ASP Advantage 1994 2nd Q2

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ReFile(TM) Copyright 1991, 1992 MegAS Corp. FOREWORD ReFile is a personal reference management system which began life in 1987 as an automated filing system. As a research engi- neer, I found it very frustrating to file a reference article, and then face the dilemma of searching several possible files to retrieve it. Attempts to use general database software were frustrating for several reasons: 1. The need to search multiple author or keyword fields simul- taneously was often impossible and, at best, usually re- quired a cumbersome approach. 2. The use of synonymous keywords presented a problem in subse- quent searches when one would have to remember all possibil- ities which might have been used. In many cases the "sounds- like" approach was useless. 3. A similar problem arose with trying to remember the spelling of an author's name, particularly foreign authors whose names were often condensed by replacing several letters with an apostrophe. Additionally, since I had already entered the information into a database, I felt it would be useful to be able to select individual references and compile them into a bibliography which could then be formatted in order to save time when writing papers for publication. Since articles might be submitted to a variety of journals, I wanted the bibliographic formatting capabilities to be as flexible as possible. The end result of my frustration and my desire to further my knowledge of "C" programming was several versions of ReFile culminating in the current version 3.03. This version will run on an IBM PC or compatible with DOS 2.0 or greater, 512K RAM, pref- erably a hard disk, and a monochrome or CGA/EGA/VGA colour moni- tor. It is entirely menu-driven featuring pulldown/popup menus with mouse support and on-line help. Stewart Ballantyne TRADEMARKS ReFile(TM) is a trademark of MegAS Corporation. Other products mentioned in this documentation are trademarks or registered trademarks of their respective organiz- ations and are hereby acknowledged. Compression of this shareware version of ReFile was achieved by means of the utility, LHA Copyright 1991, Yoshi, the use of which is hereby acknowledged. DEFINITION OF SHAREWARE Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registra- tion, you get anything from the simple right to continue using the software to an updated program with a printed manual. Copyright laws apply to both Shareware and commercial soft- ware, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accom- plished programmers, just like commercial authors, and the pro- grams are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permis- sion before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 USA, FAX 616-788-2765 or send a message via CompuServe Mail to ASP Ombudsman 70007,3536. REGISTRATION ReFile is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using ReFile and continue to use ReFile after a period of 30 days, you must make a registration payment of $50 (plus $4 shipping & handling) to MegAS Corpora- tion. The $50 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of ReFile must register and pay for their copies of ReFile within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting MegAS Corporation. Anyone distributing ReFile for any kind of remuneration must first contact MegAS Corporation at the address below for authori- zation. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guide- lines for shareware distributors. Such distributors may begin offering ReFile immediately, however MegAS Corporation must still be advised so that the distributor can be kept up-to-date with the latest version of ReFile. You are encouraged to pass a copy of ReFile along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of ReFile together with a printed manual and support in accordance with the policy described below. Registration may be accomplished by completing the form obtained by printing the file REGISTER included on this diskette and remitting a cheque or money order for $54 (includes $4 shipping) to: MegAS Corporation, 12401 Brookshire Parkway, Suite 200, Carmel, IN U.S.A. 46033 CREDIT CARD ORDERS ONLY may be placed by calling: Telephone: 800-242-4PsL or: 713-524-6394 and requesting Product No. 11068. See REGISTER.DOC for details. SUPPORT Registered users are entitled to user support for a period of 90 days from registration by: 1. leaving a message on CompuServe at 73770,3076 2. calling me at (317)-844-6380 (30 minute limit) - leave an evening or weekend number at which you can be reached. 3. writing to MegAS Corporation at the above address. Any problems or bugs which become apparent during the use of ReFile will be dealt with beyond the 90 day period. DISCLAIMER - AGREEMENT Users of ReFile must accept this disclaimer of warranty: "ReFile is supplied as is. MegAS Corporation disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. Neither MegAS Corporation nor the author assume any liability for damages, direct or consequential, which may result from the use of ReFile." TABLE OF CONTENTS 1. INTRODUCTION..........................................1 2. INSTALLING ReFile.....................................1 3. MOVING ABOUT THE SCREENS/ONLINE HELP..................3 4. STARTING ReFile.......................................4 5. BACKING UP DATA FILES.................................6 6. RESTORING DATA FILES..................................6 7. DISPLAYING FILE STATUS................................6 8. CHANGING THE DEFAULT DRIVE/DIRECTORY..................7 9. EXTRACTING A FOLDER...................................7 10. CHANGING DATA FILES..................................7 11. LISTING FOLDERS......................................7 12. ADDING RECORDS TO OR BEGINNING A DATA FILE...........8 12.1 Authors...........................................9 12.2 Number of Authors.................................10 12.3 Title.............................................10 12.4 Source............................................10 12.5 Editor............................................11 12.6 Publisher.........................................11 12.7 Year..............................................11 12.8 Volume............................................11 12.9 Issue.............................................11 12.10 Pages............................................12 12.11 Keywords.........................................12 12.12 Folder...........................................12 12.13 File Comments....................................12 12.14 Document Number..................................13 12.15 Record Types.....................................14 12.15.1 Journal Articles.............................14 12.15.2 Research/Company Reports.....................14 12.15.3 Patents......................................14 12.15.4 Articles from Books/Conference Proceedings...15 13. DELETING RECORDS.....................................15 14. EDITING A RECORD.....................................15 15. EXPORTING RECORDS IN ASCII FORMAT....................16 16. IMPORTING RECORDS IN ASCII FORMAT....................17 17. SEARCHING EXISTING RECORDS...........................18 18. LISTING A RECORD ENTRY...............................21 19. PRINTING RECORD LABELS...............................21 20. PRINTING INDEX CARDS.................................22 21. EDITING AN AUXILIARY FILE............................22 22. PRINTING AN AUXILIARY FILE...........................23 23. DISPLAYING AN AUXILIARY FILE.........................23 TABLE OF CONTENTS 24. PRODUCING A LIST OF REFERENCES.......................24 24.1 Compiling and Editing a list of references........24 24.2 Formatting a list of references...................27 25. PRINTING A FORMATTED REFERENCE LIST..................33 26. VIEWING A FORMATTED REFERENCE LIST...................33 27. MODIFYING A FORMAT...................................33 28. DISPLAYING ASCII CODES...............................34 29. UTILITIES............................................34 29.1 Setting Alarms....................................34 29.2 Display...........................................34 29.3 Selecting a Printer...............................34 30. A FINAL WORD.........................................34 APPENDIX A. FORMATTING OPTIONS...........................36 APPENDIX B. FILE NOMENCLATURE............................39 1. INTRODUCTION ReFile(TM) facilitates the filing and retrieval of reference articles, and the compilation of selected references into a bibliography. For each article, a folder is specified which is the physical file where the article is actually stored. ReFile then automatically assigns each article a document number within the folder. A specific article can then be uniquely identified by its folder name and document number. The folder name and document number must be entered on each article for easy retrieval. Iden- tification labels displaying the folder name and document number in addition to either the authors or keywords may be printed for this purpose. Program functions are executed via a series of pull-down menus from the MAIN MENU which is displayed at the top of the screen when ReFile is started. Upon selection of the desired function, a series of pop-up menus will appear to facilitate completion of the selected operation. On each menu, a default selection will be highlighted and may be accepted simply by pressing ENTER or by clicking either mouse button. An alternative selection may be made by using the cursor keys to highlight the desired entry and pressing ENTER, by using the mouse to highlight an alternative selection and clicking a button, or by entering the appropriate letter. If the selection is made by entering a letter, either an upper or lower case letter may be used, and ReFile will execute the selected command immediately without the need to press ENTER. The notation <> on any of the screens is used to indicate that the key within the brackets should be pressed, as shown below: <ENT> - press ENTER <ESC> - press ESCAPE <BSP> - press BACKSPACE <TAB> - press TAB <STB> - press SHIFT-TAB <ANY KEY> - press any key The abbreviations CTRL or ALT indicate that the CONTROL or ALTER- NATE key should be pressed together with any other key indicated. 2. INSTALLING ReFile Before using ReFile, it is necessary to install it onto a working diskette or onto a hard disk as follows: 1. Place diskette number 1 into the A drive (or B). 2. Log on to the A drive (or B). 3. Type INSTALL, press ENTER. If ReFile is being installed on a system which uses a monochrome monitor with a color adapt- 1 er, type INSTALL -M to force Install to run in a monochrome mode. 4. Enter the letter of the drive on which ReFile is to be in- stalled. 5. Enter the directory on which ReFile is to be installed. The default is \REFILE. 6. Install the printer attached to LPT1 by selecting a printer from the specified list. If your printer is not included in the list, you may try to select another printer from the same family. If the printed output appears correct in the next step, continue with the installation. Otherwise, the printer control codes will have to be entered manually (see notes below for manual entry). 7. Test the installed printer to verify that the control codes produce the correct output. If not, return to step 6 to select another printer or to manually enter the printer codes. 8. Install and test a second printer (attached to LPT2) if appropriate. 9. Specify six ASCII characters for use as control codes when an ASCII file is formatted. Six default characters may be accepted or altered if desired. If different characters are used, choose characters which will not be used in any data entries (see below for further explanation). 10. Select a default item for printing labels, either authors or keywords. 