Turnbull China Bikeride/Turnbull China Bikeride - Disc 2.iso/STUTTGART/DATABASE/CITATIONDEMO/support/Docs/Manual

Text File | 1995-07-05 | 39KB | 789 lines

                Citation Database Manager - The Manual
                ======================================

           CONTENTS
           --------
           1. Input
             1.1 - Keyboard input
             1.2 - Bulk import
             1.3 - #ID numbers
           2. Output
             2.1 Export Icon
             2.2 Field Export
             2.3 Generating Citations
                2.3a Defining the style
                2.3b Selecting references
                2.3c Generating the output
           3. Searching
             3.1 First Author
             3.2 Record #ID No.
             3.3 General Search
           4. Archiving
           5. Configuration
             5.1 memory_transfer ON/OFF
             5.2 archive#ID OFF/ON
             5.3 left_bracket [, right_bracket ]
             5.4 and1_separator & (or and)
             5.5 and2_separator and (or &)
             5.6 Journals
           6. Misc
           7. Errors


This package should included the following:

* !Citation (containing an editable "options" file) - Main Application.
* Refsdata - example citation library, drag to the iconbar icon.
* Txtdata - example bulk import text (see section 1.2 Bulk import).
* Archive - an example archive file (see section 4. Archiving).
* Docs directory - containing this Manual including some !Draw files
showing annotated windows.

What follows is a brief run down of the main features of !Citation -
don't be afraid to experiment using the supplied example data.

1. Input
========
The first step is to access some data though !Citation. Drag a citation
library (for example "Refsdata" supplied with this package) to the
!Citation icon on the iconbar (a big, gleaming "C") and you will see the
main viewer window display the first record in the citation library.

Note that !Citation data libraries are, in fact, just like any other
RISCOS directory (a blue folder) and can be copied, moved, renamed and
*DELETED* (though not whilst it is being used by !Citation..please)
through the RISCOS filer menus, so keeping backups is easy. !Citation
data files held within this directory are called "data" (obviously) and
indexes are called "0", "1" etc. Do not alter these files or your data
will be corrupted - but of course you will always have that back-up...??

Since these citation directories are standard RISCOS directories other
files could be stored in them if so wished, though it would perhaps be
better to regard them as a dedicated resource.

To create a *NEW* library simply create a new RISCOS directory in any
RISCOS filer window (using standard RISCOS methods) and drag it to
!Citation's iconbar icon. Data files will be automatically created in
this directory by !Citation.

If the library is a newly created one, then the main viewer window opens
with "No file open - Waiting" and advice in the Title field to "drag a
citation library to the iconbar...". Dragging a library to the iconbar
immediately open the file and displays the first record. If you have
several libraries, when the next is dragged to the iconbar and the
current library is closed and the new one opened.

"Close library" on the iconbar menu closes the current library and
returns !Citation to its waiting mode. This option probably won't be
often needed but is occasionally useful since the pathname of the last
active library is stored in a configuration file so that !Citation always
opens where you left off. If this library moves or is deleted between
running !Citation, !Citation will report an error and open with "No file
open". If you make a back-up of the configuration file (see
5. Configuration) use the "close file" option in the icon bar menu first.
This zeros the active library to "default" and prevents this error - but
don't worry it is not a fatal if it does occur!

1.1 - Keyboard input
      --------------
We will deal with manual input first and describe the actions of the
icons on the main viewer card (see also accompanying !Draw file -
"viewer")....

Icons at the top of the card are grouped from left to right:

 *Status window - shows active file name and record #ID number. Also
flags certain activities eg Editing, Adding etc.

