. To see a list of buttons that won't fit on a built-in, docked toolbar, click More Buttons at the end of the toolbar. When you use a button that is not displayed on the toolbar, that button is moved to the toolbar, and a button that has not been used recently is dropped to the More Buttons list.

Customizing menus and toolbars

You can also customize menus and toolbars yourself. You can add and remove buttons and menus on toolbars, create your own custom toolbars, hide or display toolbars, and move toolbars. You can customize the menu bar the same way you customize any built-in toolbar — for example, you can quickly add and remove buttons and menus on the menu bar — but you can't hide the menu bar.

Add to a toolbar

Add a built in menu to a toolbar

  1. On the Tools menu, click Customize, and then click the Commands tab.
  2. In the Categories box, click Menu Bar.
  3. Drag a menu button to a toolbar and drop it there.

Add a button to a toolbar

  1. On the Tools menu, click Customize, and then click the Commands tab.
  2. In the Categories box, click a category of menus.
  3. Drag a menu button to a toolbar and drop it there.

Do one of the following if you just want to customize buttons pre-defined for a toolbar:

To add a built-in button to a built-in docked toolbar, click More Buttons, click Add or Remove Buttons, and then select the check box next to the button you want to add.

To add a built-in button to a built-in floating toolbar, click the arrow in the upper-left corner of the toolbar, click Add or Remove Buttons, and then select the check box next to the button you want to add.

Add a command to a menu

  1. On the Tools menu, click Customize, and then click the Commands tab.
  2. In the Categories box, click a category for the command.
  3. Drag the command you want from the Commands box over the menu you want to change. When the menu displays a list of commands, point to where you want the command to appear, and then release the mouse.

Customize toolbars

Show or hide a toolbar

Right-click any toolbar, and then click the toolbar you want on the shortcut menu. To quickly hide a floating toolbar, click the Close button on the toolbar.

Move a toolbar

Drag the move handle on the left of a docked toolbar, or the title bar on a floating toolbar, to the new location. If you drag the toolbar to the edge of the program window, it becomes a docked toolbar. When you move one docked toolbar, this might affect the location and size of other toolbars on the same row.

Resize a toolbar

To resize a floating toolbar, move the pointer over any edge until it changes to a double-headed arrow, and then drag the edge of the toolbar.

To resize a docked toolbar that is on the same row as another toolbar, drag the move handle. You can't resize a docked toolbar that is on its own row, or that is the leftmost toolbar on a horizontal row, or the topmost toolbar on a vertical row of toolbars. When you resize one docked toolbar, this might affect the location and size of other toolbars on the same row.

Create a custom toolbar

  1. On the Tools menu, click Customize, and then click the Toolbars tab.
  2. Click New.
  3. In the Toolbar name box, type the name you want, and then click OK.
  4. Click the Commands tab.
    To add a button to the toolbar, click a category in the Categories box, and then drag the command you want from the Commands box to the displayed toolbar.
  5. To add a built-in menu to the toolbar, click Menu bar in the Categories box, and then drag the menu you want from the Commands box to the displayed toolbar.
  6. When you have added all the buttons and menus you want, click Close.

Show or hide toolbar ToolTips

On the Tools menu, click Customize, and then click the Options tab. Select or clear the Show ToolTips on toolbars check box.

Show all the buttons on a toolbar

Use the move handle on the left of a toolbar to drag the toolbar to its own row, or to a location other than the edge of the program window, so that the toolbar becomes a floating toolbar.

Show all the commands on the menus

On the Tools menu, click Customize, and then click the Options tab.
Clear the "Menus show recently used commands first" check box.

This is the default setting for Biblioscape.

Show default toolbar buttons and menu commands

  1. On the Tools menu, click Customize, and then click the Options tab.
  2. Click Reset my usage data.

You only need to do this if the option "Menus show recently used commands first" is checked.

Delete menus and buttons from a toolbar

Delete a command from a menu

  1. Display the toolbar that contains the menu you want to change.
  2. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Click the menu that contains the command you want to delete.
  4. Drag the command you want to delete off the menu.

Delete a custom toolbar

  1. On the Tools menu, click Customize, and then click the Toolbars tab.
  2. In the Toolbars box, select the custom toolbar you want to delete.
  3. Click Delete.

Note: You can't delete a built-in toolbar. When you select a built-in toolbar, the Reset button appears, which restores the toolbar to its default buttons, menus, and submenus.

Delete a toolbar button

  1. Display the toolbar you want to change.
  2. Do one of the following:
    To delete a built-in button from a built in docked toolbar, click More Buttons, point to Add or Remove Buttons, and then clear the check box next to the button you want to delete.
    To delete a built-in button from a built-in floating toolbar, click the arrow in the upper-left corner of the toolbar, point to Add or Remove Buttons, and then clear the check box next to the button you want to delete.

    To delete a button that is not available in the Add or Remove Buttons list, hold down ALT and then drag the button off the toolbar.

Note: Clearing the check box next to a button on the Add or Remove Buttons list does not remove the button from this list. When you delete a built-in toolbar button, the button is still available in the Customize dialog box. However, when you delete a custom toolbar button, the button is permanently deleted.

Group related buttons and menus on a toolbar

You can add a separator bar before the first and after the last item in a group to distinguish the group from other buttons and menus on a toolbar. For example, the Temporary Citation and Formatted Bibliography buttons are grouped on the Standard toolbar with a separator bar after the Formatted Bibliography button.

  1. Display the toolbar you want to change.
  2. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. To add a separator bar, right-click a button, and then click Begin a Group. A separator bar is added to the left of the button on a horizontal toolbar, and above a button on a vertical docked toolbar.

    To remove a separator bar between two buttons, drag one button closer to the other.

Move or copy a menu command

When moving or copying a menu command from one toolbar to another, you must display both toolbars.

  1. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  2. Click the menu that contains the command you want to move or copy.
  3. Do one of the following:

    To move the command, drag it over the menu you want to change. When the menu displays a list of commands, point to where you want the command to appear, and then release the mouse.

    To copy the command, hold down CTRL and drag the command over the menu you want to change. When the menu displays a list of commands, point to where you want the command to appear, and then release the mouse.

Move or copy a menu to a toolbar

  1. Display the toolbar with the menu you want to move or copy and the toolbar you want to move or copy the menu to.
  2. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Do one of the following:
    To move a menu, drag it to the new location on the same toolbar or another toolbar.
    To copy a menu, hold down CTRL and drag the menu to the new location.

Move or copy a toolbar button

When moving or copying a toolbar button from one toolbar to another, you must display both toolbars.

  1. To move a toolbar button, hold down ALT and then drag the button to its new location.
  2. To copy a toolbar button, hold down ALT+CTRL and then drag the button to its new location.

 

Modify a toolbar

Change the size of toolbar buttons

  1. On the Tools menu, click Customize, and then click the Options tab.
  2. Select or clear the Large icons check box.

Change the width of a drop-down list box on a toolbar

  1. On the Tools menu, click Customize.
  2. The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Click the list box you want to change, for example, the Output Style box on the Standard toolbar.
  4. Point to the left or right edge of the box. When the pointer changes to a double-headed arrow, drag the edge of the box to change its width.

Rename a custom toolbar

You can't rename a built-in toolbar.

  1. On the Tools menu, click Customize, and then click the Toolbars tab.
  2. In the Toolbars box, click the custom toolbar you want to rename.
  3. Click Rename.
  4. Type a new name in the Toolbar name box, and then press ENTER.

Rename a menu

  1. On the Tools menu, click Customize.
  2. The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Right-click the menu you want to rename, and then type the new name in the Name box on the shortcut menu.

Rename a menu command or toolbar button

  1. On the Tools menu, click Customize.
  2. The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Do one of the following:

    To rename a menu command, click the menu that contains the command, right-click the command, type a name in the Name box, and then press ENTER.

    To rename a toolbar button, right-click the button, type the name in the Name box, and then press ENTER.

Note: If the toolbar button doesn't display text, you won't see the name change except when you view the ScreenTip.

Display text, an icon, or both on a toolbar button

  1. Display the toolbar that has the button you want to change.
  2. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Right-click the button you want to change, and then click the option you want on the shortcut menu.

Note: You can't change the text or icon on a button that displays a list or menu when clicked.

Show or hide toolbar ToolTips

  1. On the Tools menu, click Customize, and then click the Options tab.
  2. Select or clear the Show ToolTips on toolbars check box.

 

Restore settings to a toolbar

Restore original buttons and menus on a built-in toolbar

  1. On the Tools menu, click Customize, and then click the Toolbars tab.
  2. In the Toolbars box, click the name of the toolbar you want to restore.
  3. Click Reset.

Notes: You can't reset a custom toolbar. 

Restore original settings for a built-in menu

  1. Display the toolbar that contains the menu you want to restore.
  2. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Right-click the menu you want to restore, and then click Reset on the shortcut menu.

Notes: The Reset command restores the built-in menu to its original image, commands, and submenus.

Restore original settings for a built-in toolbar button or menu command

  1. Display the toolbar that has the button or menu command you want to restore.
  2. On the Tools menu, click Customize.
    The Customize dialog box must remain open; however, you might need to move it out of your way.
  3. Do one of the following:

    To restore a toolbar button, right-click the button, and then click Reset on the shortcut menu.

    To restore a menu command, click the menu that contains the command, right-click the command, and then click Reset on the shortcut menu.

Notes: The Reset command restores the built-in toolbar button or menu command to its original image, name, and command.
 

Interaction with other applications

Integration with Word and WordPerfect

 

Biblioscape URL

The first time you run Biblioscape after installation, Biblioscape will try to register Biblioscape protocol if your Windows account has admin privilege. Biblioscape protocol allows you to retrieve Biblioscape records from other applications in the form of "biblioscape://...".

 

Biblioscape URL

What is Biblioscape URL

You must have heard of web protocol like http:// and ftp://. Biblioscape URL works in a similar fashion, but it works only on the computer where Biblioscape is installed. For example, you can enter the following in the address bar of your web browser: "biblioscape://RefID=33". After pressing the Enter key, Biblioscape will be started if it is not already running, and the reference record with ID 33 will be opened if such a record exists.

Biblioscape URL syntax

There are 3 parts in a Biblioscape URL. Let's use the following as an example: biblioscape://refid=33

  1. You need to enter "biblioscape://" at the begining.
  2. You need to enter a module and search identifier. For example: RefID, RefFastSearch, RefSQL. They are case insensitive. You can enter them all in lower case. These identifier tells Biblioscape the module involved and what kind of search needs to be performed. Put an equal sign "=" at the end of it.
  3. You need to enter the search text itself depends on the identifier. It could be a number or text.

Syntax for the references module

  • RefID: Enter the reference ID. Biblioscape will retrieve this record and open it in the reference editor window. For example: biblioscape://refid=33
  • RefFastSearch: Enter any search text. Biblioscape will perform a full text search and display the hits. The search word will be highlighted in colors in the read-only preview pane. For example: biblioscape://reffastsearch=boronic acid
  • RefSQL: If you know SQL, you can enter SQL select command. In Biblioscape, you can save any search as a search folder. Select the search folder and click the right mouse button, select Properties and see the SQL command in the properties window. For example: biblioscape://refsql=select bib.* from bib where year_pub=1968

To enter Biblioscape URL for other modules, you just need to replace the "ref" with "note" for notes module, "task" for tasks module, "chart" for charts module, and "cat" for categories module. The instructions will be the same as stated above.

Syntax examples for other modules

Notes module:
biblioscape://noteid=39
biblioscape://notefastsearch=protease inhibitor
biblioscape://notesql=select note.* from note where date_created>'2007-4-23'

Tasks module:
biblioscape://taskid=8
biblioscape://taskfastsearch=lab setup
biblioscape://tasksql=select task.* from task where date_due between '2007-5-1' and '2007-6-1'

Charts module:
biblioscape://chartid=44
biblioscape://chartfastsearch=work flow
biblioscape://notesql=select chart.* from chart where date_modified>'2007-4-23'

Categories module:
biblioscape://catid=39
biblioscape://catfastsearch=nucleoside
biblioscape://catsql=select category.* from category where created_by='ChenPaul'

Folder:
biblioscape://folderid=3
biblioscape://foldername=Cance Research

Use Biblioscape URL in other applications

Besides entering Biblioscape URL in a web browser, you can use it in other applications that support URL. For example, in Microsoft Word, you can select some text and go to "Insert | Hyperlink" and enter Biblioscape URL. When the link is clicked, Biblioscape will be started if not already running. Biblioscape will then retrieve all the record specified in the URL. This can be a very easy way to integrate Biblioscape with other applications.

Register Biblioscape URL support

Biblioscape URL support is automatically registered under Windows the first time you run Biblioscape if your Windows account has admin privilege. If your Windows account doesn't have admin privilege when you run Biblioscape the first time, you have to do the registration manually. First you need to ask someone with Admin privilge to login and run Biblioscape. In Biblioscape, go to "Tools | Options" window. Select the "Database" tab and click the "Register URL, bsl, brl" button. The Biblioscape URL support is now added for all Windows users.

Biblioscape Options

The Biblioscape Options window lets you change settings for the display, formatting manuscripts, the database, reference types, import and export, and others. To access the Options window, please go to the menu command "Tools | Options".

Format Manuscript tab

Citation tag: This section specifies symbols used in temporary citations. Normally, you don't need to change them unless you have "[...#...]" text inside your document. This text will cause Biblioscape to mis-interpret temporary citations unless you change the citation tag here.

Start Symbol: The start symbol used to enclose temporary citations.

End Symbol: The end symbol used to enclose temporary citations.

ID Symbol: The symbol used before Reference ID inside a temporary citation.

Citation options: When you insert a temporary citation into a manuscript, you may want to tag the reference at the same time so you can easily find out which references are cited in a given manuscript. To do this, please have the box Tag records with selected category when copying temporary citations checked. Before opening "Tools | Options", create a new category name for your manuscript. Now go to "Tools | Options", click on the "Format Manuscript" tab and select the category you have just created in the combo box under "Tag records with selected category when copying temporary citations". References will be stamped with the selected category when you insert them as temporary citations or copy them as temporary citations. For LaTeX users, Biblioscape can generate temporary citations for LaTeX. Go to the menu command "Tools | Customize". Click the "Commands" tab, and select "Edit" as the category. Drag and drop the command "Cite for LaTeX" to the toolbar or menu system. On the Options window, enter the text to appear before the LaTeX temporary citation. The default is "\cite" as Cite for LaTeX prefix, so when you click the command "Cite for LaTeX", the temporary citation in the Clipboard will be, for example, "\cite{MCCLEARY:1986:ID78}". You can then paste it to your LaTeX editor. You can export references as LaTeX reference files by going to "File | Export". On the "Tagged" tab, select "BibTeX -- LaTeX" as the export type.

Sort temporary citations in selected records by: When you select select references and copy or insert them as temporary citations, Biblioscape will sort them according to the setting selected here. The options are: Authors Title, Authors Year Title, Years Authors, No Sorting.

Use "File As" instead of "Reference ID" for Temporary Citations: By default, Biblioscape uses the Reference ID to identify each reference during formatting. Since the Reference ID number is only unique in the database in which it resides, the same reference may have a different Reference ID in different databases. You can use text to uniquely identify each reference if you keep more than one database. If this box is checked, Biblioscape will use the text in the field "File As" in temporary citations when you click the menu command "Edit | Temporary Citation".

Do not prompt user when reference type specific sub-style is missing, use Generic instead: In most Biblioscape output styles, not all reference types are included. During formatting, if Biblioscape finds a reference type that is not included in the output style you picked, Biblioscape can prompt you or continue to use the generic one without prompting, depending on this checkbox setting.

Bibliography: This section controls the appearance of formatted bibliographies in a formatted document.

Bibliography Font Size: The font size used in the reference section of a formatted document. If you format your manuscript chapter by chapter and want to start with a different number for each chapter, you can enter the number in the Start with number box.

Support unformat manuscript: Biblioscape can convert formatted documents back to their original state with temporary citations. This is achieved by using hidden text. Some simple word processors like Windows WordPad don't support hidden text. If you use such a word processor, uncheck this box so hidden text won't be used. But if this box is unchecked you also won't be able to convert a formatted document back to its unformatted state with temporary citations. If so, you should always work on the unformatted document and format the manuscript only when it's ready to be submitted. Normally you don't need to uncheck this box, because almost all word processors support hidden text.

HTML options: This section controls how Biblioscape formats references in HTML format.

Separate each record by: Specify to separate each reference in the References section by a paragraph or by a new line. Separating by Paragraph will cause a blank line to be displayed between each reference.

Hyperlink citation and bibliography: Check this box to let Biblioscape create a hyperlink between a citation and its corresponding reference, allowing the reader to jump to the reference in the bibliography section by clicking on the in-text citation.

International users: If you use Biblioscape to format manuscripts not written in a western European language, you need to change the Language character set from "0 ANSI (Latin languages)" to another character set. All major languages are supported, for example Chinese (traditional or simplified), Japanese, Russian, Arab, Hebrew, Eastern European, Korean, etc. The bibliography generated by Biblioscape uses Times New Roman as the default font. You can change the Font for the selected language using the combo box. You especially need to change this after the language character set is changed because the current font may not support the language character set you selected. If "0 ANSI (Latin languages)" or "1 Default " is selected as "Language character set", the formatted citation will adopt whatever font used by the preceding text. If other character set is selected, Biblioscape will use the "Font for the selected language" instead of the font of preceding text for the formatted citation. When formatting documents in east Asian languages, the author's name format shouldn't be changed. You should keep the box Format double byte languages (Chinese, Japanese, Korean, etc.) checked. You have to remember to uncheck it when formatting document in European languages. Otherwise, the author name format will always stay the same.

General Display tab

Window font: Biblioscape is set to use the font "Verdana" with size 8 by default. You can change this by going to the "Windows Font" section and selecting the font name and size. The text used by Biblioscape will be changed accordingly. All record editor windows opened subsequently will use the new font settings.

References module preview: Changes the font and size used in the Formatted Preview pane of the References module.

Enter new reference in Live Preview panel: If checked, when the New Reference command is clicked, the reference editor window will not be displayed. Intead, the user can add new records in the reference list window.

Show grid line for reference live preview: If checked, grid lines will be displayed in the reference live preview.

Show formatted citation in formatted preview: In the References module formatted preview pane, the formatted bibliography is always shown. If the box is checked, the formatted citation part will be shown as well. For most styles, the formatted citations part will display author-year or a number. But for footnote styles like those starting with "*" in the style name, you may want to have this box checked, so formatted citations in footnotes can be shown in the preview pane.

Live spell check in rich text editor: If checked, a squiggly line will be displayed under those mis-spelled words in rich text editors, for example include notes in the Notes module and the document field in the References module.

Enable AutoComplete in reference editor: In Biblioscape's reference editor, for certain fields -- "Authors", "Journal", and "Keywords" -- the program will look up and display the closest match while you type. If the suggested match is what you want to type, you can just press Ctrl+K to auto complete the word or phrase you are trying to type. Some people may find this feature annoying. You can turn off AutoComplete by unchecking this box.

Home page URL: When you use Biblioscape's integrated browser, the URL entered here will be the first page opened.

Ruler unit: The ruler unit used in the rich text editors. The default is set to Inch for US users.

Default word processor: When a RTF file needs to be opened outside Biblioscape, the word processor entered here will be used.

Default Web browser: When clicking a URL in Biblioscape, the web browser entered here will be used.

List favorite styles only: If checked, only output styles that are marked "Favorite" will be displayed in the styles pick list in the main toolbar and the Format Manuscript window.

List favorite import filters only: If checked, only import filters that are marked "Favorite" will be displayed in the import filters pick list in the Import References window.

References module data grid: In order to boost performance, Biblioscape only retrieves a partial list of available fields in the reference table. If the data fields you want to display in the reference list are not available by default, you can add them by checking the box before their names in the Fields to be included list. When you close a reference editor, the changes made are reflected only after the list is refreshed. To boost performance, the list is not refreshed if the number of references in the list is more than the number you set here under Refresh reference list if records less than. The default number is 2400.

Others

Fields to check for spelling: Biblioscape has a built-in spell checker. For records in the References module, you don't need to check the spelling for all fields. Some fields like "Year", "Volume", "Number", etc. don't need to be checked. You can control which fields to check for spelling errors by checking the box before the field name.

"Web post hide" fields: The Biblioscape web server "BiblioWeb" can post your bibliographic database live on the Web. Some users may not want to make all fields available on the Web. For example, a professor may want to hide his or her notes about a reference while posting his or her bibliographic database for his or her students. You can use this list box to control which data fields are to be hidden when posting it on the Web. In order to hide certain fields, check the box "Web Post Hide" in the tab "All Fields" of the reference editor. Only references with the "Web Post Hide" value checked will have Web Post Hide rules applied to them. This only applies to the reference record display form, not the edit form.

Default font for the document field and notes module: You can change the default font and font size used in rich text fields in Biblioscape. These include the Document field in the References module and the Notes field in the Notes module. The default font is Verdana with size 10. If you need to enter text in another language for most of the time, you may want to select a font that support the language you use.

Database

Secondary Index: Secondary indexes are used to sort references in the correct order in "Retrieve All" mode. If you customize the data grid to include other fields, you can add extra secondary indexes for a field by checking the box before the field name. If you don't use "Retrieve All" often, or don't want to sort references under "Retrieve All" mode, you can remove secondary indexes by checking off the box before the field name. So you can save some disk space.

Full Text Indexing: Biblioscape can index each word of a record in References, Notes module, etc. So you can find what you want very quickly even when your database grows very big. Rebuild full text indexes: Sometimes, the full text indexes needs to be rebuilt. If you get error messages like index buffer corruption, you need to rebuild the full text indexes. Click the button "Start" to rebuild it. Full text live indexing: By default, Biblioscape will updating the full text index while you add, delete, or edit a record. In certain circumstances, you may want to disable live indexing. For example, if you are going to import several thousands of records into Biblioscape References module, you can boost the import speed by temporary disable live indexing. Max num. of hits to show: When search references or notes by indexed search, you can limit the number of records to display. For example, if there are more than 1000 records meet your search condition, you may want to refine the search instead of displaying them all.

Lookup tables live indexing: Biblioscape automatically parses the Authors and Keywords fields, and puts individual authors and keywords in a separate table. This information is used in AutoComplete and lookup operations. In certain circumstances, you may want to disable live indexing. For example, if you are going to import several thousands of records into Biblioscape References module, you can boost the import speed by temporarily disabling live indexing.

Enable Undo Delete: By default, when you delete a record, Biblioscape puts it into the Recycle Bin. So you can recover it later if you made a mistake. Uncheck this box if you want Biblioscape to delete a record permanently instead of moving it into Recycle Bin.

Force Buffer Flush: When you add new records or made changes to existing records, the Biblioscape database engine will cache them into your computer's memory instead of writing to the disk immediately. This will boost performance. But in case of a crash, Biblioscape may not be able to write those changes in the cache to the disk. This will result in data loss entered in your last session. If you want Biblioscape to write changes immediately to disk without caching, have this box checked. 

Auto-update "File As" field: In references module, each record is stamped with author, year, plus part of the title to be uniquely identified. The File As text can be used to identify a reference instead of Reference ID in temporary citation. So when the same reference is exported from one database to another, the temporary citation can still correctly identify the reference in spite of changed Reference ID. If you want Biblioscape to have this field updated automatically, have this box checked. If you want to manage File As field by youself, leave this box unchecked.

Update File As field: Click this button to make Biblioscape regenerate File As text for all reference records. All File As text will be removed first, Biblioscape will regnerate them according to the current data. This is useful when you switch from the user controlled File As field to the Biblioscape generated one.

Register URL, bsl, brl: Biblioscape supports URL in the form "biblioscape://...". So from another application like Word, you can enter something like biblioscape://RefID=23. When this URL is clicked, Biblioscape will be automatically started and the reference with ID 23 will be shown in the editor. Biblioscape will try to automatically enable this when you run Biblioscape for the first time. But this action needs Windows admin user privileges. If your Windows account doesn't have that privilege, Biblioscape won't be able to enable this feature. You can have a Windows admin user run Biblioscape and click this button to enable this feature. This action will also register Biblioscape database files *.bsl and *.bsl, as well as Biblioscape Tag File *.btf. So when those files are double clicked, Biblioscape will start automatically and have the clicked database or file opened.

Reference Types

A Reference database contain references from a variety of different sources, such as books, journal articles, and newspaper articles. Each type of reference has its own set of data fields. For example, a "Journal Article" does not have an editor, but a "Book Edited" have editors. Biblioscape have 27 pre-defined reference types. All these can be edited, you can also add more reference types if needed.

All reference types definition files are located under the "Reftypes" sub-directory. You should not edit these files with a text editor. To be safe, you should only use the Biblioscape customize tools to edit them. Of the 27 reference types, all but the Generic type can be modified. Changes made to the Reference Types apply to all databases opened on that computer. Reference types definition determines which data fields are available for that type in the reference editor "User Defined" tab.

Default reference types

If you messed up your reference types customization, or you want to start over from a clean reference types install, you can do it. First, quit Biblioscape and delete all files under the "reftypes" folder. Click here to download the default reference types in a zip file. Then, unzip it to the "reftypes" folder. The next time you start Biblioscape, the default reference types will be used.

Move database to another computer

If you move your database to a different computer, Reference Types definition may be different from yours. If the reference type definition is not available for a reference, the Generic field labels will be used instead. But there is a easy way to move reference types data along with your database, and still does not overwrite the reference types definition on the other computer. You can copy the "Reftypes" folder along with your database. If Biblioscape finds a "Reftypes" folder under the database folder, reference types definition will be loaded from that folder, instead of the one under Biblioscape root directory.

Reference Types & Data Entry

The chosen reference type specifies which fields appear in the "User Defined" tab of reference editor. When you change the reference type, not only that changes the number of fields displayed, even for the same field, the field label may be different. So when entering a new reference, the first thing to decide is its reference type.

Customize Reference Types

To customize reference types definition, click menu command "Tools | Options...". Click the "Reference Types" tab. The first column list the field names used in database table. The second column list the field labels for the type "Generic". Both of these columns can't be edited. For the rest of reference type columns, you can change the field labels. If you leave the field label blank, that data field won't be displayed in the "User Defined" tab of reference editor.

Add a new reference type

Click "New" button to add a new reference type. First, give the new reference type a name. After a new column is created, you can change the field labels, or change it to blank if you don't want to show that field. If you want to create a new reference type that is similar to an existing one, click on the "BaseOn" button. Then make changes.

Delete a reference type

You should not delete one of the pre-defined reference types. If you want to delete a reference type you just added, select any cell in that column and click the "Delete" button.

Import and Export reference types

You can export the whole reference types definition table as a delimited file. Then open that file in a spreadsheet program like Microsoft Excel. Make changes, and then import it back.

Import / Export

When define an import filter, you need to map tagged fields from the importing file to each data field in Biblioscape reference table. In import filter editor, each data field label of a specific reference type can be customized. You normally don't need to customize the field labels.

Export each record in HTML as

When export references in HTML format, you can choose to separate each reference by a paragraph or by a line. If separated by a new paragraph, there will be a bigger margin between each reference.

Direct Export support

Some web based citation database providers display a download button to send your search results directly into your bibliographic software. Biblioscape supports such a feature even if Biblioscape is not listed on their web page. Many citation database providers, such as Highwire Press, Ovid, OCLC, ProQuest, the ISI Web of Science and others, provide direct export of references into bibliographic software. You can click the button Associate with Biblioscape to add direct export support in Biblioscape. After this, when you click download to EndNote button in a web page, those references will be imported into Biblioscape instead of EndNote. You don't need EndNote to be installed for this to work. In case you already have EndNote installed, you can click the button Associate with EndNote in case you want direct export to be associate with EndNote instead of Biblioscape. So you can switch direct export between these two software in case both are installed. If you use Netscape instead of IE, please click the buttons below with the same name.

Other languages

This handbook is for writing documentation in languages other than English. If you don't find the language of your choice listed, please create a book page with the name of the language as its title. Otherwise, please post under the correct language section.

Entering and displaying records in other languages

Enter and display records in a non-western language

The current release of Biblioscape doesn't support Unicode. So you cannot enter and display both Arabic and Chinese records at the same time. But it does allow you to enter and display records in any language after a couple of settings changes in Windows. Since the code page of all language supports English, displaying both Chinese and English, or Arabic and English won't be a problem. The following example shows how to enter and display records in Chinese.

Add Chinese input support in Windows

Go to Windows status bar and click "Start | Settings | Control Panel". Double click the icon "Regional and Language".

  • Windows 2000: Select "Input Locales" tab and click Add button.
  • Windows XP: Select "Languages" tab and click the Details button, then click the Add button.
  • Windows Vista: Select "Keyboards and Languages" tab and click the "Change Keyboards" button, then click the Add button.

Select the Chinese input method you prefer. Once a new input method is added, it will be shown on Windows status bar. Click on the "EN" button will let you pick the desired input method.

Display Chinese in Biblioscape

Go to Windows status bar and click "Start | Settings | Control Panel". Double click the icon "Regional and Language".

  • Windows 2000: Select "General" tab. If Chinese is not already listed under "Language settings for the system", click the "Advanced..." button to add it. Click the "Set default..." button and select Chinese as the default language. 
  • Windows XP: Select "Advanced" tab and select Chinese as the "Language for non-Unicode program".
  • Windows Vista: Select "Administrative" tab and click the "Change system Locale..." button, then select Chinese and click OK.

After click the OK button, Windows may prompt you to insert Windows installation CD if needed files are not already installed. Or Windows may ask if it is OK to use existing files. Click OK to skip file copying and use existing files. Then Windows has to be rebooted for the changes to take effect. 

Enter author names and keywords in Chinese, Japanese, Korean 

In Biblioscape Authors and Keywords fields, each author or keyword is separated from others by "; ". For example: Smith, J. L.; Bowen, J. P.; Collins, F. While entering data in double byte languages like Chinese, Japanese, Korean (CJK), there are two semicolon letters. Biblioscape can only recognize the English semicolon. So before entering the "; ", you have to switch the input language. This can be done with one key press. For example, if you use MS PingYing to enter Chinese, once you have finished inputting the first author name, press and release the "Shift" key to go to English mode. Enter "; ". Press and release the "Shift" key again to go back to Chinese input mode and start entering the second author name. If author names are not separated by an English semicolon, the formatted author names generated by Biblioscape will be in the wrong format.

While entering an author name in CJK, you should enter it in native format. Enter last name first followed by first name. Do not put a comma after the last name as you would with an English name.

Configure title case conversion for foreign languages

The Biblioscape style editor allows the user to change reference titles to headline case. However, you will not want Biblioscape to capitalize all words; for example, "a", "of", etc. should remain in lower case. All those words should be added to the file "...\Global\CaseWord.txt". If you have non-English records, you may want to add other words to that list, for example: "de la," "des," "en," "du," "et". You can add them directly to the "CaseWord.txt" file using a plain text editor like Windows Notepad. Or you can go to "Tools | Utility | Global Edit" and add the words to the list "Words not to be changed during case conversion".

Searching records in other languages

Fast search and CJK records 

Biblioscape offers two kinds of searches across all modules. The first one is called Fast Search, which is a full text indexed search. The second one is called Advanced Search, which is SQL-based. For western languages, both searches work. For Chinese, Japanes, and Korean (CJK) records, the Advanced Search works. Fast search only works in a limited way.

Why Fast Search doesn't work for CJK records. Fast Search runs fast because it indexes every word in your database. For western languages, words are separated by a space character. But for CJK text, there is no special character to separate words. The same Chinese character can be a word by itself, but it can also be part of a word. Biblioscape has no easy way to build an index of words. Therefor, Fast Search doesn't work.

Why Fast Search works in a limited way for CJK records. For some data fields like Authors, Keywords, Categories, etc. each word is separated by "; ". Biblioscape will be able to build an index of CJK words based on the "; " as separator. When you type such a word to run Fast Search, Bibliosacpe will find the hits. For example, if the authors field of your record is: xxx; yyy; zzz, Fast Search will work if you type "yyy" or "yy*" to search.

Umlauts in Fast Search

The full text search (Fast Search) engine indexes text using the ANSI driver by default. If you enter German umlauts, the "Fast Search" won't be able to find it. Although other searches like "Advanced Search" work, you may want to make Fast Search work for umlauts as well because Fast Search is used for natural citation matching.

Change a table's language driver

First, please download the utility from http://www.biblioscape.com/download/dbsys.zip. Run DBSYS, go to "Utilities | Restructure...". Go to the folder where you database is stored, select the table "bib". Find the combo box "Language" and change it to the language of your choice. Click the "Save" button to make the changes. You may want to do the same for the table "note".

Once changed, not only the "Fast Search" will work correctly, your references will be sorted correctly as well accordingly to the selected language driver.

Sorting records in other languages

You can enter references into a Biblioscape database in any language. All major languages are supported. If you want to sort references in a language other than the default English, you need to change the table's language driver. Changing a language driver to certain languages can slow down Biblioscape performance. To change a table's language driver, you can use the Biblioscape utility program DBSys. To sort references in a different language, you only need to change the language driver for the table "bib".

  1. First, please download the utility from http://www.biblioexpress.com/dbsys.zip. User WinZip (www.winzip.com) or any other appropriate software to unzip the file.
  2. Run DBSYS. Go to the menu command "Utilities | Restructure...". Go to the folder where your database is stored, and select the table "bib".DBSys Restructure
  3. Find the combo box "Language" and change it to the language of your choice. Click the "Save" button to make the changes.

    DBSys language

Formatting manuscripts in other languages

Customize character set and font

Biblioscape supports all major languages including double byte languages like Chinese, Japanese, and Korean. Switching to another language in Biblioscape has become very easy. Just go to the menu command "Tools | Options" in Biblioscape. On the "Format Manuscript" tab, find the section "International users". Use the combo box to select the desired language and the font for the selected language. If a double byte language is selected, make sure the box "Format double byte languages..." is checked.

Windows 2000 and Windows XP support all languages. To add support for your chosen language, you need to have the Windows 2000 or Windows XP installation CD on hand. Adding Chinese support is used as an example at the Biblioscape Web site. Click here to learn how to add Chinese support for Windows 2000. Click here to learn how to add Chinese support for Windows XP. The following list shows all the languages supported by Biblioscape.

charset : language

  • 0 ANSI (Latin languages)
  • 1 Default
  • 2 Symbol
  • 3 Invalid
  • 77 Mac
  • 128 Shift Jis (Japanese)
  • 129 Hangul (Korean)
  • 130 Johab (Korean)
  • 132 (Traditional Chinese)
  • 134 GB2312 (Simplified Chinese)
  • 136 Big5 (Traditional Chinese)
  • 161 Greek
  • 162 Turkish
  • 163 Vietnamese
  • 177 Hebrew
  • 178 Arabic
  • 179 Arabic Traditional
  • 180 Arabic user
  • 181 Hebrew user
  • 186 Baltic
  • 204 Russian
  • 222 Thai
  • 238 Eastern European
  • 254 PC 437
  • 255 OEM

Double byte languages: Chinese Japanese Korean (CJK)

You can enter references in Chinese, Japanese, and Korean (CJK). For these double byte languages, author names can't be formatted. For example, a Chinese name should always be written as Lastname Firstname, without a space between lastname and firstname. To format references in CJK, click the menu command "Tools | Options". On the "Format Manuscript" tab, check the box "Format double byte languages (Chinese, Japanese, Korean, etc.)". Once this is checked, author name formats are not changed during formatting, and always appear the way they are entered.

References module

The References module is for managing your reference collection, as well as formatting a document before submitting it to a journal. It includes all the features found in traditional bibliographic software as well as some advanced features found only in Biblioscape. Unlike other bibliographic software, Biblioscape lets you organize references into folders. You can organize the folder tree with drag and drop, just the way you use Windows file explorer to organize files. The folder feature is nice, but it is still a static approach which means a reference can't go to a folder by itself, you have to drag it there. So, Biblioscape provides another advanced tool called "Search Folder". These folders can be organized just like regular folders with drag and drop, but each of them is actually a query. When you click on a search folder, all references matching that query will be retrieved. In other words, as new references are added into your database, they are automatically assigned to each of those search folders. Isn't that wonderful!

The Biblioscape References module is designed to take a large amount of data. When the number of references exceeds 10,000 most standard searching tools become slow. To overcome this problem, Biblioscape comes with a full text indexing engine to index each word in your database. This can drastically increase the searching speed of an indexed search and the performance does not deteriorate as the database grows bigger. Besides super fast performance, the indexed search is also easy to use and powerful. It works very much like Internet search engines.

Another important feature of Biblioscape is its tight integration with the Internet. With the built-in web browser, you can search all the bibliographic databases on the Web, your library catalog, university hosted citation databases, etc. Once you have found what you want, clicking a button will capture all the references on the Web page into your Biblioscape database with the right import filter.

Creating references

Most of the time, references are created by importing from the Web. Occasionally, you may need to create a reference manually.

Create a reference

When creating a new reference, the most important thing is to select the right reference type. It decides how a reference is formatted when an output style is applied. Biblioscape comes with about 30 reference types pre-defined. If none of them meet your needs, you can create a custom reference type by go to "Tools | Options" window "Reference Types" tab.

  1. Select the references folder in which the new reference will be added.
  2. Click the New Reference button on the toolbar. Shortcut key: Ctrl+N
  3. Use the drop down list to select the right reference type. Once a reference typs is selected, the data fields lables will change accordingly.
  4. Enter the data for all relevant fields.
  5. Click the "Save and Close" button on the toolbar.

 

 

Create a reference duplicate

Sometimes, you may need to add a reference that share most field values with an existing one. To save typing, you can create a duplicate of the existing reference and then only edit the fields that are different.

  1. Select the reference which will be used as template. Click menu command "References | Open" to go to Reference Editor if you are not already there.
  2. Click toolbar button "Create Duplicate" (Shift+Ctrl+N).
  3. After a duplicate record is created, change the field values that are different among two references.
  4. Click menu command "Save and Close" .

Note: The new reference will be added into the currently opened folder.

Choose a reference type

When creating a new reference, the first thing you have to decide is which reference type to use. When a new reference is created, the reference type of the last selected reference is used as the default type. If that is not the desired one, click the Reference Type line and use the drop down list to pick the desired reference type. The field labels will change with the reference type selection. You can chagne reference type at any time. Only the field labels will change while the data in each field will be retained.

Customize a reference type

Reference type's settings not only decide which field labels will be used, it also decide if a field will be displayed in the "User Defined" tab of reference editor. To customize a reference type, go to menu command "Tools | Options". Click the "Reference Types" tab on Options window. If you leave a field label empty, that field will not be shown on the "User Defined" tab of a reference editor.

Entering and editing references

Biblioscape reference table has about 70 data fields. Not all of them are needed for a certain reference type. You can control which data fields are shown in the Options window. The following list gives a brief introduction about each field. For some fields, a more detailed explanation is included as well.

All fields in a reference

The following is a list of all data fields in a reference record. A generic label name is in bold face. The table field name, its data type, and field length (amount of data each field can hold) are listed in parenthesis. The field length can be changed with the "...\Tools\DBSys.exe" utility to store more data or save some disk space. A brief explanation about each field is also listed.

Abstract (Abstract: memo: 256MB) A summary of full content. 

Accession Number (Accession_Num: char: 20) For storing an ID number use by data providers during records importing. For example, the "PMID" can be put into this field when searching Medline at PubMed. This field can also be used to store any locally-meaningful number, a universal code number, or whatever you need to identify a record. When you import records from other software and you need to keep the original record IDs, you can create or edit an import filter to map the ID field to Accession Number field.

Address (Address: char: 255) Principle author's mailing address, or the author's affiliation.

Attachment (Attachment: char: 255) For storing the full path of the file associated with the reference on your local disk. If the file type is associated with a program, clicking on the attachment button will launch that program and open the file. It works like an email attachment.

When a new database is created, Biblioscape automatically create a folder called "attachments" under the database folder. If your database was created by an earlier version of Biblioscape, you can creat the "attchment" folder manually. It is recomended all attachment files are kept under this folder. When adding files under this folder to the Attachment filed of a reference, Biblioscape will automatically use the relative path. So the links won't be broken when you move a database from one computer to another.

Authors (Authors" char: 255) All authors should be listed in the format "Lastname, firstname middlename" (Smith, Keneth D.) and separated by "; ". See Author & editor names for more.

Availability (Availability: char: 12) The ways to access the reference hard copy. There are several default values to pick from "In File", "Not In File", "On Request", "In Press", "In Progress", etc. User can also type other text instead of picking from the default values. If you want to add or change the default values, please double click the file "...\Biblioscape x\Global\bib_availability.txt". After save the changes and restart Biblioscape, the new default values will be shown.

Call Number (Call_number: char: 30) The library catalog number of the reference. It can be Library of Congress (LC), Dewey Decimal numbers, or another classification system used by your local library.

Categories (Categories: memo: 256MB) A category is a keyword or phrase that helps you keep track of references so you can easily find, sort, filter, or group them. Use categories to keep track of different types of references that are related but stored in different folders. For example, you can keep track of all the references for the "Chem 102" project when you create a category named "Chem 102" and assign references to it.

In the Reference Editor Window, a category tree is displayed on the right pane. You can add or remove a category by clicking on an item in the categories tree. Or you can add a new cateogry by typing in the categories box.

Country (Country: char: 30) Name of the country of the principle author. Clicking on the Search button on "User Defined" panel will bring up a popup window for you to pick a country that is in your database.

Created By (Created_by: char: 30) Name of the user who created the record. This field is automatically stamped by Biblioscape when a new reference is added. When used on a multi-user environment, this field can tell users who created this reference. Also allows users to build searches based on this field.

Custom 1 (Custom_1: char: 255) Any data that is not suited for another field can be put here. You can use this field to store a type of data that is not included as default by us.

Custom 2 (Custom_2: char: 255) Same as "Custom 1".

Custom 3 (Custom_3: char: 100) Same as "Custom 1".

Custom 4 (Custom_4: char: 100) Same as "Custom 1".

Custom 5 (Custom_5: char: 50) Same as "Custom 1".

Custom 6 (Custom_6: char: 50) Same as "Custom 1".

Date (Date_pub: date) The date the reference was published. Must have all 3 values: year, month, date. See Year & dates for more.

Date Freeform (Date_freeform: char: 20) It can take a date in any format, with or without all 3 values. See Year & dates for more.

Date Created (Date_created: date) The date when a reference was first added into the database. This field is automatically stamped by Biblioscape when a new reference is added. This value is useful in building an "Advanced Search".

Date Modified (Date_modified: date) The date when a reference is last edited. This field is automatically stamped by Biblioscape when a reference is edited. This value is useful in building "Advanced Search".

Description (Description: char: 150) A brief description of the physical properties of a reference. For example, if it is a "Book", this field can be used to describe the physical condition of the book. You can also use this field to describe other aspects of a reference.

Document (Ref_doc: memo: 256MB) For storing the full text of a reference. The document can include formatted text, graphics, OLE objects.

Edition (Edition: char: 20) For storing the edition number of a Book, Computer Program, etc.

Editor (Sec_authors: char: 255) The editors of a publication. Do not put "ed." etc. in the field, because Biblioscape will add those according to the output style used. Names should be entered in the format "Lastname, firstname middlename" (Smith, Keneth D.) and separated by "; ". See Author & editor names for more.

End Page (Page_end: char: 20) The end page number of a reference when a page range is needed. For example, Journal Article and Book Section. The End Page should be entered as full. The style used to create the bibliography can change the page numbers to be either full or abbreviated page ranges, or show just the first page. Do not enter commas in the Start Page or End Page for page numbers in the thousands.

Extent of Work (Extent_work: char: 20) For storing the extent of work for a reference. For example, the total volume of a book series, or the total number of works in a Music Score.

File As (File_as: char: 30) The text that can be used to uniquely identify a reference in a database. The field is automatically stamped by Biblioscape with first author name, publication year, and part of title when a new reference is added. Changes made by user to this field are not saved. The File As field can be used as a temporary citation to uniquely identify a reference.

When formatting a paper, Biblioscape needs a way to uniquely identify a reference. By default, "Reference ID" is used. Using "Reference ID" is fine if all your references are in one database. When you move references from database to database, the "Reference ID" will change for the same reference, so, your temporary citation will no longer work in each situation. To overcome this problem, you can use text to uniquely identify a reference. "File As" field is made to assist you. Instead of typing identifying text into temporary citation, you can just use the content in the the "File As" field instead. To make Biblioscape use "File As" field instead of "Reference ID" in temporary citations, click the menu command "Tools | Options". Go to "Format Manuscript" tab, check the box Use "File As" instead of "Reference ID" for Temporary Citation.

ISBN / ISSN (Isbn_issn: char: 20) For storing the ISBN number for a book, or the ISSN number for a journal, magazine, etc.

Journal / Secondary Title (Sec_title: char: 255) For storing the secondary title of a reference. Depending on the reference type, it could be: Journal for "Journal Article", Series Title for "Book", Book Title for "Book Section", etc. Since most references in a bibliographic database are of type "Journal Article", we use "Journal / Secondary Title" for its generic name. See Journal name for more.

Keywords (Keywords: memo: 256 MB) Keywords of a reference. Individual keyword should be separated by "; ". See Keywords for more.

Label (Label: char: 60) Text that can help you identify a reference. Some users like to use their own system to identify references for filing purposes. Besides the Label field, Biblioscape includes the following fields for identification purpose: Reference ID; File As; Call Number.

Language (Language: char: 30) If you work with references that appear in more than one language, you can use this field to record the original language of publication.

Location (Location: char: 150) If you keep your reprints in separate cabinets or folders, you can indicate that information here. You might also use this field to indicate which library holds a particular book.

Miscellaneous (Ref_misc: memo: 256MB) On occasions, some information that doesn't belong in any of the other fields must be appended to a reference. Ref_misc field is designed for this purpose, and it can hold up to 256 MB of data per reference.

Modified By (Modified_by: char: 30) Name of the user who last modified the reference. This field is only useful when Biblioscape database is shared by multiple users on network. Biblioscape automatically stamps this field when a record is changed. The value of this field cannot be modified by the end user.

Notes (Notes: memo: 256 MB) For storing your comments, ideas, etc. about a reference. This is a memo field and can hold up to 256 MB of data. When importing references, import filters often map all types of miscellaneous information to this field. Early versions of Biblioscape does not include the Notes module. For later versions of Biblioscape, most users prefer to use the Notes module to store comments and ideas about a reference. The notes modules store each note separately and is better suited for this purpose. So this notes field can be considered a legacy field.

Number (Number: char: 20) The issue number of a publication.

Other Title (Quat_title: char: 255) For storing any data that is a title in nature. Depending on reference type, it could be the original title if the reference is first published in a foreign language.

Original Publication (Quat_title: char: 255) For entering information about the original publication like publisher, place published, etc. If the original work was published under another title, enter the origianal title and year to the Reprint Edition field. Because some styles require both the original title, year, and its publisher, and they have to appear in different parts of the formatted references, the original title and its publisher have to be entered into separate fields.

Place Published (Place_pub: char: 100) The place where the reference was first published. For example: "Toronto, Canada".

Priority (Priority: char: 10) You can pick one from the combo box which includes: Low, Normal, and High, from level 0 to 9, or you can enter anything that will fit into the field.

Publisher (Publisher: char: 150) The publisher of the reference. Only some reference types require this field, for example: Book, Audiovisual Material, Computer Program, etc.

Reference ID (Ref_ID: integer) A number that can uniquely identify a reference in Biblioscape database. This number is handled by Biblioscape internally and can not be changed by the user. Once a reference has been assigned a Ref_ID, it will never change. See Reference ID for more.

Reference Mark (Ref_mark: char: 1) For storing a single character to flag a reference. A reference can be marked in 8 colors for all kinds of purposes.

Reference Read (Ref_read: char: 1) For storing a single character to identify if a reference has been read by the user. When you import a large number of references in a batch, all of them are designated as Unread. Once an Unread reference has been shown in the reference editor or preview window, the reference's Unread status is changed to Read.

