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Software of the Month Club 1995 December
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1995-10-31
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PROCESSING MULTIPLE FILES TOGETHER
PC-INDEX has the ability to process a group of files together and
create just one index for all of them. This feature should be very
useful for writers that put chapters into separate files and for
attorneys that have a number of depositions or trial transcripts
relating to the same case.
The process to create an index for multiple files is the same for
single words and phrases. For an example we will work through a
single word index.
To begin select Extract Single Words from the File menu. There are
three sample files supplied with PC-INDEX for the sole purpose of
demonstrating Multi-File Processing. They are SAMPLE1.DOC,
SAMPLE2.DOC, and SAMPLE3.DOC. These sample files are ASCII files so
select ASCII from the Document menu.
PC-INDEX examines the Input File Name to see if any wildcard
characters ('*' or '?') are used. If a wildcard character is used
anywhere in the filename, PC-INDEX will check to see if there are any
matching files. If there are matching files, PC-INDEX will get all of
the filenames that match, sort them, and display them.
For our example, enter SAMPLE*.DOC as the input filename and
SAMPLE.SRT as the output filename. When the files are processed
together, all of the output is placed into one file.
These files are all ASCII files and they were all created using 60
lines per page. Enter 60 as the Page Size and leave the other
settings as they are.
If you need to skip over the first few pages of a document and enter a
number for Start Indexing on Page, then those pages will only be
skipped for the first document. All other documents will begin
processing on page one.
The completed screen should look something like this:
+---------------------------------------------------------------+
| |
| Input File Name: (Name of Document to process) |
| SAMPLE*.DOC |
| |
| Output File Name: |
| SAMPLE.SRT |
| |
| Page Size Start Indexing on Page First Page Number to use|
| 60 1 1 |
+---------------------------------------------------------------+
Press F10 when you have completed this screen.
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The next screen you see will be the Multi-File Processing screen. If
you don't see this screen then you have done something wrong.
The first entry is for a Wildcard Description Filename. This file is
where PC-INDEX will store the information it needs to complete a
multi-file index. For this example we'll call it SAMPLE.
The next entry is for the type of prefix you want (if any). A prefix
is a string that will be placed in front of the page numbers to
indicate what file or chapter the word or phrase occurred in.
There are three ways to set the prefix. Use Filename for Prefix, Use
Prefix String, and No Prefix.
1) Use Filename for Prefix will use all or part of the filename as a
prefix. For example, if you use the filename for a prefix your index
entries may look like the following:
absolute SAMPLE1.23-SAMPLE1.57, SAMPLE2.14, SAMPLE2.20,
SAMPLE3.92
To select the Use Filename for Prefix option position the cursor in
front of that option and press the spacebar. The cursor will move to
the right in an area with hyphens and a period. There is one hyphen
for each character available in a filename. To use any position in
the filename for a prefix you must place an asterisk '*' in that
position. For example, with the files that we have selected (SAMPLE1,
SAMPLE2, and SAMPLE3), here are some examples along with the prefixes
that would result:
Filename Resulting Prefixes
Entries
*******-.--- SAMPLE1 SAMPLE2 SAMPLE3
***-----.--- SAM SAM SAM
************ SAMPLE1.DOC SAMPLE2.DOC SAMPLE3.DOC
***---*-.--- SAM1 SAM2 SAM3
There is quite a bit of flexibility here. You need to keep in mind
that the filenames will be sorted in alphabetical order and they will
also be processed in that order.
2) Use Prefix String will allow you to enter one string and that
string will be used as the prefix for all files. Later you will have
a chance to edit the prefixes so that each file will have a unique
prefix.
3) Use No Prefix will list only the page numbers by themselves.
For this example select the Use Filename for Prefix entry and place an
asterisk over the first seven hyphens.
The next section of the screen asks you for a few more pieces of
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information. The first one is the character to separate the prefix
from the page number. This character can be any character you wish to
use, but you must use a character (even if it is a space). This
character separates the prefix from the page numbers and will help
increase the readability of your index.
For this example leave this entry as it is.
Next you are asked whether or not you want to start each chapter with
page one. This option gives you the ability to control whether you
want the page numbers to be contiguous (keep on going from 1) or to
start each file or chapter with page 1.
For this example select Y. We want to begin numbering each chapter
with one.
The completed screen should look something like this:
+---- Multi- File Processing --------------------------------+
| |
| Wildcard Description Filename |
| SAMPLE |
| |
| |
| Prefix String |
| +-------------------------------------------------+ |
| | X Use Filename for Prefix: *******-.--- | |
| | | |
| | Use Prefix String: | |
| | | |
| | No Prefix: | |
| +-------------------------------------------------+ |
| Character to separate prefix from page number: . |
| Start Each Chapter with Page one (Y/N): Y |
| |
+--------------------------------------------------------------+
Press F10 when you have completed this screen.
The next screen should like the screen below. PC-INDEX has searched
for all matching filenames and displayed them along with the prefix
that you selected, the separate character, the restart flag, and the
first / each flag. The start pagenum entry will always be zero at
this point since PC-INDEX hasn't processed the files yet. PC-INDEX
will fill in these entries later.
At this point you can delete complete lines so that PC-INDEX will not
process individual files. You can also edit individual lines to
change the prefix, the separate character, or the restart flag. The
filename and the start pagenum cannot be changed.
Please note that the filenames are sorted in alphabetical order and
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this is also the order that they will be processed in. There is
nothing that you can do here to alter the order that the files will be
processed in. If this order is not acceptable you will need to rename
your files.
For this example, just leave the entries as they are.
FILENAME PREFIX CHAR RESTART START PAGENUM 3
+---------------------------------------------------------------+
| |
| |
| |
| |
| |
| |
| |
|SAMPLE1.DOC SAMPLE1 . Y 0 |
|SAMPLE2.DOC SAMPLE2 . Y 0 |
|SAMPLE3.DOC SAMPLE3 . Y 0 |
|<end of list> |
| |
| |
| |
+---------------------------------------------------------------+
Press ESCape or F10 to continue.
PC-INDEX will begin processing the first file in the list immediately.
It will also display the name of the file it is currently processing.
For this example the processing should only take a few seconds.
The next step is to build the index. Select Build Single Word Index
from the File menu. The build single word index function is the same
here as it is for processing just one file except for one difference.
You will need to enter the name of the Wildcard Description File that
was just created so that PC-INDEX will know how to process the index.
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