 *Goto first record arrow
 *Goto previous record arrow - note "adjust" click on previous/next
arrows jumps 10 records and "select" just one record.
 *Goto next record arrow
 *Goto last record arrow

 *Add a record - in this mode all arrow keys are disabled (in fact all
record movements) while a new record is manually added. **NOTE: This is
also the icon to which text bulk import files must be dragged to start
the importing process**
 *Edit a record - once in this mode one can "browse edit" with arrow keys
to allow easy alteration of consecutive records. This also works with
secondary arrow icons in "Search" and "Generate set" windows (see later).
In browse editing mode altered records will be automatically updated if
user moves to a new record (ie. clicks on an arrow in the main viewer
window) but you must use "Save" on the last altered record if leaving
this mode, to update the file. This also applies to the secondary arrows
other windows (see below).
 *Delete - flags the current record as deleted. Note records are not
removed until the file is "Compacted" from the icon bar menu ("Compact
library") since this can be a time consuming process and best executed in
bulk. No attempt is made to stop the user editing deleted records. These
will be lost on the next compact but can be reinstated BEFORE compacting
using the Main menu­>Misc­>Undelete option.

 *Cancel - abort current operation and reinstate altered fields.
 *Save - update any changes to disc (note comment in Edit above). Only
one record is ever held in memory so that if the system crashes data loss
is minimal.

 *Export icon allows dragging of author names directly into your paper in
the appropriate format eg. "[Radulescu et al, 1986]" or "[Smith & Jones,
1801]". (see 2. Output, for difference between select/adjust drags)

If no file is open then all icons are disabled. If a new, empty data file
is selected then only add or bulk import icons function.

Now to the nitty-gritty of typing. !Citation needs to have references
entered in a specified format to provide a known starting point. This
really applies only to the author field where various output formats are
required. Authors should be entered as: SURNAME, SPACE then INITIALS with
no spaces between initials eg. Brown FG, Williams ED. !Citation assumes
that all the characters *AFTER* the last space separator are the initials
so that double-barreled or complex surnames with several part can be used
eg.

 Wynford-Thomas D               ("D" is the initial)
 Yo Ti Wa XF                    ("XF" are taken as the initials)
 de Cuevas BA                   ("BA" are taken as the initials)
 Minster (Jean-Francois) J-F    ("J-F" are taken as the initials)
 The FRAM Group                 ("Group" is interpreted as initials)

The last example represents a special case since it is likely that the
user would wish to treat this author string as as a single entity. To
indicate this, all the elements of the string *MUST* be joined by a
hyphen or similar unique separator thus:

 The-FRAM-Group or The#FRAM#Group

!Citation will then handle this string as a "surname" only with no
initials. The separator may then later be removed by "Search & Replace"
in the final copy.

Note also, that provided punctuation of Authors fields is not selected
(in "Author Options", Citation styles window), full first names may also
be used eg. Bond James.

Up to ten authors can be specified and the "et al" icon can be selected
at any time to add "..., et al" to the author output. Note that this icon
is automatically selected if more than 10 authors are detected on bulk
input, to flag to the user that more authors exist than can be
accommodated by !Citation. Each maximum author length is 23 characters
for surname and initials (...technical limitations I'm afraid but should
be enough for most purposes).

Title and Notes fields have a 254 character limit, which should prove
enough for all but the most verbose.

The source field is limited to 75 characters, try spreading long book
references over both title and source fields. A "select" click on the
menu icon which sits by the Source header brings up a menu of your
preferred journals (see 5. Configuration, for information on how to edit
this list). If you are in adding/editing mode then clicking on an item in
this menu inserts it into the source field, otherwise the options are
greyed out (unselectable).

Keywords can be upto 10 characters in length. Other fields are self
explanatory.

Clicking on the "Add" icon will clear the card ready for input. The
cursor will be initially in the First Author field but can be moved to
another field by clicking into it or using "Tab" or "Return" to step
through fields. "Tab" will step though groups of fields so that if there
is only one author to enter, "Tab" will jump on to Title whereas "Return"
steps through individual fields sequentially.

The left/right cursor keys move within a field and with shift or ctrl
effecting larger steps. Text in the longer fields will word wrap and
scroll if necessary. Shift-Tab moves to the previous field. Ctrl-U clears
a field and other standard RISCOS protocols apply.