Reference Type (Ref_type: char: 30) Biblioscape has about 30 pre-defined Reference Types. Each reference type has a set of associated data fields. The reference type determines how a reference is going to be formatted in the bibliography. See Reference Type for more.

Reprint Edition (Reprint: char: 150) If the work was originally published under a different title, put the original title and year under the Reprint Edition field. You can enter the original publisher and placed published in the Original Publication field. Because some styles require both the original title, year, and its publisher, and they have to appear in different parts of the formatted references, the original title and its publisher have to be entered into separate fields.

Section (Section: char: 20) Identifies a part of a publication. Needed for certain reference types like Newspaper Article, Statute, Bill, etc.

Series Editor (Tert_authors: char: 255) The series editors of a publication. Do not put "ed." etc. in the field, because Biblioscape will add those according to the output style used. Name should be entered in the format "Lastname, firstname middlename" (Smith, Keneth D.) and separated by "; ". See Author & editor names for more.

Series Title (Tert_title: char: 255) Series title of a reference. You should enter the series title in the same way you would like it to be capitalized in your bibliographies. See Title for more.

Short Title (Title_short: char: 100) The abbreviated version of the regular title. In many humanities styles, a short title is used in citation to identify which reference is being cited. See Title for more.

Start Page (Page_start: char: 20) The start page number of a reference. If you only have one page number for a reference, put it into the Page_start field. Do not enter commas in the Start Page or End Page for page numbers in the thousands.

Subject (Subject: char: 100) The Subject field is for storing subject information when you import references from other sources. In library catalog or online bibliographic database, many reference records have a subject field. When designing an import filter, you can map that field to the subject field in Biblioscape. When you organize references in Biblioscape, we don't recommend using the subject field. Instead you should use the Categories field. The data subject field is treated as a whole when in reference lookup. For example, you may have "Computational Chemistry; NMR" in the subject field. In the reference lookup display of subject field, "Computational Chemistry; NMR" will be listed as an entry instead of listing two terms separately. If you want terms separated by "; " listed separately in the lookup list, please use Keywords field or the Categories field.

In the Reference Editor Window, if you are in the Subject field on the "User Defined" panel, clicking on the Search button at the end of the field will bring up a lookup window where all subjects used are listed. You can then pick one of them. If there is more than one subject in this field, separate them with "; ". But data in this field will not be treated as separate terms in the lookup list as explained above.

Title (Title: char: 255) Title of a reference. You should enter the title in the same way you would like it to be capitalized in your bibliographies. See Title for more.

Translator (Quat_authors: char: 255) This field is designed to store a person's name. It could be translator, performers, etc. depending on the reference type. All names are parsed and indexed in the au_x table. See Authors & editor names for more.

Type of Work (Type_work: char: 100): Some reference types require you to specify the Type of Work. For example, you can put "Oil Painting" as the Type of Work for reference type Artwork.

URL (Url: char: 255) If a reference has a corresponding entry somewhere on the Internet, you can enter that URL location in this field. Later you can use Launch URL by clicking the Web link button, Biblioscape will take you to that location. Be sure to enter a complete URL.

Volume (Volume: char: 20) The volume number in which a reference appeared.

Web Post Hide (Web_post_hide: char: 1) Indicates whether to show or hide certain fields when the Biblioscape database is posted to the Web by BiblioWeb server. The fields to be hidden can be selected by going to the menu command "Tools | Options", then selecting the "Others" tab. It only applies to the reference record display form, not the edit form.

Work Reviewed (Work_reviewed: char: 100) For entering works reviewed by a reference. Reference types like Journal Article, Magazine Article, Newspaper Article, and Book Chapter can be a review of books, computer programs, films and so. You can enter the name and author of a work being reviewed into this field.

Year (Year_pub: integer) The year a reference is published. If you need to enter a publication date for a reference like newspaper article, you don't need to enter the Year, it will be automatically added by Biblioscape according to the value in Date_pub.

 

Reference editor AutoComplete and field lookup

AutoComplete 

For certain data fields like "Authors", "Journal", and "Keywords", you often have to enter data that has already been entered before. When entering data into these fields, Biblioscape will look for a similar word while you are typing. The closest match will be displayed. If that is what you want to type, just press the Enter key to insert the suggested match. You can also use the Tab key to accept the suggestion to go to the next field at once.

If you prefer not to use the AutoComplete feature, you can turn it off. Go to the menu command "Tools | Options". On the "General Display" tab, uncheck the box "Enable AutoComplete in reference editor".

Field lookup 

Some data fields in Reference table may have repeated values. For example, the "Language" and "Country" fields. To save some typing, and to keep data consistent, Biblioscape supports AutoComplete as explained above. Besides AutoComplete, you can also list all the unique values in a field. When you enter such a field, an icon will be displayed at the end of edit box. Clicking on the icon button will bring up the lookup Window with a list of unique values that have been entered for this data field. Select the term you want to enter and click the "Insert" button.

Author and editor name

The following rules about the author name format apply to all 4 data fields treated as author fields. They include: Authors, Sec_authors, Tert_authors, and Quat_authors. These four author fields are labeled differently for each reference type. To see a complete label list for each reference type, click on the menu command "Tools | Options", then click the "Reference Types" tab.

General rules

Author and editor names should be entered into Biblioscape in the following format: “Lastname, Firstname Middlename” (leave out the quotes). Individual author should be separated by a “; ”. You can enter first name and middle name in full or as initials. Be sure to type a period followed by a space between initials, otherwise the whole set of initials will be interpreted as the first name. Here are some examples of author names in correct format:

  • Smith, K.
  • Gibbs, Jay Phillips
  • Gibbs, J. P.; Smith, K.

Using "et al." or other abbreviations

Enter all of the authors for a reference. Biblioscape will take care of truncating the list of authors and adding “et al.” if necessary. If you do not know all the author names, put “; et al.,” or “; and others,” at the end of the list so Biblioscape treats it as the last name and does not try to parse it. A Biblioscape “Authors” and “Editors” field can only take 255 characters at most. If this is not enough for a particular reference, you can put the rest of author names in another field, for example, in the “Notes” field.

Anonymous works

If a reference has no author, leave the Authors field blank. The style that you use to format the bibliography determines how anonymous references are treated.

Corporate Authors

When entering corporate authors, put a comma at the end of the name. Biblioscape will then interpret the whole name as last name, so it will not be parsed. For example:

  • National Health Institute,
  • CG Information,
  • Department of Chem. University of North Carolina,

Complex Author Names

For authors with more than one word last names, like “Laurent Duchastel De Montrouge”, you need to enter the last name first followed by a comma and first name. For example: “Duchastel De Montrouge, Laurent”.

For authors with titles, such as “Jr.” or “II”, etc., you need to enter the name as “Lastname, Firstname Middlename, Title”. For example:

  • Smith, John, Jr.
  • Gates, W., III

If there is no comma in the name, Biblioscape will interpret the last whole word as the last name, and the first whole word as the first name, and the rest as the middle name. For example: “Jay Phillips Gibbs” will be interpreted as “Gibbs, Jay Phillips”.

See also: Enter author names and keywords in Chinese, Japanese, Korean

Author role and comment

Sometimes, you may want to store author role information with an author. For example, actor, actress, assistant producer can all be considered author role. In most cases, you don't need to enter author role. For example, the "Book Edited" reference type has a field called "Editor". You only need to enter the editor's name. Biblioscape will add the "Ed." text if needed according to the style used. But in rare cases, you may want to add author role. For example, if there is a book that is authored by Bill Clinton and Al Gore, you may want to add author role information like this: "<President: > Clinton, Bill; <Vice President: > Gore, Al". Once formatted, the authors will look like: "President: Bill Clinton and Vice President: Al Gore". If you store author role after author name, it will appear after author name in formatted form. For example, "Clinton, Bill <- President>; Gore, Al <-Vice President>" will become "Bill Clinton - President and Al Gore - Vice President".

Unlike author role, author comment is some text that you want to add with an author but do not want to show it in the formatted form. For example, there are 3 authors in the authors field, one is from Biochemistry department, one is from Chemistry department, and one is from Pharmacy school. You may want to add it like this: "Hermans, Jan (Biochemistry); Pederson, Lee (Chemistry); Bowen, Phillip (Pharmacy)". Once formatted, the text " (...)" will not be shown in the formatted form. The author comment feature allows user to add something about an author that should not be shown in the formatted form. 

Change character font properties

Biblioscape does not support formatting characters with font dialog except the document field. Although, you can use Biblioscape style editor to generate formatted record on the field level. For example, you can create a style to format Title field as italic. But, in some cases you may need to control the formatting of a few characters within a field. For example, you may want to format a character in Symbol font, or format a number as superscript, while leave the others be controlled by Biblioscape Style formatter. Biblioscape does support this kind of formatting by using Rich Text Format (RTF) code. The following examples will show you how to do it in a few simple cases.

The basic idea is to put raw RTF code along with normal text. So when Biblioscape generate bibliographies in RTF, the desired effect will be shown. To fully explore the power of RTF, you need to know the basics of RTF. Click here for a complete description of RTF. RTF code can also be used in Biblioscape style editor and make some truly fancy styles.

Using menu command "Edit | Font Properties"

In Biblioscape 5.2, a new menu command "Edit | Font Properties" is added to simplify the characters font change procedure. First you need to select the text which you want to change their font properties. Then go to menu command "Edit | Font Properties". Select the font styles you want to add. Click the OK button to apply the changes. Once the window is closed. RTF font properties code will be added around the text you have selected. For example, if you have selected the text "high temperature" and you add "Bold" style in the "Change font Properties" window. The text will now be changed to "{\b high temperature}". In the reference formatted preview pane ("View | Preview Pane | Formatted Preview"), the text "high temperature" will be shown in bold. If you need to generate the formatted bibliography in HTML format, please check the box "HTML" instead "RTF" in the "Change Font Properties" window. So the HTML font properties codes will be added instead. In the example given above, the text will be changed to "<b>high temperature</b>". HTML codes won't be displayed correctly in the formatted preview pane. You only need to add HTML code if you plan to generate formatted bibliography in HTML format.

Format characters in Symbol font

Case: Format 3 characters inside Title field in "Symbol" font.
Original: The effect of a,b-Phentoxol in Cancer Treatment
Desired: The effect of a,b-Phentoxol in Cancer Treatment
To Do: The effect of {\f1 a,b}-Phentoxol in Cancer Treatment
Note: At the first line of file "preview_rtf_header.txt" under the "...\Global\" folder, you can find the font definition section "{\fonttbl\...}". Several font names are listed. Each given a font number. Find the font number for the font you want to change to. If the font you want to use is not listed, you can add it to the "fonttbl" section and give it an unused number.

Format characters as Bold, Underline

Case: Format 6 characters inside Title field as bold and underline.
Original: The 2nd Gordon Conference in Reno
Desired: The 2nd Gordon Conference in Reno
To Do: The 2nd {\b\ul Gordon} Conference in Reno
Note: "\b" indicate bold, "\ul" indicate underline. "\sub" for subscript; "\strike" for strike through; "\i" for italic, "\super" for superscript.

Note: The above code examples are for RTF format. If you need to generate HTML file directly by Biblioscape, you need to replace RTF code with HTML code.

Enter full text, graphics, and OLE objects

With Biblioscape, you can enter the full text of a reference into the Document (Ref_doc) field. The size limit for document field is 256 MB, so it should be more than enough in most cases. The Document field can also include graphics and OLE objects. The OLE support makes it possible to store other types of information, like a chemical structure drawing, a CAD drawing, an Excel spread sheet, etc. In Reference Editor, click on the "Document" tab, then use the built-in editor to enter whatever you want and format it the way you want to display it. Besides the standard options to change font, size, color, paragraph alignment, etc. you can also change highlight color (background color), superscript, subscript, even the insertion of a table.

Note: The text, graphics and OLE are saved into data field Ref_doc in Rich Text Format (RTF). RTF does not support graphics and OLE efficiently. If the graphics are in high resolution with more than 256 colors, the RTF code could becomes very large. This will slow down the search index building process. If you need to put lots of high color graphics and OLE objects into the document, we recommend you use Word to save it as a document file on local disk. Then enter the full path of the file into the "Attachment" field of the reference, instead of saving everything into the Document field.

Journal name

The journal name is entered into the Sec_title field. When you save a reference, Biblioscape checks if the journal name has been entered before in the current database. If not, the new journal name is automatically added to the journal name list. If the journal name contains periods, the name is automatically placed in the Journal Name Abbreviated column of the journal name table. If the name does not contain periods, it is placed in the Journal Name Full column. The journal name table can be brought up by go to menu command "Tools | Styles | Journal Name Editor...". The journal name table is used during formatting a paper. If the output style requires the use of an abbreviated journal name, Biblioscape will look up the journal name table and use the Abbreviated Journal Name if it exists. The same is true if the style requires the use of full journal name. If the abbreviated or full form of a journal name is not found in the journal name table, the journal name entered in that reference will be used instead.

As you save a reference, Biblioscape also puts the journal name into an index table jn_x which is used to boost searching performance, as well as displaying a lookup table of journal names and their associated references. This index table of journal names is also used to help maintain data consistency by displaying an existing journal name that best matches the one you are typing.

 

Keywords and categories

Keywords 

Separate each keyword with “; “. For example: “Synthesis; HIV; Nucleoside Analogs; Boronic”. Use the Keywords field to store keywords that you want to associate with the reference. You can restrict a search to just the Keywords field in "Advanced Search", "Dynamic Folder", etc. Each keyword in this field is also entered into an index table so users can browse a lookup list of keywords and their associated references. This index table also helps users to enter keyword in a consistent way by suggesting existing keywords while you are typing.

Categories

Each category is also separated by "; ". Each category is surrounded by "_". For example: "_State Politics_; _Presidential Campaign_". Categories and keywords fields have similar forms. Keywords field is used to enter words and phrases about the reference. Categories field is used for tagging references in order to classify records, organize records by projects, etc.

Reference ID

Biblioscape assigns a unique record number to each reference as it is added into your database. These record numbers appear in the temporary citations to ensure that the correct reference is used when the paper is formatted. Here is an example of using Reference ID in temporary citation: [Smith, K. 1998 #34]

In the references list Window, the "Reference ID" is shown in the preview header panel. You may also include it in the references data grid as one of the columns. This can be accomplished by going to the menu command "View | Current View | Field Chooser", then dragging the "Reference ID" field from the Field Chooser Window to the data grid column header. In the reference editor Window, you can show the "Reference ID" in the "User Defined" panel by clicking on the splitter bar.

Because the "Reference ID" is used to uniquely identify a record during the formatting of a paper, you need to know the following facts about it:

  • It is recommend that you do not "Reference ID" as a means of filing or numbering your office reprints, because you have no control over this number, and it is subject to change when records are moved into another database. Instead, enter your own unique number into the Label field, or the "Accession Number" field, and use that number for your reprints.
  • Biblioscape automatically assigns a record number sequentially to each reference as it is added to the database.
  • If the same reference appears in two different databases, their "Reference ID" will be different.
  • The "Reference ID" is never reused or reassigned within a database. If you permanently delete a reference, that ID number is never used again in that database.
  • You cannot modify or reassign record numbers.
  • If references are not sorted by any other field, they are displayed in the descending order based on Reference ID number.

Deleting references in the database

If you delete a reference from your database, Biblioscape will put that record in the recycle bin. If you restore that reference from recycle bin back to the database again, it will have the same Reference ID number. But if you deleted that reference from the recycle bin. That record will be permanently deleted from your database. After that, even you typed that record back to the database, another Reference ID will be used.

Uniquely identify a reference in temporary citations 

When inserting a temporary citation, Biblioscape needs to uniquely identify that reference. The Reference ID is used by default. This won't be a problem if you always use one database. If you have one database on home computer and keep another one on your work computer, the same record will have different Reference ID on the two databases. Therefor documents with temporary citations from one computer cannot be correctly formatted using database on another computer. That is why we recommend using natural citation instead of the Reference ID in your temporary citations if you have more than one database.

 

Reference type

When adding a reference, the new record is assigned the same reference type as the last selected reference. If you want to change to a different type of reference, click the Reference Type entry at the top of the field list, and select the reference type that you need. You should select the reference type before entering data into other fields because each reference type has its associated data fields. Only data fields associated with the current reference type are shown in the "User Defined" panel and the field labels change accordingly. However, you can change the reference type at any time, and the information you have entered is retained and transferred to the corresponding field of the new reference type. Besides determining which data fields to be shown and their labels, reference type also determines how the reference is going to be formatted in citations and bibliography.

Biblioscape has about 30 pre-defined reference types which should be enough for most users. A reference type can be easily customized and you can also create new reference types. Before doing so, you should study existing reference types carefully to see if they can accommodate your references. Here are a few tips about choosing the right reference type.

  • Use Book for books written by one or more authors, and use Book Edited for books edited by one or more editors (whether they are books in a series or not).
  • Use Book Section for references that are part of an edited or non-edited book. Example would include a book chapter or a single article in a published conference proceedings.
  • The reference type Electronic Source should be used for a Web page or ftp site. Email discussions should be cited as Personal Communications, just like any other correspondence.

Customize reference types

Click menu command "Tools | Options" and select the "Reference Types" tab, you can then click the "New" button to add a reference type. To change the field label for a reference type, select the cell corresponding to a data field and a reference type. Change the label to anything you like. If you leave it blank, that field will not be shown in the "User Defined" tab when the reference is of selected type.

 

Title

The following rules apply to all four title fields in Biblioscape. They are: Title, Sec_title, Tert_title, and Quat_title.

  • Enter titles without a period or any other punctuation at the end. This should be left for the Output Style to add if needed. This does not apply to the abbreviated journal name for Sec_title.
  • Title field can take up to 255 characters. This limit can be removed if the field type is changed to "memo" with Restructure utility.
  • Although the Biblioscape styles can change the capitalization of titles, it is best to capitalize the title in the same way you would like it to be capitalized in your bibliographies. Because there are many exceptions for capitalization, this task is best done by a real person instead of a computer.

Short Title

Short Title is the abbreviated version of the regular title. In many humanities styles, a short title is used in citations to identify which reference is being cited. For example, MLA style requires that a short title be added to the in-text citation to identify works by the same author. A regular in-text citation in MLA requires only the author name and cited page, like (Smith 278). But if there are multiple works by that author, MLA requires that the title, or a shortened form of it be added to the citation. If the regular title is long, like "Exploring All Possibilities in Your Life - The Yates Isaccson Story". You should enter a short form of the title that starts with the first word. For example: (Smith, Exploring 278).

 

Year and dates

Year

You should always enter 4 digit number for the year field. The year field only takes an integer. If the reference is not published yet, you should put “in press” or “in preparation” in another data field "Date Freeform" which can take both numbers and text.

In the style editor window for Year, there is an option to "Use Date Freeform when Year is empty". When this box is checked, Biblioscape will use "Data Freeform" when the Year field is empty. So instead of leaving Year empty, it will put "In Press", etc. depending on what you put in the "Date Freeform" field for that record. 

Complete date

The Date_pub field can only take a date with complete date with year, month and day, e.g., “8/6/1994”. If you have an incomplete date e.g., “May 1994”, it should be put into the field “Date_freeform”. 

Incomplete date

For certain reference types like "Magazine Article", a date is required but it may not have all year, month, and day. For example "May, 1998", "First Quarter, 2000". In such cases, it should be put into the field "Date_freeform". If Date_freeform is not included in the "User Defined" field list, you can always go to "All Fields" view in reference editor to access it.

Date Created and Date Modified

Biblioscape handles these two date fields automatically. When a record is created or changed, Biblioscape stamps the current date into those fields. You can use these data later to search, sort, or group records.

Formatting citations and generating a bibliography

The three main functions of Biblioscape references module are to collect references, manage them, and publish. Formatting citations and generating a bibliography are the key features for publishing. If you have never used bibliographic software before, you should read the introduction about generating a bibliography.

  • Temporary citation vs formatted reference: If you want Biblioscape to generate citations and a reference list, you insert temporary citations in your document and let Biblioscape scan the manuscript once you've finished writing. You can, if you wish, directly copy and paste formatted references from Biblioscape into the manuscript. But there's a catch to this: bibliographic styles differ greatly from one publication to another. If you paste formatted references, the manuscript cannot easily be converted from one bibliographic style to another, so you'll need to make these changes manually. For example, some styles require authors' names to be formatted differently when a reference appears for the second time in a manuscript.
  • Footnote citation vs in-text citation: In most cases, temporary citations are inserted as in-text citation. But for styles in the humanities, formatted references appear in footnotes or endnotes, so you need to insert temporary citations in footnotes. This is supported by Biblioscape. But you have to use an output style that starts with "*" in style name. For example, "*MLA (notes)".
  • Copy vs shoot vs drag-and-drop: With Biblioscape, you can copy or shoot both temporary citations (Ctrl+T for copy and Shift+Ctrl+T for shoot) as well as formatted references (Ctrl+B for copy and Shift+Ctrl+B for shoot). To insert temporary citations by drag-and-drop, you have to use BiblioSidekick, which you can find in the folder "...\Biblioscape X\Tools\BiblioSidekick.exe".

Copy temporary citations

Select the record (i.e. the reference) you want to cite and go to the menu command "Edit | Copy Temporary". You can also press the shortcut key Ctrl+C or Ctrl+T. Go to your word processor and press Ctrl+V to paste it. If you need to cite more than one reference, select the references while holding down the Shift or Control key. Each reference will be separated by " / ". For example: [Smith, K. 1998 #323 / Bowen, P. 2001 #211 / Wyrick, S. 1995 #466].

Copy formatted references

Sometimes you may need to insert a fully formatted reference into the text of other programs without having to format an entire document. To copy fully formatted references, please follow the steps described below:

  1. Select the reference(s) in your Biblioscape database.

  2. Go to menu “Edit | Copy Formatted” (shortcut Ctrl+B) or click on the toolbar button “Copy Formatted”.

  3. Switch to the other program and go to “Edit | Paste” or hit Ctrl+V to paste the formatted reference(s).

How the record is formatted depends on the style you selected in Biblioscape. You can use the combo box on the Biblioscape main window to change styles. To view how a record will be formatted, turn on the preview pane by going to “View | Preview Bar | Show”, and then choose “View | Preview Bar | Formatted Preview”.

Note: To insert the formatted reference into a footnote or endnote of your Word or WordPerfect document, please go to "Edit | Shoot | Shoot Bibliography to Footnote" or "Edit | Shoot | Shoot Bibliography to Endnote". Please choose your default word processor by going to "Tools | Options".

Shoot references from Biblioscape to Word or WordPerfect

Biblioscape can work with Microsoft Word or Corel WordPerfect by letting users transfer references directly into the active document without the need to copy and paste. There are several such menu commands listed under "Edit | Shoot". To let Biblioscape work with Word, please go to "Tools | Options". On the "General Display" tab, make sure "winword.exe" or its full path is listed under "Default word processor". To make Biblioscape shoot references to WordPerfect, please enter "wpwin.exe" or its full patch under the "Default word processor". Before using the "Edit | Shoot | ..." commends, please make sure the selected default word processor is running.

  • Shoot Temporary: The temporary citation of selected records will be transfered to the active document at the cursor position. Temporary citations will be converted to formatted citations along with a bibliography generated at the end of document when you format the document with Biblioscape. If you don't want to use Biblioscape to format your manuscript, you can use the Word or WordPerfect built-in endnote and footnote feature to handle your citations. The following commands can be used in such cases.

  • Shoot Formatted In-text Citation: The formatted citation of the selected record will be transfered to the active document. The command is only useful when the currently selected output style uses author-date for in-text citation. You can change the active output style by using the combo box on the main toolbar.

  • Shoot Bibliography to Footnote: A new footnote will be added in your open document at the cursor position. The bibliography of the selected record will be inserted into the footnote. The bibliography will be generated according to the active output style selected on the main toolbar. You should use an output style with author-date format, otherwise another number will be added after the footnote sequence number. You can edit an output style by going to "Tools | Styles | Output Styles...".

  • Shoot Bibliography toEndnote: A new endnote will be added in your open document at the cursor position. The bibliography of the selected record will be inserted into the endnote. The bibliography will be generated according to the active output style selected on the main toolbar. You should use an output style with author-date format, otherwise another number will be added after the endnote sequence number. You can edit an output style by going to "Tools | Styles | Output Styles...".

  • Shoot Selected Text: In Biblioscape, you can select text in fields Abstract, Notes, or Document in the reference editor. Then use one of the Shoot commands listed above. Biblioscape will shoot the selected text, then do the other things accordingly. For example, if you selected some text in the Notes field, then go to "Edit | Shoot | Shoot Temporary". Biblioscape will shoot the selected notes and then create a temporary citation next to it. If you go to "Edit | Shoot | Shoot Bibliography to Footnote", Biblioscape will shoot the selected text, then create a footnote and fill the footnote with formatted bibliography of the current record accordingly to the output style selected.

Drag-and-drop temporary citation with BiblioSidekick

BiblioSidekick uses a small window to let users browse and search bibliographic records. BiblioSidekick window can be shown as "Always OnTop", so both your word processor and bibliographic records are displayed. You can just drag the reference you want to cite to the desired position in your document, and a citation tag is automatically added. You can then generate a formatted document with Biblioscape. We see this as a further advancement compared to "Cite While You Write"; we call it "Drag While You Cite". To run BiblioSidekick, double click "...\Biblioscape X\Tools\BiblioSidekick.exe".

Tip: In BiblioSidekick, you can double click a record to open that record in a simple editor. To jump to a particular reference, key in the letters of the author's name until a desired match is found. For example if you type "sm", BiblioSidekick will jump to the record with Authors start with "Sm", such as "Smith".

Why use bibliographic software

When a researcher writes a paper for publication, he or she can not avoind citing works done by others. If there is only one rule to cite previous works, there will be probably no need for bibliographic software to exist and writing will be less time consuming. Unfornately, there are thousands of styles to cite references. Almost each journal has its own unique rules. To make things worse, a researcher publishes in more than one journal. So he or she has to remember several sets of rules regarding citing references. To make things even worse, the same paper may have to be submitted to more than one journal for publishing in case it is rejected by a journal's editors.

Bibliographic software was first born in the late 1970s and early 1980s to solve the problems mentioned above. Instead of remembering citation rules from different journals, you just insert temporary citations in your manuscript and let the bibliographic software to do the tedious work. The software will generate formatted citations and a bibliography for you.

From temporary citations to formatted documents

Write papers without using bibliographic software

I can safely say that all of us start writing papers without using bibliographic software. When you first write a research paper or thesis in college, your professor will tell you what citation style you should follow. The most popular ones are APA, Chicago, MLA, Turabian, etc. You have to remember some rules about the style you use. Since some styles have very detailed and complicated rules about how citations and references should be formatted, it can be quite time consuming. It is even worse when you have to cite the same reference later when writing another paper. Since each journal has its own style requirement, it is very likely you have to type the same reference again in another format.

Enter once and cite many times later

Bibliographic software is built to solve this problem. You enter a reference into your Biblioscape database. When your are ready to cite a reference while writing a paper, you enter a temporary citation with ID text to uniquely identify it, instead of enter the reference in a formatted form. A temporary citation looks like this: [Smith, John 2001 #341]. Once you are finished writing, you feed your manuscript into Biblioscape and specify the style you want to use like APA, MLA, etc. Biblioscape will convert temporary citations into formatted ones according to the style you picked. A reference list will also be generated at the end of manuscript according to the style's specifications. Compared to the traditional way of writing a paper, Biblioscape brings 3 main benefits.

  1. You no longer need to remember some complicated rules when cite references. Biblioscape will do the hard work for you.
  2. In case your paper needs to be submitted to another journal, you just tell Biblioscape to use another style. All citations and reference list will be regenerated instantly.
  3. You only need to enter a reference once manually or by importing. The same reference can be cited many times in different papers.

Format an RTF file with temporary citations

One of the main functions of Biblioscape is to generate citations and bibliographies for your thesis, papers, etc. Biblioscape generates bibliographies according to the rules of scientific journals. To do this, you need to insert a temporary citation tag at where a reference needs to be placed (for example: [Smith, J. 1994 #213] or [#smith 1994]).

  1. First, select the reference wanted in Biblioscape, then click on menu command “Edit | Copy Tag”. Then go to your word processor document and paste it. After finishing writing, save your document in a Rich Text Format (*.rtf) file.

  2. Switch to Biblioscape, click on menu “Tools | Format Manuscript”. Then click on the “Browse” button and select the RTF file you want to format.

  3. Select the desired Style.

  4. If you want to publish on the Web, select HTML as “File Format”, otherwise keep RTF checked.

  5. Press the “Start” button. Biblioscape will convert the tagged document into a formatted document with properly formatted citations and bibliography.

Temporary citation matches

During the formatting of a paper, Biblioscape extracts the temporary citations in the paper, and searches the database to find records that match each of the citations. If Biblioscape can't find a match, it will insert ((reference not found)) into the place of the temporary citation. If you use natural citation style as temporary citations, Biblioscape may find more than one record that matches your search text. Biblioscape then prompts you with all the matches, and lets you pick the reference wanted.

Sub-style not defined for reference type in the selected style

During formatting of a paper, Biblioscape will use the format filter that matches the reference type of your temporary citation. If such a match can't be found, Biblioscape will prompt you to use the default format filter to format the reference involved. For example, if you cited a reference of the type “Conference Proceedings”, and “Conference Proceedings” is not defined in the Style you selected, you will be presented with the option to format it as “Journal Article”.

Format and unformat an HTML file with temporary citations

Biblioscape can also format and unformat a HTML document. You should follow the same procedure as described above. Biblioscape will create a hyperlink automatically between in-text citation and its corresponding reference in bibliography section.

Journal submission and hidden text

When converting temporary citations to formatted citations and bibliography, Biblioscape adds hidden text around formatted citations and bibliography. So if needed, Biblioscape can convert the document back to unformatted document with temporary citations. Hidden text can cause problems with publishing software used by scholarly journal publishers. Biblioscape offers an option to format a manuscript without adding hidden text. In the "Tools | Options" window "Format Manuscript" tab, check off the box "Support unformat manuscript". Once your paper is accepted by a journal publisher, you may want to turn off the above option and generate a final copy without hidden text.

Tip: Biblioscape can be integrated into Microsoft Word and Corel WordPerfect. This way users can then generate a formatted document by one click inside their favorite word processor.

Note: Each time Biblioscape formats or unformats a document, it will make a copy of the file it is going to change and save it under a different name with “*backup*” added. If you experienced some problem with Biblioscape formatting, you can always go to the *backup” file to recover the original document.

Cite a reference

The following are a few important things to know about citing reference when writing papers.

Temporary Citation with Reference ID

The purpose of temporary citation is for Biblioscape to determine which record to use during the formatting of the paper. If you include reference ID in the temporary citation instead of using natural citation, you can change the author year before the pound sign “#” to any text your want. Since the reference ID is enough to determine which record to use, you can add whatever text before it. For example:

[Smith 1992 an interesting paper #23]

[may change #23]

One database Per Paper

If you have more than one Biblioscape database, make sure all the citations in each paper come from the same database. When Biblioscape formats your paper, it will only search for records in the currently opened database.

Reference ID

Biblioscape assigns a unique record ID to each reference as it is added to your database. These reference IDs could appear in your temporary citation to tell Biblioscape which record to use. You need to keep the following points in mind:

  • Reference ID is assigned sequentially to each reference that is added to a database.
  • The reference ID is never reused or reassigned within the same database. When you delete a record in database, that ID will never be used again in that database.
  • If the same reference appears in two different databases, the reference ID will be different. Therefore, if you cite temporary citations from one database and format your paper with another database, it will result in error, even if all the records cited are available in both databases.

If you have to keep two databases, we recommend you use natural citations that do not use the reference ID to identify a record. This will make your temporary citations database independent.

Deleting References in a Database

If you delete a record in your database after you have cited it in a paper, next time you format that paper, Biblioscape will not be able to find that record if the reference ID is used for temporary citation. Even when you add that record again into the database, another ID will be assigned to it. Therefore you have to update your temporary citation with the new reference ID. This is another reason we recommend using natural citation.

Working on Different Computers

If you work on a paper using more than one computer, you should always use natural citation. Then you don't need to worry about reference ID in temporary citations. Otherwise, you have to always use the same database on different computers. The best way to do this is to zip the database into a floppy disk with WinZip

Warning: Text inside temporary citations can not be re-arranged by drag-and-drop. Drag-and-drop operation inside temporary citations will make Biblioscape unable to format the document properly.

Same Author and Year in Citation

During formatting document, Different citations by the same author in the same year will be differentiated by adding “a”, “b”, “c”, etc. at the end of citation. For example, "Smith, 1997a" and "Smith, 1997b".

Generate formatted references in footnotes or endnotes

Biblioscape provides 2 ways for you to cite references in footnotes or endnotes. Which way to use really depends on the nature of your work.

Shoot Formatted References into Footnotes

If your writing doesn't need Biblioscape to reformat the citations and bibliography, you can use word processor's built-in footnote and endnote management feature. This is the easy way to cite references in footnotes or endnotes. When you are ready to cite a reference, just switch to Biblioscape. Select the reference that you want to cite, click on menu "Edit | Shoot | Shoot Bibliography to Footnote" or "Edit | Shoot | Shoot Bibliography to Endnote". Biblioscape will create a new footnote or endnote and insert the formatted reference. The way the reference is formatted is controlled by the style you selected. The formatted reference is static. Biblioscape will not change it in any way when you format the paper to create a bibliography. It also won’t change when the record itself is changed in Biblioscape.

reference in footnote - formatted citation

Insert Temporary Citations in Footnotes

You can also insert temporary citations into footnotes. When Biblioscape formats a citation in a footnote, it treats it just like any other citation it finds in the text of the document. The temporary citation in the footnote is formatted like a regular in-text citation, and the full reference is added to the bibliography. This gives you lots of flexibility by modifying a style. You can modify a style to format in-text citation any way you want including formatting it the same way bibliography is formatted.

reference in footnote - temporary citation

Insert temporary citations

Copy temporary citation

  1. When you need to cite a reference, switch to Biblioscape (Alt+Tab).

  2. Select the reference(s) in your database that you want to cite and go to “Edit | Copy Temporary (Ctrl+T)”. Or you can just press Ctrl+C.

  3. Switch to the word processor (Alt+Tab), and go to “Edit | Paste” (Ctrl+V).

Shoot temporary citation

  1. In your word processor, put the cursor at the spot where you want to cite reference(s).

  2. Switch to Biblioscape. Select the reference(s) you want to cite and go to “Edit | Shoot Citation Tag”. A temporary citation will be automatically inserted into your word processor and your word processor will become the active window. This feature works only for Microsoft Word and Corel WordPerfect.

Drag while you write

If you use Word or WordPerfect to write paper, you can run BiblioSidekick instead of Biblioscape. BiblioSidekick is a small utility that has a small window and can be set to always stay on top. When you are ready to cite a reference, just find it in BiblioSidekick, then drag-and-drop it into the desired position in the Word or WordPerfect document.

If you use Biblioscape's notes module to write, you can just drag-and-drop a reference from the right panel to the desired position in your document.

Cite while you write

If you use Word or WordPerfect, you can also start a search inside your word processor. If only one reference was found, the temporary citation will be inserted automatically. If more than one reference is found, you will be prompted to pick one. To start a search, go to the Biblioscape-related menu in Word or WordPerfect "Biblioscape | Search Reference". Enter the search text and click the OK button.

Temporary citations

A “citation” is the identifying information in the text of your paper used to find a complete reference in the bibliography. There are two types of citations. For writers in the hard science fields, citing a reference is relatively easy. Citations are inserted in-text no matter they are in the form of a number or in the form of author-date. For writers in the fields of humanities, footnotes and endnotes are used to cite references. Biblioscape supports the use of footnotes and endnotes as well. Footnotes and endnotes generation is controlled by the word processor you use. You only need to insert Biblioscape temprary citation into the footnote or endnote you created. Biblioscape will format them correctly and generate a bibliography list as well using the selected output style. In Biblioscape, output styles for use inside footnote or endnote start with "*". For example: "*Chicago 15th A (note)".

  • Footnote or endnote: A number is inserted in the text, detailed reference information is added at the bottom of the page in the case of footnote, or at the end of manuscript in the case of endnote. For example: …an enzyme that has attracted considerable interests1.
  • In-text citation: In-text citation can be in the form of a number, or in the form of author-date.
    • An in-text citation consisting of a bibliography number. For example: …an enzyme that has attracted considerable interests (1).
    • An in-text citation consisting of the author and year in parenthesis. For example: …an enzyme that has attracted considerable interests (Smith 1997).

In Biblioscape, in order to generate formatted in-text citations and bibliography, you need to insert unformatted citation called temporary citations first. So, Biblioscape formatter knows where to put the formatted citations and how to convert the raw data into formatted bibliography. There are two ways to include the temporary citations.

  • Temporary citation with Reference ID: Use a citation tag with reference ID in the form of [Author Year #Reference ID]. The reference ID is a unique number for a reference record in the database.
  • Temporary citation with text - Natural Citation: Use natural citation without a reference ID in the form of [#Identifying text]. This will make your temporary citation become independent from any database. During formatting, Biblioscape will use the text after # to identify a record. If ambiguity arises, Biblioscape will prompt you to pick the reference you want.

During the formatting of a paper, these temporary citations are converted to final citations and the corresponding bibliography are added at the end of the paper. The selected output style determines what the final citations and bibliographies will look like. In the following section, you will learn how to change the temporary citation to suppress author name or year, add prefix or suffix to final citations, etc.

Natural citation

By default, Biblioscape will use Reference ID for temporary citation when you click menu command "Edit | Temporary Citation". If you want to use natural citation, therefore remove any dependency on the Reference ID used, click menu command "Tools | Options". On the "Format Manuscript" tab, check the box Use "File As" instead of "Reference ID" for Temporary Citation. Now, when you click "Edit | Temporary Citation", the text in "File As" field will be used to identify the record instead of using Reference ID. Since Reference ID will change if you move the same record from one database to another, if you plan to use more than one database, we recommend you using natural citation instead of Reference ID.

Note: There are several ways to add temporary citations to your word processor. Within Biblioscape, you can press Ctrl+T or Ctrl+C to copy the temporary citation into Clipboard, then paste it into your word processor document. Or you can use BiblioSidekick and drag a reference from BiblioSidekick to your word processor document, the correct temporary citation will be automatically inserted.

Group multiple citations together

“multiple citation” refers to a citation that includes more than one reference.

Single citation: (Smith, 1992)

Multiple citation: (Smith, 1992; Bowen, 1997; Ishaq, 1989)

How to Create a Multiple Citation

  1. Select the references that you want to cite by holding down the Shift or Ctrl key while clicking on the desired references.
  2. Go to menu “Edit | Copy Citation Tag” or “Edit | Shoot Citation Tag”.
  3. Switch to your word processor, and go to “Edit | Paste” (Ctrl+V).

The temporary citations will appear together inside one bracket in the order they appear in database. For example:

[Smith, K. 1992 #23 / Bowen, P. J. 1997 #298 / Ishaq, K. 1989 #95].

Multiple citations must be separated by “ / ” for Biblioscape to format them correctly. After formatting by Biblioscape, the above temporary citation may look like (2, 8, 12) or (Smith, 1992; Bowen, 1997; Ishaq, 1989) depends on the style used for formatting.

Include multiple references under one citation

For certain journals, like Journal of Organic Chemistry, it allows author to include more than one reference under a single citation. For example:

(3) (a) Wheland, G. W.; Pauling, L. J. Am. Chem. Soc. 1935, 57, 2086-2095. (b) Lert, P. W.; Trindle, C. J. Am. Chem. Soc. 1971, 93, 6392-6395. (c) Thiemann, T.; Li, Y.-Q.; Mataka, S.; Tashiro, M. J. Chem. Res. 1995, 2364-2379.

(4) Mock, W. L. J. Am. Chem. Soc. 1970, 92, 7610-7612.

How to Create a Single Citation with Multiple References

To cite multiple references under a single citation, you follow the same steps as described above for grouping multiple citations together. After the temporary citations are inserted into the document, you need to change the separator from “ / ” into “ | ”. For example:

[Wheland, G. W. 1935 #84 | Lert, P. W. 1971 #832 | Thiemann, T. 1995 #283]

Temporary citations examples

Suppress author or year in a formatted citation

There may be times you may want to omit the author or the year in the final formatted citation. For example, you may have already mentioned author’s name in the sentence and need only the year in the final citation. In such case, you can add “^na” anywhere between open bracket “[“ and pound sign “#” in the temporary citation. For example:

  • Before format: …the theory proposed by Smith [Smith, K. 1992 ^na #23] is used to …
  • After format: …the theory proposed by Smith (1992) is used to …

Similarly, you can suppress year by using “^ny”. For example:

  • Before format: …as published in 1992 [Smith, K. 1992 ^ny #23] by another team …
  • After format: …as published in 1992 (Smith) by another team …

Note: There are two menu commands "Shoot Temp Suppress Author" and "Shoot Temp Suppress Year" that will add ^na or ^ny automatically when you shoot temporary citation. But these two menu commands are not shown by default. You can add them to the menu system by go to "Tools | Customize". On the "Commands" tab, go to the "Edit" category. You can then drag and drop any commands to the menu system.

Suppress parenthesis in a formatted citation

There are occasions in which it would be useful not to have the citation surrounded by parentheses. For example, APA style requires citations below diagrams or tables to be listed as: "Source: Smith and Bowen, 2004". In other places, the same citation should be shown as: "(Smith and Bowen, 2004)". Biblioscape allows you to use ^np inside temporary citation to indicate no parenthesis should be added around the formatted citation. You can add “^np” anywhere between open bracket “[“ and pound sign “#” in the temporary citation. For example:

  • Before format: Souces: [Smith, K. 1992 ^np #23]
  • After format: Source: Smith, 1992

Here is another example:

  • Befor format: More recent work on employed lawyers (corporate counsel; [^np Gunz, 2002 #12340]) found evidence suggesting...
  • After format: More recent work on employed lawyers (corporate counsel; Gunz and Gunz, 2002) found evidence suggesting...

Add prefix and suffix to a formatted citation

Text can be included in the temporary citation, so after formatting, it can be added at the beginning or the end of final citation. This text is not used to match the temporary citation to a record in the database. Only text between the pound sign “#” and the end bracket “]” is used to identify a record. The prefix text should be added inside parentheses immediately after the open bracket. If the left parenthesis is not added immediately after the open bracket “[“, it will be interpreted as suffix text. The following example shows how to include prefix and suffix text to be included in the final citation.

Temporary citation:      [(see also ) Smith, K. 1992 #23]
Final citation:            (See also Smith, 1992)

Temporary citation:      [Smith, K. 1992 (, pp. 45-47) #23]
Final citation:            (Smith, 1992, pp. 45-47)

In multiple citations, the prefix and suffix text will always remain with the citation they follow. The prefix and suffix text can be used in natural citation as well. For example:

Temporary citation:      [(see also ) #smith 1992 synthesis nucleoside]
Final citation:                  (See also Smith, 1992)

Cited pages

For styles that use author-date system, including cited pages inside parenthesis as shown above should be enough to handle the needs. For styles that generate citations in footnote, cited pages have to be added differently. Some output styles for footnote require you to include cited pages for cited books. These styles are mostly used in the fields of humanity and art. Many cited citations are from different sections of the same book. So adding cited pages is mandatory in such cases. Biblioscape style editor supports cited pages. You enter the cited pages in temporary citation in the form: [Sood, A. 1989 @45-47 #23]. During formatting, Biblioscape will extract the page numbers after the @ sign. The extracted page numbers will be treated as other items in an output styles. That means, you can add text before and after it, you can pick the font style to apply, and you can choose how start page and end page to be formatted. If Biblioscape finds cited pages in a temporary citation, it will format it according to the specification in the output style used. If there is no cited pages entry in the style you used, cited pages data found in temporary citation will be ignored. So, in order to use cited pages, you have to be sure that cited pages entry is included in the style you chose. 

Example of temporary citations

The following examples will show you how different modifications to a temporary citation will affect its formatted citation.

 

Temporary Citation

Author/Year Style

Numbered Style

Author, Year With reference ID.

[Smith, K. 1992 #23]

(Smith, 1992)

(1)

Author, Year With natural citation.

[#smith 1992 boronic acid]

(Smith, 1992)

(1)

Author, Year With reference ID and comment

[an interesting paper #23]

(Smith, 1992)

(1)

Author, Year, Prefix With reference ID

[(See also ) #Smith, K. #23]

(See also Smith, 1992)

(See also 1)

Author, Year, Suffix With search text

[ ( p. 44) #smith 1992 roman]

(Smith, 1992 p. 44)

(1 p. 44)

Suppress Year With reference ID

[^ny #23]

(Smith)

(1)

Suppress Author With reference ID

[^na Smith, K. 1992 #23]

(1992)

(1)

Author, Suppress Year, Suffix With reference ID

[^ny Smith 1992 (, p. 44) #23]

(Smith, p. 44)

(1, p44)

Prefix, Suppress Author, Year With search text

[(See also ) ^na Smith #23]

(See also 1992)

(See also 1)

 

Integration with word processors

Integrate Biblioscape with Microsoft Word

You can add Biblioscape related menus into Microsoft Word. There are two ways to achieve such an integration. You only need to do one of the following two options:

  • In Microsoft Word, go to menu command "Tools | Templates and Add-Ins". Under the section "Global templates and add-ins", click the "Add" button. Go to the folder "...\Biblioscape 5\Tools\" and pick the file "Bib_word.dot" (Choose "Bib_word_9.dot" if you use Word 2000 or later versions).
  • Copy the Biblioscape Word template file "...\Biblioscape 5\Tools\Bib_word.dot" to the Microsoft Word “startup” directory. For example, if you use Word 7, copy file "c:\program files\biblioscape\tools\ Bib_Word.dot" to directory "…\Winword\Startup\". Next time you start Word, the template file will be loaded automatically. A new menu group as well as a toolbar related to Biblioscape will be added to Microsoft Word.

Note: Biblioscape adds hidden texts during formatting. The hidden text will not show in the printed document. You also have the option to not displaying it in Microsoft Word. Go to the Word menu command “Tools | Options” to bring up the option window. Activate tab “View” and uncheck the item “Hidden text”.

Tip: To insert the reference tag into word processor, you can lay BiblioSidekick next to your word processor, hold down the Alt key and drag-and-drop references into your word processor.

Integrate Biblioscape with Corel WordPerfect

Several WordPerfect macros are installed under the "...\Biblioscape 5\Tools\" folder. To run these macros, please go to menu command "Tools | Macros | Play..." in WordPerfect. Go the the "Tools" sub-folder under Biblioscape installation and run the macros.

  • wpb_format_document_rtf.wcm: Convert a document with temporary citations to formatted citations and bibliography.
  • wpb_unformat_document_rtf.wcm: Convert formatted citations and bibliography back to temporary citations. This step is required if you added more temporary citations after formatting the document with Biblioscape.
  • wpb_search_for_reference.wcm: Prompt user to enter a search string to query Biblioscape database. If only one record is found, the temporary citation of that record will be inserted at the cursor position. If more than one hits are found, all hits will be listed in Biblioscape.
  • wpb_convert_greek.wcm: All English word of Greek letters will be converted to Greek letters. For example, "alpha" will be converted to "a".

You can add often used macros to WordPerfect toolbars. First, move the cursor on top of toobar and click the right mouse button. Select "Edit" menu. Go to the "Macros" tab on the Toolbar Editor. Click the "Add Macro..." button. Select the macro you want to add. You will be prompted "Save macro with full path?", click the "No" button. The select macro will be added to the end of toolbar. You can change its position on the toolbar by drag-and-drop.

Note: Biblioscape adds hidden texts during formatting. The hidden text will not show in the printed document. You also have the option of not displaying it in WordPerfect. Go to menu command “View | Hidden Text” to uncheck it.

Tip: To insert the reference tag into word processor, you can lay BiblioSidekick next to your word processor, hold down the Alt key and drag-and-drop reference into your word processor.

