Copyright: (c) 1999 Institute for Scientific Information


Biblio-Link II Contents

 	Creating and Managing Configuration Files

 	Locating Databases, Records, and Fields

 	Adding & Mapping Databases

 	Adding & Mapping Field Tags

 	Mapping to ProCite Workforms

 	Translating Author Names

 	Parsing Source Fields

 	Parsing Tagged Subfields

 	Printing Configuration Settings

 	Transferring Records to ProCite

 	Menu Commands

 	Frequently Asked Questions

 	Contacting Technical Support


Menu Commands

 	File Menu

 	Edit Menu

 	Configuration Menu

 	Window Menu

 	Help Menu


Context-Sensitive Topics

File InformationFile_Information_Dialog

Database Identification Dialog

Database Identification Info Dialog

Field Identification Dialog

Record Identification Dialog

Ignored Lines Dialog

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Database Information Dialog

Author Format Dialog

Parsed Format Dialog

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Database List Window

Document Type List Window

Document Type Dialog

Field List Window

Target Fields Dialog

Field Information Dialog

Auto-Parsed Target Fields Dialog

Edit Target Field Dialog

Edit Auto-Parsed Target Field Dialog

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Configuration Report Preferences Dialog


MENU COMMANDS


File Menu

New	Creates a new configuration file.
Open…	Opens an existing configuration file.
Close	Closes the open configuration file, but leaves Biblio-Link II running.
Save	Saves the open configuration file.
Save As	Saves a copy of the current configuration file to a new file.
Print Report	Prints a configuration file report to a text file.
1, 2, 3, …	Opens recently used configuration files. Select one to open it.
Exit	Closes Biblio-Link II and any open configuration files.


Edit Menu

Undo	Reverses the previous editing operation. Not implemented in Biblio-Link II.
Cut	Deletes highlighted text, field definition, or database definition from the file and moves it to the clipboard.
Copy	Copies highlighted text, field definition, or database definition from the file to the clipboard.
Paste	Pastes information from the clipboard into the document.


Configuration Menu

File Information	View the configuration file name and location, and view or modify comments about the file.
Database Identification	Enter identifiers used by the information provider to mark the beginning and/or end of each database name.
Field Identification	Enter field tag identifiers used by the information provider to mark the beginning and/or end of each field.
Record Identification	Enter the identifiers (whether characters or simply blank lines) used by the information provider to mark the beginning and/or end of each field.
Ignored Strings	Enter phrases included in the retrieved information that would not be meaningful in ProCite, such as "Hit return to continue." During transfer, ProCite will eliminate the text strings on this list.
Database Information	View or modify the name, description, and assigned workform for the highlighted database.
Document Types	View or modify the list of Document Types that could be found in the document type field of the highlighted database.
Author Field Format	View or modify the author format used to translate author names into ProCite when the Field Type = Author.


Window Menu

Cascade	Arranges windows in an overlapped fashion.
Tile	Arranges windows in non-overlapped tiles.
Arrange Icons	Arranges icons of closed windows.
Window 1, 2, 3,…	Goes to the specified window.


Help Menu

Contents and Index	Displays a tabbed Help Topics dialog. Browse the Contents list, find a term in the Index, or Find a specific word or phrase in the help topics.
Technical Support	Explains how to contact ISI ResearchSoft.
About Biblio-Link II	Displays copyright information and  the version number of this Biblio-Link II program.


CONTEXT-SENSITIVE DIALOGS


File Information Dialog

This dialog gives the name and location of the currently open configuration file. You can add your own comments.

File Name: The configuration disk file name, which is usually the name of the information service (such as Silver Platter, Dialog, or Medlars).

Directory: The drive and folder where the configuration file is stored.

Comments: More information to help you identify the Configuration File.


Database Identification Dialog

ProCite looks for consistent strings of text to locate database names in your download file. The database from which the records were retrieved is important so that the correct mapping information is used during import of records.

Prefixes: Character strings that appear directly before database names in your download file.

Suffixes: Character strings that appear directly after database names in your download file.

If no database identifier found, use: The database assumed if no database name was recognized in the download file.

New: Use to add a Prefix or Suffix to the list. The Database Identification Info dialog will appear.

Delete: Use to remove a highlighted Prefix or Suffix from the list.

Modify: Use to edit the highlighted Prefix or Suffix. The Database Identification info dialog will appear.

Done: Use to save changes and return to the database list.