"Page up/down" or shift up/down arrows will allow browsing through
records, mimicking clicking on the forward/back icons with "select".

Note the "Paper type" and "Copy?" icons which give a quick visual
reminder to the paper type or possession of a hard copy.

A default card is available, which in the adding mode allowing authors,
title, notes, papertype, copy, etal etc. to be duplicated over several
additions. This is accessed from the Main Menu "Default card­>Edit
default". Remember to toggle this option ON with "Default card­>Use
default". A tick by this item in the menu indicates the default card is
active. Toggle off after use.

1.2 - Bulk import
      -----------
This is a useful option, as described in the introduction. Personally I
keep a list of my current references in a text file on my Psion/Pocket
book as a plain text file, adding to this list as I come across new
references. This saves long typing sessions and keeps me organized...!

Text input files for bulk input should dragged to the "Add" icon at the
top of the card and be formatted thus:

start of file...
au,au,au[CR]
title[CR]
source,vol,pages,yr[CR]
notes[CR]
[CR]
...end of file

ie. a new line (CR or LF not both) after each line and the last line of
the last reference. Note that the authors and source lines are treated as
comma separated variables. See the accompanying "Txtdata" file for an
example.

On bulk import, the default card (Main Menu­>Default card­>Edit Default)
can be used to set papertype, copy? & keywords. The keyword option in
particular, provides an easy means of grouping papers since a particular
keyword can be searched for and autoadded to a Set for output (see 3.3
General search). Don't forget to toggle "Main Menu­>Default card­>Use
default" ON (ie. ticked) and untick after use.

Note that bulk import only accepts text-type (ie. !Edit) files, other
types are ignored. Importing occurs at about 20 references/min on an old
ARM3 A410 (time for a cuppa!) but is faster on newer models. However the
bulk import is multitasking so you can continue viewing records or
working on the desktop (but the operation is so processor intensive this
feature is really only intended to allow updating of the clock).

After checking that the user really did want to bulk import, the format
of the file is checked for missing lines or obvious errors. If found, the
error will be reported with a line number and import will be aborted.

If the import is accepted and references added to the library but for
some reason then not wanted, a "Delete import" option is available from
the Main Menu­>Misc­>Delete import. This removes all last imported
references and compacts the file. If you have other deleted records in
the file, this process also removes them - beware.. Note you might also
wish to manually reset the "seed" value for the next allocated unique
identity number (see next section).

The user can also directly import text files to the Author, Title and
Notes fields by drag'n'drop on the appropriate field. Note that this can
ONLY be done in editing/adding mode. Authors should be comma separated
and in the usual format. If a mistake is made "Cancel" will usually
reinstate the previous text. Text also can be exported from these fields
(see 2. Output) which means that !Edit can be easily used as a tool for
editing long fields, re-importing after alterations.

1.3 - #ID Numbers
      -----------
Each reference in !Citation is allocated a unique identity number (#ID)
which is indicated in the status window as "No. #xxxx". To ensure that
the #ID numbers are indeed unique they are assigned sequentially as
records are added and a record of the last assigned number stored
invisibly with the file when it is closed (in fact in the default record
#ID field). Thus for a group of records in which there have been no
deletions, these #ID numbers run sequentially but as records are deleted,
gaps in the sequence may appear, however this is of little consequence to
the user.

Two options are provided to manage record #ID numbers. Main Menu­>
Misc­>Reset #ID No. leads to a small window which shows the #ID number
which will be assigned to the next entry and allows the user to change
this "seed" value. This must be done with EXTREME caution since you may
well end up generating duplicate #ID numbers and there is little error
checking in this routine - alterations require affirmation through a
warning box. Altering this "seed" value may be of use if you: a) have a
machine crash and the last value is not saved, b) need to add a group of
records originating from another application (de-archive or bulk import)
which require specific #ID numbers or c) after using the Main
Menu­>Misc­>Delete import option, though I am sure other occasions may
present themselves.