Use Biblioscape with other word processors

Biblioscape can format document saved in RTF or HTML format. So any word processor that support RTF or HTML can work with Biblioscape. Just insert temporary citations as needed and save document in RTF format once finished writing. In Biblioscape, go to "Tools | Format Manuscript" to format the document and pick the desired style.

From formatted documents back to temporary citations

You can convert a Biblioscape formatted document back to a document with temporary citations. Click menu command “Tools | Unformat Manuscript”, select the document to unformat and click the “Start” button.

After a paper is formatted by Biblioscape, you can edit it any way you want; this may even include adding new temporary citations. But, in order to incorporate the new temporary citations into the bibliography, you need to unformat the document first and then format it again to generate the final draft.

Non-English characters in first author's name

If there are non-English characters in first author's name, after unformatting, those characters may disappear. For example, if the original temporary citation is [Hämäläinen, 1991 #26]. After formatting with an author-date style, the formatted citation may look like: (Hämäläinen et al., 1991). When unformatted, the temporary citation will become [Hmlinen, 1991 #26]. To get around this problem, you can go to "Tools | Options" in Biblioscape. On the "Format Manuscript" tab, check the box "Format double byte languages". Now, during unformat a document, Biblioscape will generate the author year in temporary citation directly from the record in database, instead of from the formatted document.

Note: Biblioscape can format and unformat document saved in RTF or HTML format.

Import filters

An import filter directs Biblioscape how to import a tagged file into a database. Import filter acts as a text parser. It matches tagged field in your text file to a data field in your database table.

There are a few import filters for popular tagged format like UNIX Refer, EndNote Refer, and RIS, but most import filters that come with Biblioscape are for tagged files from commercial database providers. Large information companies provide lots of databases for different disciplines. Each of these databases has its own way of using tags for its output file. The user, after completing a search, can save the result in an text file, and later import it into Biblioscape database using the right import filter. If an import filter is not available, user can easily create a new import filter. Biblioscape encourages users to share import filters. If you want to make a contribution to the shared import filters library, please export your import filter as an ASCII file by clicking the Export button on the import filters manager window. Click here to access the import filters that are included in Biblioscape 6 online library.

Import filters are usually named after the data source. Each "Import Filter" could have multiple sub filters for different reference types. A certain amount of parsing information is common to all reference types. This is defined in the window "Defining Import Filter Type". Parsing information for each reference type is defined in the window "Defining Reference Type Specific Import Filter Parameters".

ABC documents introduction

Introduction

The precursor to the ABC documents was “Parsing by Biblioscape Import Filters” which was originally intended to provide a basic introduction to the Biblioscape 6 interface then build some initial familiarity with the import filters. With the advent of Biblioscape v.7 and the new forum web site this document has been altered to enable the development of ABC documents covering other areas of Biblioscape.

The structured approach taken is intended to rapidly familiarise a new user with Biblioscape 7. The approach taken is intended to assure a basic common foundation of knowledge exists.

Some abilities in the Windows graphical user interface are assumed, although some Windows functionality is initially explained.

The Biblioscape 7.04 version installed on a standard Microsoft Windows XP Home operating system updated with the latest service pack/patches has been used.

The screen resolution used for actions described in these documents is 800x600 with a single monitor being used. Once familiar with the processes documented, readers may wish to alter the working patterns presented to accommodate their own working environment.

The documents may also reference additional material which may be of assistance to the reader, most of which is freely available on the internet.

Even with a great deal of documented detail some familiarity with the standard Biblioscape database is advantageous to the learning process.

Experienced users will be aware that it is possible to tailor the Biblioscape database to individual research requirements. Biblioscape allows for user specified alterations, from the database through to the eventual output, allowing for any specific research or output format requirements.

Terminology

The relatively standard computer multiple keyboard key depression notation CTRL+ALT+N is used. The meaning of this is press the CTRL and ALT and N keys sequentially in that order holding each key down until the final key is pressed.

Where drop down menus are mentioned they are noted in the following fashion File|Import Filters. This means the File menu item Import Filters sub-menu item.

File paths will also be noted in blue text and appear as: C:\Program Files\Biblioscape 7. This indicates the ‘Biblioscape 7’ folder located inside the ‘Program Files’ folder residing on the ‘C’ drive.

ABC Import Filters 1 - Creating a new Biblioscape database

Creating a new Biblioscape Database

This page specifies steps to create a new Biblioscape 7 database which will assure that the Biblioscape 7 sample database is retained untouched, that the main Biblioscape references remain available in their original form, and that any existing research database is not altered in any way.

Open Biblioscape 7 and chose the drop down menu item File|Database|New Database.

A save as dialogue box will open positioned in the folder containing the currently open database. If this is the sample database located within the installation folder of the main application the location will be something like C:\Program Files\Biblioscape 7\Sample.

Choose a different location to create a new Biblioscape database (This document will assume a database is created in the C:\My Documents folder), navigate to that location and create the database by typing in “Biblioscape 7 Tutorial” and then select the Save Button. Biblioscape will create a new folder and relevant database files, then open that new database. If the Cancel Button is selected from the Save as Dialogue box no action will be taken by the application.

Note that the newly created database is now open and that the path to the open database appears in the Biblioscape title bar. E.g. C:\Documents and Settings\[User Name]\My Documents\Biblioscape 7 Tutorial\Biblioscape 7 Tutorial.bsl

Open the “Windows Explorer” (Windows Windows key+E keys), and navigate to the location where the ‘Biblioscape 7 Tutorial’ database has been created.

At this point take a moment to review the results of the new database creation process. A folder with the name given to the database is created. Inside that folder two empty folders are created:-

  • attachments
  • backup

The ‘attachments’ folder is for storing attachments to references, for example .pdf, graphics, audio or video files. The ‘attachments’ folder name is important, and should not normally be changed, as it simplifies any movement of the Biblioscape database, including all the database attachments, whilst retaining the reference links within the database. Sub-folders may be created within the ‘attachments’ folder and can be named as required.

The back up folder is intended to store a back up of the database. If the database is important good advice is that a main back up is also stored separately forming a more resilient disaster recovery regime.

A number of files are also created within the ‘Biblioscape 7 Tutorial’ folder one of which is the main Biblioscape file (.bsl), with the others forming the individual database tables. (Each table consisting of .dat .idx and .blb files.)

 

Still in Windows Explorer navigate to the Biblioscape 7 install folder (In this case C:\Program Files\Biblioscape 7). Copy (CTRL+C) the “Reftypes” folder and paste (CTRL+P) that copy into the “Biblioscape Tutorial” folder previously created. Do not use drag and drop, as dependent upon the hardware configuration of the computer used that may move the original folder to the new location. A copy is what is required, leaving the original in place.

Create a new folder called “Import Filters” in the C:\Documents and Settings\[User Name]\My Documents\Biblioscape 7 Tutorial\attachments folder. This will be used in the Import Filters tutorial to store backup copies of the filters created. These actions should result in a set of folders as illustrated.

Windows folders

The “reftypes” folder contains a number of text files each of which relates to an individual reference type within the database. The reference types can be added to and edited very simply from within Biblioscape and so the files may well change as the database is customised and develops. Although the text files can be edited with a text editor such as Notepad, doing so can very easily cause errors within Biblioscape and is not advised.

The “reftypes” folder is copied into the Biblioscape 7 Tutorial database folder so that the changes made to that databases references during the tutorial will not be reflected in any other Biblioscape database. It is not necessary for the database to work, as the default “reftypes” folder contents are used if a “reftypes” folder is not found in a created database folder. This copy “reftypes” folder effectively provides tailored “reftypes” for this particular database.

Note. The next set of actions create a database shortcut. Any database shortcut to a Biblioscape 7 database will only work correctly if the .bsl file is associated with the Biblioscape 7 program file rather than any earlier version of Biblioscape.

Finally, if a working Biblioscape research database already exists, create a shortcut to the “Biblioscape 7 Tutorial” as a means of simplifying switching between the databases. For those unfamiliar with this process move to an open Windows Explorer or if one is not open (Windows Windows key+E keys). Navigate to the new “Biblioscape 7 Tutorial” folder and look in the list displayed in the right hand pane of Windows Explorer as illustrated below.

B7 explorer view

If the Windows Explorer view is displayed differently or not recognizably similar to the above select the Windows Toolbar Views button and choose the Icons view from the drop down menu as illustrated.

Windows explorer view menu

Select the Biblioscape 7 Tutorial database icon Biblioscape icon , right click it and choose “Create Shortcut” from the drop down menu. Notice a new icon will be created at the end of the list with the name “Shortcut to Biblioscape 7 Tutorial” or similar. The description and icon graphic may differ and will be dependent upon how the system is configured.

Now place that new shortcut on the Desktop, in the Startup menu or Quick Launch and rename if necessary by removing the phrase “Shortcut to ” leaving “Biblioscape 7 Tutorial”.

Assuming a normal single personal computer install of Windows XP the users Start Menu is located at C:\Documents and Settings\User name\Start Menu. If the Biblioscape start menu folder does not appear there check in the All Users\Start Menu folder.

The Quick Launch folder is a hidden folder located at C:\Documents and Settings\User Name\Application Data\Microsoft\Internet Explorer\Quick Launch. To make the Quick Launch visible on the Windows Tasks Bar right mouse click on the Windows Task Bar and select Toolbars|Quick Launch. Persons not familiar with Windows may find it simpler to use the Desktop or normal start menu until familiar enough with Windows to navigate hidden folders safely.

Congratulations, you have created a Biblioscape 7 database and briefly familiarised yourself with some basic setup issues.

ABC Import Filters 2 - Importing basics

Importing Basics

A Biblioscape import filter directs Biblioscape how to import data into a database. An import filter acts as a text parser, it matches tagged fields in a text file, or web page displayed in the Biblioscape integrated browser (after converting it to a text file), to a data field in a Biblioscape database table. Every individual import filter is a text parser for the text file/web site and/or database it is tailored for and so is generally named after the web-site or type of text data it parses.

Each main “Import Filter” potentially has multiple sub-filters to accommodate different reference types from the same source, as generally common themes are present in different reference types presented by a single source, thereby providing possibilities for common parsing actions.

Web sites do change over time. Any consistent change in the presentation format of a source of data will need to be reflected in an import filters parsing actions if it is to remain truly efficient.

Occasional or regular variations in source data may be either accommodated within an import filter or dealt with once a Biblioscape record has been created.

Importing

Some insight into the implications of importing to a Biblioscape database by the various methods available will be helpful prior to commencing building filters themselves. To build this knowledge a number of web pages will be saved in different ways, first as Notes and then as References. Please follow each import step as documented to create the required files. Some knowledge of Biblioscape 7 functionality will also be gained during this stage.

With the “Biblioscape 7 Tutorial” project open:-

Move to the Folders List CTRL+ALT+F or Go|Folder List

Right mouse click in the Folder List window pane and choose “New Folder” from the drop down menu. In the Folder Properties window name the newly created folder “Import Examples”, select “Folder” from the “Type” drop down menu items, in the “Description” field type “File size comparisons”, finally select the “Mark” tick box and a magenta flag from the drop down list. When completed select the OK button. Whilst not all of those selections will always be required they will serve for some simple demonstrations shortly.

Folder properties

With the new “Import Examples” folder selected right mouse click in the Folder List window pane and this time choose “New Child Folder”. Name the newly created folder “File Size Comparison”, select “References” from the “Type” drop down menu items, enter the text “Imports” in the “Description” field and “Mark” with a “Red Flag”.

Select the Import Examples folder again, right mouse click in the Folder List window pane and create another “New Child Folder”. Name the newly created folder “File Size Comparison” and select “Notes” from the “Type” drop down menu items, enter the text “Imports” in the “Description” field and “Mark” with a “Red Flag”.

Take a few moments to select each of the newly created folders in turn and become familiar with the Biblioscape display associated with those folder types. Look at the displays for the other existing folder types. Notice that the menus and toolbars displayed within Biblioscape are folder dependent.

Before proceeding select the “Import Examples” folder again.

Open the BiblioBrowser module CTRL+ALT+W or Go|Internet

From the Biblioscape Home Page choose the Resources Web Directory link and select the “Super” link from the web page header. Once that page has opened fully select the “Capture Page” button and the “As a Note” menu item.

Capture page as menu

When the “Save Web Page” dialogue opens navigate to the Biblioscape Tutorial/attachments folder and using the “Create New Folder” “Save Web Page” dialogue window toolbar icon create a new folder called “Notes” enter that folder and create a further folder called “HTML”.

Whilst the “Save Web Page” dialogue is still open take a moment to look at the available options within the “Save as Type” box. Then ensuring the “Save as type” box selection is “Web Page, complete” save that page.

The web page will be imported as a note and a Biblioscape note window will be opened displaying the imported record. Notice a title has already been automatically input. In the “Note Type” field to the right of the title field select “Web Page” from the drop down list and then have a look at the contents of the “Note”, “All Fields” and “Web Capture” tabs located on the left at the bottom of the note window. Once finished select the “Save and Close” toolbar button.

CTRL+ALT+F or Go|Folders

Notice that the note does not appear in the list view, select the note type folder “File size comparison” The note has automatically be placed in the appropriate folder type within the generic Import Examples folder.

Create a further child folder within the “Import Examples” folder, name this “Second” and select the note type “Notes”. Do not mark this folder.

Select the “Import Examples” folder once more.

CTRL+ALT+W or Go|Internet

On the Bilbioscape web site open the Arts and Humanity web page.

Select the “Capture Page” button and the “As a Note” menu item again. This time when the “Save Web Page” dialogue opens change the selection to “Web Page. HTML only” and then save.

In the Note window which opens select the note type “Web Clipping”, check out the “Note”, “All Fields” and “Web Capture” tabs then select the “Save and Close” button.

CTRL+ALT+F or Go|Folders

Select the “Second” folder. Nothing appears within it.

Select the “File size comparison” notes folder, the “Web Clipping” note appears there.

Select the “Second” notes type folder.

CTRL+ALT+W or Go|Internet

Select the General link from the Biblioscape web page header. Capture that page as a note but this time in the “Save as type” box select “Web Archive. Single File” and then save.

In the Note window select the note type “Alternative”, check out the “Note”, “All Fields” and “Web Capture” tabs then select the “Save and Close” button.

CTRL+ALT+F or Go|Folders

Notice this time the new note has been saved into the “Second” notes folder.

When importing, a note type is automatically saved to the first appropriate folder type, unless the Folders List focus is already on a matching folder type in which case the note will be saved in that folder.

Drag and drop the note from the “Second” notes folder into the “File size comparison” notes folder.

Select the “File size comparison” notes folder.

CTRL+ALT+W or Go|Internet

Now select the Social Sciences link from the web page header. Capture that page as a note but this time in the “Save as type” box select “Text File” and then save.

In the Note window select the note type “Summary”, check out the “Note”, “All Fields” and “Web Capture” tabs then select the “Save and Close” button.

Next select the Soft Sciences link from the web page header. Capture that page as a note but this time in the “Save Web Page” dialogue box select the “Cancel” button.

In the Note window select the note type “Note”, check out the “Note”, “All Fields” and “Web Capture” tabs then select the “Save and Close” button.

Navigate to the Notes folders only CTRL+ALT+N or Go|Notes

This will filter the Folders List view to contain only Folder folders and Notes folders.

Select the “File size comparison” folder to display the imported web page notes. At this point check out the Tree, List and Chart View tabs in the List View Pane. Drag and drop is available within all of those tabs, with the addition that the Tree View tab allows hierarchies of notes to be formulated in that tab. There are a number of different view selections available in the View|Current Tree View|Current View or View|Current Table View|Current View menu items. Now would be a good time to look at those, (and their effect but return the views to “Detailed List” once completed.

Also notice the tabs for “Live Preview”, “All Fields”, “Read Only”, “Web Capture” and “Links” displayed at the bottom of the Notes Preview Pane.

Now open the Reference Module CTRL+ALT+R.

In the Folder List view section making sure the “Import Examples” folder is selected;

Open the BiblioBrowser module CTRL+ALT+W

From the Biblioscape Home Page choose the Resources Web Directory link and select Chemistry from the web page header. Once that page has opened fully, select the “Capture Page” button and the “As a Reference” menu item.

Capture page as menu

When the standard “Save Web Page” dialogue opens navigate to the Biblioscape Tutorial/attachments folder and create a new folder called “References” enter that folder and create a new folder called “HTML”. Ensuring the “Save as type” box selection is “Web Page, complete” save the page inside the HTML folder.

When the Reference window opens notice the tabs for displaying reference panes appear at the top of the reference window. A reference is also far more complex than a note, having a great many reference types and database fields within each reference, so carefully look through the reference window and its tabs before selecting the “Save and Close” toolbar button.

In the reference Preview pane, tabs containing different data displays to the full reference view window appear at the bottom of the Preview pane.

Reference preview link icons On the top bar of the reference preview window four buttons may appear.

  • The page icon button opens the document view of the reference.

  • The world and paper clip icon button opens the default browser (which may be selected within the Biblioscape options) and views the linked page.

  • The page and paper clip icon button reveals linked records.

  • The paper clip icon button opens the html page stored off-line on the hard drive when the reference was created.

These buttons are only displayed in the header pane to the reference preview pane when the relevant reference database fields are populated. In version 7.01 they do not appear in the header pane of the reference view window.

Database field Associated Icon

Document field = Page icon Page icon

URL field = World and paper clip icon Globe and paper clip icon

Linked records = Page and paper clip Page and paper clip icon

Attachment = Paper clip Paper clip icon

Return to the BiblioBrowser CTRL+ALT+W

Navigate to the Resources Web Directory page and select General from the web page header. Select the “Capture Page, As a Reference” menu item. Change the “Save as type” box selection to “Web Page. HTML only” and save.

Return to the BiblioBrowser CTRL+ALT+W

Navigate to the Resources Web Folder page and select Business from the web page header. Select the “Capture Page, As a Reference” menu item. Change the “Save as type” selection to “Web Archive. Single File” and save.

Return to the BiblioBrowser CTRL+ALT+W

Navigate to the Resources Web Folder page and select Social Sciences from the web page header. Select the “Capture Page, As a Reference” menu. Change the “Save as type” selection to “Text File” and save.

Return to the BiblioBrowser CTRL+ALT+W

Navigate to the Resources Web Folder page and select Soft Sciences from the web page header. Once fully open, select the “Capture Page, As a Reference” menu item again, this time when the “Save Web Page” dialogue opens press the “Cancel” button.

Five notes and five references have now been successfully imported using the standard import options contained within the Capture Page save as dialogue.

Recalling the files imported were

Arts & Humanity - Web Page complete

General - Web Page. HTML only

Business - Web Archive. Single File

Social Sciences - Text File

Soft Sciences - Cancelled the “Save Web Page” dialogue

and using Windows Explorer take some time to review those files created in the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments folders and compare them to the references and notes created. The information available here is important when considering research database requirements, file sizes and the most suitable capture methods for particular references or notes.

The next sections will import the same book reference using three different methods.

  1. Selecting an Import Filter from the filter drop down list;
  2. An Import Filter associated with an Internet Resource;
  3. Using a default browser and the clipboard to import

Keywords will also be input during these import processes.

Returning to Biblioscape and in the Bibliobrowser module open the web page http://www.biblioscape.com

Select to the Resources Web Directory link and select General. Find the entry for “Z39.50 Gateway to 200+ Library Catalogs” select that link to open the Library of Congress Z39.50 gateway.

Search for a book titled “Three Pillars of Liberty”. When the abbreviated response has returned select the “More on this Record” link to display the complete record page and then select the “Capture References” toolbar button.

Once the Capture References dialogue is open select the drop down menu for the Import Filter, and choose Library of Congress CNIDR Z39.50 Gateway filter, navigate to the Books folder in the “to folder” box and then click the + sign create a new folder calling it “Library of Congress” then save.

Capture references drop down menu

Note that BiblioBrowser remains in focus. This is because a full filter has been used and the resulting reference should already be reasonably formatted, so no immediate editing of the reference is required.

Still in the Bibliobrowser, from the top toolbar select the Resources icon to open the Internet Resources.

In the Internet resources list expand the subject “Book” if necessary and double click on the Library of Congress Book Catalogue link. If more room is required on the screen for the browser window use the View Menu to close the Outlook Bar.

Once the web page has opened choose Basic Search and enter “Three Pillars of Liberty” in the Search box for a Title search. In the web page select the Full Record display tab, once that page has loaded select the “Capture References” toolbar button opening the Capture References dialogue box, but do not take any more actions yet.

Note that the import filter has changed with the Library of Congress import filter being pre-selected and that the reference will be saved in the currently selected folder in the references module. The change in import filter is caused by the Library of Congress filter being associated with the Library of Congress resource used to open the website. The active folder in the reference module remains as previously selected.

Capture references

Before starting the import, open the “Options” tab where it is possible to:-

  • stop duplicate references being imported;
  • not import particular fields, without altering the original filter;
  • enter keywords for the record and;
  • change the date that will be shown within the reference “date created” field

Capture references options

Enter the words “Internet Resources” in the top additional keywords line. Click one line down and enter the word “Keywords”. Alter the date to yesterdays date.

Change back to the Import tab, select “Start” and then OK in the next pop up requester box.

Now open the computers default browser, in that open the Library of Congress http://catalog.loc.gov/ and conduct a search for the book “Three Pillars of Liberty”. In the web page search result select the Full Record display tab, once that page has loaded press the CTRL+A keys, then CTRL+C to select the whole page and copy it to the clipboard.

Moving back to Biblioscape, from within the BiblioBrowser open any other web site and then select the Capture References toolbar button.

With the Capture References dialogue box displayed, open the Options tab and input the additional keywords “Default Browser” and “Clipboard” changing the date to tomorrows. Change back to the Import tab and from the Import Filters drop down list select the Library of Congress filter and ensuring that the Library of Congress folder is the import to folder; select the “Import from Clipboard” button.

Change to the References module CTRL+ALT+R

Compare the three book references created in the Library of Congress folder. They should be the same, with the exception of the keywords entered and the different dates of creation. (The date created is visible from the All Fields view.)

The purpose of this exercise has been to illustrate how the different import methods work and that different filters may be required where the data is presented differently in a web page. Also where another browser or other application is used, data may still be captured using the correct import filter by utilising the clipboard.

Information - Open Windows Explorer and locate the Biblioscape folder C:\Program Files\Biblioscape 6\Temp, open the three text files there “bibWebCapture.txt“, “clipBrdImp.txt” and “imp_temp.txt”. Note they contain a copy of the imported data.

Now look in the C:\Program Files\Biblioscape 6\Global folder at the “webAddr.txt” file. This lists the web addresses which display in the URL box in the BiblioBrowser.

* * * *

ABC Import Filters 3 - Managing import filters

Managing Import Filters

The Import Filters Dialogue Window

The Import Filters Dialogue Window is used to manage the import filters for Biblioscape, and is available from the context menus within the Reference or Folders module.

It is not possible to access the Import Filters Dialogue Window from the Internet module. Equally it is not possible to associate an import filter with an Internet Resource from the Import Filters Dialogue Window, that has to be done from within the Internet module.

The Import Filters Dialogue Window is accessed from the Reference or Folders module File menu.

CTRL+ALT+R or CTRL+ALT+F then File|Import Filters or SHIFT+CTRL+M from within the references module to open the main Import Filters List dialogue.

A brief introduction to this dialogue window is necessary:-

The Main Import Filter List

The left side of the main filter list presents a display of the currently loaded import filters. It is possible to filter the displayed list by defined user criteria but when first opened all filters are listed. There is a scrollbar on the right hand side of that list. To the right of that scrollbar is the Sub-Filters list and management area. The buttons beneath each display area relate only to the display immediately above. e.g. The “New” button third from the left relates to a main filter. The “New” button third from the right relates to a sub-filter of the selected main filter.

In the illustration above in the main filter list the “Biblioscape Tag File” is selected, as a consequence the sub-filters associated with that filter are displayed in the sub-filter list. With the Main Import Filters window open try changing the selection of the main filter and notice the changes in the associated sub-filters.

The lower part of the Import Filters dialogue window contains two tabbed text areas.

  1. Comments is intended to contain information relating to that filter. i.e. How to use the filter; issues relating to how it works.
  2. Example should contain an example of the record display the filter works with.

Immediately underneath the title bar are a set of functions to assist in the maintenance and management of import filters. These are listed below.

Import Filter Search

Facilitates searches of import filters by various factors. The input box is designed to accept some simple query terms which appear to be compiled as part of an SQL query to conduct a search of the filters, displaying the results in the filters list.

The Search “Based On” drop down menu items allows filters to be listed based on the text content of the “Based on” field of an existing filter.

The Search “Category” searches the category field contents of the existing import filters.

The Search “Comments” searches the comments field contents of the existing import filters.

The Search “Favorite” auto completes and displays those import filters marked as favorites.

The Search “Import Filters” searches the import filters name field contents of the existing import filters.

The Search “Last update” drop down menu item produces a list of filters which meet the criteria entered. The input box accepts the logical operators (“<“ “>“ “=“) as the initial character(s) of the query field.

The Last Update field of the Import Filters database table is held as an integer value. The date should be entered in the format Year Month Day - 20050425. The effectiveness of any < or > type search is then maintained, provided the search factors include the month digit and date digit and if all filters updated since the beginning of the stated year are required.

i.e. To conduct a search for filters updated after the year 2003 select “Last update” from the drop down list and enter >20040000 in the input box (without any spaces) and select “Go”. For any filters updated during May 2004 enter =20040500. To identify filters updated during a particular year conduct a search from the beginning or end of that year and sort the Last Update column.

Most of the Search selections allow for empty search factors so a search on the Import filter selection, without any search factors would display all of the filters currently loaded into Biblioscape. The search factor box is not case sensitive.

Searches may be conducted on partial details, so a search using the Import filter selection for “AG” would return all titles containing “AG”. i.e. “Biblioscape Tag File”

The “Help” Button opens the Biblioscape help file at the import filters help pages.

The “OK” Button closes the Import Filters dialogue window accepting any changes made. No cancel exists for this dialogue window as the changes seem to be committed at the database level as alterations occur; if the window X button is used to close this dialogue window any changes made are still recorded.

Unfortunately there is no method for the user to re-size this window. Resizing drag handles or minimise and maximise buttons would be useful at some visual display levels.

The main import filter buttons

“Mark Favorites” button does just that, it places a tick in the Favorites field of the selected filter, or removes the tick if one already exists.

“Select All” selects all the filters currently held within the main filters list. This includes those not visible within the window frame. If the favorites button at the top of the Imports Filters dialogue window were selected and then “Select All” the only filters to be selected would be those favourites contained in the list.

“New” opens the “Define Import Filter Type” dialogue box.

“BaseOn” creates a new filter based upon the currently selected filter. Try this now. Select the “Biblioscape Tag File” in the Import Filters list window and then select the “BaseOn” button. When the “Input Box” opens type in “AA” and select “OK”. A new filter will be created with the title “AA” containing the same filter and sub-filter details as the “Biblioscape Tag File”.

Edit opens the “Define Import Filter Type” dialogue box allowing editing of the currently selected filter. Select the “AA” import filter and select “Edit”, the “Define Import Filter Type” dialogue box opens ready for the main filter criteria to be edited. For now select “Cancel” to exit that dialogue.

Delete deletes the currently selected filter. Select the “AA” import filter and select “Delete” to delete that filter.

Exporting an Import Filter

From the “Import Filters” dialogue window, select the “Library of Congress CNIDR Z390 Gateway” filter then the “Export” button. When the “Save as” dialogue box opens navigate to the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\Import Filters folder, name the filter “loc_Z390” and then save. This saved file will be useful as a back-up. Now delete the Library of Congress CNIDR Z390 Gateway filter.

Importing an Import Filter

Begin by obtaining a filter. Open the Biblioscape Outlook Bar Internet tab and select the Import filters icon. Alternatively select the URL link from the import filters dialogue window or CTRL+ALT+I, go to the Biblioscape home page and select the Resources, Import filters page link.

Scroll down to the Library of Congress CNIDR Z39.50 Gateway filter. Click on the download link saving that filter to the folder called “Import Filters” within the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\Import Filters folder. Even though this filter has already been saved in this directory as loc_Z390, we will use the newly downloaded file to recreate the filter.

Open the Reference module CTRL+ALT+R

From the File menu select “Import Filters” opening the Import Filters dialogue

Now select the Import button. Find the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\Import Filters\loc_cnidr.bif file and select the open button. The downloaded filter has been imported and Library of Congress CNIDR Z39.50 Gateway once more appears in the import filters list. Close the main import filters dialogue.

Associating an import filter with a BiblioBrowser resource.

This task can only be achieved from within the Internet module.

This demonstration creates a new Internet Resource and associates a filter with it.

CTRL+ALT+I to open the Bibliobrowser.

Open the Library of Congress Z39.50 web page visited earlier using the Biblioscape web site resources link, and copy the Library of Congress Z39.50 URL into the clipboard, then with the BiblioBrowser resource module open

Bibliographic Resources folder list

select the Organize button to open the “Bibliographic Source on the Web” dialogue window.

Bibliographic Resources window

Note that as new resources are created in the Internet Resources list by using the “New” button, an initially blank new entry may appear in different positions within the list depending on, amongst other things, which column the list is sorted by. During the resource creation process be aware of this so that blank entries may be avoided when all resources are not visible in the list box viewable area.

A worthwhile exercise will be to spend a few moments becoming familiar with the “Bibliographic Source on the Web” dialogue functionality. Note that this window has drag re-sizing handles so either resize or maximise that dialogue window for this exercise.

Sort the columns by the “Subject” column in descending alphabetical order; select the “New” button, creating a blank entry which will appear at the top of the list. Now sort the list by the “Subject” column again to reverse the order and then select the “New” button once more, note where the new blank resources are displayed.

Sort the list by the “Tip” column in descending alphabetical order. (It will be necessary to scroll to the right to bring that column into the visible display area.) When done close the dialogue window.

Re-open the “Organize resources” and leaving the window at the default size scroll down the list. If the resources are the default install ones, one of the new blank entries should be visible within the lower part of the list, whilst the other is positioned at the bottom of the list and so not immediately obvious. Now select each of the blank entries in turn and then select the “Delete” button to remove them. Following on from that create three “New” blank resources. Notice how the blank entries are not consistently displayed in the same place.

It is important to remember how this can function if unused blank resources are to be avoided.

Now let’s move on by deleting two of the three blank entries and select the third, then in the URL field in the box on the right paste the Library of Congress Z39.50 URL held in the clipboard and complete the other entries as follows.

Field

Entry

Title

Z39.50 Library of Congress

Import Filter

From the drop down selector box select “Library of Congress CNIDR Z39.50 Gateway”

Tip

Full record view

Organization

Library of Congress

Subject Field

Book

Access

Free

Close the “Bibliographic Source on the Web” window and the Z39.50 entry will be visible in the “Resources” under the book category or “Subject”.

An alternative method to manage Resources in the BiblioBrowser is to grab the bar divider between the Resources list and the BiblioBrowser and pull it to the right of the screen revealing the full details of the resource list. The list may then be edited (on a field by field basis), and added or deleted with a right mouse click. Remember that closing the Outlook bar (it may be opened again as required) provides more viewable screen space if necessary or convenient.

Test the new Resource and associated filter by double clicking the Z39.50 Internet Resource to re-open that web page, search for a reference and then use the Capture References button. Note the import filter is pre-selected when the page is opened using the associated resource.

ABC Import Filters 4 - Developing simple filters

Developing Simple Import Filters

Creating an Import filter without using regular expressions

Introduction

This section will deal with a website which has a structured presentation of data providing the equivalent of tagged fields and yet does not present any real complications.

The main objective of preparing this particular filter is to introduce some of the import filter windows and their functionality.

As an aid to understanding a simplistic conceptual diagram of some of the different parts of Biblioscape filters is provided below.

Import filters conceptual diagram

Fig. 1

Although it would be possible to simplify the filter compilation process used with this first filter, the actual process followed will facilitate elaboration later in compiling filters of more difficult sites.

Building the Import Filter

Open the References module CTRL+ALT+R

In the Folders List select the Examples folder and create a child folder called Thesaurus.com

Open the BiblioBrowser CTRL+ALT+W

Open the website http://www.thesaurus.com open the thesaurus tab and search for the word “Privacy”.

Capture the web page as a reference via the “Capture Page” button and the “As a Reference” selection, when the save as box appears, select the “Web Page, HTML only” then save it into the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\References\HTML folder created earlier. Remember this will save the reference in HTML format, without the accompanying image files and other material, to the disk, at the same time moving the module focus to the Reference module.

Open the HTML Web page stored on disk within the Biblioscape database in the default browser by selecting the paper clip icon displayed on the right of the new references title bar. That open web page in the default browser can be useful when working.

Should the reader require the BiblioBrowser to work off-line, thereby utilising the computers stored temporary internet files, in Microsoft Internet Explorer select the File|Work Offline menu item. Remember to deselect it from within Internet Explorer when ready to go back on-line.

Returning to Biblioscape open the newly imported reference and in the Rich Text tab view select all and copy to clipboard. CTRL+A and then CTRL+C

Open the import filters dialogue window - File|Import Filters or CTRL+Shift+M

Select the main filter “New” button under the left hand list box to create a new import filter.

When the “Define Import Filter Type” dialogue opens paste the copy of the copied document page into the “Examples” field at the bottom of the dialogue and then name the filter “Thesaurus.com”.

The reason for copying the reference document page to paste into the example box rather than the web page content, is to avoid later complications associated with differences between a web page display and its character content.

It is necessary to be very clear that all entries made in the “Define Import Filter Type” dialogue window will affect all/any sub-filters subsequently added to this filter.

In the “Based On” field, for the moment, type “Tutorial”, although this field is generally intended to contain the name of a filter which the current filter is derived from.

Complete the “Provider” field as appropriate.

In the “Database” field enter “Thesaurus”.

In the “Last Update” field type in the date today. Remember to use the format 20050425 (Year Month Day).

Note the favourites tick box is greyed out but a tick is showing. Because the box is greyed out the filter has not been selected as a favourite. Choose it as a favourite immediately by selecting the greyed out box, which should then no longer be greyed out but should retain the tick. Select OK to close the “Define Import Filter Type” and OK again to also close the import filters dialogue window for the moment.

Take a few minutes to consider the newly captured reference and determine the database fields most appropriate for the data contained in that reference.

A brief indication of uses for the Biblioscape database fields may be found within the help index listed under “All fields in a reference”. The fields chosen should be considered carefully against that list, for when referencing later a badly chosen field may mean adjustments both to the filter and references created within the database using them, or having to customise existing styles.

For the purposes of this initial exercise the following “tags” have been initially identified for the specified database fields.

Web Page Tag Biblioscape Database Target Field

Main Entry: Title

Part of Speech: Description

Definition: Keywords & Document

Synonyms: Document

Antonyms: Document

Source: Secondary Title

Copyright·© Miscellaneous

Now identify the features which separate each individual record. With this web page that is simple as the field names are repeated on the web page for each record so the first or last field may be used.

Open the import filters dialogue window SHIFT+CTRL+M.

Select the Favorites button to reduce the list size.

Select the “Thesaurus.com” filter.

Select the main filter edit button to open the “Define Import Filter Type” dialogue window.

Select the “Record” tab.

Define Import Filter Dialogue – Record tab

Import filter record tab

Taking a few moments to review the “Record” tab

The available selections within this tab are:-

The “Blank Line” option. Every blank line within the displayed page will be treated as indicating the start of a new record. Caution should be exercised in the use of this.

The “Sep. Text” option. This is used to identify separating text located at the beginning of any new record.

The “First Tag” option. Used to indicate that the identified first tag should be treated as the record separator. The term “tag” is used to refer to any set of characters used to identify a records field. e.g. in the example at www.thesaurus.com “Main Entry:“ is used to identify or “tag” the word the definitions provided relate to.

The “Last Tag” option indicates the last tag of a record should be treated as the record separator. When this is used the “Reference ID” number has a tendency to increment by two for each reference imported, with one number not being used. What appears to happen is that the records ID counter increments for the new reference and then increments again when the last tag is encountered.

For the purposes of this exercise the “Record” tab “What separates each record” fields of the import filter will contain characters only, as no use of regular expressions or other criteria is being made at this stage. An important point to remember is that the characters entered in any of the fields in this tab must be at the beginning of a new line in the web page being imported (or parsed).

Recall: The contents of this tab must be applicable for each and every sub-filter which may be associated with this filter.

Select “First Tag” and in the text box input “Main Entry: “(There is a trailing space after the colon). Because of applicable database rules for the target field Biblioscape is capable of dealing with the filter correctly if the trailing space is missing from the tag, but for completeness sake and later clarity it is best to include it thereby not leaving an unexpected space to remain within the document being parsed.

Because the required text identified by the “Main Entry: “ tag within the web page is in lower case, and it is required in title case in the Biblioscape database, select the “Replace and Remove” tab.

Define Import Filter Dialogue – Replace and Remove tab

Changes list box

Taking a few moments to review the “Replace or Remove” tab.

The “Limit changes to “Tag” or “Field”” box can either be typed into directly or the selected item visible in the “Available “Field”” list can be transferred across to correct an existing entry with a Biblioscape database field name.

The functional differences between “Tag” and “Field” changes are:-

  • “Tag” changes are conducted prior to insertion into any Biblioscape database field and hence will affect every field that particular “Tag” data is placed in;
  • “Field” changes only apply to the identified database field within the imported record.

See fig. 1 for a graphical illustration of this difference.

Both “Tag” and “Field” will be used during this exercise to illustrate the differences.

Preferably copy from the example display the “Main Entry: ” field identifier and then paste it into the “Limit changes to “Tag” or “Field” box, or one can type that text into the box, once the entry is completed select the small + button to the right of the field, the text will then appear in the “Changes List Box”. Now from the “Change case to:” drop down list select “Title case” and then select the tick to the right of the “Limit changes to “Tag” or “Field” box.

Note. It would seem to be good practice to select the tick button after every change to either the “Find what:”, “Replace with:” or “Change case to:” fields to ensure the alterations are saved. Neglecting selecting this tick will often cause any changes made to those fields to be lost.

The relationships between the “Limit changes to “Tag” or “Field””, the “Available “Field”” and “Changes List Box” are important and need to be clearly understood, so before going further some time will be spent becoming familiar with the functionality. Expect to make mistakes in this area during the import filters learning process.

The only item currently in the “Changes List Box” is “Main Entry: ” with the “Change case to:” field showing “Title case”.

To create another entry in the “Changes List Box”:-

  1. In the “Limit changes to “Tag” or “Field” box type the database field title “Notes” and select the + button. “Notes” should now appear in the “Changes List Box”,
  2. In the “Replace with” textbox for the “Notes” entry type “http://thesaurus.com”, alter the “Change case to:” box to the empty entry and select the tick to the right of the “Limit changes to “Tag” or “Field”” text box to accept the changes.
  3. Now from the “Available “Field”” drop down list select “URL” and select the <- button to the left of that list box.

Notice that the field name “Notes” in the “Change case to:” box has changed to “URL” whilst the “Replace with” field has remained the same. A change of field name carried out in this way does not require the tick button to be selected, as it is committed when the <- button is selected.

Remember this functionality when using the “Available “Field”” box to change an existing entry in the “Changes List Box”. It can be useful when unsure of a field name. i.e. When making an initial entry type “a” or “1” and select the + button then use the “Available “Field”” box to select the correct field name.

Although the “File as” field is available in the “Available “Field”“ drop down list it appears not to function if utilised within an import filter.

Because the URL of the site is not contained within the record and it is not possible to capture it from that web page the “Replace with:” is being used to insert the URL into the record. If necessary “Replace with” can be used to populate an otherwise empty field provided that field content will be consistent across all records imported using that filter. An ability to choose to populate the URL field from the BiblioBrowser URL box, in addition to a tag field, would be a useful enhancement.

To create a further item in the “Changes List Box”:-

  1. In the “Changes List Box” select the “Main Entry: ” item and then select the + button. A new item for “Main Entry: ” will appear at the bottom of the list and that item will be selected. Note this item duplicates the original one in respect of the changes to be made.
  2. Open the “Available “Field”” drop down list, scroll to “Description” and select it, then press the <- button. This will change the selected “Main Entry: ” tag item to a “Description” database field item retaining the “Change case to” entry. No tick is required because the <- button was used, Although during the early stages of using this dialogue it is advisable to select the tick button very time. This item will be required in the filter so it will be retained.

To remove an item from the “Changes List Box” the “-“ (minus) button is used.

Further experience working with this tab will be gained later.

The other two tabs in the “Define Import Filter Dialogue” window “Date and Others” and “Authors and Keywords” will have the default options “Smart parsing” selected. That is what is required for this filter so they will not be touched at the moment.

Select OK to close the “Define Import Filter Dialogue” window.

Recall the earlier conceptual diagram. Some of the main filter items are completed, but the filter will not yet work on the record to be imported as no reference type has yet been identified. The association of specific Reference Types is achieved by the sub-filters.

Adding a Sub-Filter

With the “Thesaurus.com” filter selected in the Main Import Filters window, in the “Sub-Filters List” select the blank item directly under the column header “Reference Type” appearing at the top of the list; a drop down window will appear listing the different reference types existing within the database, select “Electronic Source” and once that appears in the sub-filter list, in the “Default Reference Type” also select “Electronic Source”. The “Default Reference Type” list only contains entries for those reference types selected as sub-filters so “Electronic Source” should be the only entry in that list.

With “Thesaurus.com” selected in the Main Import Filters List and “Electronic Source” selected in the “Sub-Filters List” select the sub-filters edit button (the second button from the right hand side) to open the “Sub-Filter Dialogue” window at the “Match Fields” tab as illustrated.

Sub-Filter Dialogue Window

Sub-filter match fields tab

The “Sub-Filter Dialogue” is used to compile the filter criteria for the specified reference type(s). A very simple rule is that the filter detail entered in the “Define Import Filter Dialogue” is actioned first, followed by the detail contained within the relevant “Sub-Filter Dialogue” as determined by the sub-filter matching data shown in the “Matching Text” box.

This particular filter is a relatively simple one so leave the “Reference type” and “Matching text” fields blank. They will be further explained and used in other examples.

The “Data fields used to match Tag fields to Data fields” is the area now of interest. Tag data entered into these fields will determine which Biblioscape database field the information is entered into. The tag or text entered within that field will not appear within the database record field. In text only tag entries the data entered into database fields commences immediately after the tag which is entered, as illustrated in the following example.

Import text matching graphic

Recall that in the Define Import Filter Dialogue Record tab the text “Main Entry: ” was selected as identifying the start of each record and placed in the first tag text box. Look back to the database fields selected as suitable for the tagged fields, “Main Entry: ” was chosen to be associated with “Title” so enter that into the “Title” field within the “Data fields used to match Tag fields to Data fields” area.

Recall that the tags will appear within the examples text box and so may be copied and pasted to ensure they are correct. Because this is a relatively simple filter with no use made of complex fields it is possible to map the tags to multiple database fields without any complication, thereby maximising the utility of the tag data.

Tags chosen for these fields must be at the beginning of a line.

Take careful note that if only a single tag is used in a single sub-filter field and that is also identified in the Main Filter dialogue window Record Tab “Initial Tag” field, and nothing else is entered anywhere else within the filter, the filter will not work and will report

“0 records are imported. Please make sure the file is in a tagged format. If so please check if the correct import filter was used.”

If needing to test a tag at this early point during filter creation, making an entry in the Replace or Remove tab will overcome this factor.

Complete the fields as follows:

Tag Field Name

Tag

Title

Main Entry:

(There is a trailing space)

Producer (Publisher)

Source:

(There is a trailing space)

Subject

Main Entry:

(There is a trailing space)

Keywords

Definition:

(There is a trailing space)

Document

Definition:

(There is a trailing space)

Description

Part of Speech:

(There is a trailing space)

Miscellaneous

Copyright·©

(There is a trailing space)

Note that in the Document field, only the “Definition: ” tag has been entered. This is possible because the “Synonyms: ” and “Antonyms: ” tags are not otherwise used and follow immediately after “Definition: ” and before any other tag. Additionally those tag words will be required within the document field.

The filter is essentially complete and will now work, but does need some tidying up if the database references are to be correctly formatted. It would be possible to do that immediately (e.g. “Copyright·©” needs inserting at the beginning of the Miscellaneous field) but to simplify that task an example reference would help.

Select OK to exit the dialogue

Once that is done select OK to exit the Main Import Filters dialogue window.

For the purpose of this first filter the associated Internet Resource is being created after the filter, with the later filter examples the associated Internet Resource will be created first.

To link the filter to the web site move to the BiblioBrowser and select “Resources”, “Organize” and then “New”. Create a Resource as previously described with the details:-

Title - Thesaurus.com

URL - http://thesaurus.com

Subject - Etymology

Access - Free

and then associate the new import filter with it by selecting Thesaurus.com from the “Import Filter” drop down list.

Notice that a new Internet Resource group has been created called Etymology.

Now select the new resource reloading the web page and search for “privacy” again.

With “http://thesaurus.com” and the privacy search web page visible select “Capture Reference” importing the references into the Tutorials Examples folder. Eight new references should be successfully imported.

CTRL+ALT+R to move back to References. Open the reference with the title “Privacy” and then switch to the “All Fields” view.

Open the Import Filters Dialogue Window CTRL+Shift+M. Select the “Favourites” button to reduce the list and select the “Thesaurus.com” filter and then the main filter edit button.

Select the “Replace or Remove” tab.

Looking at the record, notice the Miscellaneous field commences with the year, missing “Copyright © ”, because that was used as a tag. Copy the “Copyright © ” (including the trailing space) text from examples box. Create an entry for Miscellaneous in the “Changes List Box” enter ^ at the beginning of the “Replace with” field and paste “Copyright·© “

The caret “^” indicates the replacement characters should be placed at the beginning of the database field. If no ^ is used any replacement is entered at the end of the field, unless existing character(s) positioned at some other point within the field is/are the target for replacement.

Notice in the reference record that the Keyword is not in title case. A title case replacement field already exists so select the “Main Entry: ” item and + button. Change the new items name to “Keywords” by selecting “Keywords” from the “Available “Field”” drop down list and selecting the <- button. Select the OK button twice to close the filters dialogues.

Change to the reference Document view. Notice that the initial wording does not necessarily make sense because the “Definition:” tag text is not imported.

Open the Import Filters Dialogue Window CTRL+Shift+M, select the “Favourites” button to reduce the list, select the “Thesaurus.com” filter, the main filter edit button and then the Replace or Remove tab again.

“Miscellaneous” contains a replace and remove at the beginning of a field so select that and then the + button. Change “Miscellaneous” to “Document” using the “Available “Field”” drop down list and selecting the <- button. In the “Replace with” field leaving the ^ caret as it is change the rest of the text to “Definition: ” (with a trailing space) and select the tick button.

No other major problems exist with that reference so OK twice and change to the next reference in the list. Check each reference created by the import in turn.

Notice on the last reference record (Solitude) that the “Miscellaneous” field contains additional unwanted data.

The tagged data within the Miscellaneous data field can be perceived to be:-

Copyright © 2005 by Lexico Publishing Group, LLC. All rights reserved.

ADVERTISEMENT

Try your search for "privacy" at: Amazon.com - Shop for books, music and more Dictionary.com - Search for definitions HighBeam Research - 32 million documents from leading publications Reference.com - Web Search powered by Google

ADVERTISEMENT ; 2005, Lexico Publishing Group, LLC. All rights reserved.

All of that data appears because there is no tag following the tag for the Miscellaneous field (i.e. “Copyright·© “). However the data actually required is all contained on the first line so it is a simple matter to remove the rest.

Recall from the diagram that complex field definitions work within the information to be held in the database field itself. Because of this any field content should be available for use as with a complex field tag there is no restriction to the beginning of a line.

To ensure the thesaurus.com filter removes that extra data on every import from the site, a sub-filter complex field filter will be used; and to simplify understanding at a later date the filter criteria will consist of “reserved.” If there had only been one full stop within the data that alone could have been used, equally only the “d.” could be used. The particular part of the tagged data chosen was selected because it seems unlikely to change very regularly.