Database Identification Info Dialog

This dialog appears when you select New or Modify from the Database Identification dialog. Most information providers use a single prefix before a database name in the download file. In this example:

Database MEDLINE

You would enter “Database” as the prefix and no suffix.

Prefix: Enter a character string used by the information provider to signal the beginning of a database name.

Suffix: Enter a character string used by the information provider to signal the end of a database name.

Tip: To delete a character string from the list, use Delete from the Database Identification screen.


Record Identification Dialog

Record identifiers mark the beginning and end of each record in your download file. They signal the start of a new record to ProCite.

Header Format: Type the record header that appears before each new record in your download file.

Tip: You can include special characters in your Header Format or Termination String. Use the pound sign (#) for “any number,” and the asterisk (*) for “any character.” To indicate a literal asterisk or pound sign, precede it with a backslash (\). For example, “\#” will specifically look for a pound sign in your text, while “#” will look for any number.

Example:	This header format:	Record # of #

would match this text:	Record 2 of 35

Terminated By: Define the end of each record with one of the following.

Blank Line: Each blank line signifies the end of a record.

Two or More Blank Lines: This allows for single blank lines within a record (such as within an abstract) and two or more lines between records.

String: Type the text string (such as a line of hyphens) that ends each record.


Ignored Lines Dialog

Records retrieved from an information service may include prompts and other character strings that are not meaningful in ProCite, such as "Hit return to continue” or “continued on next page.” Use this dialog to ignore such extraneous information so that it will not transfer into a ProCite field.

New: Click New to add a character string to the list of ignored strings.

Delete: Highlight a character string and click Delete to remove it from the list. You will need to confirm the deletion.

Modify: Highlight a character string and click Modify to edit the string.

Done: Click Done to accept your changes and return to the database list screen. (To leave the dialog without accepting your changes, click the Close box on the Title Bar.)


Ignored Line Format String Dialog

This screen appears when you select "Modify" or "New" on the Ignored Lines screen. This is where you change or add to the list of prompts and other character strings that ProCite should ignore when importing records.

Line Format: Enter the text that should be ignored during record transfer.

OK: Click OK to accept your entry and return to the Ignored Lines screen.

Cancel: Click Cancel to ignore changes and return to the Ignored Lines screen.


Database List Window

Biblio-Link II displays a database list window when it opens each configuration file. This window lists all of the databases defined for the configuration file, a database description, and the current ProCite workform selected for records from each database.

The title bar at the top of the screen gives the name of the current configuration file. Directly below that, Biblio-Link II keeps track of how many databases have been defined in the file.

The database list includes:

Name: These are the database names as they appear in your download files.

Description: This is often a longer description of each database, to help you identify them.

Target ProCite Workform:  This is the workform used when records from the database are imported into ProCite.

You can change the column widths by dragging the column headers.

To modify the list of databases, use the buttons along the bottom of the window:

New: Click New to add a new database with its definitions. The Database Information screen will appear.

Delete: Highlight a database name and click Delete to remove it from the file. You will need to confirm the deletion.

Modify: To display a field list and change field settings for a database, either double click on the database name or highlight it and click Modify.

To change a database's name, description, or choice of ProCite workform, highlight the database name and select Database Information from the Configuration menu.)

To close the configuration file, you can click the close box at the top of the window. You will be prompted to save or discard any changes that were made while the Configuration File was open.


Database Information Dialog

Add or modify the database name, description, and workform setting.

Name: Enter the name that appears in your download file (up to 64 characters).

Description: Enter text to help you identify the database (up to 64 characters).

Workform: Select the workform to be used when records from this database are transferred into ProCite. You may be able to override this setting by using individual document type indicators found in each record.


Document Type List Window

This window displays the list of document types defined for the current database.

For Document Type: The document type indicator as it appears in your download file.

Use ProCite workform: The workform that ProCite will assign when the record is imported.

To modify the list of document types, use the buttons along the bottom of the window:

New: To define a new Document Type, click New. The Document Type dialog will appear.

Delete: Highlight a document type and click Delete to remove it from the list. You will be asked to confirm the deletion.

Modify: Either double click on a document type or highlight it and click Modify to change the entry. The Edit Document Type dialog will appear.

Done: Click Done to return to the Database List.


Document Type Dialog

Use this dialog to add or modify a document type for the current database.

For document type: Enter the document type indicator as it appears in your download file.

Use ProCite Workform: Use the drop-down list  to select the appropriate ProCite workform for records with this document type indicator.