11. Save the configuration data. 12. Modify the PATH command in the AUTOEXEC.BAT file to include the directory on which ReFile is installed if desired. As ReFile is installed, the installation routine will auto- matically progress through a sequence of steps. If any step is inadvertently missed, the highlight bar may be moved to the item in question in order to complete the installation. In order to make full use of the formatting capabilities, the printer control codes for emphasizing, underlining, and italics must be specified. The control codes for compressed printing will also be required to make full use of the label printing option. If your printer does not appear on the list, you may be able to use another printer from the same family. Other- wise, the printer control codes will have to be entered manually. The necessary codes should be determined from the printer manual, 2 and entered at the corresponding prompt. For example, EscE to turn emphasized printing on would be entered by pressing the ESCAPE key followed by E. Any codes which are unknown or not available should be bypassed by pressing ENTER. If it is neces- sary to enter an ASCII code which cannot be entered directly from the keyboard, this may be accomplished by pressing ALT-E followed by the decimal equivalent for the desired code followed by ENTER to complete the entry. A character will appear corresponding to the entered code. If it is necessary to enter a series of such codes for a single control code, ALT-E will have to be pressed before each decimal entry. The entry of an ASCII code directly or entry of an ALT-E+decimal code may be mixed during entry of a single parameter. For example, the entry of Escape SI or Escape (15) for compressed printing on some printers may be accomplished by pressing ESCAPE followed by ALT-E,1,5, ENTER to complete the decimal entry, and ENTER again to complete the compressed print- ing entry. A group of ASCII characters should be entered to serve as printer control codes whenever an ASCII-type formatted bibliogra- phy is produced. These characters perform the same function as the regular printer control codes, except that they are more readily recognized and manipulated should the file require edit- ing prior to printing. Refile will translate these characters into the required printer control codes at print time. Six dif- ferent printable ASCII characters which will not appear in any of the record entries should be specified. The characters ~ * ` | ^ and _ are proposed as default options which may be accepted or altered if desired. A default parameter for printing labels should also be specified. Each label will display the folder and number, and either the authors' names or the keywords assigned to the docu- ment. Prior to printing labels, a choice will always be given between authors or keywords, but to facilitate the ease of use of the program, a default option is specified during installation. Finally, the AUTOEXEC.BAT file may be modified so that the directory on which ReFile is installed is included in the PATH command. The installation program will provide the option of modifying the AUTOEXEC.BAT file. This option may be accepted or the user may modify the AUTOEXEC.BAT file manually. If accepted, the current AUTOEXEC.BAT file will be copied to the file AUTOEXEC.BAK. 3. MOVING ABOUT THE SCREENS/ONLINE HELP On many of the screens displayed during data entry, presen- tation of search results, etc., a listing of items will appear. The UP/DOWN/LEFT/RIGHT cursor keys may be used to move the high- light bar around the various items. The PAGE UP and PAGE DOWN keys may be used to scroll through listings which are too large to fit on one screen. Scrolling is performed in a continuous loop. That is, one may PAGE DOWN from the last page to the first 3 page or PAGE UP from the first page to the last page without having to page through the entire listing to reach the desired page. The HOME and END keys act locally to move the highlight bar to the first or last items on the displayed page. The CTRL-HOME and CTRL-END key combinations act globally to move to the first or last items in the entire list. Finally, on listings of au- thors, keywords, sources, and folders, pressing the spacebar followed by a letter will jump to the first entry beginning with the designated letter. If a mouse is in use, clicking the left or right mouse button when the mouse is located in a blank area of the screen will PAGE DOWN or UP respectively through the list of items. Pressing the F1 key at any prompt or menu will display help information. 4. STARTING ReFile ReFile is started by typing REFILE and pressing ENTER. A command line switch, '-m' following REFILE may be used to force ReFile to run in a monochrome mode on a monochrome monitor with a color graphics card. ReFile will begin with a display of the licence agreement governing the use of ReFile. Pressing any key at this point will result in the appearance of the MAIN MENU at the top of the screen. If ReFile has been used previously, the specified path for the data files will be saved and automatically used the next time ReFile is executed. This path will appear in the bottom left corner of the screen. If no previous path exists, the current default path will be used. The MAIN MENU consists of five pull-down menus - FILE, RECORDS, AUXILIARY, BIBLIOGRAPHY and UTILITIES. Pressing the LEFT and RIGHT arrow keys will move the highlight bar between the pull-down menus. Pressing ENTER will cause the corresponding pull-down menu to appear. Alternatively, pressing ALT+the first letter of the pull-menu will display the appropriate menu. Press- ing ESCAPE will cause the pull-down menu to disappear. The high- light bar on the MAIN MENU may be moved from one category to another without collapsing the pull-down menus. The options within each menu are shown below and will be described individually in more detail. FILE: - backup data files - change drive/directory - extract a folder - retrieve a new data file - restore data files - switch data files - display active file status - display folders - exit ReFile 4 RECORDS - add new records - delete records - edit records - export to ASCII file - import from ASCII file - search records - display records/print labels/print cards - print record labels - print index cards AUXILIARY - edit auxiliary files - print auxiliary files - display auxiliary files BIBLIOGRAPHY - display ASCII codes - compile/edit a bibliography - format a bibliography - print a bibliography - display a bibliography UTILITIES - setting alarms - configuring the display - selecting a printer On the first occasion that a selection is made from any category in the MAIN MENU, a prompt will appear to specify a data file. If any data files exist on the default directory, a red or highlighted solid arrow will appear at the prompt for the entry. Pressing the PAGE UP or PAGE DOWN key will display the names of all existing data files. An entry may be selected from the list of existing files or a filename may be entered directly. Upon entry of the first character, the prompt will reappear and begin entry of the filename. Alternatively, pressing ESCAPE at the display of existing files will revert to the prompt at which the filename may be entered. Entering a filename which does not appear in the list of existing files will result in an error message unless the selected operation is that of adding records to a data file in which case, a new data file will be created. Once specified, the name of the current or active data file will be displayed in the lower right corner of all screens. ReFile will then read data from an existing data file and display the status of the file. The file status indicates the number of entries for each item in the current data file. After any key has been pressed, 5 the program will continue with the selected operation. Once the operation has been completed, the program will return to the MAIN MENU from which another operation may be selected. All subsequent operations, with the exceptions of adding new records and import- ing an ASCII file, will automatically be performed on the active data file until such time as it is changed using the "New data file" command from the FILE pull-down menu. Choosing to add records to a data file or to import an ASCII file will always result in a prompt to enter or select a file regardless of wheth- er a data file is active or not. 5. BACKING UP DATA FILES Records are stored in a set of associated data files having the extensions ".RRF", ".RAF", ".RFF", ".RKF", and ".RSF". The number of data files which may exist on a single directory is limited to 100, but ReFile will only operate on one data file at a time. On any occasion that data is retrieved from a file, a set of backup data files will automatically be produced if they don't already exist. The backup files will reside on the same directory as the data files and will have the extension .R?B. If the backup files already exist, an option will be given of replacing them or not. If for any reason the backup files cannot be creat- ed, a warning will be issued that changes to the data files may not be saved. At the end of the session, an option of again trying to backup the data files will be given. A set of backup data files may be produced or updated at any time by selecting "Backup data files" from the FILE pull-down menu. 6. RESTORING DATA FILES A set of data files may be restored from a set of backup files by selecting "Restore from backup set" from the FILE pull- down menu. Once selected, the backup files will be copied to the working data files overwriting any existing files. Any records currently loaded into memory will be released and the data from the backup files will be read. 7. DISPLAYING FILE STATUS The status of the active data file may be displayed by selecting "Status of active file" from the FILE pull-down menu. This will result in a display of the number of records, authors, keywords, sources and folders in the current data file. 6 8. CHANGING THE DEFAULT DRIVE/DIRECTORY Each time that ReFile is terminated, the current drive/path is saved and used as a default path on the next occasion that ReFile is started. Should it be desired to alter the default drive/path at any time, this may be accomplished by selecting "Drive/directory" from the FILE pull-down menu. Changing the default drive/directory will release the current data file. 9. EXTRACTING A FOLDER A folder may be extracted from a data file by selecting "Extract folder" from the FILE pull-down menu. This operation may only be performed on a data file which contains more than one folder. Following selection of this operation, a prompt will appear to specify a data file to which the extracted folder is to be written. If an existing data file is specified, this file will be OVERWRITTEN with the extracted folder, the extracted file will NOT be appended to the existing file. Following specification of a data file, a prompt will appear to select the folder to be extracted, after which ReFile will extract all corresponding records. The extracted records in the original file may optional- ly be deleted together with any superfluous authors, keywords, and sources which are no longer needed. A prompt will then appear as to whether or not to save these updated records by overwriting the original data files or not. This option may be useful when a data file becomes full and it is desirable to extract a large folder and continue adding records to it in a separate data file. 10. CHANGING DATA FILES At any time, the active data file may be changed by select- ing "New data file" from the FILE pull-down menu. A new data file may then be selected from the list of existing data files. At this prompt, ReFile will not accept entry of a filename which does not exist. The only mechanism for creating an entirely new file is that of adding records to a data file. 11. LISTING FOLDERS Selection