Open the Import Filters Dialogue Window, select the “Favourites” button to reduce the list, select the “Thesaurus.com” filter, the “Electronic Source” sub-filter, the edit button and then the “Miscellaneous” tag field in the “Data fields used to map Tag fields to Data fields” list. Having done that select the “Complex Fields” tab as illustrated below.

From the “Available Fields” list select “Miscellaneous” and then the “Insert” and then the "Edit" button.

In the ID text after selected field type “reserved.” and then select the OK button.

Because the filter field used states that “reserved.” appeared after the selected database field it will not be imported, that word is however needed. So, select the maiwn filter edit button and replace or remove tab.

Create another entry in the “Changes List box” for Miscellaneous and type “ reserved.” (with a leading space) in the “Replace with” field. (As there is no caret or entry in the text to be replaced field “ reserved.” will be placed at the end of the database field.) Select the tick button and OK out of the filters dialogues back to the main reference windows.

One final test. From Bibliobrowser search for another word and capture references for that also. Change back to the References module and check any new references in turn for formatting problems or import filter errors.

Well done! You have created a Biblioscape import filter.

Export the new filter and save it in the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\Import Filters folder. Create a reference and add the exported filter as an attachment to make it easy to find in the future.

ABC Import Filters 5 - Creating an import filter using complex fields

 

Introduction.

The reader will have obtained some awareness of the filter dialogue windows when building the filter in ABC Import Filters 4. The object of compiling this filter is to further explore the Import Filters dialogue windows and their functionality. Methods causing the filter definitions to parse in different ways will be explored and explanations offered, understanding these differences is necessary if regular expressions are to be effectively used. To assure that understanding a step by step approach will continue to be used for the moment and additionally the filter being compiled will be tested at various stages during its development, creating a view of the outcomes emanating from filter actions and the causes for some common errors. To minimise complexity and maximise the potential for understanding this filter will contain one sub filter only.

The web page used is structured, so will not be difficult to work with, even though complex filters will be used. Further insights of the Biblioscape reference database field structure/names and their relationship with the import filters will also be gained.

Preparation.

Before beginning, to simplify later work, set the Views menu so the Preview Pane Header (View|Preview Pane|Preview Header) is visible and the Live Preview tab is selected. The Preview Pane may be resized in the normal way and in the Formatted tab the preview area may be resized by dragging the separation bar which appears within the Formated preview window.

It may be helpful to create a reference field names crib sheet containing the extract of the Options|Reference Types tab illustrated for use in this example on the next page.



Remember the file mentioned previously, C:\Program Files\Biblioscape 7\Global\webAddr.txt which contains details of sites visited in the BiblioBrowser, well one just knew that would come in useful, and it can do where a number of URL’s to be referenced exist in a list. Open the webAddr.txt file in notepad and paste the following two links at the top of the list then save the file and close it.

http://machaut.uchicago.edu/?resource=Roget%27s
http://machaut.uchicago.edu/?resource=Webster%27s

Open BiblioBrowser and from the browser URL drop down list select the Roget’s link which is now listed opening that web site, also copy that URL from the browser address bar to the clipboard.

Create a Biblioscape Internet Resource for:-

Title - Roget’s Thesaurus 1911

URL - Paste the URL from the clipboard

Subject - Etymology

Access - Free

Now from the BiblioBrowser URL drop down list now select the Webster’s link (second link down) to open that site and also then copy that URL.

Create a Biblioscape Internet Resource for:-

Title - Webster’s Revised Unabridged Dictionary

URL - Paste the URL from the clipboard

Subject - Etymology

Access - Free

The Roget’s site will be used later for the next slightly more complex filter. For the moment with the Webster’s web page open ensuring that both editions are selected search for “Privacy”.

Building the Import Filter.

Select the “Capture Page” button and the “As a Reference” selection. When the save dialogue opens save as a “Web Page, HTML only” into the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\References\HTML folder.

Open the Web page stored on disk in the default browser by selecting the View Attached File icon (paper clip) visible on the right of the reference header bar in the preview window of the new reference.

Re-ordering the creation process from now on, take a few minutes at this stage to consider the newly captured reference and determine:-

· what type of reference it will become;

· which database fields the data contained in the reference should populate;

· which of the data initially appear useful as tags.

The reference type used could be influence by a number of factors. For simplicity during this example “Book edited” will be used for these particular references.

Creating a duplicate reference of the import and using cut and paste to populate the fields can be a simple way of determining some answers to the questions, although at this stage do leave the original reference unchanged. (The create duplicate icon available on the toolbar, which becomes visible when an individual reference is open, can be used, although the document field content is not copied by that process so would need to be cut and pasted across.)

New users may find it beneficial to obtain a printout of the imported reference rich text document so notes can be made. Using coloured marker pens to denote intended tags or fields can be useful. Otherwise make a rough list of the requirements.

The following tags at the beginning of lines appear to be available within the Webster’s privacy search record:-


Having completed the rough initial tag identification process return to Biblioscape and in the Rich Text tab of the unedited captured reference select all and copy to clipboard. (CTRL+A, CTRL+C.) Close the reference window.

Open the import filters dialogue window - File|Import Filters or CTRL+Shift+M.

Select the “New” button under the Main Import Filters (left hand) list box to create the new filter.

When the “Define Import Filter Type” dialogue opens paste the clipboard entry containing the document page into the “Examples” field at the bottom of the dialogue and then name the filter “Webster’s Revised Unabridged Dictionary”.

In the “Based On” field, type “Tutorial”

Complete the “Provider” field.

Complete the “Last Update” field entering the current date. i.e. 20050425 (Year Month Day)

Choose the new filter as a favourite immediately by selecting the greyed out box colouring it white and retaining the tick.

In the “Record” tab select “First Tag” and in the text box enter “Displaying ” (There is a trailing space.)

In the “Replace and Remove” tab type “a” and select the + button. From the “Available “Field”” drop down list select “Journal/Secondary Title” and then replace the “a” by selecting the <- button. In the “Replace with” text box type “^Webster's Revised Unabridged Dictionary”. Select the tick button.

In the “Replace and Remove” tab type URL and add it as an additional entry to the “Changes List” by selecting the + button. Then in “Replace with” textbox enter http://machaut.uchicago.edu/?resource=Webster%27s and select the tick button.

Whilst in the “Replace and Remove” tab at this time, review the list of “Available “Fields”” in the drop down list. Notice the field types listed consist of the default reference field names and that it is possible to type single characters to scroll the list quickly.

The other two tabs in the “Define Import Filter Dialogue” window “Date and Others” and “Authors and Keywords” will have the default option “Smart parsing” selected those should be left as they are.

Select OK to close the “Define Import Filter Dialogue” window.

With “Webster’s Revised Unabridged Dictionary” selected in the Main Import Filters List, in the “Sub-Filters List” select “Book Section” from the “Reference Type” drop down list which appears when the field is selected and then make “Book Section” the “Default Reference Type” for this filter.

With “Webster’s Revised Unabridged Dictionary” selected in the Main Import Filters List and “Book Section” selected in the “Sub-Filters List” select the sub-filters edit button.

Notice that because the sub-filter reference type is “Book Section” that the field title names in the “Map Tag fields to Data fields” area of the sub-filter window now reflect the “Book Section” reference title names, which remain listed in the order they appear within the database. Refer to the crib sheet to confirm.

In the sub-filters “Document” field area of the “Map Tag fields to Data fields” column type “Displaying ” (with a trailing space). Remember it is possible and preferable to cut and paste from the example to reduce the possibilities of errors.

Notice that when typing text into those fields, spaces are immediately indicated by a “·”. However if the text is cut and pasted into the field spaces appear as normal until the sub-filter dialogue window is closed and re-opened.

Look at the crib sheet to see which generic field name relates to the “Book Title” reference field”. Recall the replace or remove entry made earlier to the “Journal/Secondary Title” database field, achieving the necessary input. Knowledge of the database field names is important as without that knowledge the field names can seem to confusingly vary. Use the crib sheet to help as needed.

Note. It is possible to use required text as a tag identifier provided replace or remove is also used to replace that tag text within the database field and the text is consistent across all records on the web site in question.

With the “First Tag” being the initial record identification, good practice would seem to be to test the filter before moving on. Testing is possible at this point because the Replace entries cause other parsing to occur.

Select OK to exit all of the Import Filter dialogues and then CTRL+ALT+W to switch to the web browser module.

First associate the filter with the Internet Resource created earlier by right mouse click on the “Webster’s Revised Unabridged Dictionary” in the Internet Resources and select “Properties” from the drop down menu to open the “Bibliographic Source on the Web” dialogue window with the “Webster’s Revised Unabridged Dictionary” entry pre selected and ready to be edited.
From the drop down list in the “Import Filters” field select the “Webster’s Revised Unabridged Dictionary” filter. Note this drop down list allows character(s) to be typed thereby moving the list pointer to entries beginning with the character(s). So typing “We” in the drop down list box will quickly reveal the filter.

Now using the “Capture References” button and selecting the new import filter, import the two references contained on that web page.

CRTL+ALT+R to change back to the References module.

In the references view, select the first new reference and view it. Changing views to “User Defined” see the filter has worked with the “Book Title” and “URL” fields completed by the Search and Replace actions. The “Rich Text/Document” field contains the intended data, plus, because no other tag exists, all the other data from the web page up to the second occurrence of the tag.

If the filter does not work at this point return to it and check the “First Tag” entry duplicates the sub-filter “Document” “Map Tag fields to Data fields” field entry, use cut and paste if necessary to assure duplication. Also confirm that the correct Replace or Remove entries exist.

Notice that in the “Document” field other pieces of information appear which could be used to populate other database fields; Perfect!

Considering the 1913 and 1828 text portions of the “Rich Text Document” fields, that could be utilised in the database “Year” field. To do that some complex field tags would be required, and as complex field tags are not required to exist at the beginning of a line more flexibility becomes available. However any parsing actions must be conducted strictly in the order of appearance of the tags.

Identify text which could potentially be used as complex field tags.

Safe in the knowledge the initial record identification and parsing criteria are correct SHIFT+CTRL+M to re-open the Main Import Filters dialogue window.

With “Webster’s Revised Unabridged Dictionary” selected in the Main Import Filters List and “Book Section” selected in the “Sub-Filters List” re-open the “Sub-Filter Dialogue” window, select the “Document” entry and then the “Complex Fields” tab.

Notice that the complex fields “Available Fields” list reflect the “Book Section” reference title names but remain listed in the order they appear within the database. The field names can be selected by either typing one character after having selected one item within the list (typing the same character again will move to the next entry starting with that character), or using the scroll bar. Reference to the crib sheet or help file will assist with these lists until the reference field names and their order become familiar.

From the “Available Fields” list select “Year” and the Insert button then in the “ID text before selected field” enter “from the “ (There is a trailing space.) and in the “ID text after selected field” enter “ edition:” (There is a leading space.).

Now from the “Available Fields” list select “Title” and the Insert button. Ensure the “Year” entry appears above the “Title” entry in the “Parsing sequence” list, adjusting if necessary with the “Up” or “Down” buttons.

Notice that when “Title” is first inserted in the “Parse sequence” list the “ID text before selected field” and “ID text after selected field” fields may appear to contain the same text as the “Year” entry. This is merely a misleading display issue as changing to the Year entry and back to the Title entry would illustrate.

In the “Title” “ID text before selected field” field enter “ edition:“ (With a leading space) and in the “ID text after selected field” field enter “(Page: ”(With a trailing space).

Note in “Complex Fields”, text utilised in the “ID text after selected field” field remains available for further parsing use within the same set of complex fields.

Now select the “Start Page” entry from the available fields and add it to the parse sequence. In the “ID text before selected field” enter “(Page: ”. (With a trailing space) and in the ID text after selected field” field enter “)”.

Finally select the “Document” entry from the available fields and add it to the parse sequence. In the “ID text before selected field” enter “)”.

Remember cut and paste from the example box is possible but be cautious no carriage return, new line or paragraph mark is included.

Again OK out of the filters dialogues, CTRL+ALT+W and once more “Capture References”

CRTL+ALT+R and view the new references.

The title field for the 1913 reference should now contain “Privacy“ with some carriage return and new line characters. We will learn how to deal with those none printing characters within an import filter once we start using regular expressions. The title for the 1828 entry will be blank.

SHIFT+CTRL+M to open the Main Import Filters dialogue window.

With “Webster’s Revised Unabridged Dictionary” selected in the Main Import Filters List and “Book Section” selected in the “Sub-Filters List” re-open the “Sub-Filter Dialogue” window.

To now gain an understanding of how complex fields differ from other sub-filter fields; With the “Document” field selected in the “Map tag fields to data fields” list, from the complex fields “Available Fields” list select “Publisher” and then the “Insert” button, position the “Publisher” entry at the bottom of the parsing sequence list. Leaving both the “ID text before selected field and “ID text after selected field” blank.

Change back to the “Match Fields” tab and copy “Displaying ” from the “Document” field into the “Publisher” field so both fields contain that same tag. Notice that both fields now give access to the same set of complex fields criteria. If the Book Title field were selected and then the complex fields tab a different set of complex fields data would open.

Note - This particular method of duplicating sub-filter tags across database fields is only available for use within simple filters which have only one sub-filter. Filters with multiple sub-filters require a different approach.

Recall that in the previous filter, where no complex fields existed for a tag, that it was possible to import the same tagged data into more than one database field.

Note - It is not possible to duplicate the same data across multiple fields from one tag when complex fields are used.

Now OK out of the filters dialogues, CTRL+ALT+W and once more “Capture References”

CRTL+ALT+R and view the new references.

Note the new references may be easily identified by the “Read” icon, or the “Reference ID” number. Sorting the display by the “Reference ID” column in ascending order will help assure each new reference always appears at the top of the list. If that column is sorted in descending order the read icon will always appear on the unread reference at the bottom of the list. Remember this point when working with filters in this way as, if the criteria of multiple references within the index view is the same it is very easy to view the wrong reference whilst working with filters.

If the “Reference ID” column is not visible within the references index, select the View|Current View|Field Chooser menu item to open the customize box and drag the Ref ID column item to the required position on the reference index column list. Whilst the customize box is open any of the listed columns may also be dragged to re-order them as necessary.

The Publisher field will contain whatever data is left over (and hence discarded) after the complex field parsing within the “Displaying ” tag field. e.g. “1 result(s”

Complex field filters do not remove data from within the sub-filter tagged field unless the data appears within the “ID text before selected field” or is placed within a database field.

Data used in the “ID text after selected field” is not removed and remains available to any other complex field used within that tag although it is not available for use outside of that complex field group.

As has been demonstrated with this filter it is perfectly possible to construct a filter using one initial tag and use the complex fields to populate all the database fields. That method can make the filter compilation process unnecessarily complex, and some formatting can be lost as will be seen later, although it can work well on some simple sites.

Now notice that the 1828 reference has the text “The ARTFL Project 5720 South Woodlawn Chicago, Illinois 60637 The University of Chicago Department of Romance Languages and Literature” in the Rich Text Document field. That information could be useful in the Publisher field of both references but only appears once within the web page. Utilising the Replace or Remove functionality constructively to alter the document prior to the database parsing would enable that information to be used in all the references created so that will be done now.

SHIFT+CTRL+M to open the Main Import Filters dialogue window.

With “Webster’s Revised Unabridged Dictionary” selected in the Main Import Filters List (Recall the “Favourites” button can assist in bringing the filter into view) select the main filter edit button then select the Replace or Remove tab.

In the “Limit changes to tag or data field” type “Displaying “ (With a trailing space.) and select the plus button.

In the “Find what:” field enter “ result(” (With a leading space.) and in the “Replace with:” field “ result( --SA--The ARTFL Project,--PP--5720 South Woodlawn Chicago, Illinois 60637 --PB--The University of Chicago Department of Romance Languages and Literature --END--” (With a leading space.). Remember to select the tick button to complete the changes.

The --SA--, --PP-- and --PB-- are Biblioscape tag file format field identifiers which are used here for convenience only. The comma after prior to the --PP-- is to stop Biblioscape smart parsing the editors name.

Now change the parsing order in the Replace or Remove tab by selecting the Journal/Secondary Title entry and the + button then the URL entry and the + button. Having done that delete the original entries for those two items leaving the list in the order of:-

Displaying
Journal/Secondary Title
URL

Closing the main Import Filters dialogue window open the Sub Filter dialogue window.

Select the “Publisher” field and open the complex fields tab.

From the available fields list add Editors and City to the parsing sequence. Adjust the parsing sequence as necessary so that the items are in the following order:-

Editors
City
Publisher
Year
Title
Start Page
Document

Selecting the Editors entry and type --SA-- in the “ID text before selected field” and --PP-- in the “ID text after selected field”.

Selecting the City entry and type --PP-- in the “ID text before selected field” and --PB-- in the “ID text after selected field”.

Select the Publisher entry and type –PB-- in the “ID text before selected field” and --END-- in the “ID text after selected field”.

Test the filter again to ensure the publisher and city fields are populated. Clearly not all the information contained in the city field would ordinarily be required.

Any duplicate tag entry created in a simple sub-filter “Map Tag fields to Data fields” field is not so much for filter function but rather to support the user during filter creation and editing, although this is something which is not available in the more complicated filters as mentioned earlier and will be seen later, it can be useful.

Important Note. An issue to remember is that if a single tag field containing associated complex fields which do not appear elsewhere is to be deleted, it is very important that the associated complex fields are deleted first, otherwise the complex fields appear to remain within the sub-filter, although not visible. Access to any hidden complex fields of that type can be regained by re-creating the original “Map Tag fields to Data fields” tag.

Now to tidy up - SHIFT+CTRL+M to re-open the import filters dialogue window.

With “Webster’s Revised Unabridged Dictionary” selected in the Main Import Filters List select the “Edit” button from the Main Import Filters button selection.

Select the “Replace or Remove” tab and add “Document” to the bottom of that list. Then in the “Find what:” field enter “edition:” and select the tick button, ensure the “Replace with:” field is left blank.

So far the filters have worked without using any regular expressions. This last Replace or Remove will give a very brief introduction to the use of regular expressions by utilising one simple statement.

Regular expressions within the Biblioscape import filters are identified by RE(Content of Expression)RE.

The “RE(“ declaration starts the expression with the “)RE” declaration ending the expression. When the Biblioscape import filter encounters those identifiers it utilises the alternative regular expression engine for the statements contained within the regular expressions start and end declarations.

Select the “Replace or Remove” tab and make the following entry:-

Remember to use the tick button after the entry is made.

The meta character ^ has already been used in the context of indicating the beginning of a line, so it is helpful that it still means the same within a regular expression.

The regular expression meta character “\W” means a non-alphanumeric character.

The regular expression find and replace statement means - Find the start of a line where it is followed by two non-alphanumeric characters and replace them with nothing. This should remove the first line containing the “)” in the Document field in the 1913 reference and realign the 1828 document so the text starts at the beginning of that field.

Test the filter to see the difference, notice that the Document field in the references has changed.

Now Add “Title” to the Replace or Remove list, place the same Regular Expression statement in the “Find what:” field and test the filter again to ensure it works correctly now it is finished.

If required a simple find and replace could be used to remove the excess details which have been entered elsewhere in the record from the rich text field of the second reference.

Remember the importance of ordering the parsing sequence correctly.

A simple method of remembering a correct sequence of parsing actions for the Replace or Remove is:-

· Import document (Any Tag Field replace and remove must appear before any replace and remove parsing of the same target database field, with multiple actions being ordered sequentially from the beginning of the document).

· Biblioscape Database Field (Multiple actions within the same field are parsed in a sequence cognizant of the contents of the field following any previous parsing action).

If the reasons and importance for the parsing sequence in the Replace or Remove and differences between a tag field identifier and a database field identifier are not clear continue practicing Replace and Remove actions, trying out different things and testing the results to gain a clear comprehension. e.g. Change the order of the last two Replace or Remove actions to see how a simple change in the order of an action can affect the outcome.

The parsing sequence in the Complex Fields is equally important, even if more immediately obvious.

ABC Import Filters 6 - Creating Simple Import Filters using Regular Expressions

Introduction

This particular import filter builds upon the previous knowledge acquired in the ABC’s 4 & 5 and begins to indicate some of the potential for import filters. Once more to minimise complexity a single sub-filter will be used. Two additional programs will also be used to assist in understanding regular expressions and their functionality within the Biblioscape import filters. The descriptions of some basic actions will begin to be reduced to the outcome required. Finally a simple Biblioscape style is adapted to include URL’s within it.

The Biblioscape help files state that the version of regular expressions used is from regexpstudio.com. An ability to test particular filter regular expressions will be of assistance. A test program of some description able to do that would be helpful, preferably one which illustrates the regular expression results. A variety of programs are available on the WWW for this purpose. Among the available freeware ones are:-

· “Test regular expressions”, a freeware program available for download at the regexpstudio website - http://www.regexpstudio.com/RegExpStudio.html

The program contains some example expressions and provides a test environment. The help files contain syntax assistance similar to that provided within the Biblioscape help files. The test environment output is reliant upon user input to find the individual text item(s) required otherwise there is little interactivity with the user.

(An explanation of how to install and use this will be provided later)

· “The Regulator”, a freeware program available at http://tools.osherove.com/CoolTools/TheRegulator/tabid/185/Default.aspx

The Regulator is intended for use with the .NET framework and requires the .NET framework 1.1.4322 to be installed, also some syntax differences will exist.

Although the user interface for The Regulator may initially looking complex for a new user unfamiliar with a development environment it does contain good help files, and during the regular expression compilation process useful pop ups appear containing a list of valid meta characters. The test environment provides a comprehensive view of the regular expression output in an interactive fashion.
Access to an on-line library of regular expressions is also available via this application.

A hexadecimal viewer/editor will also be of assistance during the next stages.

It is feasible to view/edit files in hexadecimal with a number of applications. If you have a favourite one use that or download the freeware version (version 2.0) of HexEditor from http://www.expertcomsoft.com/download.htm; this has a user friendly interface and contains a useful help file containing many tips and explanations, which for new users will possibly compensate for the opening nag screen. (HexEditor 2 free version will be used in later explanations.)

Regular Expressions

Vernon W. Hui has described regular expressions as:-

“Regular expressions provide tools for developing complex pattern matching and textual search-and-replace algorithms. Ask any Perl, egrep, awk or sed developer, and they’ll tell you that regular expressions are one of the most powerful utilities available for manipulating text and data. By creating patterns to match specific strings, a developer has total control over searching, extracting, or replacing data. In short, to master regular expressions is to master your data.”

In a similar way that SQL provides users with extensive abilities with databases, adding regular expressions to Biblioscape has provided the user with an ability to exercise great control over the import and find and replace operations associated with text. A high degree of control can come at some cost, in this case learning regular expressions thoroughly, but any novice (like me) can quickly gain sufficient knowledge to reap a level of benefit.

As stated earlier this document is not intended to deliver a regular expressions tutorial, more of a taster to furnish the reader with sufficient skill and knowledge to provide a foundation in regular expressions facilitating the compilation of effective import filters and potentially stimulating further learning.

The final stages of the previous filter in this ABC series identified to the reader that Biblioscape recognises the declaration of regular expressions by the use of RE( and )RE.

Regular Expression parsing/normal Biblioscape tag parsing

Some important points to remember are:-

1. regular expressions are case sensitive;

2. a Biblioscape import filter sends each text line separately to the regular expression parsing engine as explained in the note below taken from the Biblioscape regular expression help file item “Meta characters – Line separators”

“Note: When regular expressions are used in a Biblioscape import filter, the line separator doesn’t apply because when Biblioscape finds "RE(...)RE" it reads one line at a time and sends it to the regular expression engine for processing. When used in "Edit | Find" or "Edit | Replace", the line separator does apply when working against memo fields like Notes, Abstract, Keywords, Miscellaneous.”


As stated in that note the line separator action is not a strict rule, being affected by rules applicable to the relevant database field(s) and the content of the tag field. These relationships within the parsing mechanism do make the use of line separators in regular expressions more complex. This filter provides one example of when line separators can successfully be used by utilising database rules as a facilitator.


If a regular expression tag is not used the above rule does not apply but the database rules do.

The Biblioscape help files item “Define an Import File” states –

“Multiple Lines: If the text of a tagged field takes more than one line, Biblioscape will combine all the lines according to the following rule:
If the tagged field is “Authors” or “Keywords”, the lines will be first trimmed and joined by “; ”.
For other fields, the lines will be first trimmed and joined by “ ” .” (a space)

Recall from the earlier ABC’s that the database field rules can be as important when compiling an import filter as any parsing tag. The differing approaches/rules can be used to advantage during any parsing process, although they can also confuse the unwary user. Various examples will be provided to illustrate these points.

To effectively utilise regular expressions some understanding of regular expression syntax is required.

Examples of the forms of syntax are documented within the Test Regular Expressions program help files, or the working examples available from the various toolbar buttons provided in the program itself. Because some regular expression meta characters can have different meanings assigned to them depending on the precise circumstances of their application a reasonable level of familiarity or some form of quick reference becomes important.

Many regular expression meta characters, modifiers and escape sequences are listed within the document ABC Import Filters 6A.

The Biblioscape help files provide examples and also contain information about regular expression syntax and meta characters. For the sake of ease and clarity within this first venture into using regular expressions, a consistently simplified approach to the syntax will be facilitated by the extensive use of hexadecimal characters.

Preparation


Configure Biblioscape views

CTRL+ALT+R to open the references module.

To ensure views which can assist in the import filter compilation are showing the

· View|Preview Pane|Preview Header;

view should be selected and visible. The Formatted Preview window may be resized in the normal way, as/if necessary, by grabbing the line between that window and the preview pane window.

Building the Import Filter

Open the Biblioscape Tutorial file and from within the Internet module open the Roget’s Thesaurus website from the Biblioscape Internet Resource link created earlier, then conduct a full text search for the word “Privacy”.

Once the search has been returned select the “Capture Page” button and the “As a Reference” menu item. When the save dialogue opens save as a “Web Page, HTML only” into the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\References\HTML folder.

Biblioscape should now be in the references module displaying a view of the reference just saved. Select the Save reference toolbar icon and then with the new Roget’s reference on view select the paper clip icon to open the web page saved on hard disk as an attachment in the default browser.

Now consider the newly captured reference and determine:-

1. What type of reference it will become;
2. Which database fields the data contained in the reference should populate;
3. Which data content initially appear useful as tags.

Create a duplicate of the import and use cut and paste to populate the fields if that was found to be an easy way of determining some of the answers. Although again do leave the original reference unchanged. (Recall the create duplicate icon available on the toolbar, which becomes visible when an individual reference is open can be used, although the document field will need to be cut and pasted across.)

As before it may be advantageous to create a printout of the imported reference document so notes can be made. Use coloured marker pens to denote intended tags or fields, or start making a rough list of the requirements.

The following tags at the beginning of lines appear to be available within the Roget’s privacy search record:-

Having completed the initial rough tag identification process, return to Biblioscape and in the Rich Text/Document view of the unedited captured reference select all and copy to clipboard. (CTRL+A, CTRL+C).

Open the import filters dialogue window - File|Import Filters.

Select the “New” button under the left hand list box to create the new filter.

When the “Define Import Filter Type” dialogue opens paste the clipboard entry containing the document page into the “Examples” field at the bottom of the dialogue and then name the filter “Roget’s Thesaurus”.

In the “Based On” field, type “Tutorial”

Complete the “Provider” field.

In the “Comments” field enter “Imports single record only from search response.”

Enter the current date in the “Last Update” field. i.e. 20050425 (Year Month Day)

Choose the new filter as a favourite immediately by selecting the greyed out box to clear it whilst retaining the tick.

Leaving “Blank Line” selected in the “Record” tab OK out of that dialogue.

With “Roget’s Thesaurus” selected in the Main Import Filters List, in the “Sub-Filters List” select “Book Section” from the “Reference Type” drop down list and make “Book Section” the “Default Reference Type” for this filter.

OK out of the filters dialogue for the moment.

Using the HexEditor

Open the chosen hexadecimal program, create a New blank document and paste the captured reference document into that blank document.

If Hex Editor is used and has not been configured answer any requestor dialogues necessary to achieve the pasting action. Do not drag and drop the file C:\Program Files\Biblioscape 6\Temp\bibWebCapture.txt file into Hex Editor, although no requestor dialogues then appear that file is locked with the result that the Biblioscape Import Filters will not function.

The Hex Editor display will end up looking something like:-

To quickly identify a hexadecimal value without opening any dialogues select the character(s) within the ASCII text area and the corresponding character(s) will be indicated in the hexadecimal area. So selecting “1911” near the beginning of the document will show that “31 39 31 31” are the corresponding hexadecimal characters. Take note that the Roget’s document uses the normal “0D 0A” as a return/new line and how those particular characters are by default displayed in green making them simpler to identify.

Using the TRegExpr test program to test filter expressions.


Extract the downloaded TRegExpr files. A good location to extract the files to would be C:\Program Files\Biblioscape 6\Tools\Test Regular Expressions\. Now create a new shortcut for the TestRExp.exe file placing the new shortcut in a new folder named “Test Regular Expressions” in the Biblioscape start menu folder. If need be refer back to the earlier item on creating shortcuts and folders within the Biblioscape Interface Preparation section. Assuming a normal single personal computer install of Windows XP the users Start Menu is located at C:\Documents and Settings\User name\Start Menu. If the Biblioscape start menu folder does not appear there check in the All Users\Start Menu folder.

Open the Test Regular Expressions program and paste the reference document copy (The same entry which appears in the filter example tab and HexEditor.) into the “Input string” text box. (The text box currently contains “My e-mails is anso@mail.ru and anso@usa.net” when the “Expression” tab is selected. Do not worry about deleting the example as it will be regenerated when the TRegExpr program is opened again.

Within the Test Regular Expressions program it is not necessary to use the RE regular expressions declarations utilised by Biblioscape, but it will help later if the start and end brackets are used.

The objective of this particular simple regular expression filter will be to capture three references, one for each of the main definitions. To achieve that the numbers “528.” “666.” and “893.” will be used as record tags. But first some simple illustrations of regular expression syntax.

The regular expression meta character for any number is “\d”.

In the Test Regular Expressions program “Regular Expression” text box delete the default entry and type “(\d\d\d.)” then select the “Exec” button on the bottom left. “1911” has been selected, select the “ExecNext” button and “528.” will be selected “ExecNext” again and “530;” will be selected. The full stop used in the regular expression is identifying anything at all, as the regular expression meta character for any character is a full stop “.”. So a regular expression of “\d\d\d.” matches any three digits followed by any other character. For a regular expression to recognise a meta character as if it were a normal ASCII character a “\” is placed before it. So “\.” would mean a full stop.

In the expression insert a “\” before the full stop “(\d\d\d\.)”. Execute the expression again (“Exec” button) and then select the “ExecNext”. The correct start number is initially identified but other numbers are then found which do not indicate the start of any record. The expression does not include the start of a line as a match requirement.

Recalling from previous filters that “^” is a meta character for the start of a line insert “^” immediately after the parenthesis at the beginning of the regular expression “(^\d\d\d\.)” and test it again. The results should be nothing is found. The reason for this is that the “m” modifier is not selected in the TRegExpr test program. Select that modifier now so that a tick is displayed, deselect all the other modifiers and Exec and ExecNext once more. This time only the three required numbers should be found within the example document.

When testing regular expressions in the Test Regular Expressions program for Biblioscape, by preference only the “m” modifier should be used until more detailed knowledge is gained.

Copy the regular expression recently compiled from the TestRegex program and opening the Roget’s Thesaurus filter made ready earlier, opening the main filter for editing type RE into the beginning of the “Record” tab “First Tag” field, paste the expression and type RE at the end.

OK back to the main filters list and edit the sub-filter. In the “Match Fields” tab make the following entry.


OK out of the import filter dialogues and test that filter. An error is reported, what can be wrong with the regular expression? The answer is nothing, but an issue identified earlier is coming into play. Recall that where only one tag field exists within an import filter and that tag appears within the “Record” “First Tag” field an error will be reported.

With this filter intended to be a single sub-filter filter open the sub-filter again and make the following entry in the “Match Fields” tab.


At this point also make an entry in the filter Replace or Remove tab

Looking at the page open in the browser and using the Hex Editor check the document to identify characters which follow what are intended to be the contents of the Title field, note 2E OD OA immediately follows the required text on all occasions. These hexadecimal codes equate to a full stop, carriage return and new line, which cannot always be used as tags, but with a simple filter and used in the manner intended they can.

Open the complex fields tab and make the following entries in the order listed:-

The \x indicates a hexadecimal character. The three used are the full stop (2e), carriage return (0D) and new line (0A) characters the last two of which also equate with the regular expression meta characters /r (0D) and /n (0A) and could be used instead, but in pursuit of consistency and clarity for new users only the hexadecimal will be utilised for the moment.

Notice how those two complex fields become accessible from both Document and Title map tag fields to data fields.

Now to populate the reference and tidy up.

In the main filter dialogue replace or remove tab make the following entries:-

The replace function is used extensively in this filter to populate some fields.

Import the references once more and additionally in the Capture References dialogue Options tab enter the additional keyword “Privacy” before pressing the “Start” button.

This import filter providing a simple example of regular expression use is now complete, as with previous ones it is possible to tidy it up and further embellish it but the main objective of utilising regular expressions within a simple filter has been attained.

Because many of the available Biblioscape styles do not currently accommodate URL links to e-books it will be necessary to modify one of the current styles to display the URL within the formatted preview window. It is worth the effort to do this short and simple task now as it will serve not only to give a brief view of the style window but also provide some insight into the importance of choosing database fields carefully.

Create a Sample Style using BaseOn.


From within the references module select Tools|Styles|Output Styles or Shift+CTRL+S to open the Output Styles dialogue window.

Scroll in the main style window to the Adv Human Genetics style select it and then the BaseOn button. When the Input Box to name the new journal dialogue opens name the new style “Sampler” and OK.

Select the Sampler style this creates and double click. In the details dialogue which opens select the “Favorites” and “Cite in Note” tick boxes, then in the last update box insert the date and delete the entry in the Category field replacing it with “Tutorial”. Finally select OK.

With the Sampler style selected, in the sub-styles window select “Book Section” and the edit button.

Select the “Reference List/Bibliography” tab and in the “Templates” fields list select the last entry “Static Text”. Now scroll down in the “Available Fields” list and select “URL” then the “Insert” button. This should add URL to the bottom of the “Templates” list.

Double click the “URL” entry in the “Templates” list and in the dialogue window which opens enter “ available from ” (There is a leading and trailing space) in the left hand input box to insert that text before the database field data, then select the OK button.

Double click the “Editors” entry in the “Templates” list and in the dialogue window which opens, in the “Author Name Format” tab select the entry “James Philip Smith” from the drop down list and then select the OK button.

For completeness now change the reference type in the drop down list located in the top left corner of the sub-styles window, to the “Generic” entry, and repeat the steps of adding the URL and tidying the Editors format. (Remember the crib sheet if unsure what the field name is displayed as.)

Having completed that do the same again for the “Journal” entry.

Now OK out of the sub-styles dialogue and the main styles dialogue windows.

To change to the new style, in the references module select the “Output Style” drop down list and the “Sampler” style which should be displayed near the top of the list.

The Formatted Preview of the reference visible in the preview pane should now include the URL, and the URL will be included in any formatted reference which uses that particular style.

e.g. 1911, Concealment, in: Roget’s Thesaurus (ARTFL. Project, ed.). available from http://machaut.uchicago.edu/?resource=Roget%27s

This brief foray into styles amply illustrates the importance of selecting the correct database fields when compiling an import filter. To populate the wrong fields at such an early stage would compromise the ability to simply utilise the different styles based upon a common database.

ABC Import Filters 6a - Regular Expressions crib sheet

ABC Import Filters 7 - Creating Import Filters using Regular Expressions and utilising multiple sub-filters.

Introduction


Drawing upon the knowledge and experience gained in the previous ABCs this filter is intended to further demonstrate and elaborate on the use of regular expressions, introduce the use of multiple sub-filters as well as alternative uses of sub-filters and show how a filter may differentiate between different reference formats. The user after building this filter should be able to compile a filter for most sites.

To achieve those objectives the British and Irish Legal Institute (BAILII) web site will be used. This site has been chosen because no public Biblioscape filters currently exist, the website is complex enough to present some challenges to importing and yet containing largely formatted text type documents is simple enough to allow a focus on the main issues being dealt with.

Because Biblioscape’s currently defined references and filters provide only limited support for legal material at the moment, two new reference types will be created and some minor database changes will be made. Whilst not all of these changes are strictly necessary they are all useful in the context of this tutorial.

The import filter to be built will be more complex than would generally be required for many sites or data providers, and yet is not too complex, so provides an excellent example of what may be achieved.

This single filter is built to illustrate different methods rather than provide an ideal and as such demonstrates the following.

1. A sub-filter importing one particular reference type.
2. Another sub-filter importing a different reference type.
3. A sub-filter dealing with different record layouts as well as different courts for the Case reference type.
4. A further sub-filter importing a reference type which is then converted to a Case reference type after import.
5. A sub-filter used as a default to capture any records on the site which do not match an existing sub-filter.

Whilst this may sound complicated, having already worked through the previous import filter ABCs the reader should not find any difficulties.

 

Preparation

 

It will be necessary to restructure the Biblioscape 7 Tutorials database and create new reference types. These sound extreme actions but they are simple processes which Biblioscape facilitates.

To enable the restructure download the DBSys utility from the Biblioscape web site. A link to the download can be found within the Biblioscape help files in the item “Restructure a Biblioscape table”. Search for that title to find the link.

Having downloaded DBSys extract the files. A good location to extract the files to would be C:\Program Files\Biblioscape 6\Tools\DBSys. Now create two new shortcuts for the two extracted files placing the new shortcuts in a new folder named DBSys in the Biblioscape start menu folder. Refer back to the earlier item on creating shortcuts and folders within the Biblioscape Interface Preparation section if needed. Assuming a normal single personal computer install of windows, the users Start Menu is located at C:\Documents and Settings\User name\Start Menu. If the Biblioscape start menu folder does not appear there check in the All Users\Start Menu folder.

Create a new Reference type


Creating new reference types is a simple process, but like many other areas of Biblioscape the details should be very carefully considered. Additionally, where any import filters or styles using information from the new reference type are created, good practice would be to include notes about the configuration of any non-standard reference type within the parsing mechanisms notes field as illustrated within this example. The Options Reference Types dialogue tab should be the only method used to change or add to the reference types. To re-order the reference types a spreadsheet programme will also be used.

In the Biblioscape references module select the Tools|Options menu item to open the Options dialogue window, then select the “Reference Types” tab.

Scroll across the window to reveal the “Case” reference type and then select the Author field in the “Case” reference type, which contains the word “Counsel”. Selecting any field in the “Case” column would actually suffice.

Select the BaseOn button and in the new reference type input box enter a title of “Zero sub-filter” and then select OK.

A new reference type will have been created at the end of the list containing the same field names as the Case reference and it will be displayed on the far right of the Reference Types tab contents.

Entering each cell in the “Zero sub-filter” reference type column change the contents to reflect the entries in the “Generic” column. Not only will doing that save having to change the “Zero sub-filter” reference type to “Generic” later if a generic database field name needs to be identified, it will also assist in becoming familiar with the database reference field names.

Now scroll back to the left and again select the “Case” reference type. Once more select BaseOn and this time enter the name “Arbitration” in the new reference type input box and then select OK.

Now with the newly created Arbitration reference type selected, scroll down in the Arbitration reference type column to the “Publisher” row and change the text “Court” to “Tribunal, Agency or Body”

Still in the “Arbitration” column also make the following alterations:-

In the “Case” column make the following entries:-

For the moment OK out of the Options dialogue window and in the References module choose any existing reference then select the reference type field and from the bottom of the drop down list select the Arbitration entry to see it in action.

Having created two new references the alphabetical order of references within the lists has been disturbed, with the new references being located at the end of each drop down list. To create simplicity it would be appropriate to re-order the reference types now. An easy method of achieving that involves a relatively straight forwards task utilising a spreadsheet program.

Re-Ordering Reference Types

With the Options dialogue window references types tab open select the “Export” button, notice that the format of the file to be saved is set as tab delimited. Navigate to the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments folder and create a new folder with the name “Database References Back up”, name the file to be saved as “YYYMMDD_References” (where YYYY = Year, MM = Month and DD = Day), the same format used within the Import Filters, then save it. This filename format will simplify managing back up reference files should a number of changes be made over a period of time If considered necessary a reference within the tutorial database could be created and the file added as an attachment.

Open a spreadsheet program. Microsoft Excel will be utilised for this example but any other spreadsheet program would suffice.

From within Microsoft Excel select File|Open and open the file C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\Database References Back up\YYYMMDD_References.txt. (To bring the file into view change the “Files as type:” list entry in the open dialogue window to “Text Files” or “All Files”.)

Having opened the file the text import wizard should appear. Leaving the default “Delimited” option selected select the “Next” button, ensure the default “Tab” option is selected and select the “Finish” button to import the file into the Excel spreadsheet.

To make the file easier to read press CTRL+A to select all and then select the drop down menu item Format|Column|Autofit Selection.

When the file is more readable, on the column title bar select the column title “C” and with that column highlighted select the drop down menu item Insert|Columns.

Using the lower scrollbar located towards the bottom right side of the Excel window, scroll to the right hand side of the column list bringing the column containing the “Arbitration” entry into view. Leaving the “Zero sub-filter” column alone Select the column title for the “Arbitration” entry (Which at the moment, if the tutorial was commenced with the default references loaded, is likely to be “AE”) and CTRL+X to cut that whole column into the clipboard.

Being cautious not to select any other item, using the lower scroll bar scroll back to the left of the list, position the cursor in the top cell of the “C” column (cell C1), and CTRL+P to paste the “Arbitration” entry into that column.

Now save the file, keeping it in tab delimited format by answering yes when the popup query box appears. It is important that the file or the spreadsheet program is closed in order to free the file for use by Biblioscape, so exit Excel now, but ensure the file is not saved again in Excel format.

Return to Biblioscape and select Tools|Options then open the References Type tab.

Select the “Import” button, navigate to the YYYMMDD_References.txt file, select and open it.

The references have been imported into Biblioscape, replacing the previous reference order in all the locations they are used, so OK out of the Options dialogue window.

Adjusting database fields

Making any database alterations using DBSys should not be undertaken lightly and great care should be exercised, especially when altering a table containing any data.

In truth all of the alterations made by these particular adjustments are not strictly necessary as in one case other fields could be used to accommodate the target data, but the exercise will be worthwhile in providing some experience in this task.

A change made will be to accommodate a URL in an additional field by an adjustment to that field’s size. No change to the database field name or type of data held should be made.

Further changes will be made in the size of some other fields to accommodate longer contents/numbers.

The changes made will only apply to the Biblioscape Tutorial database and not affect other Biblioscape databases.

Close Biblioscape and open the DBSys application.

From the “Utilities” drop down menu select “Restructure”.

When the “Select table to restructure” dialogue opens navigate to the C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial directory and with that directory selected, select OK.

A list of the Biblioscape database tables will open in the “Available Tables” list, select the one called “bib” and then the “Open” button.

Once the “Modify Table Structure” dialogue is open scroll down in the field list until the field name “Edition” is visible (Row number 21). In the “Edition” row double click in the size column and change the entry from 20 to “24”

Scroll now to the “Custom_6” field (Row number 48). In the Custom_6 row double click in the size column to enter it and change the entry “50” to “250”.

Find the “Call Number” field (Row 51). In the “Call Number” row double click on the size column and change the entry from “30” to “32”

Finally scroll to the “Accession Number” field (Row number 62). In the “Accession Number” row double click in the size column and change the entry from “20” to “25”.

Having made those alterations the Save button will be enabled. Select “Save” and then once the changes have been carried out and reported exit DBSys. (Alterations in existing databases may take some time, although progress is reported by the indicator at the bottom of the DBSys window.).

The reference types and fields to be used for this filter are now ready.

The version of the relational database (DBISAM) used by Biblioscape, at the moment does not support string fields greater than 255 characters. If a greater field size is required memo fields have to be used. The Biblioscape Title fields use string fields. The full title of some legal cases can be greater than that 255 character limitation so some truncation of the longer full titles is to be expected with the filters to be compiled. Discussion on the Biblioscape mailing list has indicated an intention to move to a later version of DBISAM which supports larger string field sizes, possibly with version 8.

Configure Biblioscape views


With the Biblioscape Tutorial file open in the references module ensure the Preview Pane Header is visible. Recall the Formatted Preview window may be resized in the normal way, as/if necessary, by grabbing the line between that window and the preview pane window.

Create Internet Resources


Although the BAILIII website provides the results from many courts, not all will be built into this filter. It is possible for the others to be added, but there would be no value in progressing that far within this tutorial.

Open the Bibliobrowser and for the moment create four new internet resources with the following attributes:-

Title BAILII United Kingdom Legislation URL http://www.bailii.org/uk/legis/num_act/
Tip Free access and use within limits.
If many downloads made donation requested.
Organisation British and Irish Legal Information Institute
Subject Legislation
Access Free

Title BAILII United Kingdom House of Lords Decisions
URL http://www.bailii.org/uk/cases/UKHL/
Tip Free access and use within limits.
If many downloads made donation requested.
Organisation British and Irish Legal Information Institute
Subject Court
Access Free

Title BAILII England and Wales (CA Civil)
URL http://www.bailii.org/ew/cases/EWCA/Civ/
Tip Free access and use within limits.
If many downloads made donation requested.
Organisation British and Irish Legal Information Institute
Subject Court
Access Free

Title BAILII England and Wales High Court (Administrative Court)
URL http://www.bailii.org/ew/cases//
Tip Free access and use within limits.
If many downloads made donation requested.
Organisation British and Irish Legal Information Institute
Subject Court
Access Free

Title BAILII United Kingdom Financial Services and Markets Tribunals Decisions
URL http://www.bailii.org/uk/cases/UKFSM/
Tip Free access and use within limits.
If many downloads made donation requested.
Organisation British and Irish Legal Information Institute
Subject Tribunal
Access Free

This would be a good point for readers to read the BAILII website terms and conditions and associated policy documents.
Building the Import Filter

Because this will be a fairly complex filter, gathering examples now of all the data required later will be very advantageous.

If a full filter for the site were being compiled a number of references providing examples of each of the different categories and styles of document would be required. However this tutorial is intended to deliver the skills enabling a reader to compile detailed filters capable of dealing with complex sites and that objective can be achieved with the chosen examples, hence limiting the size of the tutorial but still resulting in a filter capable of being extended should any reader so desire.

From within the Internet module open the BAILII - United Kingdom Legislation website from the Biblioscape Internet Resource link created earlier. Then open the year “2000” link, find the listed “Freedom of Information Act” and select that link. Once the Freedom of Information Act 2000 is fully open Capture Page As a Reference saving in HTML format only.

Change to the reference rich text/document view and select all the document content CTRL+A.

Open the Hex program. Create a new document and paste CRTL+V the document contents into the hex program.

Open the Regular Expression Test Program and paste CTRL+V the document contents into the input string field.

Returning to Biblioscape in the reference module open the Main Import Filters dialogue window. SHIFT+CTRL+M

Select the Main Import filter “New” button and paste the document contents into the example text box of the “Define Import Filter Type” dialogue; then enter the following details in the other fields. (Cut and paste the comments field.)

Import Filter BAILII
BaseOn Tutorial
Provider As required
Comments Limited Import of BAILIII website http://www.bailii.org
sections as listed below:-

United Kingdom Legislation -
Imports the whole act into the document field only
when the act appears completely on the one html
page.
United Kingdom House of Lords Decisions
England and Wales (CA Civil)
High Court (Supreme Court Cost Office)
United Kingdom Financial Services and Markets Tribunals Decisions
Imports the whole opinion into the document field.

Warning: Not tested on all possible document formats
Long Case titles may be truncated.
REQUIRES REFERENCE TYPES "ARBITRATION" AND
"ZERO SUB-FILTER" REFERENCE TYPES TO EXIST.
Both are based on the "Case" reference type with some
field alterations, see the "Parsing by Biblioscape Import
Filters" tutorial for details.
BAILII Terms provide for limited free use. Choose cases
wisely or make a donation.