The other option, Main Menu­>Misc­>Alter #ID No., allows the user to
alter the #ID number of the record currently shown in main viewer window.
Again caution is advised but this routine checks for invalid or duplicate
number or warns the user that the #ID lies outside the current range and
may be duplicated later


2. Output
=========
Output from !Citation can be performed in 3 ways.

2.1 - Export Icon
      -----------
A "select" drag from the Export Icon (green arrow, top right of main
window) gives "[authors & yr]" only from the current reference shown in
the card. This is useful if you have !Citation running as your are
writing and want to insert the currently displayed author into the
paper's text. !Citation automatically works out the appropriate author
format and puts this into the paper with the year surrounded by squared
parentheses. This should work with any type of wordprocessor/DTP package
and uses file or direct memory transfer. Alternatively an "adjust" drag
from export icon give full citation in the defined citation style (see
section 2.3a).

2.2 - Field Export
      ------------
As mentioned in section 1.2, the Author, Title and Notes fields can be
directly exported to file or to an application through direct memory
transfer by dragging from the small green arrow adjacent to their header
icons (see the !Draw file "viewer"). Note that text can be dragged
directly back into those fields ONLY when !Citation is in the editing/
adding mode.

2.3 - Generating citations for final output to a technical paper
      ----------------------------------------------------------
This comprises three parts a) defining the style of the output
references, b) selecting which references within the database are for
output and c) generating the output set.

2.3a - Defining the Style
       ------------------
The essence of !Citation is the ability to output references in any
desired format. Styles are set up in the the Citation style window (Main
Menu­>Citation style, see also the !Draw file "style") and allow any
style of output using certain command words. These are (note lower case
and exact spelling):

           idn  author  title  source  vol  pages

           * = tab
           / = new line

They are mostly self explanatory ("idn" outputs the unique #ID no. for a
record) and any or all of the command words can be combined in any order
with any punctuation or special characters (*/) as indicated above eg.

           author (yr)./title/{italic on}source{italic}/vol;pages

This would output the authors followed by a space, year in parentheses
followed by a full-stop, new-line, title, new-line, curly brackets
containing the words "italic on" followed directly by the source and
"{italic}" again. A new-line is inserted before volume number which is
followed by a semi-colon and page numbers.

Anything which !Citation encounters in the style format which is not a
command word or */ is simply included in the output at the appropriate
place eg. all punctuation (including spaces) and strings like {italic}.
Note that the expressions in {curly brackets} are text formatting
commands recognised by Impression which allow automatic conversion of the
enclosed text into the specified style (see CC's Impression/Style manual
- "Advanced Search and Replace" or set up some styles and export the text
story with "Styles Set". The exported text will show the correct format).
Thus in this case the "source" field will be italicized - a requirement
of some journals.

Upto 5 styles (plus a Book style, see below) are stored in !Citation,
labelled a to e and these are saved in a configuration file (see 5.
Configuration). Select which style you wish to use with the radio buttons
by each style. To return to the default settings use the Iconbar
Menu­>Citation styles­>Default (note this will replace your currently
stored styles on exit). To restore the last saved styles to the current
style window use the Iconbar Menu­>Citation styles­>Restore.

The Author options in Citation style window allows surname and initials
to be reversed (from that shown in the viewer window), surname to be
capitalized, and initials to be punctuated with a full stop, space or
"#". The latter is sufficiently unusual to allow later search and replace
in !Edit to convert to more esoteric separators if desired. The "With
and" option allows automatic insertion of "and" or "&" (see Configuration
5.4, 5.5) before the penultimate author if required.

Book Style
----------
The last entry in the "Style options" list, is labelled "Book:".  Book
references often require a slightly different output format from the
standard journal format so !Citation automatically detects references
which are of "book" type from the "Type" setting (viz. Paper/Review/Book)
in the main viewer window and uses the "Book" format specified in this
field. It is recommended that the user enters the entire book title in
the title field in the appropriate format eg.