of "List folders" from the FILE pull-down menu will activate a viewing utility which may be used to list the folders and file comments in each data file in the working direc- tory. The UP, DOWN, HOME, and END keys may be used to scroll through the data files, sorted alphabetically, in order to view a listing of the folders in each one. The name of the data file being displayed will be shown in the lower right hand corner of the screen. The PAGE UP and PAGE DOWN keys may be used to page through the list of folders for a single data file should the 7 list exceed the number displayed on one screen. Opposite each folder name will be displayed the number of the last paper in each file and a one line comment which briefly describes the contents of the folder. This viewing option may be useful when about to enter new references to determine which data file contains a particular folder. Upon exit from the listing routine, there will be no active data file and a prompt will appear to specify a data file when the next operation is select- ed. 12. ADDING RECORDS TO OR BEGINNING A DATA FILE The selection of "Add" from the RECORDS pull-down menu will permit the addition of records to either a new or an existing data file. A prompt will appear to specify the data file to which the records are to be added. Pressing the PAGE UP or PAGE DOWN key will display a list of any existing data files. If the speci- fied data file is not present in the list of existing data files, a new set of data files having the specified name will be creat- ed. An ENTRY MENU will be displayed indicating the total number of records in the data file, and providing a choice of entering a record, of listing and/or modifying the most recent entry, of canceling all entries in the current entry session, or of exiting to the MAIN MENU. Exiting to the MAIN MENU will cause all records which have been entered to be saved in the active data file. Upon choosing to enter a new record, an ENTRY FORM will appear. As each entry is made in the entry form, the user will automatically be prompted for the next item. The UP, DOWN, TAB, and SHIFT-TAB keys may be used to move from field to field in the ENTRY FORM. Should the length of an entry exceed the allowable width such that characters tend to go off the screen, the line will scroll to the left to permit continued entry. The cursor keys may be used to scroll the line to the left or right and to position the cursor at any point on the line for purposes of editing. Pressing HOME or END will move the cursor to the begin- ning or end of the line as displayed on the screen, pressing CTRL-HOME or CTRL-END will position the cursor at the absolute beginning or end of the entered line. Pressing INSERT will toggle the insert mode on and off as indicated by the cursor display. The DELETE key will delete the character at the cursor location without altering the cursor position in the line, while the BACKSPACE key will delete the character immediately to the left of the cursor. The scrolling action operates such as to display a maximum number of characters on the screen whenever the line length exceeds the screen width. Because of this, the actual movement of the cursor on the screen whenever the DELETE or BACKSPACE keys are pressed may vary. For example, the BACKSPACE key may actually result in a cursor movement to the right on the screen as the line scrolls to the right. The action of the BACK- SPACE key, however, will have been to delete the character to the 8 left of the cursor position. Pressing ENTER at any time will cause the entire line to be entered. At the prompt for the entry of authors, source, keywords, and folder, the prompt arrow may appear as a solid arrow of a different color or contrast than other prompt arrows. This indi- cates that the PAGE UP or PAGE DOWN keys, or a space followed by a letter may be pressed in order to display a list of items in the appropriate category. Alternatively, the mouse may be clicked anywhere on the screen except in the prompt boxes at the bottom to display the corresponding list. When displayed, the list of items is arranged alphabetically in columns from top to bottom and from left to right. The number of existing items will be displayed at the top of the screen. The highlight bar may be moved through the list as described earlier. An existing item may be selected from this list by highlighting it and pressing ENTER or by clicking the mouse on the desired item. The ENTRY FORM will then be redisplayed with the selected item entered in the appro- priate position. If an attempt is made to type an entry at the display screen, the ENTRY FORM will automatically reappear to begin acceptance of the typed entry. Alternatively, the ESCAPE key may be pressed to return to the ENTRY FORM where an entry may be typed. If an existing entry should be inadvertently reentered, ReFile will automatically handle the duplicate entry. Pressing ESCAPE at any time will void the entire entry and return to the ENTRY MENU. Once the entire entry has been completed, pressing F10 at any location on the ENTRY FORM will accept the record. The number of records a single data file will hold will depend upon the available memory, the length of the records and the number of authors, keywords, etc. Once the available memory is used, any attempt to enter more records will result in a prompt to begin a new data file. The entry session will be termi- nated automatically and the program will return to the MAIN MENU. In order for the bibliographic formatting to function correctly, it is important that each item be entered in a specific format. The format for each of the items in a record will now be dis- cussed individually. 12.1 Authors A valid author entry may consist of a new author's name or an existing author name selected from the displayed list. If an existing author name is inadvertently reentered, it will automat- ically be dealt with by ReFile. Pressing ENTER key at the prompt for an author name will bypass this and all subsequent requests for author entries, and proceed to the next entry. A new author name should be entered in two fields, the surname and initials. The combined length may be up to 20 charac- ters long. The entry should consist of a mixture of upper and lower case letters where appropriate, without punctuation. Ini- tials will automatically be capitalized. Within the initials, other punctuation may be used if necessary, such as "J-P" or "JO'M". If a surname such as "Wilson, Jr." or "Harris III" is 9 entered, it should be entered complete with punctuation. Termi- nating punctuation other than a period will be eliminated. 12.2 Number of Authors An entry for the number of authors is provided in the event that a document was written by more than three authors. This information is necessary in order to ensure that the format options will be incorporated properly during compilation of a bibliography. A prompt for the number of authors will only occur if three authors have been entered for a particular reference. If less than three authors have been entered, the assumption will be made that the total number of authors is equal to the number of names which were entered or selected. Pressing ENTER at the prompt for the number of authors will default to three, other- wise, a different number may be entered. 12.3 Title The title of the article may be up to 200 characters long and may consist of any printable character. During compilation of a list of references, the title will be printed as entered, without modification to punctuation or letter case. 12.4 Source The entry of the source follows a similar procedure as that for the authors. A new source may be up to 200 characters long and should be entered using upper and lower case letters as appropriate including the necessary punctuation, eg. J. of Erro- neous Results. During formatting of a list of references, a choice may be made between printing the source as entered or con- verting the source entirely to upper case letters before print- ing. This option will only have an effect if the source has been entered with a mixture of upper and lower case letters. There is no provision for converting a source from all upper case letters to a mixture of upper and lower case letters nor is there any provision for altering the punctuation in the source entry during formatting. Since the source, editor, and publisher are consid- ered to be a unit, selecting a source from the existing list will automatically complete the entries for the editor and publisher. 10 12.5 Editor If the source entry has been typed in as a new source, the cursor will be positioned at the prompt to enter an editor or editors to be associated with the source. The entry may be up to 200 characters long and should be entered exactly as it should be printed during formatting of a bibliographic listing. Apart from adding an indicator such as "Ed." or "Editor", no further format- ting will be done on the editor entry. Any punctuation required for the editor entry should be entered as required, eg. "A.W. Smith" if periods are desired after the initials. An editor entry for an existing source may be altered to effectively create a new source entry. 12.6 Publisher In addition to specifying an editor for a new source entry, a publisher may also be specified. The publisher entry, up to 200 characters long, will be printed exactly as entered during formatting of a list of references, and should contain the neces- sary punctuation as appropriate. Pressing ENTER will bypass the entry. 12.7 Year The next entry requested is the year of publication of the reference, specified as a four digit number, such as 1983, 1876, etc. 12.8 Volume The volume of the source may be entered as any 10 printable characters. Typical entries may be 23, or XXI, or xiv. No indica- tion of volume such as v. or Vol. should accompany the entry. A variety of indicators may be included optionally when a reference list is formatted. 12.9 Issue The issue of the source may be entered as any 20 printable characters. Examples of typical issue entries may be 8, #10, or FEB 18. If it is desirable to include both an issue number and a month such as "No. 6, JUNE", this may be done readily. There is, however, no provision for separating these items during format- ting. During formatting of a list of references, the issue will be printed exactly as it was entered into the data file. The issue entry may be a useful field in which to record a report reference number. For example, for a report numbered TY105/078-3, 11 this number could be entered as an issue and the program will reproduce it exactly as written when a bibliographic listing is formatted. 12.10 Pages The page number may be entered as any 10 printable charac- ters. Examples of valid entries are 429, or xxiii. Whenever possible, a range of pages separated by a hyphen should be en- tered, such as 369-387. No indication of page such as p. or pp. should be used nor should any blank spaces should be used. This format will permit the use of all options during formatting of a list of references. 12.11 Keywords The entry of keywords follows an identical procedure to that for authors and sources. Up to 6 keywords, each up to 20 charac- ters long, may be entered for each record. Pressing ENTER with no entry will bypass the request for additional keywords. Because there is no need to remember a keyword when a search is per- formed, imaginative use can be made of these entries. For exam- ple, if a chemical environment consisting of a mixture of HCl, HNO3, and H2SO4 acids is to be described, the keyword "HCl,HNO3,H2SO4" could be used instead of using three separate keywords. 