Last Updated Date in the format YYYYMMDDI

Open the “Record” tab and in the “What separates each record” “First Tag” textbox paste the regular expression “RE(\[.*Feedback\])RE” which will be explained shortly.

Opening the “Date and Others” tab from the “Date Format” drop down list select “Day Month Year” and type a space into both the “First Date Separator” and the Second Date Separator textboxes. This will tell Biblioscape that document dates are in the format 17 May 2005 allowing it to correctly convert them into the format of 17/05/2005 when importing into date formatted database fields.

Ensure the filter is selected as a favourite and then for the moment OK back to the main references module window.

Although not yet in working order the basis for a filter now exists containing an example of the first type of record which it will deal with.

ALT+CTRL+W opening the Bibliobrowser.

Associate the newly created BAILII import filter with each of the Internet Resources created earlier.

Now open the following links in the Bibliobrowser, once each is fully open Capture Page, As a Reference, saving in HTML format only.

http://www.bailii.org/uk/cases/UKHL/2004/13.html
http://www.bailii.org/ew/cases/EWCA/Civ/2003/1746.html
http://www.bailii.org/ew/cases/EWHC/Costs/2005/90001.html
http://www.bailii.org/ew/cases/EWHC/Admin/2005/55.html
http://www.bailii.org/uk/cases/UKFSM/2005/14.html

If a preference for working on documents in paper form still exists, one would print them now, these ones can however be rather large. Being aware of the size of some it can be convenient to cut and paste each one into Biblioword or a word processor then edit out the central text portions to leave only relevant parts of the documents available for those purposes.

Note. Recall the webaddr.txt file, well that can also be advantageous when creating import filters. Placing links from the saved HTML only files resident on disk into the webAddr.txt file can save on-line searching and retrieval time as well as unnecessary site access. Either open each saved reference HTML file in turn in the default browser then copy the file URL from the browser, and paste it into Bibliobrowser URL box or to reduce the work involved copy the URL directly from each reference URL field into the webaddr.txt file. There is a need to be very structured in the way files are accessed in the Bibliobrowser to maintain the URL order when using this method as the URL last viewed is moved to the top of the list and the restrictions on the viewable text in the Bibliobrowser URL box make it difficult to differentiate between content where long entries are concerned. See ABC 7A for an example. The headings added in that example will be visible in the Bibliobrowser URL box simplifying the initial selection of related pages.

Before moving on, in the references module folder list create the following folders as reference folders within an “Examples” folder.

Legislation
House of Lords
CA Civil
High Court
Financial Services & Markets

Then place the relevant reference captured for this filter in each.
Reference type tag field

With many of the filtering actions in this filter dependant upon each other do not input any of the following information into the initial two sub-filters until indicated. A fuller understanding will develop as the third and subsequent sub-filters are added.

To match different reference types to the required sub-filter a common tag, identifying data unique to each particular type of reference material is required. The common tag is used by the “Reference Type” tag field of all sub filters with the relevant identification data used in the “Matching Text” textbox of each sub-filter.

The intention is that a set of sub-filters as listed below will be used:-

· Arbitration United Kingdom Financial Services and

Markets Tribunals Decisions;

· Bill United Kingdom Legislation;

· Case England and Wales (CA Civil)

&

United Kingdom High Court (Administrative

Court);

· Generic United Kingdom House of Lords Decisions

(With the Reference Type being changed to Case during the import);

· Zero sub-filter Documents which do not match any

sub-filter criteria.


For now consider all of the reference documents captured and mark features which could be used as a common tag across all of the reference types to identify differentiating text unique to each particular reference type, for use in the Matching Text textbox.

The following common tag and matching text has been initially selected to identify the different reference types. Because of some limiting circumstances the matching text will alter slightly later.

Note that there is a trailing space at the end of the tag data.
Also note there is no matching text for the Zero Sub-Filter. This will allow any import from BAILII where any document does not meet any sub-filters matching text to be captured as a document only, providing a very clear indication further filter work is required whilst still capturing the data.

A very important point to recognise where multiple sub-filters are used is that unlike all other fields within a sub-filter the Reference type tag is not unique to each sub-filter as each one must contain the same tag as every other sub-filter within that particular main filter. Where a complex field is used as a Reference Type tag this must also be exactly replicated in every other sub-filter. Other tag fields containing differing ID text may exist in the Reference Type tag complex field parsing sequence, provided they appear after the Reference Type tag. Any parsing done prior to a Reference Tag field must also be duplicated within every sub-filter.

When working with multiple sub-filters the importance of the above factors cannot be overstressed as a failure to have an identical “Reference Type” tag including any relevant associated complex fields in any sub-filter within a main filter can cause the filter to fail with 0 records being imported.

Where an import filter contains an existing sub-filter, when any additional sub-filter is added to that filter all tag data field contents are automatically copied from the original sub-filter into the new sub-filter leaving only any changes to tags and the content of the “Matching text” textbox to be completed. This can assure the Reference Type tag field data is accurately replicated in each and every sub-filter contained within any single import filter.

When a regular expression is used for a Reference Type tag, the filter only recognises the returned text up to but not including any line separator.

To demonstrate different methods of dealing with the requirement for the duplication of the Reference Type tag field, and as a means of providing experience in the functionality mentioned above only the two reference types of “Zero Sub-Filter” and “Bill” will initially be added into the sub-filter list. Because they are added together without the advantage of an existing Reference Type tag, both will require that information to be input manually.

The sub-filter for the “Bill” reference will be very simple, importing the body of the text as a whole into the document field. The objective at this stage is to facilitate a focus on some matching text and differentiation techniques as the other sub-filters are added later.

The Zero sub-filter Sub-Filter


Open the main Import Filters dialogue. CTRL+SHIFT+M

With the BAILII import filter selected add a sub-filter “Bill” from the sub-filter drop down list.

Select the sub-filter “New” button and add a sub-filter “Zero sub-filter”. Make the “Zero sub-filter” the default sub-filter.

Remember that the “Zero sub-filter” reference type was created, and that sub-filter is being added, to accommodate the import of any records from the site which do not meet an existing sub-filter’s selection criteria because of that it will not function on its own.

Select the “Zero Sub-Filter” sub-filter and open it for editing.

In filters which do not contain multiple sub-filters I prefer to repeat any tag containing a complex field within each related sub-filter tag field. However when multiple sub-filters are used it is necessary to only have one sub-filter “Map tag fields to data fields” entry link to any single set of complex fields, and it is not possible to otherwise use a sub-filter tag field to note where a complex field is located. This can mean when returning later to edit a filter having to check every “Map tag fields to data fields” field to find the one containing the complex field for a particular tag field.

Make the following entries in the “Zero Sub-Filter” sub-filter tag fields:-


Regular expressions will no longer be fully explained.

In the Reference Type tag field now add the following complex filters in the parse sequence as listed:-


Regular expressions will no longer be fully explained.

Make a note be aware for future reference that where an entry exists in the “Complex fields” tab for the “Reference Type” tag field that when initially opening the sub-filter and viewing the “Complex fields” tab from the “Matching Fields” tab there is initially no display indicating the existence of a complex field entry in the ”Complex fields” tab heading; This applies to the “Reference Type” tag only when first opening the sub-filter. i.e. The tab title does not always display “>>> Complex fields” when initially accessing the sub-filter, even when immediately re-selecting the “Reference Type” tag. Should there be a need to resolve that minor display issue, select any other tag field and re-select the “Reference Type” tag.

In the Document tag field add the following complex fields in the parse sequence:-

That completes the “Zero Sub-Filter”.

Do not test the filter yet as it will not work correctly because there is no matching text for that reference type.

Still in the sub-filters dialogue window, using the “Reference Type” drop down list located towards the top left hand corner of the “Sub-Filter” dialogue window switch to the “Bill” sub-filter.

The Bill Sub-Filter


Ensuring the “Bill” sub-filter is selected make the following entry in the “Bill” sub-filter tag field:-

Now in the “Matching text” textbox above that enter “United Kingdom Le” and then duplicate the complex fields entered in the reference type for the Zero sub-filter in the Bill sub-filter. (With this being a different reference type remember some of the field names may differ)

The “Reference Type” tag will eventually identify the matching text for the “Bill” reference as:-

You are here: BAILII >> Databases >> United Kingdom Legislation >>

But due to a truncation applied to the matching text field the matching text is actually limited to 17 characters equating to “United Kingdom Le”

The “Matching Text” textbox is physically capable of accepting up to 80 characters in total. The text actually matched seems to be truncated at 17 characters unless regular expressions are used at in the matching fields tag, in which case the “Matching Text” textbox resultant matching text appears to be truncated at 30 characters, which is in line with the “Reference type” database field itself. These differences do make sense when the historical development of Biblioscape and support for existing filters is considered.

Using that knowledge about the matching text, the entry for the “Bill” sub-filter could be extended to include the whole of the tag identified text by inserting “RE(United Kingdom Legislation)RE” or a regular expression which identified the same text. For this sub-filter leave the matching text as originally entered.

The contents of the “Matching Text” box should not start or end with a space as leading and trailing spaces appear to be programmatically removed prior to matching against that text. The “Matching Text” textbox also rejects any line separators.

The “Matching text” textbox for the “Zero Sub-Filter” should remain empty.

Ensuring the “Bill” sub-filter is selected make the following entries in the “Bill” sub-filter tag fields:-

The regular expression RE(\[New.*Help\])RE matches:-

[New search] [Help]

The regular expression RE(\[.*Feedback\])RE matches:-

[Home] [Databases] [World Law] [Search] [Help] [Feedback]

In the Reference Type tag field add the following complex fields in the parse sequence as listed:-

Those necessarily exactly duplicate the entries made in the Zero-sub filter Reference Type tag complex filter field.

In the Title tag field add the following complex fields in the parse sequence as listed:-

The regular expression RE(\d{4,})RE matches:-

2000

In the Document tag field add the following complex fields in the parse sequence as listed:-

Now in the Main BAILII filter dialogue “Replace or Remove” tab make the following entries:-


Remember the tick button.

The regular expression RE(^\x0d\x0a)RE matches:-

A carriage return and new line at the start of the document field which would leave a blank line there if not removed.

The regular expression RE(^\x20)RE matches:-

A space at the start of the fields in question. (Which were created by a conversion of the \x0d\x0a characters by the database field rules.)

The regular expression RE(\x0d\x0a)RE matches:-

A carriage return and new line in the Miscellaneous (History) field which would leave additional blank lines at the end of the document if not removed.

Note how in both the Bill and Zero Sub Filter filters the details of the Reference Type tag field in both the sub-filter and the complex fields have been completed with exactly the same detail.

The filter will now work, roughly importing “Bill” references which match the presentation of the act of parliament used to compile this filter.

Various methods of dealing with the different presentations of the same data are dealt with later. For the moment test the filter now on the Freedom of Information Act captured earlier, and then export the filter, saving it in the file name format “yyyymmdd_filter name”, this will assure a simple recovery from this point should any errors be made later.

Because it is only possible to create one sub-filter for each of the available reference types within each main filter, one needs to be somewhat creative in the use of the sub-filters themselves, as well as the parsing techniques, if many records of the same reference type, but with different formats, are to use the same filter.

New reference types could be created to accommodate the different sources providing the same reference type data to the BAILII site, (i.e. Case(Queens Bench Division), Case(Civil), Case(Criminal)) but that would create unnecessary complexity within the database, or require further work using either the filter Search and Replace (as illustrated by one option later in this example.) or, after import, Global Edit to change the reference types back to Case. Equally different filters could be used for each section of the site.

This particular filter is aimed at providing an example of delivering one filter eventually capable of dealing with all references within a site, having gained the experience from working through the filter the reader will be able to determine for themselves the most appropriate method suitable to their circumstances and needs when compiling any filter.

The Arbitration Sub-Filter


From within the “Main Import Filters” dialogue window and with the BAILLI filter selected, select the “Zero sub-filter” sub-filter and then the sub-filter “New” button. From the drop down list appearing in the sub-filter list select “Case” then repeat that process and select “Arbitration”.

Note that the order of selection does not matter to the final display order.

The Zero Sub-Filter was selected prior to the creation of each new sub-filter so that the details from that particular sub-filter were copied across into the new sub-filters.

The sub-filter list box should now contain the entries:-

· Arbitration
· Bill
· Case
· Zero sub-filter

The Arbitration sub-filter is intended to provide experience in editing sub-filters, extend the readers knowledge in regular expressions and matching text issues whilst also introducing the use of regular expressions into the matching text field.

To create the “Arbitration” sub-filter, in the references module folder tree enter the “Financial Services & Markets” folder and open the Rajah v Financial Services Authority reference captured earlier, copy the contents of the reference rich text/document field and replace the contents in the Hexeditor and Test Regular Expressions applications

Open the Arbitration sub-filter for editing and paste the document into the beginning of the Examples tab field. The examples text is common to all sub-filters so care will need to be taken when navigating through this textbox if all examples are retained there. When the examples textbox contains large amounts of text exporting the filter can take much time and lead to large .bif file sizes, so it can be advantageous to delete old examples as work progresses.

It is intended that the main elements of this filter be completed prior to entering the matching text, at which point it will start working.

Leaving the “Arbitration” sub-filter Reference Type tag alone enter/check the following tags are correct.

In the Publisher tag field add the following complex field in the parse sequence as listed:-

In the Date tag field add the following complex fields in the parse sequence as listed:-

Within this tag string the regular expression RE(\x20\D+\x20\D+)RE matches:-

The applicant

Removing the Biblioscape regular expression opening and closing identifiers “RE( and )RE then listing the expression used on its own it means:-

 

In the Accession Number tag field add the following complex field in the parse sequence as listed:-

In the Abstract tag field add the following complex field in the parse sequence as listed:-

Opening the “Exclude Fields” tab make the following entry:-


The affect of this entry will be to end the “Document” field input when this tag is reached.

The common “Reference Type” tag will identify the matching text for the “Arbitration” reference as:-

You are here: BAILII >> Databases >> United Kingdom Financial Services and Markets Tribunals Decisions >>

This text is clearly larger than even the 30 character limit available when using regular expressions so it will be truncated to either:-

17 characters - United Kingdom Fi

or

30 characters - United Kingdom Financial Servi

For this sub-filter an RE will be used in the matching text textbox. So insert RE(U.+King.+Financial.*)RE in the Arbitration sub-filter Matching Text textbox, which following truncation will match:-

United Kingdom Financial Servi

This sub-filter is now complete and will work on the selected reference.

Once more export the filter to allow recovery during the next stage if errors are made.

 

The Case sub-filter


The Case sub-filter provides examples of utilising regular expression alternatives. By using alternatives in the matching text, sub-filter and complex field fields many variations in format within the same reference type can be accommodated. An extended method will be used to illustrate these issues clearly.

No regular expression will be interpreted. Generic tag field names only will be used.

Imports made after this example has been compiled can illustrate the restrictions on field length within the Author and Title fields discussed under the “Adjust a database field” heading. Some of the additional length applied to database fields will be exploited.

In the References module enter the CA Civil folder and open the stored web page for the reference relating to the Durant case in the Bibliobrowser. Copy the contents of the reference document/rich text field into a new document in the HexEditor and also into the input string field of TestRegExp.

In the Import Filters dialogue select the BAILII “Case” sub-filter, open it for editing, paste the document into the beginning of (or replace) the examples field and then, leaving the Reference Type tag alone make the following changes to the tag fields.

The common “Reference Type” tag will identify the matching text for the “Case” reference as:-

You are here: BAILII >> Databases >> England and Wales Court of Appeal (Civil Division) Decisions>>

This text is again clearly larger than even the 30 character limit available when using regular expressions so it will be truncated to either:-

17 characters – England and Wales

or

30 characters – England and Wales Court of App

For the Case sub-filter a regular expression will be used in the matching text textbox, so insert RE(England and Wales Court of App)RE which will match:-

England and Wales Court of App

In the Reference Type tag complex fields tab, leaving the Reference Type, Short Title and URL entries alone add an additional two entries to the end of the parse sequence as follows:-

In the Secondary Authors tag field add the following complex fields in the parse sequence:-


The regular expression RE(\x5f{2,})RE would match:-

__

In the Publisher tag field add the following complex fields in the parse sequence:-

In the Document tag field add the following complex fields in the parse sequence:-

In the Accession Number tag field add the following complex fields in the parse sequence:-

Finally tidy up by adding the following entries to the end of the parse sequence in the Replace or Remove tab.


The ## is being used as an interim replacement to stop repetition of the following replacement action.

Using the HexEditor the reader will see that x2c matches a comma.

The initial portion of this filter is now complete and will import the target page, but to accommodate variations in format within the Court of Appeal (Civil Division) decisions as well as cases from other courts the use of alternatives is required. The reasons for some of the initial parsing approaches will become apparent as the use of alternatives is progressed.

Dealing with varying formats


In the Bibliobrowser open a new URL :-

http://www.bailii.org/ew/cases/EWCA/Civ/2004/275.html

Now import that case using the BAILII filter. Studying the web page for the IS Innovative Software case, one notices a number of variations exist in format when compared to the Durant case, which will require the use of regular expression alternatives to deal with them if that type of format is to import correctly.

In “Case” sub-filter change the Accession Number tag field complex field entries, keeping the parsing sequence the same, as follows:-

The regular expression RE(Case No: |.{2,4}\x2f)RE will match the tags of

Case No: in the Durant case or B2/ in the IS Software case.

In the Secondary Authors tag field change the tag to:


To retain the associated complex fields add the additions to the current tag. If the associated complex fields are lost, place the old tag back in and start again. There is a need to change out of the tag field and back into it to check if the complex fields have been retained. This is an important issue to learn.

And then change the following complex fields in the parse sequence to:-


Now in the Replace or Remove tab add the following entries to the end of the list:-

Then to correct the parsing sequence find the current Series Editor entry which contains the Replace with entry “Transcript of the Handed Down Judgment ” select the + button to duplicate that entry at the bottom of the parsing list and delete the original by selecting the – button.

Do the same with the Document entry containing the Find what text “RE(^\x0d\x0a)RE”

Do the same with the Authors entry containing the Find what text “RE(^\x20+)RE”

The filter will now work correctly on cases with both the formats dealt with.

In the References module move into the “High Court” folder.

Various Courts


Now open the MAURIZIO SAMONINI case saved earlier and placed into the High Court folder.

Note the variations in this case include the court name and affect on the Matching Text.

Change the “Case” sub-filter Matching Text field to:

RE((England and Wales·)(Court of App|High Court·\())RE

The regular expression RE((England and Wales)(Court of App|High Court·\())RE will match the tags of

England and Wales Court of App in the Durant and IS Software cases or
England and Wales High Court ( in the MAURIZIO SAMONINI case.

In the “Case” sub-filter Reference Type tag change the Date complex fields as follows, leaving all the other entries in the parse sequence unchanged:

The square brackets enclose character classes. i.e. A list of specified characters. So [A-Z] means any upper case alphabetical character and [a-z]+ means one or more lower case alphabetical characters. [a-z]+ is contained within a nested sub expression ().
Cut and paste the expression into TestRegExp to view it more clearly on one line.

The registered expression itself will match either “(Costs)” or “(“ within the target strings contained within the “You are here: BAILII >> Databases >> ” tag. The order of parsing within the regular expression is itself important in matching the correct pieces of text; if the order of the alternatives in the parsing sequence within the regular expression were reversed (Costs) would never be matched as the ( would always match.

In the Secondary Authors tag change the complex field for the Authors entry as follows leaving all the others unchanged in the parse sequence list:

In the Publisher tag change the following complex field in the parse sequence list leaving the other unchanged:-

The simple regular expression RE(Court|High)RE matches:-

Court or High

Finally tidy up by adding the following entries to the end of the parse sequence in the Replace or Remove tab.

This filter is now complete and will match the target pages and any others with the same formats.

Export the filter saving it to assure recovery if needed later.

Other formats do exist within both the civil appeal court and the high court areas of BAILII. Very similar actions to those already accomplished would be required if the filter is to fully function for them as well.

Test the filter on the link:-

http://www.bailii.org/ew/cases/EWHC/QB/2005/1092.html

Looking at the resulting reference file no other work is required so that court could be added to the filters comments box list.

Challenge – Going through the civil appeal court web pages so far dealt with populate the “Case” sub-filter “History” field with the appropriate details from the lines beginning with IN THE …….

Quick Hint – Consider Accession Number tag field complex fields.

Save the filter as before.

 

Generic sub-filter.


This sub-filter will deal with a Case import which will utilise a different reference type initially, then use the Replace or Remove tab to change to the Case reference type. The Exclude Fields tab will also be utilised.

In the References module change to the House of Lords folder and open the stored web page for the reference relating to the Barber case in the Bibliobrowser. Copy the contents of the reference document field into a new document in the HexEditor, into the input string field of TestRegExp and into the top of the BAILII import filter examples tab.

With the Zero-Sub-Filter sub-filter selected create a new sub-filter selecting the “Generic” reference type from the sub-filter drop down list.

The sub-filter list should now contain

· Arbitration
· Bill
· Case
· Generic
· Zero Sub-Filter

Studying the web page the matching text will be

United Kingdom House of Lords

(This text does contain a trailing space but recall that trailing spaces are truncated in the Reference Type field so the matching text will actually only be 29 characters long.)

Open the Generic sub-filter for editing and enter the following in the Matching Text field.

RE((U.+dom\x20)(House of Lords))RE

A regular expression has been used at this stage for practice purposes and to maximise the potential accommodation of other courts with the prefix name “United Kingdom” in this particular sub-filter.

Make the following changes to the Generic sub-filter tag fields.

In the Reference Type tag add the following complex field to the parse sequence below the Short Title:-

In the Title tag add the following complex field in the parse sequence:-


In the Publisher tag add the following complex fields in the parse sequence:-

In the Year tag field add the following complex filters in the parse sequence:-

In the Exclude fields tab insert the following two tags:

RE(^HOUSE·OF·LORDS)RE

BAILII:

In the Replace or Remove tab add the following entries:-

Remember the tick button

That completes this sub-filter. Test it on the relevant page.

The reader should be able to recognise that the method this last sub-filter uses opens up all sub-filter reference types for use and later change within any one main filter. The main consequences of that are keeping track of what each sub-filter reference type is used for or changed to.

Finally with the BAILII filter now complete as far as this tutorial is concerned after deleting the example tab content to reduce the file size, export it one last time.

Confidentially dispose of any unwanted paper copies created.

The reader should now have sufficient experience and insights into both import filters and regular expressions to become productive in import filter creation.

As further expertise is developed and import filters created do forward new ones to Biblioscape support, allowing them to be made available to the rest of the Biblioscape community.

ABC Import Filters 7a - webAddr.txt Example

England and Wales. Name only. No brackets.

C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\filename.htm
C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm

England and Wales. Name and Brackets

C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm
C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm

United Kingdom. Name only

C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm
C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm
Name only
C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm
C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\ filename.htm

United Kingdom Legislation

C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\Computer Misuse Act 1990 Chapter 18.htm
C:\My Documents\Biblioscape Tutorial\attachments\References\HTML\Data Protection Act 1998 Chapter 29.htm

ABC Import Filters 8 - Creating a Biblioscape tagged file from a structured text file.

Introduction

A common question asked from time to time within the Biblioscape Yahoo group and Forum has been if it is possible to import ordinary documents into Biblioscape. The answer to that question is an unequivocal yes, but the how depends on the document format and layout, as well as the way the user may wish to populate the database. It is clearly possible to create a reference for a single document and place its text within the document field. As the reader will realise having worked through the exercises so far, it is also quite simple to create an import filter sufficient to deal with many formal documents formatted in a common way.

There is no real difficulty in facilitating the import of a single structured document containing material which could form multiple references into Biblioscape by simply converting the document into a formatted Biblioscape tagged file, provided some time and care is applied to the process.

This final task provides an example of one method to import a document in such a way by utilising a word processor. The intention here is to provide a working example of a method which could easily be used by new computer users to import a formally structured file into a Biblioscape database rather than produce a finished set of references. Because of the application constraints of many word processors the method is clearly not the best one, but it is easily achievable, and will provide most computer users with sufficient experience to progress further if or as necessary.

Clearly other methods of parsing which may be more appropriate in many circumstances could be used more effectively. The reader will need to identify their own skill levels and needs to choose the most appropriate method suited to their circumstances. Utilising a program containing regular expression functionality would serve to further develop the basic knowledge gained in this document. Another relatively simple method, reasonably easily learned, would be to use the macro functionality of a word processor or some programming language.

Whilst the references created by this example will contain errors, the exercise does serve as a good example of what can be feasible achieved by this method.

Having imported the references, the Biblioscape reference find and replace functionality will then be utilised using regular expressions to provide some experience in that area. A result of the choice of using the Biblioscape Lite version to compile this tutorial is that the Global Edit function, which provides a very simple method for database field editing and formatting, will not be illustrated here. Global Edit is available within the Standard and higher versions.

Microsoft Word is used for this example. There would however be no difficulty in using any other word processor which provides the necessary functionality, any search and replace application, or any large file handling application, many examples of which are available as freeware and some of which also include regular expression functionality. Microsoft Word itself is not ideal as it does not function particularly well with larger files. If the reader needs to deal with a particularly large file collection of data they will need to find a more suitable tool.

If the researcher is to be able to benefit from any data imported, inputting large files into an active Biblioscape research project should be done with greater care and thought than is illustrated by this example.

Biblioscape Tag File format

The Biblioscape help file contains details of the format of a Biblioscape Tag File. Basically each record within a file is separated by a single line containing only six hyphens. Each database field is then identified at the start of a line beginning the relevant field by a tag, as listed within the help file, preceded by two hyphens then followed by two hyphens and a space, followed by the field content.

e.g.

------
--AU-- Indicates author so the authors details would appear here

Preparation

First create a crib sheet of the Biblioscape database tags.

Open the Biblioscape help file, search for “Biblioscape Tag File” and open the item with that title. Copy the full item (With the cursor within the item CTRL+ALT+A then CTRL+ALT+C) and paste it into a word processor. Format it as necessary to reduce the contents to two sides of A4 paper. Selecting the table and formatting it as two columns then changing the font size to 10 will help. If not familiar or willing to spend time altering the page setup, the contents of the table are the items most needed.

In Bibliobrowser open the Project Guttenberg site at:-

http://www.gutenberg.org

Open the “Online Book Catalog” link and in the EText-No: search box enter the number 22.

Once the page for the search result titled “Roget’s Thesaurus by Peter Mark Roget” has opened capture the page as a reference in Web Page html only format.

Return to the Bibliobrowser, from the bottom of the web page download the Plain text zip file from one of the download links and save it to disk. This zip file may be required to be used a number of times.

Decompress the contents of the zipped file into the directory C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\References folder and returning to the reference created a moment ago add the resulting Roget15a.txt file as an attachment.

With not knowing what purposes, if any, the material the focus of this filter may be used for, first some tidying in line with Project Guttenberg licence restrictions.

Open that Roget15a.txt file in Word or a word processor used.

Do not be concerned about making any alterations to the document, as if necessary a fresh copy can be unzipped to replace any document damaged beyond repair whilst practicing.

Search for the text “THESAURUS OF ENGLISH WORDS AND PHRASES“ and then delete all the text above that line to the beginning of the document.

Next search for the text “*** END OF THE PROJECT” and delete all the text from the end of the last entry above that line to the end of the document.

Now to adjust and tidy the format somewhat.

Turn off the spelling and grammar checks as you type options within the word processor so they do not affect the process.
Formatting the File using the Word search and replace function

Note: To avoid potential problems with Word do not immediately follow one search and replace with another. Save the Roget15a.txt file once each full search and replace action is completed.

Using the Search and Replace All option carry out the following replacements.

N.B. Comments appear within parenthesis and italics. They should not be input.
^p is the special paragraph character within Microsoft Word. (return & new line)
If Word starts to re-paginate wait for it to complete before continuing.

Save the file retaining the .txt format.

Search for ” QUANTITY BY COMPARISON WITH A STANDARD” and copy the two entries for “QUANTITY BY COMPARISON WITH A STANDARD” including the % on the line above the section title.

Open Notepad, paste the copied portion into it and save it as a text file named “Quantity.txt” C:\Documents and Settings\User Name\My Documents\Biblioscape Tutorial\attachments\References folder.

Closing the original file open the Quantity.txt in Word and after ensuring “Match Case” is selected in the Search options carry out the following find and replace actions in the order listed:-

Save the file.

Tidy up by resetting the spell checker and grammar options within Word.

Depending upon your hardware and software configurations it may be beneficial to reboot the computer at this stage.
Importing the Formatted File

Create a Reference folder in Biblioscape called “Roget’s”. (The “Add a folder” icon available in earlier versions is no longer available in the Import Bibliographies dialogue.)

From within the Biblioscape references module select the Menu item File|Import or CTRL+I to open the Import Bibliographies dialogue.

From the Import filter drop down list select the filter “Biblioscape Tag File” (It will appear after the capitalised B entries) then from the “To Folder” drop down list select “Roget’s” and browse to the edited text files, import the “Quantity” file and then the Roget15a file.

Some final tidying up within the references.

To restrict the following actions ensure the focus within Biblioscape is on the newly imported references and is on the index view, select the Edit|Replace item. CTRL+H.

From the “Limit find operation to field” drop down list select the “Document” entry, tick the regular expression selector and after making each entry from the list below select the “Replace All” button.

Make the following entries in the Find what textbox:-

Note – The regular expression declarations RE( and )RE are not required within the reference search and replace dialogue..

Remember that while the judicial use of iterators within regular expressions is of value, great care should be taken to ensure runaway expressions do not occur by following them with an effective terminator of some kind.

This demonstration of a rough import and cleansing is now complete so review the references imported. Any errors which exist are indicative of too little time taken in preparing the script for the search and replace operation rather than any fault with the method itself.

Clearly Biblioscape tagged file format imports initially require a file to be in text format. Most word processors allow documents to be saved as text and most other textual document formats have available converters. If in doubt about conversion search the internet. E.g. “pdf to text”

Whilst importing in this type of way can be very flexible, to import from any other bibliographic package users should use the existing import filters and methods as documented within the help files.

When thinking of importing large quantities of references consider the following extract from a thread entitled "Unstructured data" on the RECORDS-MANAGEMENT-UK@JISCMAIL.AC.UK list dated 2 August 2005

“even a cursory examination of any filing cabinet is almost certain to reveal that nearly half of the stored records no longer have much relevance to current needs.” (Linton, J.E. Organising the office memory: The Theory and Practice of Records Management, University of Technology, Sydney, Kuring-gai Campus, Centre for Information Studies Publications p113). In a finding by Kalthoff and Lee from a survey made by the Dartnell Institute of the USA back in 1978 it was stated that:

65c in every dollar expended in record keeping and filing is wasted
70% more records are retained than are needed
85% of filed references are never referenced
95% of all references are to documents that are less than 3 years old and
45% of filing space is used to store duplicates and records of doubtful reference value.
(Kalthoff, R J and Lee, LS; Productivity and automation. Englewood Cliffs, NJ: Prentice Hall, 1981 p116).
Whilst this seems to be a rather old text to be quoting, there are some organisations that appear to still have problems with its paper based record keeping systems. As we mentioned in a previous edition: a study conducted by PricewaterhouseCoopers found that professionals spend 5-15% of their time reading information, but up to 50% of their time looking for pertinent data.

The average organisation also:

· Makes 19 copies of each document it receives or produces;

· Loses 1 out of every 20 documents;

· Spends 25 hours recreating each and every lost document;

· Spends 400 hours per year searching for lost files; and

· Spends $120 in labour searching for each misfiled document

IDM: Image and Data Manager; September/October 2003 P53”

This was extracted from the July edition of Information Overload - http://www.iea.com.au

There is an equal argument that much information is lost by neglect or wrongful application, which leaves researchers in the position of needing to know their data in sufficient detail at each of the appropriate level(s) in order to gain value and create information useful for their research purpose.

Importing and exporting references

Biblioscape can import references from many different sources and formats. You no longer needs to type in reference records. The easiest way to build up your reference collection is to capture search results from Web based bibliographic database. Biblioscape user can search a Web based bibliographic database using an built-in browser. Search results can be captured directly into reference database with the right import filter.

Biblioscape can import references saved as text file from CD-ROM, Email, library catalog, etc. You can build a new import filter if there is no existing ones available. Detailed online tutorials are available for importing and exporting files to and from all major competing products. Biblioscape can import references from the following programs: EndNote, Reference Manager, ProCite, Citation, Papyrus, Bibliographica, spreadsheet or database programs, etc. Biblioscape also lets you import records as comma or tab delimited files.

There are several ways to export references. You can export records as plain text file, so you can later import the records into other bibliographic software. There are thousands of output styles pre-made in Biblioscape. You can use any of them to export records in RTF or HTML format. User can also create new output styles if the existing ones do not satisfy your needs.

Biblioscape tag file

Biblioscape uses a plain text ASCII file to transfer record data between different Biblioscape databases. You can view the file with any word processor or editor.  When you need to create bibliographic record in other devices like Plam or PocketPC, you can use Biblioscape Tag File which can be easily imported into Biblioscape database by go to "File | Import". Select the file to be imported after clicking the Browse button, choose import filter "Biblioscape Tag File", click Start button to import.

Transfer records between two databases using Biblioscape tag file

When you need to transfer references from one database to another one, references should be exported as Biblioscape tag file, and imported into the other database using the import filter "Biblioscape Tag File". In this way, no data will be lost during the export and import process. The following 3 fields are changed.

  • Reference ID: The field Ref_ID is database dependent. User has no control over the value assigned. A Ref_ID number is only assinged once in a database to guarantuee each value is unique. So the number will change when you import a reference from one database to another. If you want an ID number that won't change during export and import, you have to enter it manually in the Label field or another field. Biblioscape also keeps an unique value in the File As field which include first author, year published and part of the title.
  • Date Created: The value is Date_created is stamped by Biblioscape when a new record is created. So when you import a reference, this value is generated according to the current date, not the Date_created value in the Biblioscape tag file. Since the original Date Created value may be important for some users, Biblioscape will put it in the Custom 1 field if there is one.
  • Date Modified: The value is Date_modified is stamped by Biblioscape when a new record is changed. So when you import a reference, this value is generated according to the current date, not the Date_modified value in the Biblioscape tag file.

Field code used in Biblioscape tag file

The Biblioscape tag file uses two-letter codes to represent different data fields. These codes are preceded by two dashes "--", and followed by two dashes plus a space "-- ". The following table lists the data fields and their corresponding two-letter code. An example of a Biblioscape tag file is shown at the end. In a Biblioscape tag file, each record is separated by a line with six dashes "------".

Authors

AU

Title

TI

Sec_title

ST

Year_pub

YP

Volume

VL

Number

NB

Page_start

PS

Page_end

PE

Keywords

KW

Ref_mark

RM

Ref_user

RU

Ref_type

RT

Subject

SB

Sec_authors

SA

Notes

NT

Place_pub

PP

Publisher

PB

Tert_authors

TA

Tert_title

TT

Edition

ED

Date_pub

DP

Type_work

TW

Quat_authors

QA

Quat_title

QT

Isbn_issn

IS

Label

LA

Abstract

AB

Date_input

DI

Date_modified

DM

Availability

AV

Priority

PR

Location

LO

Address

AD

Language

LG

Country

CO

Url

UR

Custom_1

C1

Custom_2

C2

Custom_3

C3

Custom_4

C4

Custom_5

C5

Custom_6

C6

Ref_doc

RD

Modified_by

MB

Attachment

AT

File_as

FA

Call_number

CN

Description

DE

Reprint

RP

Date_freeform

DF

Ref_misc

RS

Categories

CA

Web_post_hide

WP

Title_short

TH

Work_reviewed

WR

Extend_work

EW

Section

SE

Accession_num

AC

Last_post

LP

A sample Biblioscape tag file (*.btf) file

--AU-- Baklouti, F.; Huang, S. C.; Tang, T. K.; Delaunay, J.; Marchesi, V. T.; Benz, E. J.
--TI-- Asynchronous Regulation OF Splicing Events Within Protein 4.1 Pre-mrna During Erythroid Differentiation
--ST-- Blood
--YP-- 1996
--VL-- 87
--NB-- 9
--PS-- 3934
--PE-- 3941
--KW-- Membrane skeletal protein-4.1; Insertion deletion mutations; Actin binding domain; Molecular analysis; Hereditary elliptocytosis; Expression; Spectrin; Cells; Rna; Isoforms
--RT-- Journal Article
--TW-- Article
--QT-- Clinical medicine.
--IS-- 0006-4971
--AB-- Protein 4.1 is an 80-kD structural component of the red blood cell (RBC) cytoskeleton. It is critical for the formation of the spectrin/actin/protein 4.1 junctional complex, the integrity of which is important for the horizontal strength and elasticity of RBCs. We and others have previously shown that multiple protein 4.1 mRNA isoforms are generated from a single genomic locus by several alternative mRNA splicing events, leading to the insertion or skipping of discrete internal sequence motifs. The physiologic significance of these splicing events has been established for only two of these motifs: (1) an upstream 17-nucleotide sequence located at the 5' end of exon 2 that contains an in-frame ATG initiation codon, the inclusion of which by use of an alternative splice acceptor site in exon 2 allows the production of a 135-kD high-molecular-weight isoform present in nonerythroid cells; (2) exon 16, which encodes a 21-amino acid (21aa) segment located in the 10-kD ''spectrin/actin binding domain'' (SAB), the presence of which is required for junctional complex stability in RBCs. Previous studies by our group and others suggested that, among blood cells, this exon was retained only in mature mRNA in the erythroid lineage. Exon 16 is one of a series of three closely linked alternatively spliced exons, generating eight possible mRNA products with unique configurations of the SAB. In this communication, we report studies of the expression of both the translation initiation region and the SAB region during induced erythroid maturation in mouse erythroleukemia (MEL) cells. We have found that only two of eight possible combinatorial patterns of exon splicing at the SAB region are encountered: the isoform lacking all three exons, present in predifferentiated cells, and the isoform containing only exon 16, which increases in amount during erythroid differentiation. The proteinisoform containing the 21aa segment encoded by exon 16 efficiently and exclusively incorporates into the membrane, whereas the isoform lacking this 21aa segment remains in the cytoplasm, as well as the membrane.
--AD-- Reprint available from: Baklouti F INST PASTEUR LYON CNRS URA 1171 AVE TONY GARNIER F-69365 LYON 07 FRANCE YALE UNIV DEPT INTERNAL MED NEW HAVEN,CT USA YALE UNIV DEPT PATHOL NEW HAVEN, CT USA YALE
--LG-- English
------
--AU-- Sa, M. CM.; Kascheres, A.
--TI-- Electronically Mediated Selectivity IN Ring Opening OF 1-azirines - THE 3-x Mode - Convenient Route To 3-oxazolines
--ST-- Journal of Organic Chemistry
--YP-- 1996
--VL-- 61
--NB-- 11
--PS-- 3749
--PE-- 3752
--RT-- Journal Article
--TW-- Article
--QT-- Chemistry.
--IS-- 0022-3263
--AB-- The mild base-promoted reaction of methyl 2-phenyl-1-azirine-3-acetate (1) with aldehydes and acetone provides a new and simple route to the 3-oxazolines 5, which are formed in good yields by the electrophilic trapping of an imino anion produced by C-N bond cleavage in the 1-azirine enolate intermediate 6. Chloranil oxidation of 5 containing an aromatic substituent at C-2 affords oxazoles 7, while reaction of 5 containing an aliphaticgroup at C-2 produces 5-methylene-3-oxazolines 8 and 5-spiro-2-oxazolines 9 in addition to 7. [References: 11]
--AD-- Reprint available from: Kascheres A UNIV ESTADUAL CAMPINAS INST QUIM CP 6154 BR-13083970 SAO PAULO BRAZIL UNIV ESTADUAL CAMPINAS INST QUIM BR-13083970 SAO PAULO BRAZIL
--LG-- English
------

Export to software programs

You may need to share bibliographic data with other users who don't use Biblioscape. Or you may want to switch from Biblioscape to another software that can serve your needs better. Biblioscape provides easy ways for users to export data in many formats.

  • For exporting to other bibliographic software, Biblioscape lets you export references in popular formats like EndNote Refer and Reference Manger RIS formats.
  • If you have special needs, you can use the built-in style editor to create a custom style and using this style to export records.
  • If you want to export references to another database or spreadsheet application, you can use the export wizard to export references in many formats including: Paradox, DBase, Excel, Lotus 1-2-3, Quattro Pro, SQL script, XML, Access, ADO connection, tab or comma delimited file, html, PDF, etc.

Export as BibTeX for LaTeX

If you need to export Biblioscape references to use in LaTeX, you can select the records you want to export and go to menu command "File | Export...". Next to the label "File type:", make sure the tab "Tagged" is the active one. Select "BibTeX -- LaTeX" as the export file type. Click the Browse button to select the folder where you want to export and give a file name. Click Start button to export.

Tag all the references that have been cited in a paper

When you cite for a paper in LaTeX, you have to prepare a BibTeX file that include all the references cited. Exporting records as BibTeX file is easy, but manually tagging those records could be tedious. Biblioscape solve this problem by letting you automatically tag a record when it is cited. First, go to the Categories module and create a new category for the paper you are writing. For example, let's call it "my latex paper". Second, go to menu command "Tools | Options" window in Biblioscape. On the "Format Manuscript" tab, there is a section called "Citation Options". Uner this section, select the checkbox "Tag records with selected category when copying temporary citations". Then select the category "my latest paper" you created in step one. Now when you click the command "Cite for LaTeX", the category "my lates paper" will be automatically added to the records selected. Once you finishined writing, go to the tab "Categories" on the tabs pane in References module. Double click the category "my latex paper". All the references cited for that paper will be retrieved. You can then go to menu command 'File | Export" and export these records as BibTeX file as shown above.

Export to EndNote

If your colleague uses EndNote, you can exchange bibliographic data with your colleague by importing and exporting references in EndNote Refer format. The following steps show you how to export references to EndNote.

  1. In Biblioscape, open the folder you want to export. If you want to export all the references, please go to "References | Retrieve All". You can also run a search and export the hits only.
  2. Go to menu command "File | Export...".
  3. In the Export window, go to the tab "Tagged" and select "Refer -- EndNote" as the export type.
  4. Click the Browse button to pick the export folder and give a file name.
  5. Click the Start button to export. If only one reference is selected, all the references in the current list will be exported. If there are more than one reference are selected, only the selected references will be exported.
  6. In EndNote, go to "File | Import...".
  7. Select "EndNote Import" as the "Import Options". Click the "Choose File..." button to select the file exported in step 5.
  8. Click the "Import" button to start importing.

 

Import formatted references

Sometimes, Biblioscape users need to import references that are already formatted. For example:

Kowal, D. (1980). Nature and causes of injuries on women resulting from an endurance training program. American Journal of Sports Medicine, 8(4), 265-269.

Ainslie, George and Monterosso, John  (2002). Hyperbolic discounting lets empathy be a motivated process.  Behavioral and Brain Sciences, 25, 20-21.

If references are not tagged, it is very hard to create an import filter that works well. It is impossible to create reference type specific sub-filters because Biblioscape cannot distinguish a journal article from a book chapter without a tag being present. You can create an import filter that works reasonably well for one reference type. For example, the import filter "APA  (for Journal Article only)" included with Biblioscape installation works for journal articles only. For other reference types, you have to do lots of manual editing after the import.

To import formatted references, you have to create a handle first for Biblioscape to use during import. Using the above references as an example, you have to make references looks like:

Record---
Kowal, D. (1980). Nature and causes of injuries on women resulting from an endurance training program. American Journal of Sports Medicine, 8(4), 265-269.

Record---
Ainslie, George and Monterosso, John  (2002). Hyperbolic discounting lets empathy be a motivated process.  Behavioral and Brain Sciences, 25, 20-21.

To create the import handle, you can use a word processor like MS Word. Go to menu command "Edit | Replace" in Word and type "^p^p" in box "Find what", and "^p^pRecord---^p" in box "Replace with". Then save the document in plain text format. In Biblioscape, go to "File | Import..." and make sure the correct import filter is selected.

 

Import from online bibliographic databases

The place you are most likely to import references from is an online bibliographic database. There are more and more bibliographic databases become freely available on the Web. If you are an university student or faculty member, you will have access to many proprietary bibliographic databases on the Web.

The easiest way to import online bibliographic records into Biblioscape is through "Direct Export". It is supported by many online databases. After finishing your search, select the references you want to save. Click the "Direct Export" button or hyperlink. The selected references will be automatically imported into your bibliographic software.

For those sites that don't support "Direct Export", you can use Biblioscape integrated web browser to do the search. After display the results in specified format, click on the "Capture References" button. You acn then chose the import folder, make sure the correct import filter is selected, and click the Start button to finish the import.

Import from CSA -- Illumina

CSA Illumina is designed to provide a simple, more user-friendly approach to searching for novice users while maintaining powerful options for users who require them. The interface provides access to more than 100 databases published by CSA and its publishing partners. We applaud CSA for using a single set of tags among different databases. Although data under tag "SO: Source" are displayed differently from one database to another, it is possible to create an import filter that work reasonably well for all the major databases provided by CSA. Since Illumina allows users to search and display data from several databases at once, this generic import filter has to be used in those cases.

Import from software programs

Biblioscape can import bibliographic records from any software program as long as bibliographic records can be exported in a tagged format. With the import wizard, Biblioscape can even import directly from many database and spreadsheet programs directly. We provide many import filters for popular programs. You can create your own import filter if needed.

Import from BiblioExpress

BiblioExpress store its data in binary format. To import those records to Biblioscape, you have to first export BiblioExpress records as a plain text file in Biblioscape Tag Format. Then you must import the text file into Biblioscape using the import filter "Biblioscape tag file".

  1. Start BiblioExpress. Go to the menu command "File | Export | Biblioscape Tag File". Go to the desired folder and enter a file name.
  2. Start Biblioscape. Go to menu command "File | Import".
  3. Click the "Browse" button and select the file you exported in step 1. Select "Biblioscape Tag File" as the import filter. Click the "Start" button to import.

Import from Bibliographica

If you are a Bibliographica user and want to try out Biblioscape's advanced features, you can easily transfer your bibliographic records from a Bibliographic database to a Biblioscape database. Follow the steps below to make the transfer.

  1. Start Bibliographica and click the menu command "File | Run Export Module".
  2. Click the "Open" button to select the Bibliographica database you wish to export, then select "Reference Manager (RIS)" as "Export format". Click the "Start" button to start. A text file with the same name as the database will be created with ".ris" as file extension. In our example, the file name is "asthma.ris" in the directory "D:\TEMP2\ASTHMA\".
  3. Start Biblioscape and go to "File | Import...". Click the "Browse" button to select the file you exported in step 2. On the "Tagged" tab, select "RIS -- Reference Manager" as "Import filter". Click the "Start" button to import.

Import from Biblioscape

Sometimes you may want to move a few references from one Biblioscape database to another. This can be done easily through references export and import.

  1. In Biblioscape, open the folder or run a search to retrieve the records you want to export. If you only want to export a sub-set of records in the list, you need select those references.
  2. Go to menu command "File | Export...".
  3. Click the Browse button and give a file name.
  4. Go to the "Tagged" tab and make sure "Biblioscape Tag File" is selected.
  5. Click the "Start" button to export the file.
  6. Take the file to the other computer. Run Biblioscape and go to "File | Import...".
  7. Click the "Browse" button and select the file just exported.
  8. Go to the "Tagged" tab and make sure import filter "Biblioscape Tag File" is selected.
  9. Select the folder where you want the records to be imported and click the "Start" button to import.

Import from Citation

If you are a Citation user and want to try out Biblioscape's advanced features, you can easily transfer your bibliographic records from a Citation database to a Biblioscape database. Follow the steps below to make the transfer.