Authors: Ears BG
         Noddy TB
Title: The role of toys in child development. In: Symposium on Child
       Health and Development. Eds.: Caroll L and Seagull L. Publisher:
       Churchill. ISBN 1234-4569-7894
Source:
Pages: 124-134
Year: 1985

The default book format of:
   author (yr)/title. pp pages

will then output:
Ears BG, Noddy TB (1985)
The role of toys in child development. In: Symposium on Child Health and
Development. Eds.: Caroll L and Seagull L. Publisher: Churchill. ISBN
1234-4569-7894. pp 124-134

For long titles the source field could also be used to hold the publisher
or ISBN no. eg. author (yr)/title source. pp pages

2.3b - Selecting references for output
       -------------------------------
!Citation uses the idea of "Sets" to select which references are for
output, such that any record in the file can be included in a "Set" of
references. This simply means that each record holds a flag (actually 5
flags) which indicates whether that record is a member of a particular
Set.

There are up to 5 Sets (hence 5 flags, numbered 0 to 4) and any record
can be a member of any one or more of these Sets or none. The Set status
for any record is shown in the "Define set" window (Main Menu­>Citation
sets­>Define sets, see !Draw file "sets"). This window is an extension of
the information seen in the main viewer and changes as the user browses
the file. A reference is included in a Set if the button by the Set
number (0 to 4) is ticked. The field next to this button, which contains
a number will turn yellow if the corresponding set is selected - this is
the "Ordering value" (we will return to this below).

To select a Set of references for output, one browses through the file to
find the desired references and each time clicks on a Set button to
include that reference. With 5 Sets, the user can have say, 5 papers on
the go at any one time each defining a discrete Set, though of course any
one record may be a member of several Sets. This method, particularly in
combination with the various search options (see below), allows
references to be easily added or removed from a Set. The "Clear set"
option (Main Menu­>Citation sets­>Clear set) will clear any selected set
of ALL members - use wisely.

It is thus essentially very easy to build up a Set but what about the
output order? In most cases journal require references to be arranged in
alphabetical order, which can be performed automatically by !Citation but
what about those that require references to be arranged in a particular
order - usually the order in which the references occur in the text? This
is where the "Ordering value" comes into play. This is simply a value
which indicates to !Citation the order which the user would like the
references to be arranged on output - note it is NOT the number which is
printed by the reference on the final output but a value which simply
determines the order in which references are organised in the final
output. Thus the Ordering values do not need to be consecutive eg. if
ref1=(10), ref2=(20), ref3=(15) the output will be.... 1. ref1  2. ref3
3. ref2

In fact the bump icons in this window can increment in steps of 1 or 10
depending on whether the are "select" or "adjust" clicked and I would
recommend that the user uses large steps so that is is easy to go back an
insert or reorder the references as the paper evolves.

The process of setting the Ordering value is an extension of selecting
the record as a Set member. Once the Set button is ticked the ordering
field becomes available (ie. goes yellow). You should see the cursor in
this field, if not click in it to put the cursor there, then either use
the bump icons to increment/decrement the value (0 to 999) or enter a
value manually. One only needs to click on the "Save" icon (bottom right
of the card) if manually inputting a number into Ordering value. Clicking
on the bump icons updates the record automatically. Once the Ordering
value is given move on to the next record...and so on. Note that if the
user only requires an alphabetical output the Ordering value can be
ignored.

The Set selection buttons or Ordering values for a record can be changed
at anytime and is stored with the record until the Set is cleared.

2.3c - Generating the output set
       -------------------------
We now have a citation output style and a Set (or more) defined and we
can output the Set to the paper. Opening the Main Menu­>Citation
sets­>Generate set window shows the 5 possible sets, the Order options,
Go, Clear and Arrow icons (see !Draw file "sets"). First select the Set
for output using the "Set" radio buttons and then the desired output
order. This is "plain Alphabetical", "Numbered alphabetical" and
"Ordered" ie. according to the Ordering values. Click on the "Go" icon
and !Citation searches the database to collect together all records which
are members of that set. The arrow keys can now be used to browse through
the set to check the order and membership. The status window in this card
indicates the browse position in the Set.