12.12 Folder The next entry is the specification of a folder where the reference article will be physically stored. This name may be specified as any 10 printable characters representing the name, abbreviation, or acronym for the actual folder name. A valid entry for the folder name consists of a new entry or selection of a name from the list of existing folder names, following the same procedure as was used for authors, etc. Failure to specify a folder will generate an error message. 12.13 File Comments When a new folder name is entered, a prompt will appear to enter a file comment. This is simply a brief description (55 characters or less) which serves as an aid to remembering the contents of the folder. At any time that the names of the fold- ers are listed, such as during a search, the corresponding file comments will also be listed on the screen. Selection of an existing folder will automatically complete this field. 12 12.14 Document Number Once a reference is assigned to a folder, a document number will automatically be assigned to the reference. The folder name and document number should be written on the document, or a label should be printed and affixed to the document; and the document then stored in sequence in the appropriate folder. As each new record is entered, the document number in the file to which it is assigned will automatically be incremented. As will be described later, a search through the catalog of records will produce a listing of folder names and document numbers which can then be used to retrieve the references in question. Following entry of the comment for a new folder, a prompt will appear to specify an initial document number, or to allow it to default to number 1. This permits starting a new data file while continuing to file papers in an existing folder without having to start renumbering them. For example, three data files named DAT1, DAT2, and DAT3 may exist, all of which contain papers for the folder DOC such that DAT1 contains papers DOC-1 to DOC-17, DAT2 contains papers DOC-18 to DOC-23, and DAT3 contains papers DOC-24 to DOC-57. To avoid accidental duplication of paper numbers, papers should not be entered into a new data file which contains the same folder as an earlier data file until the earlier data file is full. Al- though the system is capable of handling one folder split between two data files, some precautions must be observed. Since opera- tions are performed on only one data file at a time, a search for the contents of a specific folder may be incomplete if the folder is spread between two data files. A better alternative would be to begin a new folder having a slightly different name or anacro- nym when a new data file is started. Thus, in the preceding example, when DAT2 is started, papers might be filed in DOCA beginning with #1 rather than continuing to file in DOC with paper #18. Better yet, a folder may be extracted from the current data file in order to begin a new data file which will then permit articles to be continued to be filed in the original folder in a single data file. If an existing folder is selected at the prompt to specify a folder for the article being entered, ReFile will automatically determine the document number and display it on the screen. As mentioned earlier, the folder name and document number should then be written on the article so that it can be filed properly and later retrieved when so selected. Once the document number has been assigned to a particular article, ENTER must be pressed to accept the entire entry. Prior to this, any item may be al- tered by pressing SHIFT-TAB to return to the ENTRY FORM. After completion of the entry, a prompt will appear giving the option of printing a label for the entered document. A 1" x 3.5" label with the document identification and either the au- thors or keywords may be printed as shown below. 13 Document: BURN 1 Authors: Smith HD Adams DF Harrison BV or Document: BURN 1 Keywords: combustion gas noise If the option to print a label is selected, a choice of whether or not to print a test label will be given. The printer should be adjusted so that the outline of the test label is centered on the label. The test label may be repeated as often as necessary. Prior to printing the document label, a prompt will appear to choose between printing authors or keywords. The default option will be whatever was specified at the time of installation of ReFile and may be accepted simply by pressing ENTER, after which the label will be printed. Once the first label has been printed, the test label and author/keyword prompts will not appear again in the current entry session. If the request for a label is accepted on subsequent entries, the label will be printed immedi- ately. Once the entry session is terminated, initiation of anoth- er entry session will cause the test label and author/keyword prompts to reappear. If a printer control code for turning com- pressed printing on has not been specified during installation, keywords greater than 20 characters in length will be truncated to 15 characters in order to fit on the label. 12.15 Record Types 12.15.1 Journal Articles This type of entry will normally constitute the bulk of the records and should present no particular problem with regard to record entry. 12.15.2 Research/Company Reports These entries will usually be similar to journal entries with the exception that the report may have a report number or designation. Usually the source of the report will be the compa- ny, and the report number is best entered in the "issue" field. 12.15.3 Patents A patent is best treated by entering the inventors in the "author" fields, the assignee or company in the "source" field, and the patent number in the "issue" field. 14 12.15.4 Articles from Books/Conference Proceedings These articles will usually present no problems. The main difference when compared to a journal article is that an editor and publisher will often be associated with the source whereas for a journal, this will often be omitted. While it is difficult to anticipate all specific cases, ReFile should be able to handle most reference filing and bibli- ography formatting situations. Hopefully any formatting problems can be resolved by minor editing of the formatted bibliographic file for those exceptional cases which do not fit the usual pattern. 13. DELETING RECORDS A record may be deleted from the main data file by selecting "Delete" from the RECORDS pull-down menu. This will result in the display of a DELETE MENU from which a single record may be se- lected for deletion by specifying the folder and document number. Alternatively, the search routine may be used to select a group of records from which specific records may be deleted after the search results have been displayed. After deleting records and prior to returning to the MAIN MENU, the user has the option of canceling all deletions. Once the delete routine is exited to return to the MAIN MENU however, all deletions will become effec- tive immediately. Inadvertently deleted entries can only be re- stored from a backup file if it exists, or by reentering them as new entries. ReFile will automatically delete authors, keywords, etc. which are no longer needed as a result of deletions. 14. EDITING A RECORD A record may be altered by selecting "Edit" from the RECORDS pull-down menu. This feature allows corrections to be made to the author, title, year, volume, etc. for a particular record. If an incorrect keyword has been assigned to a specific record or if an additional keyword is to be assigned to an existing record, this feature will perform the desired operation. The editing procedure will begin with the display of the EDIT RECORD menu. Selection of 'Modify' will result in the prompts for the folder and document number of the reference to be modified. Selection of 'Search' will initiate the search routine to permit searching for the reference to be altered. At the display of the search re- sults, the user may highlight a specific reference and press 'M' to modify it, or 'L' to list the record followed by 'M' to modify it. Once a reference has been selected for modification, an EDIT FORM similar to the ENTRY FORM will appear on screen with all record items completed. The TAB, SHIFT-TAB and cursor keys may 15 then be used to move to the desired item for editing, similar to the manner in which the original entry was made. Once again, F10 should be pressed to accept the new entry once all modifications have been made. This option may also be used to switch a paper from one file to another. After switching, the article will be assigned a new document number in the new folder. The remaining references in the old folder will not be renumbered, but will retain their original assigned numbers. The old document number will be reas- signed on the next occasion that a document is added to or trans- ferred to the old folder. The transferred document will be as- signed a document number in the new folder which may or may not be the last document number depending on whether or not any "gaps" exist due to previous transfers. In this manner, each file should eventually consist of a series of consecutively numbered papers despite any transfers which may take place. As was the case for the ENTRY FORM, the folder comments for an existing folder may not be altered on this form. Altering the comments for a folder must be done by editing the auxiliary folders file. Alterations made to the authors, source, keywords or folder by editing a record act locally and pertain only to the record in question. Global alterations will be discussed in the section on altering auxiliary files. 15. EXPORTING RECORDS IN ASCII FORMAT The selection of "Export ASCII file" from the RECORDS pull- down menu will permit selected records to be exported to an ASCII file. An EXPORT MENU will appear giving a choice of exporting selected records, searching to select records, or exiting from the export routine. Records to be exported are selected through use of the search routine. Once a search has been performed and the results displayed on the screen, particular records may be selected by highlighting the record and pressing 'I' to include the selection. Alternatively, the mouse may be clicked once on the document number to highlight it and again to include it in the selected list. A '+' sign will appear on the screen to indi- cate that the record has been added to the selected list. A record may be removed from the selected list by highlighting the document number and pressing 'R', or by clicking the mouse once on the '+' character to highlight the record and again to remove it. Pressing 'A' at the search display will add all records from the search result to the selected list. Pressing 'L' will list the highlighted record after which it may be included or removed from the selected list. Records may be included or removed any number of times, only those marked when the search routine is exited will be selected for export. If a search is performed and no items are selected for export, a prompt will appear as to whether or not to include all search records in the selected list. 16 Selecting 'E' from the EXPORT MENU will export selected records in the order in which they were added to the selected list. Prompts will appear to specify a field delimiter and a field separator. These may be allowed to default to " and ; respectively just by pressing ENTER. A prompt will then appear to specify or select an ASCII filename to which will be appended the extension ".TXT". Specification of an existing file will result in a prompt as to whether or not to overwrite that file. Each field in the ASCII file will be delimited by the speci- fied delimiter and separated by the specified separator in the following order: 1. author1 2. author2 3. author3 4. number of authors 5. title 6. source 7. editor 8. publisher 9. year 10. volume 11. issue 12. page 13. keyword1 14. keyword2 15. keyword3 16. keyword4 17. keyword5 18. keyword6 19. folder 20. document number 16. IMPORTING RECORDS IN ASCII FORMAT The selection of "Import ASCII file" from the