  1. The Citation database file is basically a text file with tags for each data field. It can therefore be imported directly into Biblioscape database with Citation import filter. The following is an example of Citation database file:

    >Article in a Journal (extended form)
    >AU Myers, Bethany R.
    >YR 1996
    >AT Public problems: a thing of the present
    >TR Williams, Jane
    >PG 221-229
    >JR Citizen Forum
    >VO 8
    >KW article in a journal, each issue begins on page 1
    >AP Myers 1922
    >RF Periodical, article in journal
    >C2 Public problems
    |
    >Article in a Popular Periodical
    >YR 1981
    >AT Telling time
    >DE editorial
    >PG 6, 7, 8
    >JR Newsweek
    >DM 8 March
    >KW article in a periodical, unsigned; unsigned, article in a periodical; editorial
    >AP Telling time
    >RF Periodical, unsigned article in a magazine
    >C2 asdfjk
    |

  2. Start Biblioscape and go to "File | Import...". Click the "Browse" button to select the Citation database file. On the "Tagged" tab, select "Citation" as "Import filter". Click the "Start" button to import.

Import from EndNote

If you are a EndNote user and want to try out Biblioscape's advanced features, you can easily transfer your bibliographic records from a EndNote database to a Biblioscape database. Follow the steps below to make the transfer.

  1. Start EndNote and click the menu command "Edit | Output Styles | Open Style Manager...". Then make sure the box before "EndNote Export" item is checked. Now close the EndNote Styles window.
  2. Now export the references as a text file. Click the menu command "File | Export...". Select "Text File (*.txt)" in the "Save as type" combo box, and give a file name. Click the "Save" button. The records will be exported as a text file in REFER format.
  3. Start Biblioscape. Create a folder for the imported records if you wish. Click the menu command "File | Import...". Click the "Browse" button and select the file you just exported from EndNote. On the "Tagged" tab, select "EndNote -- Refer" (or "Refer (EndNote)" in earlier versions) as the "Import filter", then click the "Start" button to import the records.
  4. Once the importing process is finished, your imported records will be shown in the folder you selected.

Note: If you have customized EndNote reference types, then both EndNote's export style and Biblioscape's import filter have to be adjusted accordingly. For example, if you added a customized field called "Institution" as "Tertiary Title" for "Journal Article" in EndNote, you have to edit the "REFER.ENS" style file by adding an extra export field "TT" to map "Tertiary Title" to "Journal Article". Then you must edit the Biblioscape import filter for "Refer (EndNote)" to map tag "TT" to "Tertiary Title".
---This note is contributed by our user Michael Shalev, thanks.

Note: Since EndNote version 8 (8, 9, 10), text files exported from EndNote are encoded in Unicode (UTF-8). Since the current release of Biblioscape does not support Unicode, special characters like German umlauts cannot be imported correctly. You need to open the EndNote exported file with Windows NotePad first and then go to "File | Save As" and change the encoding to ANSI.

Import from NoteBuilder

The following instruction is for users to import records from NoteBulder of Pro Tem Software. The instruction is written by Gyorgy Gereby and shared with others. The screenshots are from Hungarian version of Windows. Here are the translation of some words in case they are not obvious to you.

Fajlnev: File name
Mappak: Directories
Fajltipus: File type
Meghajtok: Drive

  1. Start NoteBuilder 1.04
  2. Open database ( .dat file)
  3. From REPORT menu select Quick Report.
  4. Enter a name (not longer than 8 characters). An .f00 file will be created.
  5. Check off the fields in the left box of the screen you want to print. Select only those you really want.
  6. As you highlight the fields, you may want to change the font style for the currently highlighted field with the adjacent font tab.
  7. Finally select from Quick report options: print field headings (check the box). It will print the names of the fields before the actual content of the field.
  8. Leave the other two boxes unchecked (1. don’t break fields … 2. don’t break records…)
  9. Set the number of lines between each field to zero.
  10. Set the number of lines after each record to one.
  11. Click OK.
  12. Go to File menu.
  13. Select Export
  14. Select numbers in the options box „ Export from [number] to [number]”. Default is the first and last number of your records in the NoteBuilder database.
  15. Select in the „ Export file as” option the „text file with line breaks”.
  16. Click OK.
  17. Save the export file under a name (not longer than 8 characters).

    A Status window will appear as long as the file is prepared.
     
    You will end up with a name.txt file which can further be fed into Biblioscape.

Note: you can find additional information in the HELP menu of NoteBuilder.

Import from ProCite

If you are a ProCite user and want to try out Biblioscape's advanced features, you can easily transfer your bibliographic records from a ProCite database to a Biblioscape database. Follow the steps below to make the transfer.

  1. Start Windows file manager and move the ProCite style file from "...\biblioscape X\tools\procite2biblioscape.pos" to directory "c:\program files\procite 4\styles\" (if you are using ProCite 5, move it to "c:\program files\procite 5\styles\Standard\").
  2. Start ProCite and click the menu command "File | Print Bibliography".
  3. Click the "..." button and select the style file "ProCite2Biblioscape.pos" mentioned in Step 1.
  4. Click the "Configure" button, select the "Fields" tab, and check boxes "Show Notes", "Show Abstract", and "Show Keywords". Then click the "OK" button.
  5. Return to the Print Preview window and click the "Save..." button to save it as a text file. The default type may be Rich Text Format: be sure to change it to Text file format.
  6. Start Biblioscape, and click the menu command "File | Import...". Click the "Browse" button and select the file you just exported from ProCite. On the "Tagged" tab, select "ProCite2Biblioscape" as the "Import filter", then click the "Start" button to import.

Note: If you have customized workforms in your ProCite database, you need to modify the ProCite style file "ProCite2Biblioscape.pos" so that each of your customized workforms will correspond to a "Reference Type" in the Biblioscape database. You should put the appropriate Biblioscape reference type after tag "p0--" (see the screen shot below), and list all other fields under their corresponding tags, for example "p1--", "p2--", etc.

Import from Reference Manager

If you are a Reference Manager user and want to try out Biblioscape's advanced features, you can easily transfer your bibliographic records from a Reference Manager database to a Biblioscape database. Follow the steps below to make the transfer.

  1. Start Reference Manager and click the menu command "References | Export...".
  2. Give a file name first, then select "RIS" as "Output format" and "All references in list" as "References options". Click the "Export" button to start.
  3. Start Biblioscape and go to "File | Import...". Click the "Browse" button to select the file you exported in step 2. On the "Tagged" tab, select "RIS -- Reference Manager" as "Import filter". Click the "Start" button to import.

Import from Scholar's Aid

If you are a Scholar's Aid user and want to give Biblioscape a try for its advanced features, you can transfer your bibliographic records from Scholar's Aid database to Biblioscape database easily. The following are the simple steps you can follow.

  1. Click here to download Scholar's Aid template files. Unzip it to the folder "C:\Program Files\Scholar's Aid\SysData\".
  2. Start Scholar's Aid. Go to menu command "File | Preferences...".
  3. On the Preferences window, go to tab "Library". Click combo box "Template file:" and select "tagged". Click OK button to close the Preferences window.
  4. In Scholar's Aid, go to menu command "File | Export to...". On the Export Window, go to the folder where you want to save the file and give a file name. Select "Plain text file formatted by a template (TXT)" as "Save as type". Click Save button.
  5. The Export window will be shown. Make sure "tagged output" is selected. Check "All records" in order to export all records in your database. Click Export button to start exporting.
  6. In Biblioscape, go to menu command "File | Import...". Click Browse button to select the file you exported in step 5 as the "File to import". On the "Tagged" tab, select "Scholars Aid -- Tagged Output" as the import filter to use. Click Start button to import.

Import from spreadsheet and database programs

If you keep your reference collection in a spreadsheet program like: Excel, Quadro Pro, Lotus 123, or in a desktop database program like: Access, Paradox, Approach, File Maker Pro, etc. You can import your references into Biblioscape database easily by using an import wizard.

  1. In Biblioscape references module, go to menu command "File | Import...".
  2. Click the "Browse" button to select the file you want to import. Select "Wizard" as the "File type:" and then click the "Start" button.
  3. In the Import Wizard window, select the "Table type" depends what kind of file you want to import. Click the "Next" button.
  4. In the following steps, you need to confirm some import settings. Most importantly, you need to map the fields in your spreadsheet or database table to the data field of your reference table in Biblioscape. The exact steps differ depends on which "Table type" is selected.  

Openning, closing, deleting references

Open a reference

Find the reference in the reference list, and then do one of the followings to open the record.

  • Double-click the selected reference.
  • Press Enter.
  • Choose Open ( (Ctrl+O) from the References menu.

Make necessary changes and click button "Save and Close" to save changes and go back to the reference list. When you are in reference list, the selected reference can be displayed in the preview panel. You can set the preview mode to "live" by going to menu command "View | Preview Pane | Live Preview". Under this mode, the text of reference fields can be edited. When you move to another reference in the list, the changes you made will be saved to the database.

Close a reference

To close a reference in reference editor window, you can do one of the following:

  • Save and close: Go to menu command "File | Save and Close" (Alt+F4 or Alt+S) to save the changes and close the current reference window.
  • Cancel and close: Go to menu command "File | Cancel" (Esc) to cancel the changes made to current record and close the window.
  • Save and new: Go to menu command "File | Save and New" (Ctrl+N) to save the changes and create a blank new record in current window.
  • Save and next: Click the toolbar button Next or Prior to save the changes of current record and open the next record in the same window.

Delete references

Select the references you want to delete from the references list, and click menu command "References | Delete" (Ctrl+D) to delete the selection. Biblioscape does not prompt you before deletion. Because the deleted records are put into the recycle bin instead of being permanently removed from your database. You can always recover the deleted references from the Recycle bin later. Once restored from Recycle bin, the references still hold the same Reference ID as the original records. So it will not cause problem if that Reference ID is used in a temporary citation in your manuscript.

References will be permanently deleted from your database only when you remove them from the Recycle bin.

Output styles

Biblioscape formats in-text citations and end-of-document bibliography based on the output style you selected. These styles will automatically do the font changes, name format, sequence number changes, etc. So you don't have to do these changes yourself one by one. Biblioscape provides a large number of commonly used styles during installation. You can find more styles at the Biblioscape web site output style library. Biblioscape comes with a style editor, so you can create new styles if necessary. If you have difficulty creating a new output style, please contact support@biblioscape.com for help.

Bibliographic styles are rules for the preparation of manuscript. For example, a common rule is: double space everything. For bibliographic software like Biblioscape, it only concerns one aspect of bibliographic style, Which is how to format in-text citations and bibliographies.

Print references

Biblioscape provides several ways to print references. The most popular way is to print references using an output style. So references will be printed in a format specified in the selected style. Biblioscape comes with 2000 plus styles and you can create custom styles. So this is also the most flexible way to print references.

Print formatted references

You can print selected references in any output style defined in Biblioscape. First, select the references you want to print out. Then, click the menu command "File | Print Bibliography" (Ctrl+P) or the Print button on the toolbar. If there is only one reference selected, Biblioscape assumes you want to print all the references in the current list. Once the Print window is shown, you can change the output style used. The default style used is the one selected on the references module toolbar. You can use the combo box to select another style and the print preview will change accordingly. Click the Print button to start printing. 

Click the "Save..." button to save the current print preview as an RTF file. You can send the file to others or open it in a word processor. Click the "Page Setup" button if you want to change the paper size, orientation, margins, etc.

Print subject bibliography

Subject bibliography is a list of formatted references under subject headings. The subject could be any field in Biblioscape. The most popular ones are author, folder, keyword, journal, year, etc. Subject bibliography can be used to generate journal abstracts, subject index, awareness list, etc.

  1. In Biblioscape reference list, select the references you want to include for subject bibliography. If no reference is selected, all references in the current list will be included. You can run a search first to limit references to a sub-set.
  2. Go to menu command "File | Print Bibliography...".
  3. Check the box "Subject bibliography" on the top left corner.
  4. Under the subject bibliography section, select the field to be used as subject heading. Select the sort field for the subject list. Next select if the subject headings will be sorted in ascending or descending order. The sorting order for the references under one subject heading is determined by the sorting order in your reference list. If you pick sort by "Count". The subject headings will be sorted by the number of references under each subject heading. You can choose which output style to use to format the references using the "Output style" combo box at the top. Click the "Generate List" button to produce the subject bibliography.
  5. To print the subject bibliography, click the "Print" button. To save the subject bibliography as a RTF file, click the "Save..." button.

Print references reports

Another way to print references is to use the built-in database report writer. There are more than 10 pre-built reports for you to choose from. You can also build new reports from scratch with a wizard, or modify existing reports.

  1. Go to the menu command "File | Report" and select a desired report from the combo box.
  2. Click the menu command "File | Report | Print Report".

The database report writer can be a very powerful tool in the hands of an expert user. You can even build a report with two data sources in a master-detail relationship. For example, the master level can be a list of keywords and the detail level a list of all references containing a specific keyword. There are a few sample reports that group references by the following fields: Author, Journal, Folder, Keyword, Year.

Reference collection workflow

When using Biblioscape in a departmental environment, users may need to apply rules about how references are entered and organized. Each organization may have different needs, so the workflow of references collection could be very different. You are welcome to join the discussion and tell us how Biblioscape is used in your organization. Here are some techniques that may be used in a multi-user environment.

New references folder

If your organization wants to have control over which folder a new reference should go to, you can create folder called "new references" or "to be reviewed" and ask all users to add or import new references to this folder. The person in control can then review new references added and move them to appropriate folders. Since a reference can only reside in one folder, this will give user a sense of location.

Contolled tags and individual tags

Since references can be tagged by many category terms by different users, this could lead to confusion in a multi-user environment. To solve this problem, you can create two categories folders, one called "Controlled categories" and the other "Individual categories". Under "Controlled categories" folder, the person in charge can organized a set of categories that are well thought out, discussed and aggreed upon by all users. When a new reference is added, user should first pick terms from this categories folder to classify the new records. Under the folder "Individual categories", there should be a list of user names at the top level. Under each user name, that user can keep all his/her terms in a tree structure. These category terms don't have to be formal and well thought out. They can be anything come to that user's mind that fit current needs. These ad hoc category terms should be maintained by the user who own them only.

 

Reference types

Biblioscape currently includes 27 built-in reference types. In addition to those that are built-in, you can create your own new reference types. Before you create your own reference types, you should first give some thought as to whether existing ones could serve you adequately. There are some drawbacks to creating new reference types. For one thing, each time you add a new reference type you will have to create a corresponding new style template for it, unless you are willing to let Biblioscape use the default style. For another, each new reference type you create results in an increased possibility that you or one of your colleagues will enter data inconsistently from one reference to the next. Still, if you do have the need for new reference types to accommodate your data, feel free to do so.

Each reference type requires a different set of data fields. You can customize which data fields to be associated with a certain reference type. In the reference editor "User Defined" view, only those associated data fields are displayed.

Artwork

This is a loosely defined reference type. Any work done by an artist can be classified as Artwork. It can be a painting, a sculpture, handcraft, etc.

Data Field Name

Generic

Artwork

Authors

Authors

Artists

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

Type of Work

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Audiovisual Material

Audio cassette, CD-Rom, record, slide, negatives, prints, overheads, etc.

Data Field Name

Generic

Audiovisual Material

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Collection Title

Volume

Volume

 

Extent_Work

Extent of Work

Extent of Work

Number

Number

Number

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

Type

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

Performers

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Bill

A draft of a proposed law presented for approval to a legislative body or the law enacted from such a draft.

Data Field Name

Generic

Bill

Authors

Authors

Sponsor

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Code

Volume

Volume

Code Volume

Extent_Work

Extent of Work

 

Number

Number

Bill Number

Section

Section

Code Section

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

 

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

Session

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

Legislative Body

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

History

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

 

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Book

Also include: Whole Book; Monograph; Pamphlet, etc.

Data Field Name

Generic

Book

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

Series Editors

Sec_Title

Secondary Title

Series Title

Volume

Volume

Volume

Extent_Work

Extent of Work

Number of Volumes

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

Number of Pages

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

ISBN

Edition

Edition

Edition

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

Translator

Quat_Title

Quaternary Title

Original Publication

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

Book Edited

Any book with an editor, usually in a series.

Data Field Name

Generic

Book Edited

Authors

Authors

Book Editors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

Series Editors

Sec_Title

Secondary Title

Series Title

Volume

Volume

Volume

Extent_Work

Extent of Work

Number of Volumes

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

Number of Pages

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

ISBN

Edition

Edition

Edition

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

Original Publication

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

 

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Book Section

Also called Book Chapter. Any section of a book.

Data Field Name

Generic

Book Section

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

Editors

Sec_Title

Secondary Title

Book Title

Volume

Volume

Volume

Extent_Work

Extent of Work

Number of Volumes

Number

Number

 

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

Work Reviewed

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

Edition

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

Series Editor

Tert_Title

Tertiary Title

Series Title

Quat_Authors

Quaternary Authors

Translator

Quat_Title

Quaternary Title

Original Publication

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Case

Any legal case.

Data Field Name

Generic

Case

Authors

Authors

Counsel

Title

Title

Case Name

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date Decided

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

Reporter

Sec_Title

Secondary Title

Case Name Abbrev

Volume

Volume

Reporter Volume

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

First Page

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Court

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

History

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Computer Program

Any computer program, including shareware, freeware.

Data Field Name

Generic

Computer Program

Authors

Authors

Programmers

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

Version

Type_Work

Type of Work

Type

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

Computer

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Conference Proceedings

Proceedings published after a conference.

Data Field Name

Generic

Conference Proceedings

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

Date Freeform

Sec_Authors

Secondary Authors

Editors

Sec_Title

Secondary Title

Conference Name

Volume

Volume

Volume

Extent_Work

Extent of Work

Number of Volumes

Number

Number

 

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

Conference Location

Isbn_Issn

Isbn

 

Edition

Edition

Edition

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

Series Editor

Tert_Title

Tertiary Title

Series Title

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Document

Usually a computer document with formatted text in Document field. Could be a paper based document as well.

Data Field Name

Generic

Document

Authors

Authors

 

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

 

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

 

Keywords

Keywords

 

Work_Reviewed

Work Reviewed

 

Subject

Subject

Subject

Categories

Categories

 

Publisher

Publisher

 

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

 

Call_Number

Call Number

 

Accession_Num

Accession Number

 

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Electronic Source

A very general type for any computer related data. Could be a file, a Web site, a ftp site, email address, etc.

Data Field Name

Generic

Electronic Source

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Last Update Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

Access Year

Extent_Work

Extent of Work

 

Number

Number

Access Date

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Producer

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

Edition

Type_Work

Type of Work

Type of Medium

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

 

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

Attachment

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Film or Broadcast

A movie, TV show, or broadcast program.

Data Field Name

Generic

Film or Broadcast

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year Released

Date_Pub

Date

Date Released

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

Director

Sec_Title

Secondary Title

Series Title

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

Work Reviewed

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Distributor

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

Medium

Tert_Authors

Tertiary Authors

Producer

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

Performers

Quat_Title

Quaternary Title

Original Publication

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Generic

Any data type that won't fit into an existing type, and not warranted for a new type. The field labels for Generic type can't be customized.

Data Field Name

Generic

Authors

Authors

Title

Title

Title_Short

Short Title

Year_Pub

Year

Date_Pub

Date

Date_Freeform

Date Freeform

Sec_Authors

Secondary Authors

Sec_Title

Secondary Title

Volume

Volume

Extent_Work

Extent of Work

Number

Number

Section

Section

Page_Start

Start Page

Page_End

End Page

Notes

Notes

Keywords

Keywords

Work_Reviewed

Work Reviewed

Subject

Subject

Categories

Categories

Publisher

Publisher

Place_Pub

Place Published

Isbn_Issn

Isbn

Edition

Edition

Type_Work

Type of Work

Tert_Authors

Tertiary Authors

Tert_Title

Tertiary Title

Quat_Authors

Quaternary Authors

Quat_Title

Quaternary Title

Abstract

Abstract

Ref_Doc

Document

Availability

Availability

Location

Location

Reprint

Reprint

Label

Label

Call_Number

Call Number

Accession_Num

Accession Number

File_As

File As

Description

Description

Ref_Misc

Miscellaneous

Priority

Priority

Address

Address

Language

Language

Country

Country

Url

URL

Attachment

Attachment

Custom_1

Custom 1

Custom_2

Custom 2

Custom_3

Custom 3

Custom_4

Custom 4

Custom_5

Custom 5

Custom_6

Custom 6

Ref_User

Created By

Date_Input

Date Created

Modified_By

Modified By

Date_Modified

Date Modified

Ref_Mark

Reference Mark

Ref_Read

Reference Read

Web_Post_Hide

Web Post Hide

Ref_ID

Reference ID

 

 

Hearing

A public investigation conducted by a legislative branch.

Data Field Name

Generic

Hearing

Authors

Authors

 

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Committee

Volume

Volume

 

Extent_Work

Extent of Work

Number of Volumes

Number

Number

Document Number

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

Session

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

Legislative Body

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

History

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Journal Article

Any research article, review, or communication published by a scientific journal.

Data Field Name

Generic

Journal Article

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Journal

Volume

Volume

Volume

Extent_Work

Extent of Work

 

Number

Number

Issue

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

Work Reviewed

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

 

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

Alternate Title

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

Original Publication

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Magazine Article

Articles published in a magazine.

Data Field Name

Generic

Magazine Article

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

Date Freeform

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Magazine

Volume

Volume

Volume

Extent_Work

Extent of Work

 

Number

Number

Issue

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

Work Reviewed

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

 

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Manuscript

Any work in the process of publication. Could be a book, an article, a review, etc.

Data Field Name

Generic

Manuscript

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

Date Freeform

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Collection Title

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

Number

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

 

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

Type of Work

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

 

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

 

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Map

Any type of map.

Data Field Name

Generic

Map

Authors

Authors

Cartographers

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

Edition

Type_Work

Type of Work

Type

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

Scale

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

 

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Music Score

Music composition published or non-published.

Data Field Name

Generic

Music Score

Authors

Authors

Composer

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date Published

Date_Freeform

Date Freeform

Date of Copyright

Sec_Authors

Secondary Authors

Compiler

Sec_Title

Secondary Title

 

Volume

Volume

Volume

Extent_Work

Extent of Work

Extent of Work

Number

Number

Number

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

ISBN

Edition

Edition

 

Type_Work

Type of Work

Type of Work

Tert_Authors

Tertiary Authors

Series Author

Tert_Title

Tertiary Title

Series Title

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Newspaper Article

Articles, editorials, or anything else published on a newspaper.

Data Field Name

Generic

Newspaper Article

Authors

Authors

Reporters

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Issue Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Newspaper

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

Section

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

Work Reviewed

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

Edition

Type_Work

Type of Work

Type of Article

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

Original Publication

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

 

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Note

A research note, an idea, or any free form text that may be referenced later.

Data Field Name

Generic

Note

Authors

Authors

 

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

 

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

 

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

 

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

 

Call_Number

Call Number

 

Accession_Num

Accession Number

 

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Patent

Patent formats may be different from one country to another. Questionable text can be put into the miscellaneous field.

Data Field Name

Generic

Patent

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Source

Volume

Volume

Application Number

Extent_Work

Extent of Work

 

Number

Number

Patent Number

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Assignee

Place_Pub

Place Published

Country

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Personal Communication

Personal communications between researchers that may be used as reference.

Data Field Name

Generic

Personal Communication

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

Recipient

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

Type

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

 

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Report

Reports issued by an organization, company, government, etc.

Data Field Name

Generic

Report

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

 

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Institution

Place_Pub

Place Published

City

Isbn_Issn

Isbn

Report Number

Edition

Edition

 

Type_Work

Type of Work

Type

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Author Address

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Serial

Any publication published periodically, such as a journal, magazine, newspaper, etc. Serial is added mainly for cataloguing in the Library module.

Data Field Name

Generic

Serial

Authors

Authors

 

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year First Issue

Date_Pub

Date

 

Date_Freeform

Date Freeform

Date Freeform

Sec_Authors

Secondary Authors

Editors

Sec_Title

Secondary Title

Abbreviated Title

Volume

Volume

 

Extent_Work

Extent of Work

Extent of Work

Number

Number

 

Section

Section

 

Page_Start

Start Page

 

Page_End

End Page

 

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

Publisher

Place_Pub

Place Published

Place Published

Isbn_Issn

Isbn

ISSN

Edition

Edition

 

Type_Work

Type of Work

Type of Work

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

Location

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

Description

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

Address

Language

Language

Language

Country

Country

Country

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Statute

An established law or rule.

Data Field Name

Generic

Statute

Authors

Authors

Authors

Title

Title

Statute Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

Date Enacted

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Code

Volume

Volume

Code Number

Extent_Work

Extent of Work

 

Number

Number

Public Law Number

Section

Section

Sections

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

 

Place_Pub

Place Published

 

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

 

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

History

Abstract

Abstract

Abstract

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

Reprint

Label

Label

Label

Call_Number

Call Number

Call Number

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Thesis

Dissertation by a Ph.D. or Master student.

Data Field Name

Generic

Thesis

Authors

Authors

Authors

Title

Title

Title

Title_Short

Short Title

 

Year_Pub

Year

Year

Date_Pub

Date

 

Date_Freeform

Date Freeform

 

Sec_Authors

Secondary Authors

 

Sec_Title

Secondary Title

Department

Volume

Volume

 

Extent_Work

Extent of Work

 

Number

Number

 

Section

Section

 

Page_Start

Start Page

Start Page

Page_End

End Page

End Page

Notes

Notes

Notes

Keywords

Keywords

Keywords

Work_Reviewed

Work Reviewed

 

Subject

Subject

 

Categories

Categories

 

Publisher

Publisher

University

Place_Pub

Place Published

City

Isbn_Issn

Isbn

 

Edition

Edition

 

Type_Work

Type of Work

Thesis Type

Tert_Authors

Tertiary Authors

 

Tert_Title

Tertiary Title

 

Quat_Authors

Quaternary Authors

 

Quat_Title

Quaternary Title

 

Abstract

Abstract

 

Ref_Doc

Document

 

Availability

Availability

 

Location

Location

 

Reprint

Reprint

 

Label

Label

Label

Call_Number

Call Number

 

Accession_Num

Accession Number

Accession Number

File_As

File As

 

Description

Description

 

Ref_Misc

Miscellaneous

 

Priority

Priority

 

Address

Address

 

Language

Language

 

Country

Country

 

Url

URL

URL

Attachment

Attachment

 

Custom_1

Custom 1

 

Custom_2

Custom 2

 

Custom_3

Custom 3

 

Custom_4

Custom 4

 

Custom_5

Custom 5

 

Custom_6

Custom 6

 

Ref_User

Created By

 

Date_Input

Date Created

 

Modified_By

Modified By

 

Date_Modified

Date Modified

 

Ref_Mark

Reference Mark

 

Ref_Read

Reference Read

 

Web_Post_Hide

Web Post Hide

 

Ref_ID

Reference ID

 

 

 

Word processors and text editors

In this chapter, we will discuss issues related to specific word processors and text editors. How to integrate Biblioscape with word processors. As well as some tips and tutorials.

LaTeX users

LaTex is not a word processor. It is a markup language just like HTML, RTF, etc. Most people don't know LaTex. But if you have gone to graduate school, you must have heard of it. If you major in math or physics, you must have used it. In the following sections, I will give a brief introduction about LaTeX and discuss issues related to Biblioscape. If you have not heard of LaTex and want to know more, please visit http://en.wikibooks.org/wiki/LaTeX

The basic idea in LaTeX is to separate content from presentation. Sounds familiar? This is what people want to do with XML. In a LaTeX file, you write like this:

\documentclass{article}
\title{My first article in class}
\begin{document}
Hello World!
\end{document}

When the file is sent to the publisher, it will be converted by macro packages to other formats like DVI, PostScript, PDF, and ready for printing. The font properties and layout of the article title will be decided according to your publisher's specifications. You only need to worry about the content.

A research paper or book can not do without citing references. You should put all your reference data in a separate BibTeX file. When you are ready to cite a reference in your LaTeX document, you write "\cite{refKey}". The refKey is a string made of author and year. So LaTeX processor can know which reference you are trying to cite in the BibTeX file. When you are done writing, LaTeX engine will generate formatted citations and bibliography according to the style you used.

What are left for Biblioscape to do

If you want to use Biblioscape to manage your reference collection and write in LaTeX, there are a few things Biblioscape needs to do well.

  1. Export references in BibTeX format
  2. Generate temporary citation for LaTeX 

 

Microsoft Word Integration

You can add Biblioscape related menus into Microsoft Word. In Word, go to "Tools | Macro | Security.." window. On the "Security Level" tab, select "Medium". On the "Trusted Sources" tab, check the box "Trust all installed Add-ins and templates". There are two ways to achieve such an integration. You only need to do one of the following two options:

  • In Microsoft Word, go to menu command "Tools | Templates and Add-Ins". Under the section "Global templates and add-ins", click the "Add" button. Go to the folder "...\Biblioscape x\Tools\" and pick the file "Bib_word.dot" (Choose "Bib_word_9.dot" if you use Word 2000 or later versions).

  • Copy the Biblioscape Word template file "...\Biblioscape x\Tools\Bib_word.dot" to the Microsoft Word “startup” directory. For example, if you use Word 7, copy file "c:\biblioscape x\tools\ Bib_Word.dot" to directory "…\Winword\Startup\". Next time you start Word, the template file will be loaded automatically. A new menu group as well as a toolbar related to Biblioscape will be added to Microsoft Word.

Before using Biblioscape related menu commands in Word, please make your Biblioscape is running. Word cannot start Biblioscape automatically because Windows security implementation.

Note: Biblioscape adds hidden texts during formatting. The hidden text will not show in the printed document. You also have the option to not displaying it in Microsoft Word. Go to the Word menu command “Tools | Options” to bring up the option window. Activate tab “View” and uncheck the item “Hidden text”.

Note: In Word, if you set "Track Changes" to active and use Biblioscape to format the document, this may results in some broken text.

Tip: To insert the reference tag into word processor, you can lay BiblioSidekick next to your word processor, hold down the Alt key and drag-and-drop references into your word processor.

WordPerfect integration

Formatting by Biblioscape

Biblioscape installation comes with several WordPerfect macros under the "Tools" sub-folder.

  • wpb_convert_greek.wcm: Convert Greek letters from Word to Symbol. For example, "alpha" will be changed to "α".
  • wpb_format_document_rtf.wcm: Save the current document in RTF format; Send the path to Biblioscape; Biblioscape formatts the RTF file; WordPerfect opens the formatted RTF file and saves it in WP format.
  • wpb_search_for_reference.wcm: Prompt user to enter a search string and send it to Biblioscape. If there is only one hit, Biblioscape will insert the hit as a temporary citation in the current WordPerfect document.
  • wpb_unformat_document_rtf.wcm: Save the current document in RTF format; Send the path to Biblioscape; Biblioscape will unformat the RTF file; WordPerfect opens the unformatted RTF file and saves it in WP format.

Since RTF format was invented by Microsoft, WordPerfect doesn't support RTF as well as MS Word. For most simple documents, it works fine. But if you have complicated formatting, there is a risk of losing those formatting when saved in RTF file. Biblioscape users have written WordPerfect macros to overcome this problem by doing all the formatting inside WordPerfect without going through RTF.

Formatting inside WordPerfect

One of the main features of a bibliographic software is to format a manuscript by converting the temporary citations into formatted citations and bibliography. Biblioscape does this by read-in the Rich Text Format (RTF) file or HTML file produced by a word processor and generate the formatted document in RTF or HTML. Since RTF is supported by all word processors on Windows, this approach guaranteed that Biblioscape will work with all word processors. But there are two problems: First, RTF is very un-efficient in saving graphics and OLE objects. When there are graphics and OLE objects in a document, Biblioscape can become very slow during formatting. Second, RTF is very well supported by Microsoft products like Word. But some word processors have problems with RTF supporting some rarely used features. The alternative approach is to do the formatting inside a word processor. Biblioscape will generate the formatted reference, while the word processor scripts (macros) do the formatting work. We first started this project with Professor Hugh Gunz to find a better solution for WordPerfect users. Biblioscape was modified to return formatted references through Dynamic Data Exchange (DDE). Professor Gunz did all the WordPerfect scripts coding. We decided to make this an open source project, so other power users can improve the scripts, as well as porting it to other word processors like Word and OpenOffice. If you are skilled script writer for Word, OpenOffice or other word processors and are willing to participate in this project, please email us at support@biblioscape.com.

  • 2002-10-01: Click here to download the original WordPerfect scripts by Hugh Gunz. Please read the Readme.wpd file first before use.
  • 2008-09-16: Click here to download the WordPerfect scripts by Yehuda N. Falk. Please read the Readme.wpd file first before use.

Notes module

Besides collecting references, another essential part of doing research is taking notes. You can use a word processor to take notes, but they will be scattered around in your computer and hard to find. You can also use one of the notes taking programs, but there is no easy way to link references to a note, and most of them only have bare bone word processing features. Biblioscape provides a unique notes taking program that is integrated with the Reference module. Biblioscape's Notes module help you organize and categorize all your notes. All notes text are indexed. The full text search engine is very fast even with a very large database.

Biblioscape Notes module can also be used to organize captured Web pages. Under the Internet module, you can capture a Web pages onto your local hard drive. The Web page content is indexed for full-text search. Clicking on the note will display the captured Web page along with graphics on the built-in browser. 

Bookmark and hyperlink

In notes module, Biblioscape supports the use of bookmarks and hyperlinks. This allows you to make selected text clickable and take you to a web site, a bookmark in the same note, a file, another record in the same database, etc.

Bookmark

To create a bookmark, select the text and go to menu command "Insert | Bookmark...". The selected text will be used as bookmark name, you can type other names if you want. Click the OK button to create a bookmark. Bookmark text will be marked with green underline.

To edit or delete an existing bookmark, select the text marked as bookmark and go to menu command "Insert | Bookmark". The existing bookmark name will be shown. You can type another name and click the OK button to rename it, or press the backspace key to erase the name to delete the bookmark.

Hyperlink

To add a hyperlink, select the text and go to menu command "Insert | Hyperlink...". The add hyperlink window will be shown. You can link to the following destination:

  • World Wide Web: Enter the URL in the address box.
  • File: Click the File button and select the file you want to link to.
  • Bookmark:  After clicking the bookmark button, all the bookmarks in the current note will be listed. You can then select an existing bookmark to link to.
  • Reference: Click the Reference button and select the reference you want to link to.
  • Note: Click the Note button and select the note you want to link to.
  • Task: Click the Task button and select the task you want to link to.
  • Chart: Click the Chart button and select the chart you want to link to.
  • Category: Click the Category button and select the category you want to link to.
  • Folder: Click the Folder button and select the folder you want to link to.

When creating a hyperlink to reference, note, task, chart, category, or folder, you have to option to create a record to record link as well. Click the "Link to Record" button and add a record to record link by clicking the "Add Links" button. If you just want to create a hyperlink, please click the "Add Hyperlink" button.

After hyperlink is created, the text will be shown with a blue underline. Double click the hyperlink will take you to the item linked. If it is linked to an WWW address, the web page will be opened in your default browser. When linked to a file, the file will be opened if there is an associated application with that file type. When linked to a bookmark, user can double click the hyperlink text and the cursor will jump the the linked bookmark. When linked to a reference, note, task, charts, category, or folder, the linked record will be opened in a separate window.

To edit or delete a hyperlink, select the text and go to menu command "Insert | Hyperlink...". Change the hyperlink address to edit it. If you make the address blank and click the OK button, the hyperlink will be deleted.

Copy or shoot notes

After collecting many notes, you may want to use them when start writing your thesis or paper. Most likely, you will use a word processor like Microsoft Word or Corel WordPerfect to write. In Biblioscape notes module, select the note or notes you want to add to Word and go to menu command "Edit | Copy Notes" to copy it to the clipboard, or "Edit | Shoot Notes" to insert it directly at the cursor position in Word or WordPerfect document. The note title will be inserted in its own line followed by the content of the note. If more than one note are selected, all notes title and content will be inserted in the order displayed in Biblioscape. If there are linked references to the note you selected, the linked references will be added after the note in the form of temporary citation. If there is a page number in the link description between note and reference, it will be inserted in the temporary citation as well. For example: [Smith, K. 1998 @33-34 #892].

When you shoot or copy notes, the notes content will use whatever font you used in your notes. The notes title and the temp citation of linked references will use the font specified as the default font for notes in the "Tools | Options" window "Others" tab. If you have records in double byte languages like CJK, please make sure a font like Tahoma is selected as the default font for notes in the "Others" tab of "Tools | Options" window.

Create, edit, delete a note

Create a note

  1. Click the menu command "Notes | New Note".
  2. Enter the title of the newly created note on the left pane.
  3. Enter the content of the newly created note on the right pane.
  4. When you move to another note, the newly added note will be saved, or click the menu command "Notes | Save Note".

Brainstorm

If you needs to enter notes without interruption during a brainstorm session, click the Brainstorm button on the toolbar and start entering a note's title. Press the Enter key and start to enter the title of your next note. New notes will be created in this way untill you exit the brainstorm mode by clicking the Cancel button. You can then re-arrange the newly created notes in a tree structure by drag and drop.

Edit a note

You can edit a note in the live preview pane. When you browse to another record, the changes will be saved automatically. Double click a note will open it in a separate note editor window, after changes are made, click the "Save and Close" button. Biblioscape Note editor can be used to format note text. You can also paste graphics or OLE objects into a note. You can change the note icon by selecting one from combo box. You can tag a note with categories. Keywords field can be used to enter words that can help you retrieve the note in a search. Individual keywords should be separated by "; ".

Delete a note

  1. Select the notes you want to delete.
  2. Click the menu command "Notes | Delete".

Deleted notes are put in the Recycle bin, you can recovered deleted notes by clicking the Restore button in the Recycle bin.

Print a note

To print the content of current note, click menu command "File | Print".

Import and export notes

Import notes

Biblioscape lets you import notes in different formats including: plain text, html, MS Access, Excel, Word, XML, Paradox, etc. The import wizard will walk you through the process step by step with many options.

  1. Go to menu command "File | Import".
  2. Click the Browse button to select the file you want to import.
  3. Biblioscape includes special routines to import notes from certain applications like Schlar's Aid. In such cases, click the "Other Applications" tab, and select the desired application. For all other files like plain text, MS Access, Excel, Paradox, DBase, XML, etc. select the "Wizard" tab and click the Start button to run the import wizard.
  4. Select the file format of the data you like to import and click the Next button.
  5. Depends onthe format you select, you have to specify the delimiter, date time format, etc.
  6. The next important step is to map the text in your file to the data fields of your database. Depends on the file format, Biblioscape will make a guess, you can then fine tune the mapping.
  7. After finishing the last step of the import wizard, click the Execute button to start importing.

Export notes

You can export notes in different formats depending on your needs.

  1. Go to menu command "File | Export". All records in the current list view (folder or search) will be exported.
  2. Click the Browse button, select the directory for the exported file, and give export file name.
  3. Click the Start button to run the export wizard.
  4. Select the export format and click the Next button.
  5. Specify custom options for data exporting. The options depends on which export format is selected.
  6. Depends on the export format selected, you can specify the delimiter, date time format, etc.
  7. Select which data fields to be included in the export.
  8. Select the desired layout of exported data. The exported records could be in a table format with one field per column, or in a tabular form.
  9. In the last step, click the Execute button to start the export.

Transfer notes from database to another

If you need to transfer notes from one database to another (for example, from your home PC to work PC), it is best to use the export wizard to export notes in Paradox format. Copy the exported files (*.DB and *.MB) to the other computer. In Biblioscape, run the import wizard and select the Paradox *.DB file. You can use all the default settings. All the fields will be mapped automatically.

Search notes

Fast search

Fast search is a full text indexed search. All text fields in notes table will be searched and search words will be highlighted in the result.

  1. Click the "Search" tab on the right pane.
  2. Click the "Fast Search" tab on the search pane.
  3. Enter search string and press the Enter key. 

Advanced Search

  1. Click the "Search" tab on the right pane.
  2. Click the "Advanced Search" tab on the search pane.
  3. Click the grey text to add a search condition.
  4. Click the table field in red to select the desired field to search against. Click the operator text to change the search operation. 
  5. Click the question mark to enter search text.
  6. Click the green arrow button below to start the search. 

Retrieve all notes

To retrieve all notes in your database, click menu command "Notes | Retrieve All".

Transfer notes to a word processor

During the phase of research, you may have accumulated a lot of notes. When you start to write, you can easily transfer those notes into your word processor along with references linked to those notes.

Transfer notes by drag and drop

  • In notes preview pane or notes editor, select the text you want to transfer.
  • Hold down the Ctrl key and drag the selected text into your word processor document.
  • Drop the selection at the desired position in your word processor.

If there are references linked to the note, the linked references will be added after the selected text in the form of temporary citations. For example, if reference "Smith, J. K. 2003" is linked to the note and the selected text is "This is my first transfer...". The dropped text will become "This is my first transfer... [Smith, J. K. 2003 #439]". When you link the note to a reference, if a page number is added to the link description field, Biblioscape will include the page number as Cited Page in the temporary citation. So the dropped text will become "This is my first transfer... [Smith, J. K. 2003 @23-25 #439]". Beware that the Cited Page will not be used unless the output style you selected supports cited page. If more than one reference is linked to the note, all will be included as multiple citations separated by " / ". For example: "This is my first transfer... [Smith, J. K. 2003 @23-25 #439 / Bowen, D. 2005 #390]".

Drag and drop text to a note

You can drag and drop text from other applications that supports inter-application drag and drop into a note. First, move the cursor position to the place you want the text to be dropped in Biblioscape note. Next, select the text in the other application, drag and drop it to Biblioscape note.

Tasks module

Biblioscape provides an integrated tasks manager. You don't need to switch to another application to manage your tasks. All research related information can stay in one place. You can even link a task to notes.

You can use Tasks module to track research related ToDo list. If you need to put large amount of information for a task, you should use the "Description" field which can take up to 256 MB of data. The progress of a task can be recorded in the "% Complete" field. You can use the drop down box to select a percentage number, or enter any percentage manually. Click the check box "Complete" once a task is complete.

Create, edit, delete a task

Create a task

  1. Click the menu command "Tasks | New Task".
  2. Enter the task title on the right pane. Enter other data if needed, like "Start Date", "Due Date", etc.

Edit a task

You can edit a task in the live preview pane. When you browse to another record, the changes will be saved automatically. Double click a task will open it in a separate task editor window, after changes are made, click the "Save and Close" button.

Delete a task

  1. Select the tasks you want to delete.
  2. Click the menu command "Tasks | Delete".

Deleted tasks are put in the Recycle bin, you can recovered deleted tasks by clicking the Restore button in the Recycle bin.

Print tasks

Click the menu command "File | Print". The current tasks list will be saved as an htm file and opened by your web browser. Go to the browser menu "File | Print" to print it.

 

Search tasks

Fast search

Fast search is a full text indexed search. All text fields in task table will be searched and search words will be highlighted in the result.

  1. Click the "Search" tab on the right pane.
  2. Click the "Fast Search" tab on the search pane.
  3. Enter search string and press the Enter key. 

Advanced Search

  1. Click the "Search" tab on the right pane.
  2. Click the "Advanced Search" tab on the search pane.
  3. Click the grey text to add a search condition.
  4. Click the table field in red to select the desired field to search against. Click the operator text to change the search operation. 
  5. Click the question mark to enter search text.
  6. Click the green arrow button below to start the search. 

Retrieve all tasks

To retrieve all tasks in your database, click menu command "Tasks | Retrieve All".

Display completed tasks

By default, only active tasks are displayed. To display both active and completed tasks, click the menu command "Tasks | Retrieve All". To display completed tasks only, go to the menu command "Tasks | Completed Tasks".

Charts module

The Charts module is for expressing your ideas in a visual way. It can be used to draw flow charts, organization charts, etc. Each chart object can be linked to references, notes, tasks, and catalogs from other modules.

Annotate a chart object

You can add rich text to an individual chart object. When in the charts list view, select an object in the chart preview pane. Go to the annotation pane below and type your comment, ideas, etc. If you click another chart object the annotation will be saved automatically. When you are in the chart record window, there is an "Object" tab on the right pane. Select a chart object and starting typing in the text box on the "Object" tab. When you click the same object next time, the saved annotation text will be displayed.

Chart editor

When creating or editing a chart, you need to open a chart in a separate chart editor window. You can do that by go to menu command "Chart | Edit" or click the "Edit Chart" button on the toolbar. The editor window in resizable. Once finished editing, click the OK button to save it. Click the Cancel button to close without saving.

Chart editor main menu

The main menu of the editor window includes the following items:

File

  • Open - Loads flow chart contents from a file. The file that stores flow chart contents may be a file saved earlier using the Save As menu item.
  • Save As … - Saves flow chart contents to a file. You can load data from this file into another flow chart control.

Edit

Use this menu to modify a selected item.

  • Undo - Use this menu item to undo most recent changes to the flow chart.
  • Copy - Copies selection to the clipboard.
  • Cut - Cuts selection and places it onto the clipboard.
  • Paste - Pastes clipboard contents to the flow chat.
  • Select All - Selects all items within the flow chart.
  • Clear Selection - Cancels any selection in a flow chart control.
  • Bring To Front - Brings selected objects in front of other objects in the flow chart window. If you apply Bring To Front to a selected object, then that selected object overlaps other items on screen.
  • Send To Back - Places selected objects behind other objects to the end of Z-buffer.

View

  • Zoom In - Enlarges a flow chart's view.
  • Zoom Out - Lessens a flow chart's view.
  • Fit - Changes a flow chart's zoom ratio in order to show all chart items within the flow chart window.
  • Actual Size - Resets the zoom ratio of the flow chart window to 100% (no zoom).

Union

  • New Union - Creates a new union. The selected object becomes the main object of the union. Double-click the main object to select all objects that belong to the union. This item is enabled only when several objects are selected.
  • Add To Union - Adds selected object(s) to a union. If a selected object is already in the union, it is not added to it.
  • Remove From Union - Removes an object from a union. This item is enabled only when a selected object is the member of a union. The Remove From Union item is disabled when the selected object is the main object in a union.
  • Clear Union - Removes all objects from a union. This item is enabled only when a selected object is the main object in a union.
  • Clear All Unions - Removes all objects from all existing unions.

 

Chart editor popup menu

The popup menu appears when clicking the right mouse button on an item within the flow chart editor. The popup menu contains the number of standard operations, such as Copy, Cut, Paste, and options, specific for flow chart items.

  • Properties - Use Properties to edit flow chart item properties. If a selected item is a flow chart object, the object customizing form activates. If a selected item is a connection, the connection customizing form activates.
  • Undo - Use this item to undo the last changes to the flow chart.
  • Copy - Copies selection to the clipboard.
  • Cut - Cuts selection and places it into the clipboard.
  • Paste - Pastes clipboard contents to the flow chart.
  • Remove Point - Deletes the intermediate point of a connection. This item is enabled only when you click the right mouse button on the intermediate point.
  • Select All - Selects all flow chart items in a flow chart.
  • Clear Selection - Removes selection of all items within a flow chart.
  • Bring To Front - Places an item in front of all other flow chart items.
  • Send To Back - Places an item behind other flow chart items.

The popup menu of the flow chart editor has a union section. Its items are enabled only if the selected item is a flow chart object. Objects of the same union move together, even if a user moves only one object comprising it. Items of the union section perform the same actions as the Union item of the main menu.

  • New Union - Creates a new union. The selected object becomes the main object of the union. Double-click the main object to select all objects that belong to the union. This item is enabled only when several objects are selected.
  • Add To Union - Adds selected object(s) to a union. If a selected object is already in the union, it is not added to it.
  • Remove From Union - Removes an object from a union. This item is enabled only when a selected object is the member of a union. The Remove From Union item is disabled when the selected object is the main object in a union.
  • Clear Union - Removes all objects from a union. This item is enabled only when a selected object is the main object in a union.
  • Clear All Unions - Removes all objects from all existing unions.

 

Chart editor toolbar

The flow chart editor includes a toolbar with the following sections:

Create Section

chart editor create

Use buttons of this section to create a new item within the flow chart.