Note that once !Citation has calculated this group, altering the
membership of the Set with the "Define set" window has no effect until
the process is "Clear"ed and started again. The final step is to click on
the Generate set icon (blue icon by the status window) and a save box is
shown for the user to drag the set to file or directly into the paper.
This option is disabled in the "demo" version of !Citation. Registered
users will be sent a full working version.


3. Searching
   =========
Three forms of searching are supported a) First Author, b) Record #ID
number and c) General Search (see !Draw file "search").

3.1 - First Author
      ------------
!Citation maintains an index of First author names as they are entered
which allows very rapid searching. Opening the search window (Main
Menu­>Search­>1st author) shows a yellow string entry field. Click in
this field and begin entering the surname. Each letter is grabbed by
!Citation as it is entered and the file updated to the nearest match. If
the sequence of letters thusfar entered (which need not necessarily be
the whole name) is not found then !Citation bleeps and flags "Not found"
in the main card status window. The arrow keys on the search card allow
alphabetical browsing of the file either around your found surname or if
the field is empty, through the whole file. The user can, in this way,
search for an author and once found browse round related papers.

If there appears to be a problem with the alphabetical ordering it may be
because the author index has become outdated. This shouldn't happen often
but may occur after multiple bulk imports and deletes. In this case re-
index the file using the "Re-index" option on the iconbar menu - this
doesn't take long. An out-of-date index does not affect the "Generation
set" option since this creates its own new index each time.

3.2 - Record #ID No.
      --------------
This simply accesses any record by its unique #ID number so that the user
can go directly to any reference. The card number is entered into the
entry field and pressing <Rtn> activates the find.

3.3 - General Search
      --------------
For more extensive searches, including all Authors, Keywords, Sources and
Subject (ie. Title, Keyword and Note fields combined) use the general
search option (Main Menu­>Search­>General Search).

The "Search range" on the general search card is self evident. "Authors"
searches ALL authors (unlike the first author search). "Subject" searches
Title, Keywords and Notes for the search string. "Keywords" searches
keywords only - useful for defining a Set. The search string is case
independent and the search performs a simple - "does the field specified
in the search range *contain* the search string".

This window bears some similarities in function to the "Generate set"
window in that a search string is entered and "Go" clicked (pressing
<Rtn> after typing the search string mimics clicking on "Go"). The number
of finds is flagged in the status window and the arrow icons allow
browsing (and editing) through the found records with the status window
indicating the position of the record in the found group. Before entering
another search string the current search needs to be cleared with the
"Clear" icon.

Searching with an empty search string selects all records. This could be
useful if you wish to output all references in a file, perhaps to import
to another application (note that there is also an archive option which
produces a CSV output of the entire file, see section 4.). Defining the
citation style with commas or tabs separating fields allows a CSV or TSV
formatted output (TSV though obviates any problems with the commas
separating authors).

The "Autoadd" option adds all finds to a specified Set but does not
provide an Ordering value. This is useful if the user has a group of
records characterized by a specific term in the subject or keywords
fields. These can be searched out and added to a Set ready for output. An
ordering value can be added by selecting the Set using the "Generate set"
option with alphabetical ordering and stepping though the Set updating
the Ordering value as necessary.


4. Archiving
============
An "Archive" option is available from the iconbar menu. This archives the
entire data file into a CSV format, converting the button values, "etal",
"papertype" and "Copy?" to text values (ie. etal_on/off, copy_on/off and
research/review/book - see example Archive file). This option has two
major uses and two minor uses (see also section 5.2 for archiving
options).