RECORDS pull- down menu will permit importing records contained in an ASCII file. A prompt will appear to specify a data file into which the records are to be imported, after which, a prompt will appear to select the desired ASCII file from a list of existing files on the working directory. The ASCII file must be identified by the extension ".TXT". Prompts will next appear to specify a field delimiter and a field separator. The ASCII file should contain only character fields with each field being delimited by the specified delimiter, and successive fields being separated by the specified separator. The fields should be in the order outlined in the previous section on Exporting Records in ASCII Format. Thus a typical record would begin with the authors as follows: 17 "Harris DF";"Wilson HP";"Lee RT";"4";.. where the character " is the field delimiter and the character ; is the field separator. In the author fields, a single name followed by a blank space will be treated as a surname. Punctua- tion (, . ; :) will be eliminated from the author fields and initials will be automatically converted to upper case. Thus, "NATO" "nato" "N.A.T.O." "n.A;t:o" would all be treated as initials and converted to NATO. If a field is empty, it should still be represented by two delimiters. Thus a paper by one author would appear as: "Harris DF";"";"";"1";................. The ASCII file should contain only one record per line. All fields must be present with the possible exception of the folder and document number. The folder, if missing, will be requested by ReFile. A new folder may be specified or an existing folder may be selected if any currently exist. Any fields after the folder field in the ASCII file will be ignored since ReFile will handle the assignment of document numbers. After the field delimiter and field separators have been specified, a prompt will appear wheth- er or not to print labels for each record. If the choice is made to print labels, options to print a test label and to select whether to print authors or keywords will appear. Records will then be imported and labels printed without interruption. If the decision is made not to print labels, the folder and document number will be displayed after each record is imported to permit writing this information on the document. In either case, ReFile will prompt for a folder name whenever this information is miss- ing at which time a folder may be entered or selected from the list of existing folders. At any time that an error occurs due to a missing delimiter or separator, an indication will appear and the user will have the choice of continuing to import records or of aborting the entire procedure, in which case, an existing data file will be restored to its original state. 17. SEARCHING EXISTING RECORDS The selection of "Search" from the RECORDS pull-down menu will permit a search to be performed on records stored in the active data file. A search will begin with the display of the SEARCH MENU. In addition to the various selections, the SEARCH MENU displays the status of a search in progress - the total number of search parameters which have been used and the number of records which have been selected as a result of the search procedure. A new search is started by selecting 'B' from this menu after which a prompt will appear to select a search parame- 18 ter. If author, source/editor/publisher, keyword, or folder is chosen, a list of the appropriate items will appear on the screen. If source/editor/publisher has been selected, the editor and publisher associated with a specific source will be displayed at the bottom of the listing as each corresponding source is highlighted. If an author or keyword is selected, ReFile will search all three author entries or all six keyword entries for each record in the catalog. Once a search item has been highlighted using the cursor keys or the mouse, a selection may consist of one of three ac- ceptable entries. Firstly, the user may press ENTER or click a mouse button at which point the program will search for all records containing the specified item. Secondly, the letter "N" or "n" may be entered instead of ENTER, in which case, the pro- gram will select all records which do NOT contain the specified item. Thus, an author may be highlighted and upon pressing "N", the program will retrieve all records which do not include the selected author. Thirdly, the letter "O" or "o" may be entered, in which case, the program will retrieve those records which contain ONLY the specified item. For example, should it be de- sired to pick out all papers by a single author and exclude all those which involve co-authors, the ONLY format will allow this to be accomplished quite readily. Selection of the date parameter will result in prompts for beginning and ending years. The search will then extract all records having dates between the range of years specified, inclu- sive of the beginning and ending years. Entry of the same year for the beginning and ending years or simply pressing ENTER at the prompt for the second year will search for documents associ- ated with that single year. After specification of a search item, the search routine will search the entire list of records in the catalog. When the initial search is completed, the selected records will be com- piled into a SELECTED list and the program will return to the SEARCH MENU. At this point, a number of options are available. The search may be continued with an AND... parameter in which case the SELECTED list of records will be searched for the next specified parameter, eliminating those records which do not contain it. Continuing a search with OR... will search the ORIGI- NAL list of records and append those records containing the specified item to the aforementioned SELECTED list. Duplicate entries in the selected list will automatically be eliminated. Thus, a search for item A followed by an OR... continuation searching for item B will produce a selected list of all records containing either A or B, but not both. A search for A followed by an AND... continuation searching for B will produce a selected list of those records which contain both A and B. Repeated searches with either OR... or AND... will continue to search the original list or the selected list respectively, updating the selected list at the end of each search. The selected list always represents the product of the cumulative search strategy. The search routine also provides an option for selecting all 19 records in the data file. This feature may be found to be of use when a bibliography is being compiled and it is desired to be able to page through the list of records to select specific records for inclusion in the bibliographic listing, rather than having to specify the folder and document number for each entry individually. This option is equivalent to selecting all records by conducting a series of OR... searches for all folders. Upon completion of the search, the user will be returned to the SEARCH MENU which will display the status of the search. To assist in obtaining the desired records during a search, there is a facility for canceling the results for the last search parameter if the selected records do not provide the desired or expected result. This feature may be used repeatedly and will always cancel the last search parameter until no further cancel- lations are possible. At the SEARCH MENU, there are also options of displaying the search parameters, or the search results. Displaying the search parameters will result in a summary display of the search strate- gy up to the present point. Displaying the search results will produce a display of the selected list of records in alphanumeric order consisting of folder name, document number, and document title. The PAGE UP/PAGE DOWN keys may be used to page through the listing. Alternatively, clicking the left or right mouse button on any area of the screen except the document number will also page through the listing. A plus sign at the end of a document title indicates that the entire title is too long to fit on the screen. Any document number in the listing may be highlighted, after which 'L' may be pressed to list the entire entry for the highlighted item. Alternatively, the mouse may be clicked on any document number to select the document, and then clicked again on the document number to list the entry. From the individual list- ing, the cursor keys may be used to directly list other entries without returning to the search list. If the mouse is clicked on any area of the screen other than the prompt messages, the pre- ceding or following record will be listed depending upon whether the right or left button has been pressed. Pressing ENTER from the listing display or clicking the mouse on ENTER will return the user to the display of the search results. Pressing ENTER at the display of the search results will return the user to the SEARCH MENU. The display of the search parameters or search results does not interfere with the search procedure, and so may be used at any time to view the progress of the search strategy. The results of a search may be printed by selection of 'P' from the SEARCH MENU. The prompts for the number of lines per page and whether or not to pause between pages will again appear. Prior to printing, the user will be given the option of including the search parameters if so desired. The printed search results will consist of the folder name, document number, and complete title for each reference in the search list. After printing, the program will return to the SEARCH MENU. Use of the print routine does not terminate the present search. Finally, pressing 'X' will exit from the SEARCH MENU, returning to the menu from which the 20 search was initiated. In most cases, a specific article can be found by specifying only two or three search items. The maximum number of search items which can be specified on one search session is fifteen. Complex searches involving a number of search items should be planned carefully to insure that the desired subset of records will be selected, particularly when the NOT and ONLY formats are used in combination with the AND... and OR... parameters. It should always be borne in mind that AND... searches the selected list of records, discarding those not matching the search item, OR... searches the original list of records and appends those matching the search item to the selected list of records. This ensures that the OR and AND parameters operate according to their logical meanings. 18. LISTING A RECORD ENTRY The entire entry for a particular record may be listed on the screen by selecting "List/labels" from the RECORDS pull-down menu after which the LIST MENU will be presented on the screen. The selection of 'List' may be made to list a specific reference by subsequently specifying the folder name and the document number. The complete listing for the specified record will then appear. Depending upon the length, the source/editor/publisher entries may be truncated. Alternatively, a search may be performed by selecting 'Search' from the LIST MENU. Once the search results have been displayed, a specific article may be highlighted after which 'L' may be pressed to list the record entry, or the mouse may be clicked once on the document number to select it followed by a second click to list the record. Returning from the search rou- tine will return the user to the LIST MENU. At the listing display, a label for the displayed record may be printed by pressing 'P'. The same procedures as those de- scribed under the section on adding new records will be followed with regard to printing labels. Prompts as to whether or not to print a test label, and which items, authors or keywords, to print on the label will only appear for the first label in a given listing session. Once the listing of records has been completed, 'Exit' may be selected to return to the MAIN MENU. 19. PRINTING RECORD LABELS Labels for a number of records may be printed sequentially by selecting 'B' from the RECORDS pull-down menu. A prompt will appear to use the search routine to search for and mark records for which labels are to be printed. Following the presentation of an option to print a label outline for alignment purposes, the selected labels will be printed without interruption. The label 21 outline may be printed as often as desired until proper alignment is achieved. 