In order to draw a new object or a connection:

  • Click "Object" or "Connection" button on the toolbar to create a new object or a connection.
  • Drag the mouse pointer diagonally in the direction you want.

The default background and foreground colors are displayed on the lower-left corner of the editor screen. Use the left mouse button to draw with the foreground color or the right mouse button to draw the background color.

Object Section

chart editor object

Use buttons of this section to customize object formatting.

  • To change object shape use the "Shape Style" button.
  • To change the border width of an object, first select the object, then use the "Shape Line Width" button.
  • Use the "Text Font" button to change the font of object text.
  • Use the "Text Layout" button to change text layout within the flow chart window.
  • Use the "Image Layout" button to change image layout within the flow chart window.

Connection Section

chart editor connectioni

Use the buttons in this section to customize the look of a selected connection.

  • Change the connection type by clicking the "Line Style" button (first left).
  • Use the "Text Font" button to change the font used for connection text (first right).
  • Use the "Source Arrow" (second left) and "Destination Arrow" (second right) buttons to specify the style of source and destination edges of a connection.
  • Use the "Source Arrow Size" (third left) and "Destination Arrow Size" (third right) buttons to change the size of source and destination arrows. Generally, a connection can have arrows with arbitrary size, but the dropdown menu within the flow chart editor allows you only predefined sizes. Use the Properties popup menu item to change the arrow size of the connection.
  • Use the "Linked Point of Source Object" (fourth left) and "Linked Point of Destination Object" (fourth right) buttons to specify to linked source and destination objects.

Zoom Section

chart editor zoom

Use the buttons within this section to change the scale of the flow chart.

  • Use the "Zoom" button to zoom a flow chart's view. First, toggle this button, then zoom in the flow chart view area. To zoom out, use the ALT key when zooming.
  • Use the "Fit" button to fit a flow chart's contents in the flow chart window.

Palette Section

chart editor pallete

Use this palette to change the color of a current object or connection.

Use the left mouse button to change the foreground color. Use right mouse click to change the background. Double click the current foreground or background boxes in order to specify a color that differs from available palette colors.

To change the border color of an object, selected it and then specify a new foreground. To fill an object with a particular color, first select the object and then specify a new background color.

To change the color of a connection line, first select the connection, then specify a new foreground color. To specify the color of connection arrows, first select the connection then specify a new background color.

Note: If there are no selected objects or connections within the editor, setting a new background color changes the flow chart's background color.

 

Connection customizing form

The connection customizing form provides a visual interface for connection properties.

chart editor edit connection

Text

Enter connection text into this edit box. Use the "Text Font" button to change text font in the Text box

The Source and Destination sections determine respectively the source and destination connection edges.

Source section

 

Destination section

 

Arrow Type

Type of source connection edge.

Arrow Type

Type of destination connection edge.

Arrow Size

Specifies size of source arrow edge. Use this property to define unique arrow sizes.

Arrow Size

Specifies size of destination arrow edge. Use this property to define unique arrow sizes.

Linked Point

Determines the linked point of a source object. Connection is linked to the source object at this point.

Linked Point

Determines the linked point of a destination object. Connection is linked to the destination source object at this point.

Color

Represents connection color. Double click the color box to activate a color selection dialog. Use this color dialog to specify a new color for a connection

Arrow Color

Represents the color of arrows. Double click the color box in order to choose a new color from the color selection dialog.

 

Object customizing form

The object customizing form provides easy configuration of objects properties. The object customizing form contains three pages:

chart editor edit object

General Page

Contains edit controls for most object properties.

  • Height - Specifies the vertical size of an object in flow chart coordinates.
  • Width - Specifies the horizontal size of an object in flow chart coordinates.
  • Text - Determines object text. Use the Generate/but_chart_obj_TxFont.gif button to the right of the text edit box in order to change text font.
  • Text Layout - Specifies text layout.
  • Shape Type - Specifies object shape.
  • Line Width - Determines border width of an object.
  • Shape Color - Specifies border color. Double clicking the color box activates the color selection dialog.
  • Background Color - Specifies the background color for an object.
  • Transparent - Determines whether an object is transparent.

Image Page

This page provides image selection for an object. Simply select an image from the window.

  • Image Layout - Specifies image position within a flow chart object.
  • Clear Image - Use the Clear Image button to remove a link between an image and object. After clicking the Clear Image button an object has no associated image.

Frame Page

The intent of this page is to configure the object frame. These settings are meaningful only for objects of type fcsRectangle. Options of this page are similar to parameters of the DrawEdge function (see Win32 API help).

Edge Style section

 

RaisedIn

Raised inner edge

 

RaisedOut

Raised outer edge

 

SunkenIn

Sunken outer edge

 

SunkenOut

Sunken inner edge

Frame Style section

 

Flat

Flat border of an object

 

Mono

Object has a one-dimensional rectangle border

 

Left

Left side of border rectangle

 

Top

Top of border rectangle

 

Right

Right side of border rectangle

 

Bottom

Bottom of border rectangle

 

Soft

Soft edges instead of tiles

 

Adjust

The border rectangle to be adjusted to leave space for client area

 

Middle

Interior of rectangle to be filled

 

Diagonal

Diagonal border

 

Create, edit, delete a chart

Create a chart

  1. Click the menu command "Charts | New Chart".
  2. Enter chart title on the left pane first.
  3. Click the menu command "Charts | Edit Chart" to draw the chart in chart editor.

Delete a chart

  1. Select the chart you want to delete.
  2. Click the menu command "Charts | Delete".

Edit a chart

To edit a chart, click the menu command "Charts | Edit Chart". The chart object can be repositioned by drag-and-drop. Double clicking a chart object will bring up the object customizing form, you can change its color, background, font, text, image, etc. Chart objects can be connected by a line. Double clicking on it will bring up the connection customizing form allowing you to change the arrow style, size, link point, color, etc.

Display a chart

By default the chart is displayed in its original size. You can easily change the display size with menu commands or toolbar buttons.

  • Zoom In: Click the menu command "Charts | Zoom In".
  • Zoom Out: Click the menu command "Charts | Zoom Out".
  • Fit: Click the menu command "Charts | Fit" to resize the chart to fit into the current window.
  • Actual Size: Click the menu command "Charts | Actual Size" to display the chart in its original size.

Print a chart

To print a chart, click the menu command "File | Print Chart".

Link to records from other modules

Link a chart to a note

You can link a chart to records from other modules. Go to menu command "Chart | Create Links" and select the desired module. The link window will be shown. Go to the folder and select the records you want to link to and click the "Add Links".

Link a chart object to records from other modules

When drawing a flowchart, sometimes you may want to link a chart object to records from other modules. Select the chart object with your mouse, and go to menu command "Chart | Create Links" and select the desired module. The link window will be shown. Go to the folder and select the records you want to link to and click the "Add Links". In future use when you click on that specific chart object, the linked records will be shown. When no chart object is selected, all the linked records will be displayed.

Categories module

The Categories module helps users to classify records in other modules like references and notes. Folders are used as the primary tool to organize references, notes, tasks, etc. But in many cases, users need to organize records in more than one dimension. The Categories module fulfills this need by letting users tag references and notes easily. A single reference or note can belong to multiple categories.

Besides tagging, the Categories module can be used to build topic maps. Topic maps include topics, associations, and occurrences. Each topic represents a subject. It can be linked to other topics in the form of associations. It can also be linked to other information sources which can be references, notes, web sites, files, etc. These kinds of links to external sources are called occurrences. The Categories module in Biblioscape allows users to build a knowledge base on the principles of topic maps.

Create, edit, delete a category

Since the Categories module can be used as a tagging tool for all records, Biblioscape includes a "Categories" tab for modules including references, notes, tasks, and charts. If the Categories module is just used as a tagging tool, there is no need to go to the Categories module to add, edit, and delete a category. You can do it inside the "Categories" tab of other modules.

Categories tab

On the search pane of a Biblioscape module, click the "Categories" tab. First select which categories folder you want to open using the combo box at the top. Click the right mouse button and select of the the following commands.

  • New Category: A new category will be created in the categories tab. You can then type the category name and press the Enter key.
  • New Child: A new category will be created as the child category of the current selection.
  • Move Category Up: You can re-arrange category position by drag and drop. But it is not possible to move a category to the root level by drag and drop. This command is added for this purpose.
  • Open Category: Open the current selection in a category editor window.
  • Delete Category: Delete the currently selected categories. The deleted categories will be put into the Recycycle bin.
  • Run Search: Retrieve all records that are tagged with the currently selected category.

Categories module

Click a category folder on the folder pane to go to the categories module. When you select a category, all records tagged with the selected category will be shown on the "Categories" tab on the right.

  • Create a category: Click the menu command "Categories | New Category" to add a new category at the same level as the currently selected one. To add a child category, click the right mouse button and select "New Child".
  • Edit a category: Double click a category to open it in the category editor window.
  • Delete a category: Select categories you want to delete and click menu command "Categories | Delete" or press shortcut key Ctrl+D.
  • Print categories: Click menu command "File | Print" will print out all categories in the current list in a table view.

 

Topic maps

Topic maps is a way to represent knowledge. In Biblioscape, the categories module can be used to implement most features in topic maps. Biblioscape uses the concept of topic maps for knowledge management. There are three main concepts in topic maps.

  • Topic: A topic can be used to represent anything. It could be a concept, a person, an object, a file, an event, etc. A topic has a main name. But if needed, it can also have several other names. For example, if you have a topic named "United States", you can also give it other names like "US", "USA", "United States of America". A topic can also have a type. For example, the above topic "United States" can be assigned the type "Country". In Biblioscape, we use the word "Category" instead of "Topic" because the categories module is not just designed for topic maps.
  • Occurrence: A topic may be linked to other resources. For example, you may link the topic "United States" to a web page, a video file on your computer, or a paper you wrote in high school. All these kinds of links are called occurrences. You can assign a type to such a link and it is called occurrence type. For example, you can assign the type "Video" when linking "United States" to a video file on your PC. In Biblioscape, when you link a category to references or notes in the same database, such links are considered occurrences. Occurrence type is also a topic. In Biblioscape, create a category "Video" and assign it as "Occurrence Type". Next time you link "United States" to a file, you will be able to pick "Video" as "Link type".
  • Association: A topic may also be linked to other topics. For example, you may link the topic "United States" to other topics like "Nazi Germany", "Microsoft", "New York City", etc. All these links are called associations. You can assign a type to such a link and it is called association type. For example, you can assign the type "military conflict" to the link between "United States" and "Nazi Germany". When linking two topics, you can assign a role to each topic in such a link. It is called "association role". For example, for the link "military conflict" between "United States" and "Nazi Germany", you can assign the role "Winner" to "United States" and the role "Loser" to "Nazi Germany". Association role assignment is not needed for most associations. In Biblioscape, when you link a category to another category, such a link is considered an association. Both association type and association role themselves are topics. In Biblioscape, first create a category "military conflict" and assign it as "Association Type". Create another two categories "Winner" and "Loser" as "Association Role Type". When you link category "United States" to another category "Germany", you will be able to pick "military conflict" as "Link type", "Winner" as "Link from Role", and "Loser" as "Link to Role".

Besides the three main concepts "Topic", "Occurrence" and "Association", there are a few other things need to be understood.

  • Topic type: Topics can be classified according to their kind. This classification depends on the nature of the information, as well as the needs of the application. For example, if you build a topic maps about the Renaissance, you may assign topics to one of the following types: humanism, art, science, and religion. Topic types are themselves defined as topics. In Biblioscape, when creating a new category "Art", you can selects its "Type" as "Topic Type". The next time when you create a category "The School of Athens", you will be able to select "Art" as its type.
  • Scope: In topic maps, if you need to put things into context, you can use scope. A scope is used to limit the validity of a name, an association (a link), etc. For example, when building a topic maps about cooking, you may need to create a topic (category) "Wine". Since French cooking is so important for this topic, you want to include French word for wine "Vin" as the other name for the topic "Wine". In such a case, you can add a scope "French" for the word "Vin". Scope themselves are topics. In Biblioscape category editor window, you can assign a topic "French" as "Scope". The next time you need to add a scope to another word, "French" will be in the drop down list for you to pick from.
  • Topic names: In real world, a topic can have more than one names. Since a topic represents a subject, if that subject is a person, it could have a nickname, a login name, etc. In Biblioscape, you can add several names for a topic using the "Other names" box. All the names are treated as a synonyms ring. As explained in the Scope section, you can scope a name.
  • Subject identity: The goal of topic maps is to achieve a one-to-one relationship between a topic (category) and the subject it represents. Topics maps created by different people may use the same topic name to represent different things. In such a case, a computer may not be able to know the same topic name means differnt things. To prevent this problem, we can use URI as the subject identity. For example, when creating the topic "The School of Athens", you can use this URI http://en.wikipedia.org/wiki/The_School_of_Athens as the subject identity. Both people and computer will know you are talking about the famous painting, not about public schools in Athens, Georgia.

In Biblioscape, the references module is for managing bibliographic data. The notes module is for managing information which could be a web page clipping, a seminar note, etc. The categories module is for managing knowledge. Knowledge is represented by concepts (topics, categories), links between concepts (associations), and resources about a concept (occurrences).

Composition module

The composition module is designed to help users writing a thesis or a book. It is an evolutionary process.

You start off by collecting references, files, web clippings, etc. You may first write a few notes. Those notes will evolve into sections or chapters. The composition module allows you to easily organize your writing pieces into outlines. For a big writing project like a thesis or book, it is much easier to separate your writing into smaller pieces instead of one big file. The composition module supports the reuse of your writing pieces. You can create more than one composition folder and quickly assemble the same notes into different outlines and compare the drafts. The composition module can help you to generate a table of contents, formatted citations and bibliography, a suggested reading list, a glossary, and index automatically the final draft.

Building blocks

Notes from notes module are the building blocks of a composition project. All outline entries are based on notes. You can drag-and-drop notes to a composition outline. The same note can be added to many outlines. When the note content is changed, the drafts built from those outlines are all changed accordingly.

Content reuse

The composition module promotes content reuse. Besides the reuse of notes in different outlines, references and categories are also reused. You enter a reference entry once, and it can be inserted as a temporary citation into many notes. You can also drag-and-drop a reference to different suggested reading lists. A category entry can be added to many notes in an outline as an index term or added to many glossary lists.

Outline

The outline pane allows users to quickly assemble existing notes into a draft using drag-and-drop. Users can also create new notes which can be automatically added to the outline. The ordering of notes can be changed by drag-and-drop or clicking the toolbar buttons. When you compile your composition, the outline can be converted to a table of contents of your final draft.

  • New Note: Create a new note and add it to the current composition folder. You will be prompted to enter a note title, note type, and select the folder where the new note will be added. The new note will be automatically included in the current composition folder. You can then add content to the new note in the compsition module.
  • New Child Note: Create a new note and add it to the current composition folder, and make it the child of the current note in the outline.
  • Delete: Delete the selected notes in the outline. The notes will be deleted without prompting. You can recover them from the Recycle bin if needed.
  • Add Existing Notes: Select existing notes and add them to the outline.
  • Remove: Remove the selected notes from the outline. The notes will not be deleted from their notes folder.
  • Move Left: Move the selected note one level higher in the outline tree, so it will become a sibling note of its current parent note.
  • Move Right: Move the selected note to be the child note of the note above it.
  • Move Up: Move the current note above the note above it.
  • Move Down: Move the current note below the note below it.
  • Mark: Mark the current note using the color flags. This mark only applies to the current composition folder.
  • Refresh: Refresh the outline to show new changes.

Chart

The chart pane provides a different view of your outline items. In the chart view, you can get an overview picture of your writing. You can zoom in, zoom out, or rotate the chart. You can also re-arrange the structure of your composition by drag-and-drop.

  • Fit: Display all the objects in the current view. If you have lots of objects, each one will be very small.
  • Actual Size: Display objects in its actual size.
  • Rotate: Rotate the chart clockwise by 90 degrees.
  • Refresh: Refresh the chart to show new changes.

Citation

The citation pane lists all temporary citations of your composition project. When you add an existing note to your outline, Biblioscape will automatically generate a citation entry for this list. You can sort the list to how many times a reference is cited, as well as how many references are cited in each note.

  • Open Reference: Open the reference of temporary citation in its own window. The reference is surrounded by "***". This will be helpful when several references are included inside together in temp citation.
  • Open Note: Open the note in its own window.
  • Mark: Mark the selected citation with color flags.
  • Refresh: Refresh the temp citation list to show new changes.

Suggested Reading

You can build a list of suggested reading quickly by drag-and-drop of eixsing references. If needed, you can create chapters and build a suggested reading list for each chapter. When compile the final draft, you can chose an output style out of 2,000 plust styles, and let Biblioscape build a suggested reading list accordingly.

  • New Reference: Add a new references to the suggested reading list.
  • Delete Selected References: Delete the selected references from suggested reading list. You can recover deleted records from Recycle bin if needed.
  • Add Existing References: Add existing references to the suggested reading list.
  • Remove Selected References: Remove selected references from the suggested reading list. References will not be deleted.
  • Mark Selected References: Mark selected references using color flags. The mark only applies to the current composition folder.
  • Refresh: Referesh the suggested reading list to show changes.
  • Chapter: Display the current chapter selection from a list of chapters.
  • Assign Chapter to Selected References: Assign current chapter to selected references.
  • New Chapter: Add a new chapter to the chapter list.
  • Delete Chapter: Delete the current chapter.
  • Edit Chapter: Rename the currently selected chapter.

Index

When writing a book or thesis using a traditional word processor, building index can be a painful job. Because you don't have a clean view of index terms in a word processor document. The index pane provides such a view. It lists index terms and the notes that is associated with such a term. So you can see how many index terms are added for a note, as well as what notes are marked with an index term. You can add a new index term easily by drag-and-drop a categories item on the right to an outline entry. When compile the final draft, you can let Biblioscape to build the end of book index automatically for you.

  • New Index Term (Category): Add a new category as an index term for the currently selected note.
  • Delete: Delete the selected index term. You can recover deleted categories from the Recycle bin if needed.
  • Add Existing Categories as Index: Select from existing categories and add them as index terms for the currently selected note.
  • Remove: Remove selected categories as index terms. The categories will not be deleted.
  • Mark: Mark the selected categories using color flags. The mark only applies to the current composition folder.
  • Refresh: Refresh the index list to show changes.

Glossary

You can quickly build a glossary list for your composition project by drag-and-drop existing category items into the glossary list. For each category item, there is a Definition field. If that category is dragged into the glossary list, the cateogry name will be used as glossary term and the text in Definition field will be added after the term. This feature promotes content reuse. You can add a category entry with definition once, and use it many times as a glossary term in different composition projects.

  • New Glossary Term (Category): Add a new category record and it will be automatically added as a glossary term to the current composition folder.
  • Delete: Delete the selected glossary terms.
  • Add Existing: Add existing categories as glossary terms to the current composition folder.
  • Remove: Remove selected glossary terms. The category records will not be deleted.
  • Mark: Mark glossary terms with color flags. The mark applies to the current composition folder only. 
  • Refresh: Refresh the glossary term list to show new changes.

Compile

The compile pane allows you to define how your final draft will be produced. You can decide whether to include table of contents, index, glossary, which style should be used to generate citations and bibliography, which style should be used for suggested reading list, etc. You can also chose the font, size, alignment of title text for each level in your outline, and decide what fields to be included for each note. For example, you can chose to not only add the main text, but also the abstract, Misc text, metadata, and links. All the setting parameters can be saved as a file. You can create several setting files for your compostion project and generate final drafts for different audiences. Once all the settings are set, clicking the "Compile to RTF" button will generate the final draft for you according to the settings and open it automatically using Word.

  • Compile to RTF: Biblioscape will compile your notes in the composition folder according to the settings and save the compiled final draft in RTF format. The file will be opened by your default word processor. If you use Microsoft Word, you can press Ctrl+A to select all and then press the F9 key to geneate Table of Contents and Index.
  • Compile to HTM: Biblioscape will compile your notes in the composition folder according to the settings and save the compiled final draft in HTML format. The file will be opened by your default web browser.
  • Setting Selection: Select the settings file to use. The file stores all your settings selection and is saved under Biblioscape Global sub-folder with file extension "*.bcs".
  • Save Settings As: Click this button to save your current settings as another file. You will be prompted to enter a new file name. Biblioscape will save the new file under the Global sub-folder.

Composition settings allow users to control what fields to be included, and how notes should be formatted in the compiled final draft. You can create different settings file for different project, or you can edit existing settings. The changes will be automatically saved when you quit Biblioscape or select another settings file.

  • Convert temporary citations using the style: Check this box if you want Biblioscape to convert temporary citations in the compiled draft to formatted citations and bibliography. You can select the desired style out of a list. Only styles that are marked Favorite are listed. If you the style you want is not listed. Please go to the references module. Go to menu command "Tools | Styles | Output Styles". Select the desired style and click the button Toggle Favorite.
  • Include Suggested Reading list using the style: Check this box if you want Biblioscape to generate a reference list of those references under the "Suggested Reading" list. Select the output style you want to use.
  • Include the Outline as TOC: Check this box if you want Biblioscape to generate Table of Contents (TOC) for the compiled draft. This option does not apply if you compile to HTM. After the final draft is compile, the document will be opened by your default word processor for RTF file. If you use Microsoft Word, you need to press Ctrl+A to select all and press the F9 key to let Word to generate the TOC.
  • Include Index terms: Check this box if you want Biblioscape to generate the end of book index for your compiled draft. This option does not apply if you compile to HTM. After the final draft is compile, the document will be opened by your default word processor for RTF file. If you use Microsoft Word, you need to press Ctrl+A to select all and press the F9 key to let Word to generate the index table.
  • Include Glossary terms: Check this box if you want Biblioscape to generate a list of glossary according to the selection under the Glossary tab.
  • Use the followng defined format except for notes marked with "Preserve Formatting": Check this box if you want Biblioscape to format all the notes included in the outline in a uniform format. This format will not be used for those notes that are marked "Preserve Formatting". You can chose the font name and size, the text color and background color, text alignment including "Left Alighed", "Center Text", Justified Text", and "Right Aligned". You can also select the line spacing and list style. 
  • Notes to be compiled: Select "All notes in outline" if you want to include every notes even those marked with "Exclude Export". Select "Included for export" if you do not want to include those notes marked with "Exclude Export". Select "Excluded for export" if you only want to compile those notes marked with "Exclude Export". Select "Selected in outline" if you just want to compile those selected notes in the outline.
  • Notes fields to be included: In this section, you decide what fields of notes to be included in the compiled draft. The selections for the fields include Title, Note, Abstract, Misc, Metadata (Created by, Date Created, Modified by, Date Modified, Folder, Note Type, Mark, Priority, Label, Date target, Web post hide, Status, Wordcount, Target Wordcount, Progrss Wordcount), and Links which include links to references, notes, tasks, charts, categories, files, websites, and texts. You can pick different fields for notes at different levels in the outline. "First level notes" include all the root level notes that have childe notes. "Second level notes" includes all second level notes that have child notes. "Other parent notes" includes any notes below the second level and have child notes. "Child notes" includes all the notes that do not have any child note.
  • Notes Title alignment and font: For the title of notes at different levels in the outline, you can align the title differently (Left, Right, Center, Justified), and use different font style and size. 

Preview pane

The preview pane allows users to edit the content of the selected note without openning a separate window. At the top of the preview pane, note title, ID, type, folder, date created, date modified, created by, modified by are listed. You can click the arrow button to go to other notes. You can also chose to display two notes preview panes. This is especially usefule when you need to see the content of two notes side by side during writing.

  • Preview header: You can chose to turn off the preview header by go to "View | Preview | Preview Header".
  • Preview editor: You can toggle the toolbar and ruler on and off by clicking the right mouse button and select.
  • Prior Note: Click this button to display the note prior to the current one in the outline.
  • Next Note: Click this button to display the note next to the current one in the outline.
  • Horizontal / Vertical: If you chose to display two preview editors, clicking this button will toggle the display mode of these two editors between left/right and top/bottom.
  • One Pane / Two Panes: Click this button to show or hide the second preview editor. When you chose to show two preview editors, you can browse or edit two notes independently. It will be very useful if you need to compare two notes side by side.

Inspector pane

There are several tabs in the inspector pane. You can use it to view the metadata of a note, display notes in notes module and drag it into the outline, display references and drag it to preview pane to add temporary citations, or display categories and drag it to the outline to add index terms or to the glossary list to add glossary terms. During your writing, you may want to see how your notes look like when they are combined together. It will give you a better view of how your writing flows. You can select several notes, go to the Draft tab and click the Generate Draft button. All the selected notes will be combined to a single document. You can edit the draft document directly. If you want to save the changes, clicking the Save button will save your changes directly to the selected notes.

  • Inspector: The inspector pane display note fields that are relevant to the composition folder. These include:

Abstract: List a short summary of your note.
General: Under this section, the listed fields include Title, Note Type, Categories, Note Mark, Status, Label, Priority, Date Target, Word Count, and Target. You can customize the Status and Label fields pick list by selecting the "Edit..." item. The Note Mark field applies to the note in notes module.
Others: All fields listed under this section apply to the current composition folder only. The color flag selection for Comp Mark field will not be shown outside of this composition folder. If you want to mark the note itself, please use the Note Mark field under the General section. Check the box "Exclude Export" if you want to exclude the note when Biblioscape compiles the final draft. Check the box "Page Break Bf" if you want Biblioscape to add a page break before this note when it compiles the final draft. Check the box "Keep Format" if you want to keep the formatting used in the current note. Otherwise Biblioscape will use a uniform format for all the notes specified on the Compile tab.
Misc: You can add rich text related to this note for any purposes. You can also paste graphics or OLE objects into this field.

  • Links: It lists all the links to the current note. You can also add new links or delete existing ones. After you just click the composition folder, this tab lists all the links to the current composition folder instead of a note.
  • Notes: The notes tab lists notes by folder. You can also do a Fast Search. Once the desired notes are found, you can drag and drop selected notes to the outline.
  • References: The references tab provides an easy way to insert temporary citations to the notes preview editor. You can browse references by folder or run a Fast Search. Then drag and drop selected references to any position of the preview editor.
  • Categories: You can drag and drop selected categories to a note in the outline. The selected categories will be added as the index for that note. You can also drag and drop selected categories to the glossary list. They will be automatically added as glossary terms.
  • Draft: During writing, you may want to see how text flows from one section to another. It will be hard to see that when typing in the preview editor. To see a note in its context, you can select a few surrounding notes in the outline, go to the Draft tab and click the "Generate Draft" button. All the selected notes will be shown together in one piece. You can also start to write in the draft window and click the "Save Draft to Database" button to save your editing back to the notes records.

Internet module

As more citation databases become available on the web, scientists need a tool to integrate reference searching on the web and reference management on local machines. Biblioscape fills this gap with an integrated Internet module called BiblioBrowser. BiblioBrowser uses the Microsoft Internet Explorer (IE) engine which comes with all versions of Windows.

Why use BiblioBrowser

The main advantage of BiblioBrowser is that you can capture the references from your Web search results directly into your database. On the “Resources” pane, there is a list of citation databases available on the web. After searching for references on the web site, you can just click on the “Capture References” button, pick the correct import filter and import the references directly into your bibliographic database. This Internet search and capture capability is not limited to the sites listed in "Resources" pane, and you can use it for any Web based bibliographic database as long as the right import filter is available. You can create a new import filter or edit existing ones when needed.

Capture references

There are large amount of bibliographic data freely available on the Web. Biblioscape integrated Web browser allows you to go to a Web based bibliographic database, do your search and capture search results directly into local database. Almost all commercial bibliographic database provider offer their product on the Web. For most Z39.50 catalog, there is also a Web based interface. So searching through a Web browser allows you to access almost any bibliographic database on the Internet.

To successfully capture bibliographic records from a Web page, you need the right import filter. Biblioscape user can create new import filter or editing existing ones. You can also find new or updated import filters at an online library.

Preparation

To capture web search results directly into a bibliographic database, you need to:

  1. Display search results in a format with reference data tagged.
  2. Have an import filter pre-defined for the display format.

Capture

  1. Follow the tip to display search results in a desired format for the import filter.
  2. Click on the “Capture References” button on toolbar.
  3. Pick the right import filter.
  4. Click on the “Start” button to import.

Direct import

Some web based citation database providers display a download button to send your search results directly into your bibliographic software. Biblioscape supports such a feature even if Biblioscape is not listed on their web page. Many citation database providers, such as Highwire Press, Ovid, OCLC, ProQuest, the ISI Web of Science and others, provide direct export of references into bibliographic software.

If Biblioscape is already supported by your citation database provider, just clicking the "Download to Biblioscape" button will work. If Biblioscape is not supported while other software such as EndNote is supported, you can go to the menu command "Tools | Options" in Biblioscape. Select the "Import / Export" tab, click on the button "Associate with Biblioscape". Now, if you click the "Download to EndNote" button on your citation database provider's web site, the selected records will be automatically imported into the current folder in Biblioscape no matter whether or not EndNote is installed on your computer. We also provide a button "Associate with EndNote" for you to change the association back to EndNote if you decide not use Biblioscape anymore.

Capture web page

When you do research on the web, You need ways to save Web data, annotate your Web research, and find your way back to pages you've seen before. Saving sites into your bookmark list is not enough, they can't guarantee that the data you once saw will still be there. You need an easy way of storing and organizing Web pages.

Biblioscape lets you gather information from the Web, organize it into meaningful categories, and easily retrieve and share data. You can save a Web page into either References database or Notes database. In both cases, all text of the saved page are indexed and full-text search is supported.

Capture a Web page into Notes table

  1. Go to menu command "Go | Internet" and visit the web page of interest.
  2. Click menu command "Web | Save As a Note".
  3. You can assign categories to it, or add comments to the Misc field. Click the "Save and Close" button to close it.

Note: When saved as a note record, the full text of a Web page is saved in the Note field and indexed. The URL is saved in the "Web Capture" field. The current page and all its graphics will be saved in a single mht file under the "Attachments" folder below thecurrently opened database folder. Relative path will be added to the "Web Capture" field. When you browse to this, the save Web page along with graphics will be loaded into Biblioscape built-in browser.

Capturing a Web Page into References table

When saved as a reference record, the record will be assigned "Electronic Source" reference type. The Web page content and all its graphics will be saved in a single mht file on your database Attachments sub-folder. The relative path of the mht file will be saved in the reference Attachment field. The URL will be saved in the reference URL field. The Web page title will be saved in the reference Title field.

  1. Go to menu command "Go | Internet" and visit the web page of interest.
  2. Click menu command "Web | Save As a Reference".
  3. You can assign categories to it. Click the "Save and Close" button to close it.

Note: The new record will be added into the currently selected reference folder. When you browse to the record, the "File Attachment" button will be enabled, click on the button will open the saved Web page in the default browser.

Web resources list

Biblioscape comes with a list popular web sites offering bibliographic databases. If there is an import filter associated with a web resource, you can use it to capture web bibliographic database search results into Biblioscape as references. The Web Resources list can be edited. To add more resources to the list, click the menu command "Web | Organize Resources".

  • New - Add a new resource to the list, enter data on the right pane.
  • Delete - Delete the selected resources from the list.
  • Import - Import resources from a text file.
  • Export - Export selected resources as a text to share with others.
  • Directory - Go to a Web based bibliographic resources directory maintained by Biblioscape.
  • Group - Group the resources list by column with drag-and-drop.

The resources list can be searched. Use the combo box to select the field to search, enter the search text in the edit box next to it and click "Search" button.

Library module

The library module is not designed as a full fledged library automation software. Instead, it is meant to be used by amature librarians to manage a small research library or even a personal library. There are so many department level libraries operate without the use of any library software. These libraries usually have a journal collection too and do not have a full time librarian to manage it. Biblioscape library module is designed for such libraries. It is integrated with the bibliographic database (References module) and the knowledge base (Notes module). Therefore, it is an ideal solution for university department libraries, small corporate libraries, research group libraries, even personal libraries. Although it is not meant to compete against the heavy weights, it has most of the sub-modules. These include: catalog, serials, circulation, interlibrary loan, borrowers, lenders, and suppliers.

Borrowers

Borrowers module is for storing borrower's names and contact information. In other modules like Circulation, the borrower's name is picked from this table, instead of entered each time.

Create a borrower

  1. Click the menu command "Borrowers | New Loan".
  2. Enter the borrower's data on the right panel.

Delete borrowers

  1. Select the borrowers you want to delete.
  2. Click the menu command "Borrowers | Delete".

Search borrowers

  1. Click the menu command "Borrowers | Search".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click the OK button to start the search.

Retrieve all items: After doing a search, if you want to display all borrowers again, click the menu command "Borrowers | Retrieve All".

 

Catalog

Catalog module uses the same set of reference types as Reference database. They include: Book, Serial, Report, etc. You can enter data directly into the catalog table, or you can send records from the Reference table into the Catalog table. Therefore, you can build import filters for different data sources, import them into the Reference table, then send them into the Catalog table. 

Create an item

  1. Click the menu command "Catalog | New Item".
  2. Enter the item data on the right panel.
  3. Once moved to another record, the new item will be saved to the database.

Each catalog item corresponds to a single phisical item. In other words, if you have two copies of the same book, you need to create two catalog items. In the catalog table, there is a field called "Copy". In the catalog editor, this field is grouped under the section "Holding". If you have two copies of the same book, create a catalog item for copy one and put "1 of 2" in the field Copy. Create another catalog item for copy two and put "2 of 2" in the field Copy. For most of the books, you probably only have one physical copy. The field Copy should be left blank.

Create items from existing references

  1. Go to the References module "Go | References".
  2. Select the records you want to add to the Catalog.
  3. Click the menu "Reference | To Other Modules | Send to Catalog.

Import records to catalog

Unlike References module, Catalog module does not have customizable import filters. But you can transfer records from References module to Catalog module with a single click by go to menu command "References | To Other Modules | Copy to Catalog". So it is still possible for users to import tagged data from any source by creating an import filter in References module. When you create an import filter, you need to know how data are transfered from References module to Catalog module. So you can decide how to map import data to database fields of the reference table. Most data fields between the two modules have the same name. The following list shows those fields with different names between the two modules.

Catalog        : References
Cat_type      : Ref_type
Subtitle        : Title_short
Author_corp : Address
Source          : Sec_title
Subject         : Keywords

Delete items

  1. Select the items you want to delete.
  2. Click the menu "Catalog | Delete".

Search items

  1. Click the menu command "Catalog | Search".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click the OK button to start the search.

Retrieve all items: After doing a search, if you want to display all items again, click the menu command "Catalog | Retrieve All".

Circulation

Circulation module handles all the check-in, check-out, renew, hold, etc. All these activities are logged and can be searched, grouped, and analyzed. If you know how to use SQL, custom reports can be built to display data in the way you like.

Check out

  1. Click the menu command "Circulation | Check Out".
  2. Select the borrower name from the combo box. If the borrower's name is not in the list. Go to Borrowers submodule first by click the menu command "Library | Borrowers" and add a borrower.
  3. Select the catalog item by "Title" or "ID".
  4. Make sure the "Date Due" is correct. If there is any comment about this transaction, add it to the comment box. Check the Permanent box if the borrower does not have to return it by any set date.
  5. Click the "Check Out" button.

Check in

  1. Click the menu command "Circulation | Check In".
  2. Select the item by "Title" or "ID" from combo box.
  3. Click the "Check In" button.

Note: If there is a Hold put on the item being checked in, after clicking the "Check In" button, Biblioscape will remind you about the Hold.

Renew

  1. Click the menu command "Circulation | Renew".
  2. Select the item by "Title" or "ID" from combo box. The checked out item detail will be shown in the grid below.
  3. Select a new due date.
  4. Click on the "Renew" button.

Hold

  1. Click the menu command "Circulation | Hold".
  2. Select the borrower's name who requested a hold.
  3. Select the item to hold by "Title" or "ID" from the combo box.
  4. Click the "Hold" button.

Review circulation history

All the circulation activities are recorded in a log. You can review the history by going to the menu command "Circulation | History". The circulation history table can be sorted by clicking on a column header. Clicking on the column header again will sort the table in reverse order.

You can also group by any column by going to "View | Current View | Group By", then dragging a column to the top panel. There are several predefined views you can use by going to "View | Current View".

Search circulation history

  1. Click the menu command "Circulation | Search".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click OK button to start search.

Retrieve all items: After doing a search, if you want to display all items again, click the menu command "Circulation | Retrieve All".

 

Interlibrary loan

Interlibrary Loan module is for borrowing books from other libraries on behalf of your users. It is intended to be used for materials for which there is not a recurring demand, not as a replacement for good collection development. Use it to record the request date, request item, date due, shipping method, etc. You can use the report writer to build reports for special requirements.

Create a loan

  1. Make sure the requester is in your borrowers list. If not, go to "Library | Borrowers" and add a new borrower.
  2. Click the menu command "Interlibrary | New Loan".
  3. Select the borrower and lender from the combo box and enter all other required information.

Delete loans

  1. Select the loans you want to delete.
  2. Click the menu "Interlibrary | Delete".

Search loans

  1. Click the menu command "Interlibrary | Search".
  2. Select the field you want to search.
  3. Select the search condition and enter search text.
  4. Click the OK button to start search.

Retrieve all items: After doing a search, if you want to display all items again, click the menu command "Interlibrary | Retrieve All".

 

 

Lenders

Lenders module includes the names of libraries that lend materials to you through Interlibrary Loan.

Create a lender

  1. Click the menu command "Lenders | New Lender".
  2. Enter the lender's data on the right panel.

Delete lenders

  1. Select the lenders you want to delete.
  2. Click the menu "Lenders | Delete".

Search lenders

  1. Click the menu command "Lenders | Search".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click the OK button to start search.

Retrieve all items: After doing a search, if you want to display all borrowers again, click the menu command "Borrowers | Retrieve All".

 

Serials

Serials module is used for managing issues of your journal subscriptions. Journal and magazine subscriptions are an essential part of a research library. Serials usually account for about half of a research library's collection. Ordering serials is handled in the Catalog module. Issue tracking, check-in, routing, claiming is done in the Serials module.

Create an issue

The Serial title must be entered into the catalog table as type "Serial". After going to the Serials sub-module, all serial titles will be displayed on the left pane. The issues related to a specific serial will be displayed on the top right pane accordingly.

  1. Click the menu command "Serials | New Issue".
  2. Enter the data in the bottom right pane.

Delete issues

  1. Select the issues you want to delete.
  2. Click the menu command "Serials | Delete Issues".

Search issues

  1. Click the menu command "Serials | Search Issues".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click the OK button to start the search.

Retrieve all items: After doing a search, if you want to display all issues again, click the menu command "Serials | Retrieve All Issues".

Create a serial

  1. First, go to Catalog sub-module by clicking the menu command "Library | Catalog".
  2. Click the menu command "Catalog | New Item".
  3. Select "Serial" as "Record Type".
  4. Enter the rest of item data on the right panel.

Delete serials

  1. Select the serial items you want to delete from the right pane.
  2. Click the menu "Serials | Delete Serials".

Search serials

  1. Click the menu command "Serials | Search Serials".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click the OK button to start the search.

Retrieve all items: After doing a search, if you want to display all serials again, click the menu command "Serials | Retrieve All Serials".

 

Suppliers

Suppliers module lists all suppliers of your library. If an item in your catalog is purchased through a supplier, you can link it to the supplier table, instead of entering the supplier's name each time.

Create a supplier

  1. Click the menu command "Supplier | New Supplier".
  2. Enter the Supplier's data on the right panel.

Delete suppliers

  1. Select the suppliers you want to delete.
  2. Click the menu "Suppliers | Delete".

Search suppliers

  1. Click the menu command "Suppliers | Search".
  2. Select the field you want to search.
  3. Select the search condition and enter the search text.
  4. Click the OK button to start the search.

Retrieve all items: After doing a search, if you want to display all suppliers again, click the menu command "Suppliers | Retrieve All".

 

BiblioRemote

Biblioscape allows a single database to be shared by people working on any computer with an Internet connection (or a local area network connection -- LAN -- to the computer with the database). It comes with a database server, BiblioRemote, that the user installs on the computer with the database. Anyone using Biblioscape can then be given full or limited access to that database, via the server.

This provides an alternative to BiblioWeb as a way of accessing a Biblioscape database remotely, and it is provided free with all versions of Biblioscape except Lite. Not only does it allow groups of users to use a single database from anywhere in the world, but it allows a single user who works from more than one location to use Biblioscape without having to carry the database with them.

To use BiblioRemote, users on remote computers launch Biblioscape on their own computers. Instead of opening a database on their computer, they open a small file which has all the necessary identifying information to locate the BiblioRemote server on their LAN or the Internet. Authentication (i.e. user name and password) can either be embedded in the small file or asked for each time the user opens a connection to the remote database. 

Once the connection to the remote database is opened, Biblioscape behaves almost exactly as it would if the database were on the local computer. The main difference is that it responds somewhat more slowly, because the data it is displaying has to be transferred over the LAN or the Internet. The faster the connection, the less noticeable the lags.

Configuring BiblioRemote server

Before doing any of the following, be sure to have BiblioRemote server running by double click "<installation directory>\BiblioRemote\dbsrvr.exe". You can also run BiblioRemote server as a system service. To configure the BiblioRemote server, run "<installation directory>\BiblioRemote\srvradmin.exe". When you first run this program you will need to use the default account to log in.

Go to the menu command "File | Options". Select remote type (Local Area Network or Internet), and enter the IP address of the server. If you are using the computer on which the server is installed, use the default IP address 127.0.0.1. Click "OK". Now go to "File | Login to Server"and use "Admin" as the user name and "DBAdmin" as password. For security reasons, you may want to remove the default account after establishing existing users and administrators. At least, change the password.

Status

The Status panel lists all the active sessions currently connected to the server as well as other information like memory usage, up time, etc. By default, the BiblioRemote server uses port 12005 for database communications and port 12006 for administrative communication. You can stop the server by clicking the Stop button and restart it by clicking the Start button.

Server

On this panel, you can change server-related parameters. The most import one is "Max # of connections". By default, it is set to 3. If you need to support more concurrent users, you can go to the Biblioscape web site and purchase additional BiblioRemote server license(s). Then click on the label "Max # of connections" and enter the key you received. All the other server-related parameters can be changed after clicking on the "Edit" button.

  • Deny New Connections: With this box checked, no more users can connect to the server.
  • Connection Timeout: If user can't make a sucessful connection within the indicated time, the user has to reconnect.
  • Dead Session Cleanup Interval: BiblioRemote server checks for dead sessions periodically.
  • Dead Session Expiration: If an user doesn't reconnect within the time specified, the session will be removed and the user has to log in again.
  • Max # of Dead Sessions: The max number of dead sessions allowed. Temp File Directory: The folder where temporary files are created.
  • Authorized Addresses: The IP addresses allowed to connect to the server. Use * to allow connections from any IP.
  • Blocked Addresses: The IP addresses not allowed to connect to the server.

Users

You can add, edit, or delete users on this panel. A user can be given administrator privileges if the "Administrator" box is checked.

Databases

All available databases published by the server are listed. Click the "Add" button to make your Biblioscape database available. First, give it a name. This name will be used when you set up Biblioscape to access the database on the BiblioRemote server. You can add a description about the database in the Description box. Then specify the path where the database resides.

Database Users

You can grant each user privileges to access a specific database. Each user can be assigned Read, Insert, Update, Delete, Create, Alter, Drop privileges to a specific database. In order for an user to open a remote database with Biblioscape, the user must be given the privilege to do so.

Log

All the server activities are logged. You can load the log by clicking the Load button and save the log as a text file by clicking the "Save" button.

 

 

Firewall and Router issues

Firewall issues

Security software such as Windows Firewall or ZoneAlarm will block all unused ports. If the ports used by BiblioRemote are blocked, you won't be able to access BiblioRemote from other computers. You will need to change the appropriate settings in your security software to unblock those ports. By default, BiblioRemote uses ports 12005 and 12006.

Running behind a router

If you run BiblioRemote on a computer behind a router and only the router has an IP open to the world, please make sure the two ports 12005 and 12006 are not blocked by the router. Also, configure your router to forward traffic on those two ports to the computer on which BiblioRemote runs. For example, if that computer's IP address is "192.168.0.3", configure the router (this is sometimes called “port forwarding”) so that it sends all traffic it receives from the Internet for ports 12005 and 12006 to "192.168.0.3".

 

Open a database through BiblioRemote server

BiblioRemote is installed with Biblioscape under the folder "...\BiblioRemote\". With BiblioRemote, you can open a Biblioscape database that resides on a remote machine that has the BiblioRemote server running. The remote machine could be on your LAN or a machine in another city, country, even continent. By default, the BiblioRemote server supports 3 concurrent sessions for personal use for free. If your organization needs to support more users, please order more licenses at our web site.

To have BiblioRemote access set up correctly, you need to have a PC designated as server which must have a permanent IP address. If you want users outside your firewall to open database through BiblioRemote, you must open the ports used by BiblioRemote. The client PC must have Biblioscape installed and have Internet or Intranet access. The server PC doesn't need to have Biblioscape installed. However, we recommend you do so, because some activities such as database maintenance and record importation are much quicker to perform on the server PC locally. If your server doesn't have Biblioscape installed, please copy the directory "BiblioRemote" under your Biblioscape root directory to the server PC.

To configure the BiblioRemote server from the server PC:

  1. On the server PC, run "dbsrvr.exe" under the BiblioRemote directory. You can also run BiblioRemote as a Windows service.
  2. On the server PC, run "srvadmin.exe" under the BiblioRemote directory, and go to "File | Options...".
  3. On the "Default" tab, select "Local Area Network" as the "Remote Type". Enter the host name or IP address of the server PC in the appropriate fields, and click the "OK" button to close the window.
  4. In srvadmin, go to "File | Login to Server". Enter "Admin" as User Name and "DBAdmin" as Password to login. This is the default password; please change it after first login for security reasons. If you cannot login, please make sure the two ports used by BiblioRemote server port 12005 and 12006 are not blocked by Windows firewall. These two ports are blocked by default in Windows Vista. Click here to learn how to open a blocked port.
  5. After login to the server, go to the "Users" tab. You should change the password for the Admin account instead of keeping the default password. Please keep your user password in a secure place. Then click the "Add" button to add a new user. You can also continue to use the Admin account if you wish. If you need to support more than one BiblioRemote user, you should use srvadmin to create an account on the BiblioRemote server for each user.

  6. Next, go to the "Database" tab. Before doing so, you need to ensure that there is a Biblioscape database on the server for the remote Biblioscape client to open. You can transfer Biblioscape databases by using WinZip (http://www.winzip.com) to compress all files in the Biblioscape database directory into a zip file. Transfer the zip file to the server PC and unzip it. Once you have done this, in srvradmin's "Database" tab click the "Add" button. First, give the database a name. You will need this name on the client PC to configure the setup; it can be anything you like (in other words, it doesn't have to have the same name as the *.bsl file in the database, although it's recommended that it does, for clarity). Click the "Select" button to point to the folder where the database files resides. Then click the "Save" button. Create one database name for each *.bsl file. In the next step, you can assign multiple users to a single database created in this step.

  7. Then, go to the "Database Users" tab. Select the database from the combo box first. Then click "Add" button to add users to this database. Make sure users are given the rights they need, for example to Read, Insert, Update, Delete. Click the Save button to save the changes. Now you can logout from the server by going to "File | Logout from Server".

  8. On the client PC, start Biblioscape and go to the menu command "File | Database | Configure Remote Database...".
  9. Click the "New" button, select a directory and give a file name for the configuration file ("*.bsr").
  10. Now you need to fill out the configuration settings. Enter the IP address of the server machine with dbsrvr.exe running on it. Enter the remote database name you created in step 6. For the "Remote Type", select "LAN" if the server PC is on the same Local Area Network as the client PC. If the server PC is in another building, city, or country, please select "Internet". Enter the user name you created in step 5 or use the default Admin account. Enter the password for the account you entered. In the *.bsr file that will be created when you save the configuration, the password will be encrypted. If you do this, other people will not need the password to open the *.bsr file with Biblioscape to open the remote database. To be more secure, you can leave the Password field blank. However, the downside of doing this is that each time you open the remote database, you will have to enter the password manually, which can be annoying. If you have the password field filled in the *.bsr file, the remote database will be opened automatically when you open the *.bsr file. Click the "Save" button to save the configuration file.