Field List Window

Biblio-Link II displays the field list window when you open a database. This window lists all of the field tags defined for the database, plus the field type and target ProCite field for each.

The title bar at the top of the screen gives the name of the current configuration file and current database. Directly below that, Biblio-Link II keeps track of how many field tags have been defined for the current database.

The field list includes:

Tag: These are the field tags as they appear in your download files.

Description: This is often a longer description of each field tag, to help you identify them.

Field Type: The field type determines whether ProCite directly imports data from the field or whether the text first requires parsing or translating.

Target ProCite Field:  This is the default target field used when tagged information is imported into a ProCite record. You can override the target field for specific workforms. Source fields and subfields can be parsed, with each bit of information sent to the appropriate field.

You can change the column widths by dragging the column headers.

To modify the list of field tags, use the buttons along the bottom of the window:

New Field: Click New Field to add a new field tag with its definitions. The Field Information dialog will appear.

Add Subfield: You can add subfields (tags found within a field) only after adding the primary field tag and assigning it the field type “parsed with subfields.” Then, highlight the primary field and click Add Subfield.

Delete: Highlight a field tag and click Delete to remove it from the list. You will need to confirm the deletion.

Modify: To display the Field Information dialog for editing, either double click on the tag or highlight it and click Modify.

Click the window’s close box to close the field list and return to the database list.


Target Fields Dialog

If your download file includes a variety of records that will transfer to different ProCite workforms, you may need to specify a different target ProCite field for some workforms. This is necessary if the same target field is not available in all of the workforms that may be used.

For example, you may have mapped an author field to ProCite field 01 Author, Analytic. That works well for most workforms, including Journal Article. However, the Book Short Form workform does not include field 01; you should transfer author names to 07 Author, Monographic for records in the Book Short Form workform.

This dialog lists each workform along with the current target ProCite field. The workforms that do not contain that ProCite field list a field number and dashes only (no field name). To change the target field for a workform, double click it or highlight it and click Modify.


Edit Target Field Dialog

This dialog appears when you select a workform from the Target Fields list in order to override the ProCite field mapping for a tag.

For the current workform selected, you can:

Use default target field: Select this button to use default field mapping for the field.

Use alternate target field: Select this button to use a different target field for this workform. Then use the pull-down list to select the different target ProCite field.


Auto Parsed Target Fields Dialog

When you parse a source field, you need to indicate target fields in order to send the Journal Title, Volume, Issue, Pages, Date, ISSN and/or CODEN to the appropriate ProCite fields.

By default, these target fields are mapped appropriately for the journal workforms. If you will be parsing information to send to other workforms, use this dialog to send information to the appropriate field in the workform.

For example, you may have mapped titles to ProCite field 10 Journal Title. That works well for the journal workforms. However, the book workforms do not include field 10; you should transfer titles to 04 Title, Analytic or 09 Title, Monographic  for records in the book workforms.

This dialog lists each workform along with the current target ProCite field. To change the target field for a workform, double click it or highlight it and click Modify.


Edit Auto-Parsed Target Field Dialog

This dialog appears when you select a workform from the Auto-Parsed Target Fields list in order to change the ProCite field mapping for a parsed field (Title, Volume, Issue, Pages, Date, ISSN, or CODEN).

Use the pull-down list to select a different target ProCite field for the current workform.


Author Format Dialog

ProCite uses the information on this dialog to translate author names into an appropriate format during record transfer. Author formatting is set up for each database; the current settings apply to the database currently highlighted in your database list.

Important: In order to use the author format information on a field, you must designate the field type for that field as Author.

Use Default Database's Format: If many (or all) databases from the information provider present author names the same way, you can set up a single author format for the Default database and then simply check this box for other databases that use the same author format. When you check this box, other options on the dialog are dimmed.

Author format section: Select the author format that matches author names in your download file. (If "Use Default Database's Format” is selected, these items are dimmed).

Spaces are represented by hyphens: Select this item if the provider database uses hyphens instead of spaces in author fields (for example, "Smith,-Joseph-S").

Authors are separated by: Enter any characters that appear between the names of multiple authors in your download file. Common entries are a comma and space or a semicolon and space.


Parsing Format Dialog

To access this dialog, you assigned the Parsed field type to the current field.

This information allows ProCite to take a source field in your download file (often tagged as Source, SO, or JN), parse (separate) each item, and send each item to the appropriate ProCite field. You can set up a unique parsing format for each document type. These settings apply specifically to the field currently highlighted in your database list.