20. PRINTING INDEX CARDS A series of index cards may be printed for selected records by selecting 'R' from the RECORDS pull-down menu. Once again, the search routine is used to search for and mark records for print- ing. The entire citation may then be printed on a 3"x5" card, a 4"x6" card, or an 8.5"x11" page. Outlines of the cards may be printed for alignment purposes, and printing may be paused after each card to permit loading another card into the printer. 21. EDITING AN AUXILIARY FILE The entries in an auxiliary file may be altered by the selection of "Edit" from the AUXILIARY pull-down menu. These alterations will act globally and affect all occurrences of a particular author, source, keyword, or folder. As a result, some care must be exercised as to what is to be achieved by this editing procedure. The editing feature will allow for the altera- tion of a particular author, folder, keyword or source/editor/publisher, but this alteration feature is designed to allow for corrections in spelling or to allow for expansion of an abbreviation for clarification, etc. rather than to accommo- date changes to items in a specific record. For example, an author's name may be changed from Smith to Smyth, or a source may be changed from UN to United Nations for purposes of clarifica- tion. If, however, an author name is changed from Smith to Jones, all records which have been assigned Smith as an author will now have Jones as an author. Some records which may have had Smith as the correct author would now have Jones as an incorrect author. The same comments apply to alterations to keywords and sources. If a keyword is changed from "mechanical" to "electrical", all records which have "mechanical" as a keyword will now be assigned "electrical" as a keyword. The editing feature should therefore not be used to change an author, keyword, etc. associated with a specific record, unless it is intended that the altered meaning have a global effect and apply to ALL entries which incorporate the item in question. Changes to a specific record should be made with the "Edit" option in the RECORDS pull-down menu. In order to edit a particular entry, the item category must be selected from the EDIT MENU. After selection of the category of interest, a list of existing items will be displayed. The particular entry to be altered should be selected after which two windows will appear, one containing the current item and the other containing a prompt to type in the new entry. A provision has been made for altering a folder name although to do so will require renaming all papers currently in the folder. Alternative- ly, a set of labels may be printed for all documents in the file. 22 Pressing ESCAPE at the prompt to enter an alteration will abort the alteration of the selected item. Pressing ALT+E will dupli- cate the existing entry for purposes of editing. Once the altera- tions have been completed, the program will return to the EDIT MENU. After all alterations have been completed, a choice will be presented at the EDIT MENU, of exiting and saving all changes, or of canceling all changes and restoring the original data files. Once the EDIT MENU is exited normally by choosing "Exit", the changes will become permanent. The only way to restore the origi- nal files will be from a set of backup files. Pressing ESCAPE will produce the same effect as canceling all changes. 22. PRINTING AN AUXILIARY FILE Selection of "Print" from the AUXILIARY pull-down menu will print the contents of one of the auxiliary files - authors, folders, keywords, or sources. This routine performs basically the same function as the routine which displays an auxiliary file, except that in this case a printed copy is produced. A PRINT MENU will appear from which selection of an appropriate item will result in the corresponding file being printed. Such a listing of keywords, for example, might be helpful in trying to decide beforehand what keywords to assign to a particular refer- ence before actually entering the information into the system. When a listing is printed, the printer should be set so as not to skip over the perforation. Prompts will appear to specify the number of lines per page and whether or not to pause between pages. After printing the specified number of lines, a formfeed will be generated. Specifying zero lines per page will result in no formfeeds between pages. This holds true for all printed output. 23. DISPLAYING AN AUXILIARY FILE The contents of an auxiliary file may be displayed on the screen by selection of "List" from the AUXILIARY pull-down menu. This option may be used to browse through the lists of authors, folders, keywords, or sources. The appropriate selection may be made from the DISPLAY MENU, after which, a listing of the appro- priate items will appear on the screen. Pressing ENTER at any time will return to the DISPLAY MENU from which the user may display another file or return to the MAIN MENU. A display of the folders will also show the number of the last paper entered into each folder. This number may or may not correspond to the actual number of papers in each file depending on whether or not papers have been transferred out of the file. 23 24. PRODUCING A LIST OF REFERENCES The production of a list of references is performed in two stages. The first step involves compilation of a list of the articles to be included in the reference list, the second step involves specification of a particular format in which to print the list of references. 24.1 Compiling and Editing a list of references Selection of "Compile/edit" from the BIBLIOGRAPHY pull-down menu will permit compilation of selected references into an unformatted reference list. A prompt will appear to select or specify the filename of the unformatted reference list, after which the extension ".LST" will be appended to this filename. If this file does not exist, it will be created. If the file already exists, a choice will be offered between editing/expanding the existing list, or overwriting the list with a new set of refer- ences. If the file exists and the choice is made to append addi- tional references, the active data file must match that used when the list was originally compiled. This will be determined auto- matically and a warning generated if this condition is not satis- fied. The REFERENCE MENU will then appear from which a number of selections may be made. Selecting 'A' to add references to a compiled reference list will result in a prompt to specify the folder and document number of the reference to be added. After the folder has been selected, the document number may be speci- fied as a single number, or as a range of numbers by entering the beginning and ending numbers separated by a hyphen, as in 25-37. In the latter case, all documents in the specified file with document numbers in the range of 25 to 37 inclusive will be incorporated into the bibliographic listing. Should a particular document within the range not exist, a warning will be issued and the user will be prompted to press ESCAPE to cancel the addition of all subsequent documents in the range or to press any other key to continue. When the first document is added to a newly compiled refer- ence list, a prompt will appear to specify an initial document number or allow it to default to #1. This option permits starting a list with a number other than #1 in the event that it is de- sired to manually insert other references into the formatted reference list with the aid of a text editor. Since all refer- ences which are to be included in a particular bibliographic listing may not be contained in the same data file, this option also permits compilation of separate bibliographic listings for each data file which may later be combined during the formatting operation to produce a single listing. Selection of 'I' from the reference menu will permit changing the initial reference number. Selection of 'C' from the REFERENCE MENU will cancel all alterations made to the compiled reference list in the current editing session and return to the MAIN MENU. 24 All documents in the compiled list may be displayed in the order in which they appear in the list by selecting 'D' from the REFERENCE MENU. A listing of the reference number, folder name, document number, and authors will be presented on the screen. From this display, a number of options are available. A particular document may be removed by highlighting it and pressing 'R'. Alternatively, the mouse may be clicked once on the document number to select the document, and then clicked on the "<R> to remove" prompt at the bottom of the screen to remove it. A document may also be moved to another location in the list by highlighting it and pressing 'M'. A prompt will appear to specify the position to move the document to by highlighting another document in the list. If the "move to" location appears earlier in the list than the "move from" location, the document will be moved to the position BEFORE the highlighted document. If the "move to" location appears later in the list than the "move from" location, the document will be moved to the position AFTER the highlighted document. This arrangement facilitates moving a document to the very first or very last positions in the compiled list. As the cursor is moved up or down, the appropriate destina- tion will appear on the screen as a reminder. A document may also be moved by clicking the mouse once on the document number to select it and clicking again on the same document number to move it. The destination is then selected by clicking the mouse on the destined document number. As before, the document will be inserted before or after the selected document depending upon its relation to the moved document. Clicking a mouse button on a blank area of the screen will page up or down through the list of references. A printed listing of all documents in the compiled reference list, similar to that which appears on the screen, may be ob- tained by selecting 'P' from the REFERENCE MENU. Such a listing may prove useful as an interim reference guide when a paper is being written, prior to printing a completed formatted reference list. In addition to being able to remove documents from the compiled list via the screen display routine, the selection of 'R' from the REFERENCE MENU permits removal of a particular reference from the compiled list. As was the case for additions, the reference is identified by selecting a folder and specifying a document number. Once again, a range of document numbers may be specified to remove all documents within the range in the speci- fied folder. Selection of 'S' from the REFERENCE MENU provides the option of using the SEARCH routine to search and add references to the unformatted list. A search may be performed as described earlier and, when the results are displayed on the screen, those refer- ences which have already been included in the compiled list will be marked with an asterisk, '*'. Additional references may also be selected for inclusion in the compiled reference list. Press- ing 'A' will include all the displayed references. Using the cursor keys to highlight a specific reference and pressing 'I' 25 will include the highlighted reference. References which are specified to be included in the unformatted list will be marked with a plus sign, '+'. At any time, a marked