  11. In Biblioscape, go to "File | Database | Open Database". Select the *.bsr file you created in step 8 and open it. The remote database should then be opened.

Note: This section is for advanced users who want to use host name instead of IP address, and service name instead of port number. In some cases when the sever IP address and port number keep changing, it is more convenient to use host name instead of IP address, and service name instead of port number. The mapping between host name and IP address is controlled by the Hosts text file available from the client operating system (http://en.wikipedia.org/wiki/Hosts_file). You can add an entry to this file. It will allow you to refer to the server by host name instead of IP address. For example:

192.168.0.100          BiblioRemoteServer

When your remote machine IP changes, you can just update the hosts file instead of the *.bsr files. The mapping between service name and port number is also controlled by the Services text file available from the client operating system (http://support.microsoft.com/kb/832017). You can add an entry to allow you to refer to the server by service name instead of port number. For example:

BiblioRemoteData             12005/tcp
BiblioRemoteAdmin           12006/tcp

Once you have added entried to those two mapping files, you can edit your *.bsr file. Open Biblioscape *.bsr file with a plain text editor like notePad. Add entry "RemoteHost" or "RemoteService" to the *.bsr file. You can leave the RemoteIP and RemotePort entries untouched. Because RemoteHost takes precedence over RemoteIP, RemoteService takes precedence over RemotePort. For example:

[RemoteDB]
RemoteIP=192.168.0.100
RemoteHost=BiblioRemoteServer
RemotePort=12005
RemoteService=BiblioRemoteData
RemoteUser=smithon
RemotePassword=ž‘˜š“
RemoteDatabase=sample
RemoteType=LAN

Close and save changes to the *.bsr file. The next time you open the *.brs file from Biblioscape, RemoteHost setting will be used instead of RemoteIP setting, and RemoteService setting will be used instead of RemotePort setting.

Note: With BiblioRemote, a research group can share a common Biblioscape database from different locations. A researcher can have the BiblioRemote server running in his or her office and open the same database from a home PC if he or she has broadband access at home (dialup access will probably be too slow to be practical; it's normally better to use BiblioWeb in this situation). In a multi-user environment in which BiblioRemote is not the server, when the database become large, sharing a common database on the file server can be slow because Biblioscape needs to download all records through the network in order to perform queries, etc. With BiblioRemote installed on the server, the performance can be much improved because the processing is done at the server and only the relevant records are downloaded to the client PC. So, even on the same LAN, client/server setup with BiblioRemote can improve the performance when the database is large.

Running BiblioRemote as a system service

To run BiblioRemote server as a regular Windows application you must be logged on to Windows. This has two disadvantages. First, other people can't use the computer, because when they log on to their own accounts BiblioRemote will stop running. Second, you can’t leave the computer with no user logged on (as you might wish to, for security reasons), because BiblioRemote will shut down when you log off. To solve this problem, you can run BiblioRemote server as a Windows service under Windows NT, 2000, XP, and Vista.

  • Windows Vista: Click Windows Start button and type "task schedular", select program "Task Scheduler" to run it. Click "Action | Create Basic Task..." to add a job using the wizard. Give it a name like "BiblioRemote" and a short description to remind yourself. Click the Next button. On the "Trigger" tab, select "When the computer starts" under "When do you want the task to start". Click the Next button. Under "What action do you want the task to perform", select "Start a program" and click the Next button. Click the Browse button to select "dbsrvr.exe" under the BiblioRemote directory of your Biblioscape installation. Click the Next button and then click the Finish button to create the task. Go to the Task Schedular main window and double click the task you have just created. Under the "General" tab, check the box "Run wether user is logged on or not". On the "Settings" tab, check off the box "Stop the task after...". Click the OK button. You will be prompted to enter a password. You have to enter a Windows account with admin privilege to make BiblioWeb run at computer startup without loging in. If you do not have the admin privilege, the task will not run untill you are logged in to Windows. To remove BiblioRemote from scheduled tasks, just delete it from the list.

  • Windows 2000/XP: To run BiblioRemote server as a Windows service, go to "Start | Run...". Click the "Browse" button to find "dbsrvr.exe". At the end of the file path, add " /install", for example: "<installation folder>\BiblioRemote\dbsrvr.exe" /install. Then click the OK button to install. The service will be automatically started the next time you start your computer. You can also manually start or stop a service by going to Windows "Control Panel | Administrative Tools | Services". The service name is "Biblioscape Database Server - DBSRVR"; right-click on it and select “Start” or "Stop". To remove BiblioRemote server from your Windows services, first shut down the service by going to  Windows "Control Panel | Administrative Tools | Services". Right-click on the service name and select “Stop”. When the service has stopped, enter "...\BiblioRemote\dbsrvr.exe" /uninstall under Windows Run command line as described above.

BiblioWeb

About BiblioWeb server

The introduction of web browsers has made the Internet the fastest growing area in information technology. In today's world, anyone can be a publisher on the Web. As a research scientist, you may want to publish your reference collections on your web site, share a common bibliographic database with your colleagues, or access basic bibliographic software features over the Web. With the Biblioscape web server, you can do all of these.

Biblioscape comes with its own web server – BiblioWeb.exe. By combining a web server, database access, and bibliographic specific functions into a single program, we achieved the following:

System requirement

Since BiblioWeb.exe is a web server itself, you don't even need to have a web server installed. Just install Biblioscape on your PC and the BiblioWeb server is installed as part of Biblioscape. To run the BiblioWeb server, just double click "...\BiblioWeb\BiblioWeb.exe". That is all you need to do.

BiblioWeb server license

To satisfy the needs of our customers, BiblioWeb server is licensed in 3 ways. You should pick the one best fit your needs. You can switch to other license mode later at any time.

License by the number of users

This is the ideal solution for Intranet use. When BiblioWeb server starts, it will check the number of users registered in the user table. If it exceeds the number of users licensed, the server won't start. To prevent one user account being used by multiple users, the IP address is checked and logged when web user login to the server. One user can't access the server from more than 5 different machines (based on IP address). If a user access Internet through ISP dialup access, the IP address is different each time a user dial up to the Web. So you should not choose this license mode if your Web user access the Web through dial up access.

There are two types of user account you can purchase, Write user account and Read user account. Web users with "Write" account can add new references through a Web browser, or edit existing references if it was created by the same user. Web users with "Read" account can only search and browse references. The "Read" user account is much cheaper than "Write" user account.

License by the number of hits

When BiblioWeb server serve a request, it is counted as a hit. A hit can be a search request, or a graphic file inside a Web page. During a user session, the same graphic won't be counted twice for a hit. Because it is cached in user's Web browser. All hits served by BiblioWeb server are logged. When licensed by the number of hits, BiblioWeb server does not care how many users do you support, whether they are "Write" accounts or "Read" accounts. As long as the number of hits served by the BiblioWeb server does not exceed the number of hits licensed, BiblioWeb server will function. Once this number is exceeded, you need to purchase more Hits. This is an ideal solution if your Web users are Internet users and they connect to the Web through ISP dial up access.

License by the number of concurrent users:

You can also license BiblioWeb server by the number of concurrent users. Under this mode, BiblioWeb server does not care the number of users supported, the number of hits served, as long as the number of users currently logged on to the server does not exceed the number licensed. When a Web user log on, it is counted as one concurrent user. If this user does not send any request to the server in 15 minutes, he or she is automatically logged off. The number of concurrent users is decremented by one.

Note: Biblioscape Professional edition comes with 3 "Write" user accounts, 3 "Read" user accounts, 50,000 hits accounts, or 1 concurrent user account. Biblioscape Librarian edition comes with 3 concurrent user account.

Create hyperlinks to BiblioWeb records

Once Biblioscape database is published on the Web by BiblioWeb, you can link to it from your Web site, your word document, etc. Since BiblioWeb content is protected, you need to add the login name and password info into the URL. For example, if your user name is "guest" and your password is also "guest". You can enter the following URL to display a reference record:

http://216.205.78.164:8001/bw_ref_bib.htm?RefID=5838&hiwords=&edit_loginname=guest&edit_password=guest

You can add the "&edit_loginname=guest&edit_password=guest" text to the end of any BiblioWeb URL to gain access to a record, search, etc. This makes it easy to access your database from other places like your word document, a web page, etc. Here are more examples:

Create an automatic login hyperlink

To access BiblioWeb powered site, user needs to have a login account. If BiblioWeb is licensed by "concurrent users" or "hits", you can create a hyperlink to let Web user login to BiblioWeb with just one click. The following code shows you how to create such a link in HTML.

Try a <a href="http://128.192.2.200:8002/bw_login2srch?edit_loginname=guest&edit_password=guest">live</a> example.

Create a hyperlink to run a search without an account

You can create a hyperlink to run an Advanced Search on BiblioWeb server without the need of account information. But individual record can't be displayed out the search result set, because a proper user login is required for that. The following example shows you how to create such a link in HTML.

This is a test for hyperlinked query. <A HREF="http://128.192.2.200:8002/bw_search_adv?sql=select+bib.*+from+bib+where+bib.authors+like+'%25Smith%25'+&hiwords=smith"> Try this link for all publications by Smith</A>

Create a hyperlink to login and run a search

If you want the user to be able to browse searched records, you need to add the login information plus the query into the hyperlink. In other words, the user login and a pre-defined search is run in one click. To take advantage of this feature, BiblioWeb server should be licensed by "concurrent users" or "hits". Because when licensed by "number of users", each user account can't access the server from more than 5 machines. Here is an example for such a link.

This is a test for auto-login plus hyperlinked query in one click. <A HREF="http://128.192.2.200:8002/bw_login2srch?edit_loginname=guest&edit_password=guest&bw_search_adv?sql=select+bib.*+from+bib+where+bib.title+like+'%25Synthesis%25'+&hiwords=synthesis"> Try this link for all publications have the word "Synthesis" in title</A>

Customize BiblioWeb user interface

You can customize the look and feel of BiblioWeb powered site by changing the *.htm files under "BiblioWeb" directory. You should not change the word with two "%" around it, for example %bw_msg%. These tags are used by BiblioWeb server. Besides this, you can all the other parts of a htm file to give it a consistent look and feel with your web site.

Hide certain fields of a reference record

If you don't want BiblioWeb users to see the content of certain fields, you can hide them. For example, you may not want others to see what's in the "Notes" field of your reference. You can start Biblioscape and go to "Tools | Options". Under the "Others" tab, check the fields you want to hide under "Web Post Hide" fields. For each reference record in Biblioscape, on the reference editor, go to the "All Fields" tab, check the box "Web Post Hide" at the bottom of the list. The setting only applies to reference record display form, not the edit form.

Customize fields name in advanced search

If your reference types are highly customized, you may want to change the field names in the advanced search drop down list. You can do this by editing the file "...\Biblioscape x\Global\fields.txt". Once changed, restart BiblioWeb. New names will be used. After the changes, the field names in Biblioscape are also changed because Biblioscape and BiblioWeb share the same file. When editing the file "fields.txt", do not remove any lines or fields order. Because the fields in this file have to match the fields in another file "fldFldName.txt" exactly. If you want to change fields order or remove fields, you have to do it carefully in both files. Any mismatch will cause Biblioscape and BiblioWeb not running properly. So be sure to copy them for backup before doing any changes.

Register BiblioWeb server

If the BiblioWeb server accounts comes with Professional or Librarian edition can no longer satisfy your needs, you can purchase more BiblioWeb server accounts. After purchasing, you will be given a registration key by email. To register BiblioWeb server, click "Register" button. Select the license mode by clicking on the tab. Enter the new accounts number and registration code into edit box and click "Register" button.

BiblioWeb register

Switch license mode

By default, BiblioWeb is set to use license mode "Num of Hits". This is a least restrictive mode. You can add unlimited number of web users and support unlimited number of concurrent users. Once the 50,000 hits is used up, you can switch to other license mode easily. So, you can continue to use BiblioWeb server while evaluate which additional web user license you want to buy.

To switch BiblioWeb server license mode, just select one of the tabs - "Concurrent", "Num of Users", "Num of Hits", and click the "Register" button. You don't need any code for switching to another license mode. If you bought the Librarian edition, it comes with 3 concurrent user license. So you should switch to the "Concurrent" license mode after the default 50,000 hits are used up.

Run BiblioWeb server as a Windows service

BiblioWeb server that comes with Biblioscape installation can be run as both a regular Windows application and a Windows service. Although you can put it into the startup folder and let it run automatically when login to your PC, but you need to login to your PC in order for it to run. If you need to install BiblioWeb on a PC shared by several users, you may prefer to make BiblioWeb run as Windows service. When running as Windows service, the BiblioWeb server will be started automatically after a reboot, you don't need to login to your system in order to start it and user login and logoff won't affect the service. Windows service feature is only available in Windows NT and 2000.

  • Windows Vista: Click Windows Start button and type "task schedular", select program "Task Scheduler" to run it. Click "Action | Create Basic Task..." to add a job using the wizard. Give it a name like "BiblioWeb" and a short description to remind yourself. Click the Next button. On the "Trigger" tab, select "When the computer starts" under "When do you want the task to start". Click Next button. Under "What action do you want the task to perform", select "Start a program" and click the Next button. Click the Browse button to select "BiblioWeb.exe" under the BiblioWeb folder of your Biblioscape installation. Click the Next button and then click the Finish button to create the task. Go to the Task Schedular main window and double click the task you have just created. Under the "General" tab, check the box "Run wether user is logged on or not". On the "Settings" tab, check off the box "Stop the task after...". Click the OK button. You will be prompted to enter a password. You have to enter a Windows account with admin privilege to make BiblioWeb run at computer startup without loging in. If you do not have the admin privilege, the task will not run untill you are logged in to Windows. To remove BiblioWeb from scheduled tasks, just delete it from the list.

  • Windows 2000/XP: To install BiblioWeb as Windows service, go to "Start | Run". Enter the path of BiblioWeb.exe or by clicking on the "Browse" button. Add " /install" at the end. For example: "C:\Program Files\Biblioscape 5\BiblioWeb\BiblioWeb.exe /install". The service won't be automatically after installation. You can go to Windows service manager to start it. The service will be automatically started when you restart the computer. To remove BiblioWeb from Windows services, replace the " /install" with " /uninstall".

If you are not familiar with Windows service feature, click here to learn more about it. Click here to read a detailed step by step tutorial with graphics about installing BiblioWebSV as a Windows service.

Note: When running BiblioWeb as Windows service, you can still run BiblioWeb as regular Windows application to change settings. The changes made won't be applied untill you reboot the computer or restart BiblioWeb service.

Set up BiblioWeb server

In most cases, BiblioWeb server does not need any configuration. Just run BiblioWeb.exe, your bibliographic is on the Web. You may want to add a shortcut to your Windows startup directory, so BiblioWeb server is started automatically.

By default, BiblioWeb server will post the sample database on the Web. If you want to post another database, just click the "..." button at edit box "Biblioscape database to be posted on the Web". Then select the desired Biblioscape database. Click "Apply" button to update the changed.

By default, BiblioWeb server use port 80. If that port is already used by another web user, BiblioWeb will use port 8001 instead.

Once BiblioWeb server is running, you can access your database with a web browser by enter the URL indicated under label "Click to access Biblioscape database via browser". It is the IP address of your PC. If you use a port other than the default port 80, you need to add the port number at the end. For example, if port number 8001 is used and the IP address of your PC is 209.86.27.129, you should use the following URL http://209.86.27.129:8001

BiblioWeb main window 

Firewall: Some security software like ZoneAlarm will block all unused ports. If the port used by BiblioWeb is blocked, You won't be able to access BiblioWeb from other computers. You need to change settings in your security software to unblock that port.

Router: For home computers, it is most likely you run BiblioWeb on a computer that is behind a router. The IP address listed by BiblioWeb is the IP address assigned by your LAN. It should start with 192.168.... You cannot use this IP address to access your BiblioWeb from computers outside of your LAN. Only the router has an IP open to the world, you should use that IP address instead. To find your IP address on the Internet, please visit http://checkip.dyndns.org.

Please make sure the port used by BiblioWeb (80 by default) is not blocked by the router. Also, configure your router to forward traffic on that port to the computer on which BiblioWeb runs. For example, if that computer's internal IP address is "192.168.0.3", configure the router (this is sometimes called “port forwarding”) so that it sends all traffic it receives from the Internet for port 80 to "192.168.0.3".

Attachments: By default, Biblioscape creates a sub-folder called "attachments" under the database folder when a new database is created. It is recommended all attachment files are kept under this folder. Biblioscape will automatically use relative path when files under this folder is put into the Attachment of a reference. So the links won't be broken when a database is moved from one computer to another. If you want to make the attachment files available for download for BiblioWeb users, you have to copy the "attachment" folder under the database folder to the "BiblioWeb" folder. The attachment hyperlinks will then work for BiblioWeb users.

BiblioWeb server usage log

All BiblioWeb server activities are logged. If your server is a very busy one, you should periodically clear this usage log table. There is no need to clear the table too often, you can do it once the number of records exceed 50,000. Before clearing log table, you can export it to a comma delimited file by clicking the "Export" button. If you charge your BiblioWeb users base on their usage, the usage log becomes very important. Otherwise, you can choose to not keep the usage log. On BiblioWeb server main window, check off the box "Keep Log" on the window's status bar.

Manage BiblioWeb forum

Besides posting bibliographic database on the Web, BiblioWeb server also let you manage a Web based discussion forum. The BiblioWeb powered discussion forum can be used by any number of users without the need to login. Lets assume the IP address of your PC is 128.163.2.12, to let web users access the discussion forum, you can just create a hyperlink pointing to http://128.163.2.12/bw_forum

Each posted message can be assigned a "topic" by the poster. BiblioWeb owner can control what topics to be made available by editing the file "web_forum_topics.txt" in the "Global" sub-directory under directory Biblioscape is installed.

Manage BiblioWeb users

BiblioWeb user has to logon to the server before use. If the user does not have an account, he or she can apply for an account by clicking on the "Sign up now!" hyperlink. 

BiblioWeb login

To apply for an account, user will has to enter a preferred login name, password, a valid email address, as well as other information required by BiblioWeb owner. After sending these information to the BiblioWeb server, the applicant may be given an account automatically by the server if BiblioWeb is configured so.

BiblioWeb user information

BiblioWeb users can be assigned different privilege under the Status column. A "Read" user can only search and browse the database. A "Write" user can also add new record, edit or delete existing records. On the user admin window, you can check the box "Only allow the user who created the record to Edit or Delete it". An "Admin" user can edit or delete any record. If you change a web user's status to "Disable", the user won't be able to login to the server. When you configure the server to "Create new account automatically upon request by user on the Web", you can let the server to assign the new account a "Read" status or "Write" status.

BiblioWeb user admin

 

Frequently Asked Questions

When you encounter a problem, it is very likely the question has been asked and answered already. This FAQ book is the place to find an answer. If you can't find an answer here, do a search. Still no luck, please ask your question in the support forum.

Error messages

This section lists all the common Biblioscape error messages, their causes, and solutions. When you report a problem, it is very import to describe the first error message in detail. All following error messages are usually not helpful in solving a problem.

Dictionary Invalidated

What does it mean?
"Dictionary Invalidated" is generated by the Biblioscape indexing engine. This error message usually happens after deleting records, adding or editing a record. The message suggests that the words table for an indexed search is no longer valid, and needs to be rebuilt.

What do you need to do?
If you still can access menu commands, click the menu command "File | Database | Update Search Index". Biblioscape should start to rebuild the search index. A small window should be shown with a progress bar. If this does not happen and other error messages are generated, you need to kill Biblioscape, then delete all files under "C:\Program Files\Biblioscape 4\Index\" directory. When you start Biblioscape again, those search index files will be regenerated.

Note: This error message is related to the old full text indexing engine. In Biblioscape, if you go to "Tools | Options" window, on the "Database" tab, "Full Text Indexing" section, check the box "Full text live indexing". If this box is not checked, Biblioscape will not use the old full text indexing. The old full text indexing engine doesn't work reliably on some system. If you want to use it, be sure to get the latest critical upgrades for version 6 at http://www.biblioscape.com/patch_readme.htm, for version 5 at http://www.biblioscape.com/patch_readme_5.htm. For version 7, all the releases after version 7.17 includes the critical upgrade already.

List index out of bounds

This error message could be caused by several unrelated problems. Here are the details and their solutions.

Reference types files

  • Cause: Under Biblioscape installation "Reftypes" folder, there are text files for each reference type. Inside those files, field labels for each reference tpye is listed. So these labels will be shown on the "User Defined" tab of reference editor. Users are supposed to edit these files inside Biblioscape by go to the "Tools | Options" window "Reference Types" tab. If you edit these files directly, it is possible that you have added extra lines, deleted needed blank lines, or mis-aligned lines. All these could generate "List out of bounds" error.
  • Solutions: You can solve the above problem by deleting all the files under "Reftypes" folder. Download the attachment for your Biblioscape version installed, and unzip the attachment to the "Reftypes" folder. This fix will remove all your reference types customization.

Biblioscape database file *.bsl

  • Cause: If you open Biblioscape database file *.bsl under your database folder with a plain text editor like NotePad, you will see 3 lines in that file. The first line tells the path of your database. The second line tells the backup folder path of your database. The third line tells the database version. If the third line is missing in your *.bsl file, you will get the error message "List index out of bounds (2)".
  • Solution: Open your *.bsl file with NotePad. If there is a line missing, you can add it back. Open your sample.bsl file as an example. The sample.bsl file is located under Biblioscape root "Sample" sub-folder.

genFldName.txt under "Reftypes" folder

  • Cause: Under Biblioscape "Reftypes" folder, there is a file named "genFldName.txt". If you open this file, you can see it lists all the database field names from the reference table. In Biblioscape version 6, the field name "Accession_number" is changed to "Accession_num". If you copy the "Reftypes" folder from version 5 to version 6 in order to keep your customizations, or if you open a database in version 6 with old "Reftypes" folder under your database folder, the "List out of bounds (-1)" error will show.
  • Solution: Open "genFldName.txt" file under "Reftypes" folder with NotePad, change the line "Accession_number" to "Accession_num".

 

Basic operations

All issues you may encounter while organizing, searching, and editing records.

How can I type accented characters quickly?

Question:

In Biblioscape Note editor, I did locate the accented characters I need under menu command "Insert | Symbol" . This is quite awkward, though, when dealing often with texts in a foreign language like German or French, such that accents must be used quite frequently. Is there a way that I can keep just the 5-6 characters I need close by and in a convenient form for fast and ready use?

Answer:

There is a quick way to input accented characters by remembering its keystroke shortcut. For example, if you want to enter character "á", you can press down the Alt key and hold. Then use the number keys on the right of your keyboard (not the number keys on the top) to type 0225. After releasing the Alt key the character á will be entered. This input method works on all input boxes and editors in Biblioscape, as well as all other applications in Windows. If you only need to enter a few accented characters often, this is the best way to do it. Certainly, you have to remember a few extra things.

á - Alt+0225
é - Alt+0233
í - Alt+0237
ó - Alt+0243
ú - Alt+0250

To see more accented characters keystrokes, please click on Windows Start button. For Windows Vista: Enter "char". The application "Character Map" will be highlighted. Press the Enter key to run it. For Windows XP: Click the Run button. Enter "charmap" and press the Enter key. On the Character Map application, select an accented character, its keystroke shortcut will be shown at the bottom right corner.

BiblioWeb

All questions about BiblioWeb setup, configuration, and related issues.

How can I disable search word highlighting in BiblioWeb?

Question:

I know that highlighting the words that a user has searched for can be helpful, but I'd really like to disable the feature on my pages.

Answer:

When an user uses quotation marks to search for an exact word or phrase, the highlight feature doesn't work. For example, when you enter search word Smith into fast search. The word "Smith" will be highlighted in search results. If you put a double quote around your search words ("Smith" instead of Smith), the word "Smith" will not be highlighted in search results.

Why others cannot access my BiblioWeb site using the same IP that I use?

Question:

I am currently running the trial version of BiblioWeb on my computer.  I’m able to access the database no problem when I select the URL listed in the BiblioWeb application but when I try and enter that same URL on a different computer I get an error message that the website can’t be found.  Can you give me some ideas as to why this is happening?  I want to send the URL to my boss so he can see what it looks like when accessing the database through the web.

Answer:

If your computer is on a LAN (Local Area Network), the router will assign an internal IP address to your PC. It begins with 192.168.0.x. Although others in the same LAN can access your BiblioWeb site using this IP address, people outside your LAN will not be able to access your site. If you have DSL or cable connection at home and use a router, this will be the case. You have to configure your router to direct internet traffic on a certain port to your PC. To configure a router, you usually have to go to http://192.168.0.1 with login and password. You have to know the port number BiblioWeb uses. BiblioWeb will use port 80 by default. If that port is already used by another web server, BiblioWeb will use port 8001. You need to tell the router to direct all the traffic on the port BiblioWeb uses to the computer where BiblioWeb is running. This setup procedure varies depending on the router manufacturer. Please read their online manual if help is needed. At the router configuration page, you can find out the IP address assigned by your internet service provider. Then tell others to enter the IP of your router. If BiblioWeb is running on a port other than 80, you need to enter the port number at the end of URL after a ":" sign. For example: http://234.41.2.78:8001

If you use a PC at work place, it is possible certain ports are blocked by your network administrator. Port 80 is usually not blocked. You do not have the privilege to change this. Please contact your system administrator to open a port.

Database and installation

All frequently asked questions about Biblioscape installation, database, and related issues are answered under this section.

How do I change the data type of a field?

Question:

All the 6 custom fields are of string type, How can I change it to another data type when needed?

Answer:

Changing a field's data type is for advanced users only, because after the change, some features will not work and you have to find a work around. To do the change, you have to run "...\Biblioscape x\Tools\DbSys.exe". Go to "Utilities | Restructure...". Go to your database folder and select the table "bib". You have to pick a custom field that does not have any data entered because changing data type will cause all existing data lost. Click on the cell under "Data Type" column and pick the desired data type. If you want unlmited text storage, change it to Memo type. If you want to store date, change it to Date type. Change it to integer or Float if you want to keep numbers. Click Save button to make the change. Since Biblioscape assumes all custom fields are of string type, some features won't work after you make the change. For example, double click an entry in the lookup pane will not let you run a search. Advanced Search involving the changed custom field will not work because the wrong SQL will be generated. To run a search against the changed field, you have to select the "Old" tab on the search pane. First click the "Indexed Search" button and then click the "Smart Search" button. Enter SQL start with the "where ..." clause. If you have a SQL search needs to be run repeatedly, click the "Add search to folder" button at the top of the search pane and add it as a search folder to the folder tree. You can then click the search folder on the folder pane to lanch the custom search later.

How do I increase the size of a field?

Question:

How do I increase the size of a field. I am having a probem with the Date FreeForm field which is only 20 characters? I need to write September 29 - October 13, for example.

Answer:

If you have Biblioscape 5 or 6, please download the database utility at http://www.biblioscape.com/download/dbsys.zip. Unzip it to an empty folder. If you have Biblioscape 7, DBSys.exe can be found under the "...\Biblioscape 7\Tools\" directory. Run DBSYS.exe. Go to "Utilities | Restructure...". Go to your database folder and select the table bib. Find the field "Date_freeform" and change the field size to your desired number.

How do I link to Biblioscape records from other applications

Question:

We have an external DB that houses extensive data/analysis on about 300 articles.  We've imported the article info to Biblioscape.  The analysis consists of about 250 questions/answers regarding the articles that we will be searching on (external to Biblioscape).  Is there a way for us to pass a list of article ids and prompt Biblioscape to generate a result set with those specific articles and then, ideally, print the reference sheets (programmatically). In other words: Is there a function that I can call programmatically to tell Biblioscape to generate a result set of articles 1,3,5,300... getArticles(1,3,5,300).

Answer:

When Biblioscape is installed, it is registered as an URL source. So you can link to Biblioscape records and searches from any other application that support hyperlinks. Just like adding a http link, from applications like Word, Outlook, etc., select the text and go to the hyperlink property. Add the following text as the hyerplink: biblioscape://RefID=34. When user click on this hyperlink, Biblioscape will be started and reference with 34 as ID number will be opened. You can add the following parameters after "biblioscape://". In the URL string, you should use "+" to replace a blank space.

Database name: You can put Biblioscape database name as an URL parameter. Once Biblioscape got started, the specified database will be opened instead of the last opened database. For example: biblioscape://c:\program+files\Biblioscape+6\myDB\myDB.bsl

Reference ID: Enter the following parameter "biblioscape://RefID=45" will cause Biblioscape to start and display the reference with ID 45.

Reference search: You can also enter a fast search string to the URL parameter in the following format: "biblioscape://RefFastSearch=boronic+acid". Biblioscape will start and display a list of references with the word "boronic acid" in its text.

Note ID: Enter the following URL parameter "biblioscape://NoteID=45" will cause Biblioscape to start and display the note with ID 45.

Note search: You can also enter a fast search string to the URL parameter in the following format: "biblioscape://NoteFastSearch=boronic+acid". Biblioscape will start and display a list of notes with the word "boronic acid" in its text.

Note: When there are two parameters, please separate them by a "&". For example: biblioscape://c:\program+files\Biblioscape+6\myDB\myDB.bsl&RefID=45

Note: Biblioscape has a menu command to copy the URL of current record into the Clipboard. In Word or other applications, you can select any text and go to "Insert Hyperlink...". Then paste the Clipboard text. If this menu command is not shown, you can go to "Tools | Customize..." in Biblioscape. The "Copy Reference URL" command is under the category "Edit".

How do I move Biblioscape installation from one computer to another?

Question:

I have Biblioscape installed on my desktop PC and everything worked fine. Now, I bought a new laptop. How do I move my Biblioscape installation and all its settings from my desktop to the new laptop?

Answer:

  • Version 7: Moving Biblioscape installation is very simple for version 7 users. First, you need to copy Biblioscape folder and all its sub-folders from computer A to B. Second, if your database folder is not under Biblioscape folder, you need to copy the database folder and all its sub-folders from computer A to B. If you do not know where your database folder is, open the file "...\Biblioscape x\Global\dbReOpen.txt", the database folder path is listed in the first line.
  • Prior to version 7: Moving Biblioscape installation takes more steps for earlier versions. First, download the trial copy of the same version and install the trial. This steps will get Biblioscape registered under Windows "Start | Programs" menu, you can run Windows uninstaller to remove Biblioscape. If you do not want all these, you can skip this step. Second, copy Biblioscape folder and all its sub-folders from computer A to B. Third, if your database folder is not under Biblioscape folder, you need to copy the database folder and all its sub-folders from computer A to B. If you do not know where your database folder is, open the file "...\Biblioscape x\Global\dbReOpen.txt", the database folder path is listed in the first line.

Copying large files: To copy the Biblioscape folder or the database folder, there are large number of files and total file size is very big. There are several ways to do this. If you have a USB drive, you can copy the root folder to the USB drive. Take the USB drive to the other computer and copy the folder from USB drive to the othre PC. If both PCs are on the same LAN, you can copy the root folder to a common drive and then copy it to the other PC. If you don't have both, you can zip all the files (Add with wildcards and include sub-folders). Then email the zip to the other PC or upload it on the Web and download to the other PC.

Registration on the new PC: Biblioscape registration key is machine dependent. You need a new key for the new PC. We will generate up to 3 keys per purchase.

Why a user cannot edit a record if Delete privilege is not given to the user in BiblioRemote setup?

Question:

I have a problem setting up the configuration of permissions for unsers in BiblioRemote. I set up a new database and added it to Biblioremote. The I added - as described in your HowTo - a new user whom I gave all permissions but not the "Delete" permission. Now I wanted to edit a record, for instance to add text into the note field. If I want to save the edited record Biblioscape tells me, that the user does not have the permissions to do so. If I add the delete right this will not appear. So what is wrong with my configuration or is it a known bug?

Answer:

Biblioscape needs to update lookup table when a reference record is added or edited. This step involves deleting old lookup term. So if the user doesn't have Delete privilege, Biblioscape will generate an error. If you don't want to give a user Delete privilege, you have to ask the user go to “Tools | Options” window “Database” tab, and check off the box “Live lookup table indexing”, then it should not generate the error again.

References - Formatting

All questions about formatting manuscript, output styles, and related issues.

How can I include a field that is not listed in "Available Fields" list in the style editor?

Question:

We imported old references from ProCite database. Procite modified date for the records are imported into the Date Modified field in Biblioscape. When users make changes to a record, modified date shows when it was last modified. How can the output style be configured so that the modified date would output accordingly. Is there any way?

Answer:

When you create or edit an output style, not all fields are shown in the "Avaliable Fields" list. But the list is customizable. If the field you want is not shown, close the style editor and go to "Tools | Options" window "Reference Types" tab. If a cell is empty, the corresponding field (row) of that reference type (column) will not be shown in "Available Fields" list of the style editor. Biblioscape reference table has about 70 fields. Not all of them are needed for a specific reference type. If you want the field "Date Modified" to be available, type "Date Modified" into the cells of all reference types. The next time you go to the style editor, "Date Modified" will be made available in the "Available Fields" list.

How can I make Biblioscape use abbreviated journal name?

Question:

I edited an output style by going to "Tools | Styles | Output Styles". I double clicked the journal entry and ask for the journal name to be abbreviated. But the formatted reference still have journal name displayed as entered. How can I make Biblioscape use abbreviated journal name?

Answer:

When you ask for the journal name to be abbreviated in the style editor, Biblioscape will go to the journal name lookup table to find the abbreviated name for that journal. If it cannot find one, it will use the name you entered in database. To add abbreviated journal name, you can go to "Tools | Styles | Journal Name Editor...". Make sure the journal name you entered is in the "Journal Name As Is" column. If not, you can click the "Add" button to add it manually. Or you can click the "Update" button. Biblioscape will go through your database to make sure all journal names in your database are added to this lookup table. Then enter its abbreviated form and full form.

How can I make the space between each formatted references smaller or bigger?

Question:

The space between each formatted references in the reference list is too big for our purpose. How can I make it smaller? For example, the formatted reference list looks like:

1. Blundell TL, Ament ME, Avery TL (1997) Issues in advanced lithography. (Nature 40:13) 39-43.

2. Tera F, Carlson RW, Boctor NZ (1997) Radiometric ages of basaltic achondrites and their relation to the early history of thesolar system. (Geochim. Cosmochim. Acta 61:4) 12-14.

I want it to be look like:

1. Blundell TL, Ament ME, Avery TL (1997) Issues in advanced lithography. (Nature 40:13) 39-43.
2. Tera F, Carlson RW, Boctor NZ (1997) Radiometric ages of basaltic achondrites and their relation to the early history of thesolar system. (Geochim. Cosmochim. Acta 61:4) 12-14.

Answer:

In Biblioscape, go to "Tools | Styles | Output Styles". Select the style you are going to use. On the right, double click a reference type sub-style to open the style editor window. Go to the tab "Reference List / Bibliography" tab. Select the "Layout" sub-tab. In the "Spacing" section, select "None" if you do not want extra space added between each paragraph. If you select "Single", the space between each reference will be bigger than the line space within a reference. Selecting "1.5 Lines" or "Double" will make the space even bigger.

 

How can I sort references when copy or shoot multiple temporary citations?

Question:

When I select several references and copy or shoot temporary citations, the references are not sorted the way I want. It seems the sort order is not the same as they are displayed in the grid. How can I sort them differently?

Answer:

When you select several references and copy or shoot as temporary citations, Biblioscape will create temporary citations in the following form: [Smith, K. 1999 #453 / Bowen, P. 2003 #390 / Lee, P. 2005 #411]. The sorting order is not related to the way references are sorted in references module, or which reference is selected first. The sorting order is controlled by a setting in Biblioscape options window. To change the sort order, please go to "Tools | Options" in Biblioscape. On the "Format Manuscript" tab, there is a combo box labeled "Sort temporary citations in selected references by:". The sort options are "Authors Title"; "Authors Year Title"; "Year Authors"; "No Sorting". If "No Sorting" option is selected, multiple temporary citations will be sorted by the way they are displayed in the references module grid.

How can I use en dash instead of hypen between start page and end page?

Question:

A journal style requires the use of en dash between start page and end page. In Biblioscape ouput style, hyphen is used instead. How can I make Biblioscape use en dash instead of hypen?

Answer:

In Biblioscape style editor, go to the "Reference List / Bibliography" tab. Double click the entry "End Page" in the "Template" list box. In the edit box before the field, replace the hyphen with "\endash" and click the OK button to save. The preview box inside Biblioscape will display both hyphen an en dash the same way. When you use this style to format a manuscript, and open the formatted document in Word, you will see the en dash displayed correctly.

References - Importing

All questions about references importing, import filters, and related issues.

Why German umlauts get garbled during import?

Question:

When importing references exported from EndNote X to a txt-file all special characters (e.g. German Umlaute, diacritic marks used in French and other languages) are replaced with weird characters. I have successfully imported records with German umlauts before, why it didn't work this time?

Answer:

Biblioscape supports the import and display of German umlauts without the need to change any settings. But if the text file is encoded in Unicode, Biblioscape cannot import umlauts correctly because the current Biblioscape release doesn't support Unicode. To see if a text file is encoded in Unicode, please open it with Windows NotePad, then go to "File | Save As...". Check the Encoding shown at the bottom of Save As window. Since EndNote version 8 (8, 9, 10), text files exported from EndNote are encoded in Unicode (UTF-8). Since the current release of Biblioscape does not support Unicode, special characters like German umlauts cannot be imported correctly. You need to open the EndNote exported file with Windows NotePad first and then go to "File | Save As" and change the encoding to ANSI. Sometimes, a web page with bibliographic records may be encoded in Unicode. If you save the page as plain text file, the file will be encoded in Unicode. Again you need to open the file with NotePad and go to "File | Save As..." to change the encoding to ANSI.

References - Others

All questions about references module not related to formatting and importing.

How can I export references from more than one folder?

Question:

We have a parent references folder and 3 children references folders under it. How can I easily retrieve all references under these 4 folders and export to a file?

Answer:

Seach folder can be used to achieve what you want. First you can build a query to retrieve references from all 4 folders, then save this query as a search folder.

  1. In references module, go to the search tab on the right, then click the "Advanced Search" tab.
  2. Click the text "Click here to add a condition".
  3. Click the red field text and pick the field "Folder".
  4. Click the condition text "Contains" and change it to "Is (exactly)".
  5. Click the question mark and type the name of the parent references folder.
  6. Repeat steps 2-5 and type the name of the child references folder.
  7. After all 4 references folders are added in the query, click on the logical operator text "and" at the end of each line and change it to "or".
  8. Click the green arrow button "Start Searching" to run the query you just build. It will retrieve all the references contained to parent folder or child folder 1 or child folder 2 or child folder 3.
  9. To avoid building such a complicated query next time you need it, click on the button "Add search to folder" at the top of search tab to save the query as a search folder.
  10. In the prompt window, type a name for your search folder and select a place where you should appear and click the OK button. The search folder will be added to your folder tree.

The next time you need to retrieve references from all 4 folders, just click on the saved search folder. If you need to export references from all 4 folders, go to menu command "File | Export...".

How can I make keyword AutoComplete work when a keyword has more than 30 characters?

Question:

I'm using keywords more than 30 characters long and I would very much like to have them displayed in full length in the lookup window and have them auto completed in full as well.

Answer:

By default, the keyword field length in the lookup table is 30 characters long. You can add as many keywords as you want for each reference. But when Biblioscape adds each keyword to a separate lookup table, keyword longer than 30 characters is cut off. To overcome this problem, you can use the DBSYS utility to increase the field length of Keyword field in the lookup table. For most users, 30 characters per keyword is enough. If you have many keywords that are over 30 characters long, you can do the following.

  1. Quit Biblioscape and BiblioWeb.
  2. Run "...\Biblioscape x\Tools\dbsys.exe".
  3. Go to menu command "Utilities | Restructure...".
  4. Click the "Select..." button and go to your Biblioscape database folder. From "Available Tables" list, select table "kw_x" and click the Open button.
  5. On the "Modify table structure..." window, increase "Keyword" field length from 30 to the number you want and click the Save button. Do not make the field length unnecessarily big.
  6. After you have made the changes to the keywords lookup table, quit DBSYS. Run Biblioscape and go to the menu command "File | Database | Update Lookup Index". Biblioscape will re-generate the keywords lookup table with the new field length.

Once you made the Keyword field length big enough, Biblioscape will not cutoff your keyword in lookup display and keyword AutoComplete.

How can I remove incorrect keywords from the lookup list?

Question:

I've set up a couple of keywords incorrectly and I want to remove them from the master listing, but I'm stumped on the best way to make edits to this list.

Answer:

The keywords lookup list in reference module is generated from reference table. Biblioscape does not keep a separate list of keywords. When you edit the keywords field of a reference, the keyword lookup list will be updated. Therefore, if you want to change an incorrect keyword in the lookup list, you need to edit all the records containing that keyword in the Keywords field. Biblioscape provides a convenient way to do that. First, you generate a lookup list based on the keywords field. Select the incorrect keyword. Click the right mouse button and select "Replace". Enter the correct keyword in the "Replace with" box and click the "Replace All" button.  Biblioscape will first retrieve all the references containing the incorrect keyword in the Keywords field. Then find all the incorrect keyword and replace it with the correct one. This replacement operation will be limited to the keywords field. You can rebuild an updated keyword lookup list by go to "File | Database | Update Lookup Index".

How can I set the Web Post Hide property for all references to true?

Question:

I have many references under different folders. I also use BiblioWeb, but want to hide certain fields on the Web. Is there an easy way to set the Web Post Hide property for all references to true at once?

Answer:

First, retrieve all references by go to menu command "References | Retrieve All". Then go to "Tools | Utility | Global Edit...". Select "Web Post Hide" after the label "In field:" to limit the changes to this field only. Under the section "How to edit the field in current list", select "Replace the whole field with". In the edit box below it, type "T". Click the "Change" button to start make the changes.

How can I sort references based on a custom field?

Question:

I imported some references from another program.  In the other program, I used a custom date field to sort the items.  The date is entered in the form of YYYY MM DD.  This date field is imported into the Custom_1 field in Biblioscape. I'd like to be able to sort by this field, but I can't seem to customize the reference view to show anything other than "Year", and a few other fields.  How can I display the "Custom 1" field so that I can sort on it?

Answer:

In Biblioscape reference list, not all fields are available for sorting by default. If the field you want to sort is not listed, you should first go to "View | Current View | Field Chooser...". If the field is listed in the "Customize" window, you can drag it to the reference list header and drop it there. If the field you want to sort is not listed in the "Customize" window, close this window and go to "Tools | Options" window. On the "General Display" tab, there is a section called "References module data grid fields to be included". Check the box before the field you want to sort. Close the Options window. The field you just selected will be added to the reference list. You can now click on that field header to sort references. If you want to sort references by more than one field, you can go to menu command "View | Sort...". Reference list can be sorted by up to 3 fields.

How do I change the font properties when drag drop temporary citations to a word processor?

Question:

When I shoot a reference from BiblioSidekick to Word, it (correctly) inserts the reference in whatever font is active in the document. But when I drag it, the reference is inserted in 12 point Times New Roman, regardless of the then-active font. Is it possible to change this?

Answer:

When you drag and drop a reference to a word processor document, temporary citations will be in the default font of your word processor settings. If you change the default font of your word processor, the font used by BiblioSidekick will change accordingly.

In Word, go to "Format | Font...". Change the font name and size to the ones to be used as the default. On the bottom left corner of the font properties window, click the button "Default...". Click Yes to confirm the change.

Unfortunately, this approach doesn't work with WordPerfect after you set default font by go to "File | Document | Default Font..." in WordPerfect. For WordPerfect users, please select the reference you want to cite in BiblioSikekick and click the right mouse button and select "Shoot Temporary to Text".

How do I find references not in any folder in a database converted from a version 6 database?

Question:

Since I migrated my database from V6 to V7, I have lots of references that do not reside in any folder. Doesn't this contradict the concept of the folder as the physical place where the reference (or note, etc.) is kept? How can I find all those references not belonging to any folder?

Answer:

In version 6, a reference doesn' t have to be in a folder. So when you convert a database from version 6, it is possible there are references not in any folder. You can do a Advanced Search to find all those references. Go to the Search pane and click on the "Advanced Search" tab. Select the field "Folder" in Advanced Search. Then pick "is blank or empty" as the search condition. Click the green arrow button to start searching. You can then move those references into a folder.

How do I make keyword search case-insensitive in AutoComplete?

Question:

When entering text for a new reference, Biblioscape will suggest the closest match while I type a keyword. Since Biblioscape's keywords table is case-sensitive, a "change case" option would be handy. Is it possible to make the suggested keyword case-insensitive while I am typing?

Answer:

By default, the keyword lookup table for references "kw_x" is case sensitive. For example, you have two existing keywords "computer software" and "Computer", when you type "com" the keyword "computer software" will be suggested by AutoComplete. If you type "Com" the keyword "Computer" will be suggested. This is the default way and useful for most users. If you need the AutoComplete to be case-insensitive, you can change the kw_x table index by the following steps.

  1. Quit Biblioscape and BiblioWeb.
  2. Run "...\Biblioscape x\Tools\dbsys.exe".
  3. Go to "Utilities | Restructure". Click the "Select" button and go to your Biblioscape database folder. From "Available tables" list, select table "kw_x" and click the Open button.
  4. In the "Modify table structure" window, check the box "Case-Insensitive Primary index". Click the Save button to make the changes.
  5. Restart Biblioscape. Now when you type a keyword in the "User Defined" tab on the reference editor, the keyword AutoComplete will be case-insensitive.

How do I move references from Biblioscape to BiblioExpress?

Question:

I'm a new user who started entering references in Biblioscape but would now like to export those references to Biblioexpress as my routine reference manager. How do I do that?

Answer:

If you have not heard of BiblioExpress, it is a free reference manager. For more information, please go to http://www.biblioscape.com/biblioexpress.htm.

You have to go through export and import to move records from Biblioscape to BiblioExpress. In Biblioscape, select the records you want to move and go to "File | Export". Click the "Browse" button to specify the name and path of export file. Click the "Tagged" tab and select "Biblioscape Tag File" as the export format. Click Start button to export. Next, run BiblioExpress and go to "File | Import | Biblioscape Tag File". Select the file you exported from Biblioscape to import.

How do I move references from one database to another?

Question:

I have some references that I want to move from one Biblioscape database to another. How can I do that?

Answer:

To move references from one database to another, you have to first export them as Biblioscape tag file and then import the file to another database. The following steps will show you how to move references from database A to database B.

  1. Run Biblioscape and open database A. Select the references you want to move.
  2. Go to menu command "File | Export...".
  3. Click the Browse button. Go to the folder where you want to export the file and give a file name.
  4. Go to the "Tagged" tab and select "Biblioscape Tag File" as the export format.
  5. Click the Start button to export.
  6. Go to menu command "File | Database | Open Database" to open database B.
  7. Go to menu command "File | Import...".
  8. Click the Browse button to open the file you created in step 5.
  9. On the "Tagged" tab, select import filter "Biblioscape Tag File".
  10. Next to the label "Import to folder", select the folder where you want the references to be imported.
  11. Click the Start button to import.

Why Biblioscape will not open a remote file stored in the attachment field?

Question:

I used the "Edit | Replace" command to change some old local file path to a new remote drive. For example, from "C:\Shared\test.txt" to \\192.168.0.132\Shared\test.txt. When I try to open the file by clicking the view attachment button, nothing happens. If I copy and paste the path into Windows explorer the doc opens, so the permissions is OK. Why Biblioscape will not open the remote file?

Answer:

Biblioscape needs to know what protocol to use for data stored in the Attachment field. For example, if it is a web address, "http://" should be added at the begining. For remote files, please put "file:" at the begining. The example file path should be "file:\\192.168.0.132\Shared\test.txt".