To set up a parsing format, select a document type at the top of the dialog, then list (In the order found in the source field) the components in your source fields. You are actually mapping to specific ProCite fields. For journals, you will typically map the Title, Date, Volume, Issue, Pages, ISSN, and CODEN to corresponding ProCite fields. If you have less than seven components in the source field, map the additional components to None.  You can also map a component to “Do Not Transfer” to eliminate it altogether. Next, enter preceding and following text that surrounds each component in the field.

Document Type: At the top of the dialog, select the document type for which you want to define a parsing format. If you haven’t added any document types for this database, only the Default format is available. You can set up a single Default format for all records from the database, or you can define a unique parsing format for each document type.

Note: Not all database providers supply a document type field, in which case you can set up only the Default format. If the provider does include document types, make sure all variations are added to the configuration file. See Recognizing a Document Type Field and Mapping a Document Type to a Workform.

Use Default Format: If many (or all) document types present the Source information the same way in this field, you can set up a single Default parsing format and then simply check this box for other document types that use the same parsing format. When you check this box, other options on the dialog are dimmed. Of course, this item isn’t available when you are setting up the Default format.

Preceded By: Punctuation and/or text used by the information provider to mark the beginning of a component. Use an asterisk (*) to indicate any characters.

Component:  An element within the field that should be parsed (sent to a separate field when the record is transferred into ProCite). Select the appropriate ProCite field for the component. If you selected a specific document type at the top of the dialog, only those fields in the corresponding ProCite workform are listed.

Followed By: Punctuation and/or text used by the provider to mark the end of a component. Use the line break (\r) character string for a component that will be followed by a line break.

Optional: Select the Optional box for a component if the component appears in some, but not all, source fields. Make sure that the preceding and following punctuation are directly related to the field, so they appear only when the field is present.

Example: The example box at the bottom of the dialog shows the effect of the settings, and changes as you modify settings.


Configuration Report Preferences Dialog

Note: Large configuration files have many field details. When you include field details, your report could contain hundreds of pages!

Select those items to include in your report. Biblio-Link II prints to a text-only file, which you can open and print with any word processor.

DL File Structure: This includes the download file structure information, including database, record, and field identifiers.

Database List: This lists all databases defined in the file.

Database Details: This lists the database ID and description for each database, plus the target ProCite workform to use for records from each database.

Database Field List: This lists all fields defined for each database, with the field tag, description, and target ProCite field for each.

Auto-Parse Formats: This includes the automatic parsing format for each database.

Field Details: This includes, for each defined field for each database, the field tag, description, field type, default target field, space character, whether to compress spaces, whether to do case conversion, and the beginning and ending character strings. It also lists field attribute options, which depend on the field type. This section can really expand the size of your report!


Field Identification Dialog

Field identifiers mark the beginning and end of each field, and the format of each field, in your download file. You must identify these correctly in order to transfer any information.

Identification

Tag Format: This defines the format of the field tag itself. Use these special characters as needed:

$  (dollar sign) indicates the position of the tag itself
#  (pound sign) means “any number”
*  (asterisk) means “any character(s)”

Tag Length: When the field tags vary in size (number of characters), select Variable. When the Field Tags are always the same length, select Fixed and enter the number of characters in the box that appears.

CR Follows Tag: Select this when each field tag is always followed by a carriage return, so that the field text starts on a new line.

Fixed Width Tag Area: Select this when the distance from the beginning of each tag to the text of the field is always the same number of characters. A text box will appear for you to enter the length (number of characters, including spaces). When you use the Fixed Width Tag Area setting, the Tag Length is selected as Fixed with a value of zero.

Processing Options

Terminator: Enter the character string that marks the end of each field. This is rarely used.

Empty String: If the information service uses a character string to identify an empty field, such as "Empty Field," enter that text here.

Line Continuation: Use the pull-down list to select the format used when field text consists of more than one line.  Line Continuation Options

Case Conversion: Use the pull-down list to handle upper and lowercase characters while importing text. Case Conversion Options


Field Information Dialog

Use this dialog to add a field tag or modify a field tag setting for the current database.

General Information

Field Tag: Enter the field tag as it appears in your download file.

Description: Enter a description of the field. This could be a long name provided by your information provider or it could be a note for your own use.

ProCite Field: Select the ProCite field to receive the information from this field.