reference may be removed from the list by highlighting the reference number and pressing 'R'. The mouse may be used to select documents for inclusion by clicking once on the document number to select the article and clicking a second time on the document number to include it in the list. A document may be removed from the com- piled list by clicking the mouse once on the asterisk or plus sign to highlight it and again to remove it. The marked refer- ences are only included in the compiled list when the search display is exited by pressing ENTER. Thus, references may be included and removed numerous times, but only those marked at the time of exit will appear in the compiled list. The references will be included in the compiled list in the order in which they have been selected. Finally, a specific reference in the search list may be listed by highlighting and pressing 'L'. This facili- tates verifying that the reference is indeed the correct one prior to inclusion in or removal from the compiled list. From the listing of a specific reference, the user may press ENTER to return to the search display, 'I' to include the reference, or 'R' to remove it from the list if it has been previously selected for inclusion. Once the desired references in the search display have been marked for inclusion in the unformatted list, pressing ENTER will return to the REFERENCE MENU and incorporate all mark- ed references in the unformatted list. If a search is performed and no items are selected for inclusion in the unformatted ref- erence list, an option will appear upon exit from the SEARCH MENU, as to whether or not to incorporate all items in the search list into the unformatted reference list. The selected items in the unformatted or compiled reference list may be sorted prior to forming a formatted reference list. The options are to sort by author, source, date and author, or date and source. The date parameter will use either the author or the source as a secondary parameter in the event of similar dates. For all options, sorting may be performed in either an ascending or descending order. As will be described in the for- matting section, choosing an abbreviation for each citation and sorting on the basis of abbreviations will override any current sorting operation. Once the unformatted reference list has been compiled, selection of 'X' will return to the MAIN MENU and save all se- lected references in the previously specified file. 26 24.2 Formatting a list of references The unformatted reference list must be formatted before it can be printed. This is accomplished by selecting "Format" from the BIBLIOGRAPHY pull-down menu. After selection of the name of an unformatted reference list, the selected file will be opened and read, and verified that it matches the active data file. A prompt will appear to specify the type of formatted file desired. The first type, identified by the extension ".ASC", contains printer control codes consisting of a single ASCII character embedded within the text. These codes, specified during the installation procedure, control the printer output (empha- sized, italics, underlined, etc.). The second type, denoted by the extension ".PRN", contains the actual printer control codes embedded directly in the text. The difference between these two situations is that an ".ASC" file must be printed using the "Print" routine in ReFile, a ".PRN" file must be printed using the DOS PRINT command. If the formatted reference file requires any alterations, the ".ASC" file may be easier to edit since the ASCII control characters, specified at the time of installation, should be displayed in a more recognizable form than the actual printer control codes. Once a selection for the type of formatted reference file has been made, a prompt will appear to specify a name for the formatted reference file. If a new filename is entered, the corresponding file will be created and the formatted list will be written to the specified file. If the name of an existing refer- ence file is entered or selected, an option will appear of ap- pending to or overwriting the existing file. While appending to an UNFORMATTED reference list required that the references come from the same data file, references from different data files may be appended to a single FORMATTED refer- ence file. In general, the initial number of the appended refer- ence list will be one greater than the last number in the exist- ing list. To allow for the manual insertion of additional refer- ences however, ReFile does not make this assumption. It will therefore be necessary to specify an initial number at the time the unformatted list is compiled which corresponds to the next sequential number in the existing list to which the new list is being appended. For example, if list A ends with reference 17, list B to be appended to A should start with 18 as an initial reference number when the unformatted list for B is compiled. It should also be noted that sorting a list of references only affects the list for the active data file. If this list is ap- pended to a previously sorted and formatted list, merging of the two lists into the properly sorted order will have to be per- formed manually with a text editor. The next choice in formatting a reference list is that of specifying a new format, or of specifying a format which has been saved from a previous formatting session. If the choice is made to use a previously saved format, a list of the format files having the extension ".FMT" will be displayed and a prompt will 27 appear to select a file. A saved format may be recalled and used to produce either an ".ASC" or a ".PRN" formatted reference list. A form will next appear to specify a title and print style for the formatted reference list. The title may be up to 60 characters long and may be printed in a selectable print format. Should it be desired to enter a title longer than 60 characters, this may be done by editing the file containing the formatted reference list prior to printing the list. A print style is selected by using the UP, DOWN, TAB, or SHIFT-TAB keys to move the highlight bar to the desired item and pressing the SPACEBAR to select it. If the choice is made to specify a new format, a series of forms will appear to select the details of the format, each of which will be discussed separately. The first form is a general format specifying how the references are to be identified. The choices are numbers alone, numbers followed by a period, numbers in brackets, an abbreviation, or no identifier at all. Each of these options will produce a listing of references which will appear as follows: 1) number 1 Reference 1.... 2 Reference 2.... 3 Reference 3.... 2) number followed by a period 1. Reference 1.... 2. Reference 2.... 3. Reference 3.... 3) number in parentheses (1) Reference 1.... (2) Reference 2.... (3) Reference 3.... 4) abbreviation 76Ref Reference 1.... 83Ref Reference 2.... 85Ref Reference 3.... 5) no indicator Reference 1.... Reference 2.... Reference 3.... If one of the number options is selected, the references will be numbered in the order in which they were compiled into the unfor- 28 matted reference file beginning with the specified initial refer- ence number. If the abbreviation option is selected, a sort order may be specified choosing between formatting the list of refer- ences in the order in which they were compiled into the unformat- ted reference list, or of rearranging the list of references in ascending or descending alphanumeric order. The abbreviations will be generated automatically, and will consist of the last two digits of the year, the first three letters of the first author's surname, and an optional digit to distinguish between duplicate abbreviations. Thus, a paper by Smith in 1978 would have 78Smi as an abbreviation. A second paper by Smith in 1978 would have 78Smi1 as an abbreviation. It should be noted again that sorting by abbreviation can only be performed for citations from a single data file. Alteration of the formatted list with a text editor would be required to merge two listings from different data files into the proper sorted order. After specifying an indicator, an option will be presented as to whether or not to insert a blank line between successive citations. If no indicator is specified, a prompt will appear to speci- fy how the individual citations should be separated. The choices are: 1) a blank line between citations Reference 1 ____ ________________ ________________ Reference 2 ____ ________________ ________________ Reference 3 ____ ________________ ________________ 2) indentation of the first line of each citation Reference 1 __ ________________ ________________ Reference 2 __ ________________ ________________ Reference 3 __ ________________ ________________ 29 3) indentation of the second and subsequent lines Reference 1 ____ ______________ ______________ Reference 2 ____ ______________ ______________ Reference 3 ____ ______________ ______________ 4) no separator Reference 1 ____ ________________ ________________ Reference 2 ____ ________________ ________________ Reference 3 ____ ________________ ________________ The next step in formatting the list of references is to specify the items to be included in each citation and the order in which they should appear. A list of items will be displayed on the screen with a prompt to select those items to be incorporated into the bibliographic listing. Those items to be incorporated into the formatted reference list are selected by entering the appropriate letters in the desired order. For example, to compile a bibliography consisting of the authors, source, year, and page for each selected reference, the sequence "ASYP" followed by ENTER would be entered. The sequence of letters may be entered in either upper or lower case, no item may be entered more than once and the items will be printed in the formatted reference list in the order in which they are specified. Whatever items are chosen, the selections must be typed in directly from the keyboard, there is no provision for highlighting the desired items or for using the mouse. For each selected item, a format consisting of an arrange- ment, a print style, and following punctuation must be specified. As the choices are made for each item, the item name will appear in the upper left corner of the screen. The arrangement options for each item will appear on the screen and will be discussed later in more detail. Once the arrangement has been specified, a print format will be requested for each item. The print format includes normal, emphasized, underlined, italics, or any combina- tion of these options. The specified format applies only to the item in question so that each item in the selected list may have a different print format. 