The first major use is for combining libraries. Simply load and archive
each of the libraries you wish transfer, then open the receiving library
and drag the CSV archive files to the *ICONBAR ICON*. !Citation will
detect that this is a CSV archive file (rather than a data file) and a
warning will be flagged asking for confirmation of de­archiving. If
accepted the archived data will be added to the end of the receiving
library data.

The second major use is for "future-proofing" !Citation. Should a new
version of !Citation require a change in the structure of the data file
then data can simply be archived out of the old version and imported into
the new version.

Other possible uses include, of course, importing of the whole file into
any application that accepts CSV format files and importing CSV data into
!Citation. In the former case, remember that the command words available
in defining citation styles (see above) allow CSV and TSV formatting for
export of the main fields and the archive option is only of use if the
"button" fields and keywords are also required.

Importing a CSV file into !Citation, could be problematic. !Citation
expects the file to be machine created and so minimal error checking is
employed on de-archiving. As you can see from the example Archive file
(load it into !Edit), it is quite complex and easy to make errors if
manually input. The only advantage of this type of import over the "Bulk
text" type (see section 1.2 Bulk Import) is again the ability to include
"button" fields and keywords in the data. If you do attempt CSV import,
make a backup of the receiving library first!


5. Configuration
================
There are 3 configuration files in the !Citation application directory
(to open Shift­double click on !Citation), namely "config", "settings"
and "options".

"config" is used by the SBase exec program which runs !Citation (which is
in intermediate code) - this file should not be changed.

"settings" is similarly sacrosanct! This file is read by !Citation on
start up and is updated on closing the application. It holds your
preferred citation styles (amongst other things) and if this file is
corrupted or lost !Citation will report an error on startup and uses
defaults. A new 'settings' file will be created on exit but your previous
styles will be lost. You may like to keep a back up.

The last active file is also stored here, so if this moves or is deleted
between running !Citation, !Citation will report an error on next start-
up and open with "No file open". If you make a back up of this file use,
the "Close library" option in the icon bar menu first, which zeros the
active file to default and prevents this error - don't worry it is not a
fatal error if it does occur!

The "Citation styles­>Default" option on the icon bar menu deletes all
your preferred styles and returns to the defaults. Your preferred styles
will be lost - beware (but may be restored with "Citation styles­>
Restore" before exiting).

The "options" file however, is fair game for alteration by loading into
!Edit. It needs a bit of explanation first, but essentially looks like
this:

File Start.....
***** Options - change carefully. See manual *****
memory_transfer ON
archive#ID OFF
left_bracket [
right_bracket ]
and1_separator &
and2_separator and
***** Add Journals Below *****
Nature
Science
J. Endocrinol
Mol Cell Biol
*END*
...File End

The "Options" section contains several basic configuration features which
will rarely need altering once set up. Please alter only the appropriate
parts (eg. ON/OFF, "[]"). Adding lines (journal names excepted) or
changing the order may have unexpected effects. Note that alterations to
these options only take effect when !Citation is run.

5.1 - memory_transfer ON/OFF (default ON).
      ------------------------------------
A problem has been reported with direct drag'n'drop memory transfer to
other applications (eg. dragging from the "Export" icon to a WP) causing
!Citation to crash - in particular to !Techwriter.

The cause of this is still under investigation but one (possibly slightly
inelegant) solution is to avoid memory transfers altogether and use the
<WimpScrap> directory instead - hence this option. With memory_transfer
OFF, Drag'n'Drop works just as with before but your disc will spin up.
The disadvantages are that it is a little slower and you really do need a
hard drive.

No problems with memory transfer have been found with !Edit, !Zap,
!Artworks, !Style, !Publisher, !Draw(+) and for the most part you can
leave the option ON. (My thanks to Peter Killworth and the folks at Icon
Technology for their help with this one.)

5.2 - archive#ID OFF/ON (default OFF)
      -------------------------------
In the standard setting (OFF) libraries are archived without their
corresponding #ID numbers. This is fine if you want to merge libraries
but there are rare occasions (eg. upgrading to a new version of
!Citation) where the #ID numbers need to be exported/imported as well.
With this option ON, a library is archived with #ID numbers and !Citation
will de-archive allocating the archived #ID numbers rather than new ones.

This flexibility however, according to Murphy's Law, allows for enormous
errors like de-archiving #ID numbers into your main file and ending up
with xxx duplicate numbers which have to be manually removed or altered.
In order to reduce this risk, libraries archived with #ID numbers are
prefixed "ID_" in the save window as "ID_Archive". The de-archiving
process checks the archive name and "archive#ID" status and if there is
an incongruity flags a warning. This process though, relies on the user
not changing the "ID_" prefix in the archive filename - beware.

5.3 - left_bracket [, right_bracket ]
      -------------------------------
A select drag from the "Export" icon (section 2.1) can be used to put the
author name and year in a document. The default setting is to enclose
this string in square brackets but by replacing the "[" or "]" in this
option any style of bracket or other character can be substituted (note
that it is the last character on the line which is used, multiple
characters are not supported).

5.4 - and1_separator & (or and)
      -------------------------
A select drag from the "Export" icon (section 2.1) can be used to put the
author name and year in a document. The default setting for a two author
entry is [Smith & Jones, 1995] ie. using the ampersand symbol as a
separator. This option setting may be changed, if desired, to give the
letter form by substituting the ampersand for "and", to give [Smith and
Jones, 1995].

5.5 - and2_separator and (or &)
      -------------------------
An option is available in the Author formatting in the Citation style
window to place an "and" separator before the penultimate author name
viz. Henery GH, Williams DW, Jones FG and James DS. The default setting
is the letter form of "and" but may be changed to the ampersand symbol,
if required, by altering this option setting accordingly.

5.6 - Journals
      --------
A list of your favourite journals can be included in this file below the
indicated "*****" separator. These should be entered as one journal per
line with no empty lines between journal names and do not remove the
"*END*" marker. Any number of entries may be added but the sum total
length for the whole list cannot exceed 255 characters. Entries over this
limit will be ignored.


6. Misc
=======
* Note that "Compact"ing the library (icon bar menu) closes any active
Search or Set queries first since these may contain references which are
flagged deleted and therefore removed from the file. Use this option
cautiously.

* The "Clear all data" option in the icon bar menu does just that...do
keep regular backups of your data.

* There are some hot keys which work ONLY when the main card has the
input focus:
ctrl-D, open Define Set window
ctrl-S, open General Search window
ctrl-A, open First Author search window
ctrl-N, open Record by #ID no.
ctrl-G, open Generate Set window

* Clicking on the close cross - top left of the main viewer window, hides
this window as well as any other window related to !Citation. The file is
NOT closed and "select" clicking on the iconbar icon reopens the main
viewer window and any related windows (search, define sets etc). This is
useful for maintaining an uncluttered desktop whilst working on your WP
and you can easily flick back and forth to insert citations.

* Most database files (including this one) use fixed length fields. A
record uses about 1kb so a fair sized library can be stored on a 1.6 Mb
floppy for backup (say, over a 1500). However, since most records contain
numerous redundant spaces a compression utility (!Spark, !Compression
etc) will achieve significant a space saving.


7. Errors
=========

I have tried to prevent most errors occurring by design but those obvious
ones which escape are covered by appropriate error handlers (usually
where data is imported or exported and the media may be faulty/not
present). Error reports are mostly informative but S-base exec does not
support many error messages so you might get something like "Error 107"
or similar. A click on "OK" will abort most errors and !Citation will
fail-safe.

A global error handler, however, is provided to capture unforeseen errors
and flags, "!Citation has encountered a fatal error and must exit
immediately. No data should be lost (see manual)." After exiting,
!Citation then writes an error code to the "settings" file (see section
5.). Immediately after experiencing such an error (preferably before
running !Citation again), make a copy of your "settings" file and send it
to me for diagnosis.

Happy writing....