30 Finally a prompt will appear to specify punctuation to follow the item in question. The punctuation must be chosen from a menu consisting of a comma, blank space, colon, semicolon, and period. At the top of the print format and punctuation menus, a string of letters corresponding to the selected items will appear in the order in which they have been selected. Each item will appear in the selected print format with lower case letters being used to symbolize italics. The punctuation which has been select- ed to follow a particular item will also appear as an aid to remembering what format has been specified. Punctuation specified to follow a particular item will only be printed if that item is contained in the document record. In other words, if a comma is specified to follow the volume entry, it will only be printed if a volume entry exists in the record entry. The only exception to this is the punctuation which follows the last item in the format list. This punctuation will be used as the terminating punctua- tion for each record listing. The only items which should contain punctuation within the record entry itself are the source, edi- tor, and the publisher. If one of these items should be chosen as the last item in the format list, the terminating punctuation will only be printed if it does not match any ending punctuation within the entry itself. In other words, if a period were chosen as the terminating punctuation, and the final item for a particu- lar record contained an abbreviation which ended in a period, the terminating punctuation would not be printed thus avoiding dupli- cation at the end of the citation. The format options for each item vary depending on the item. A typical example for each item, showing the entry format and the possible bibliographic formats, is given in Appendix A. These examples may be helpful in the following explanations. In the case of authors, the first prompt will be to choose whether to print the surname first (Author IM) or last (IM Au- thor). Since the format is specified for the first, second, and last authors separately, each may be specified differently. Thus one may choose between Jones, R.T., Smith, G.W. and Anderson, F.T. or Jones, R.T., G.W. Smith and F.T. Anderson or any other combinations. If a citation consists of only one author, the format for the first author will be used. If the citation consists of two authors, the second author will be considered to be the last author. If three authors exist, each of the three specified formats will be used. If at least one of the authors has been specified as surname first, a menu will appear to select whether or not to insert a comma between the surname and the initials. The next prompt will be to specify either upper case letters (AUTHOR IM) or mixed case letters (Author IM). This 31 format will be used for all authors in each citation. Finally, a prompt will appear to choose between using periods after the author's initials (Author I.M.) or not (Author IM). Again, this format will be used for all authors in the citation. It is impor- tant to note that these options will only operate successfully if the author names have been entered according to the format speci- fied in section 12. If the title has been selected, a prompt will appear to specify a format choosing between enclosing the title in single quotes, double quotes or nothing ('Title', "Title" or Title), and choosing between upper case letters or mixed case letters (TITLE or Title). Any combination of quotes and letter case may be used. The choice of a format for the year is between enclosing the year in brackets, (1967), or not, 1967. Possible formats for the source are enclosure in double quotes, single quotes or nothing ("Source", 'Source', or Source), and upper case letters (SOURCE) or mixed case letters (Source). Once again, any combination of quotes and letter case may be used. If it has been decided to include the editors, a prompt will appear to choose between including "Ed.", "ed.", "Editor:", or "editor:" before or after the listing. Since many formats are possible, it is left to the user to select which of the four possibilities is closest to the desired form, and, if necessary, to edit the reference listing to obtain the desired format. An indicator for the volume may be selected from six possibilities; v. as in v. 23, V. as in V. 23, vol. as in vol. 23, Vol. as in Vol. 23, VOL. as in VOL. 23 or none. The format for the issue may be specified as enclosed in brackets (xxx) or none, xxx. Finally, a page format must be chosen between printing a single page number and printing a range of page numbers. A page indicator must be selected from either p. or none. If a range of pages has been specified, the symbol pp. will be used instead of p. whenever a range of pages exists in the record entry. The aforementioned options may be used in any combination with any type of punctuation. The user must decide what constitutes a meaningful format, and should experiment with different combinations to achieve the desired result. When the complete format has been specified, it may be saved as a format file for future use. If the election is made to do so, a prompt will appear to enter a format filename to which the extension ".FMT" will be appended. If the name of an existing file is selected, the file will be overwritten. A compiled list of references may be formatted several different times in different ways, with each formatted list being stored in a separate file. Since it is possible that a desired format will not be achievable through selection of the available format options, the formatted reference list may be edited with a text editor to make any necessary modifications. Some care must be exercised, however, since the text will contain the printer control codes which may create some unusual characters on the screen if a ".PRN" file is being edited. Care must be taken that these characters remain in the correct location and are not altered or eliminated since to do so will alter the formatted output. 32 25. PRINTING A FORMATTED REFERENCE LIST A formatted reference list having the extension ".ASC" must be printed using the "Print" option from the BIBLIOGRAPHY pull- down menu in order to translate the ASCII control codes into printer control codes. After selection of this operation, a list of files having the ".ASC" extension will be displayed at which point the desired file may be selected for printing. Prompts will then appear to specify the number of lines to print per page, and whether or not to pause between pages, after which the formatted list will be printed. A formatted reference list having the extension ".PRN" should be printed using the DOS PRINT command since the printer control codes will be embedded directly into the text. 26. VIEWING A FORMATTED REFERENCE LIST The selection of "List" from the BIBLIOGRAPHY pull-down menu will permit viewing of a formatted reference list prior to print- ing. From the VIEW MENU, selecting 'A' or 'P' will result in a prompt to specify a formatted ASCII (.ASC) or print (.PRN) file respectively to display on the screen. In the listing displayed on the screen, all printer control characters will be stripped from the text and ignored. Otherwise, the screen display will appear the same as the printed listing would appear. Pressing PAGE DOWN or PAGE UP will page forward or backward through the file contents. Pressing ENTER or ESCAPE will return to the VIEW MENU. In some instances in the case of a ".PRN" file, some line spacings may appear incorrect. This is most likely due to the page breaks and should not be a problem when the file is printed. 27. MODIFYING A FORMAT A previously specified and saved format may be modified by selecting "Modify a format" from the BIBLIOGRAPHY pull-down menu. A prompt will appear to specify the format (*.FMT) file to be modified after which the format forms for each item will be selectively displayed on the screen. Citation items may be added or deleted, and the desired format specified on the appropriate item form. Once all modifications have been completed, a prompt will appear whether or not to save the modified format, and to specify a file for saving. The file to save to need not be the same as the file that was modified, so that a new format file may be derived from an existing format file. 33 28. DISPLAYING ASCII CODES As an aid to recalling which ASCII characters were specified for printer control purposes during the installation procedure, "ASCII codes" may be selected from the BIBLIOGRAPHY pull-down menu in order to display the current codes. 29. UTILITIES 29.1 Setting Alarms An alarm may be set to sound at any time that an unaccept- able entry is made. This alarm may be turned on or off by select- ing "Alarm" from the UTILITIES pull-down menu. Saving and exiting from this routine will modify REFILE.CFG to make this setting the default each time ReFile is started. Simply exiting the routine will make the setting the default for the current session only. 29.2 Display By selecting "Configure display mode" from the UTILITIES pull-down menu, ReFile may be configured to operate in 25, 43, or 50 line modes depending on whether or not an EGA or VGA card is present. The selected mode may be saved in REFILE.CFG to be used as a default each time ReFile is started by choosing to save and exit from the configuration menu. 29.3 Selecting a Printer Selecting "Select printer" from the UTILITIES pull-down menu will permit printed output to be directed to one of two printers connected to parallel ports 1 (LPT1) or 2 (LPT2). Switching between the two printers may be accomplished by selecting Printer 1 or Printer 2 from the PRINTER MENU. Once again, a default printer may be saved in REFILE.CFG by choosing to save and exit after a selection is made. 30. A FINAL WORD In general, when a response is required, only valid re- sponses are accepted by ReFile. Any attempt to enter something other than a valid response will result in a warning, and no action will occur until a valid response is entered. On occasions when input is requested, pressing the ESCAPE key will abort the entry or changes and return to the most recent menu or selection list. Pressing ESCAPE repeatedly to return to the MAIN MENU will 34 abort whatever operation is in progress and restore the state of the data files prior to initiation of the operation. Exiting a menu normally by selecting "Exit" will accept all entries or changes and return to the MAIN MENU or to the most recent menu. With a little attention to the selection of keywords, it is possible to extract all references on a particular subject with- out the need to remember exactly which keyword was assigned since all keywords which were ever used will be contained in the key- word auxiliary file which will be displayed on the screen at the time of the search. With a little forethought, it should be possible to establish a personal filing system which permits searching and retrieval of specific records or groups of records relatively quickly and easily. Management of the data files with regard to making backup copies is the responsibility of the user. ReFile will issue a verification prompt whenever any file is about to be overwritten, but the user must decide when it is appropriate to make backup copies. 35 APPENDIX A. FORMATTING OPTIONS The examples listed below show a typical entry for each item and the possible formats which can be formed if the item is entered in the proper format. AUTHOR Entry: Anderson RT Formats: Anderson RT Anderson R.T. ANDERSON RT ANDERSON R.T. Anderson, RT Anderson, R.T. ANDERSON, RT ANDERSON, R.T. RT Anderson R.T. Anderson RT ANDERSON R.T. ANDERSON - number of authors to precede et al. - use of &, and, or nothing before last author TITLE Entry: This is a Sample Title Formats: This is a Sample Title 'This is a Sample Title' "This is a Sample Title" THIS IS A SAMPLE TITLE 'THIS IS A SAMPLE TITLE' "THIS IS A SAMPLE TITLE" SOURCE Entry: This is a Sample Source Formats: This is a Sample Source 'This is a Sample Source' "This is a Sample Source" THIS IS A SAMPLE SOURCE 'THIS IS A SAMPLE SOURCE' "THIS IS A SAMPLE SOURCE" 36 EDITOR Entry: R.H. Jones Formats: Ed. R.H. Jones Editor R.H. Jones R.H. Jones, Ed. R.H. Jones, Editor ed. R.H. Jones editor R.H. Jones R.H. Jones, ed. R.H. Jones, editor PUBLISHER Entry: Williams & Smith Formats: - no change YEAR Entry: 1978 Formats: 1978 (1978) VOLUME Entry: 23 Formats: 23 v. 23 V. 23 vol. 23 Vol. 23 VOL. 23 ISSUE Entry: No. 6 Formats: No. 6 (No. 6) 37 PAGE Entry: 12-17 Formats: 12 p. 12 12-17 pp. 12-17 38 APPENDIX B. FILE NOMENCLATURE The various files used by ReFile are named as follows: 1. *.RAF - *.RFF - *.RKF - *.RRF - *.RSF - set of associated data files 2. *.RAB - *.RFB - *.RKB - *.RRB - *.RSB - set of associated backup files 3. *.LST - unformatted or compiled reference list 4. *.ASC - ASCII formatted reference list *.PRN - PRINT formatted reference list 5. *.FMT - saved format specification 39