Target Fields: Click this button if the ProCite field will vary depending on the selected workform for a record. The Target Fields screen will appear, allowing you to select the ProCite field to be used for each workform.

Field Type: Select the field type from the pull-down list. When you select a field type, an additional Options section may appear on the dialog.  Field Types and Options

Attributes

Begins With/Ends With: Enter extra characters or text used by the information service to mark the beginning and/or end of a field. For example, Dialog often uses a vertical bar to mark the end of a field; you would enter it here to strip it from the end of the field so it does not transfer to ProCite.

Space Character: If the information provider uses a character to signify spaces, enter that character here. For example, hyphens may represent spaces in the field.

Compress Multiple Spaces: Select this option to replace multiple spaces with a single space.

Case Conversion: Use the pull-down list to select appropriate handling for upper and lowercase characters. Case Conversion Options

Separate from existing field data with: If you are transferring several tagged fields of information into a single ProCite field, you may want to separate the text with a character or replace the existing text entirely. Automatic inserts a separator appropriate for the type of field, for example  // in author fields and / in the Keywords field.

Options

Depending on the Field Type attribute selected, an additional options section may appear on the dialog. If the field type is Date or Literal Stream, no additional options appear. Field Types and Options


Contacting Technical Support

Technical support is available to all registered users. Please be prepared to provide the following information:

•	The version numbers of your Biblio-Link II and ProCite programs.

•	Your Windows system version.

•	The type of CPU on your PC (Pentium, 686, etc.).

•	The amount of memory installed in your system.

•	A full description of the problem, including the steps you took in Biblio-Link II and/or ProCite.

To contact ISI ResearchSoft technical support:

Attention: Technical Support	Phone:	+01 510-559-8592

ISI ResearchSoft	Fax:	+01 510-559-8683

800 Jones Street	WWW:	http://www.procite.com

Berkeley, CA  94710

USA

Windows Technical Support:  pc-procite@isiresearchsoft.com
Macintosh Technical Support:  mac-procite@isiresearchsoft.com
Customer Service:  info@isiresearchsoft.com

Support is available Monday - Friday, 8:00 am - 5:00 pm Pacific Time

From Europe, please contact:

ISI ResearchSoft	Phone:	+44 1895-813544
Brunel Science Park, Building 1	Fax:	+44 1895-237313
Brunel University
Uxbridge, UB8 3PQ
U.K.


New Features in Version 5.0

Source Field Parsing by Document Type

Often a single source field contains journal name, date, volume, issue, page numbers, etc. In previous versions of Biblio-Link, you could set up a single parsing format for each database that would direct each type of information to a corresponding ProCite field. However, different document types include different information in the source field – a book may include the ISBN and year only, while a journal article may include the volume, issue, and a full month/day/year. The database provider may also format the information differently based on document type.

You can now set up parsing formats for each source field in a database, meaning you could parse a JN field differently than an SO field from the same database. And, for each parsed field, you can set up a unique parsing format to accomodate each document type (assuming the records include a field that contains the document type and you have added those document types to your configuration file). If the source field for a book is set up differently than a source field for a journal, you can accomodate those differences. See Setting a Parsing Format for a Field.

Separating Field Data

You can transfer more than one tagged field into a single ProCite field. You could send several tagged fields of headings to the (45) Keywords field, or you may send various notes to the (42) Notes field.

On the Field Information dialog, use the attribute titled Separate from existing field data with to indicate how you want to separate additional data from text that has already been transferred into the ProCite field. For example, you could insert a period and space between text, insert an odd character so you can easily find the record to edit later, or replace the existing field text altogether.

Find and Replace Text

If the field type you are transferring is Normal Text or Multi-Text, you can find and replace a string of text during importing. On the Field Information dialog, select the field type Normal Text or Multi-Text, select the Replace matching text box, and enter the Find text and the Replace text.


Creating and Managing Configuration Files

 	Creating Configuration Files

 	Backing Up Configuration Files

 	Deleting Configuration Files

 	Renaming Configuration Files

 	Sharing Configuration Files


Locating Databases, Records, and Fields
in the Download File

 	Identifying Databases

 	Identifying Records

 	Identifying Fields

 	Ignoring Prompts


Adding & Mapping Databases

 	Adding and Mapping Databases

 	Copying Database Settings


Adding & Mapping Field Tags

 	Adding and Mapping Field Tags

 	Copying Field Settings

 	Field Types and Options


Mapping to ProCite Workforms

 	Mapping a Database to a Workform

 	Recognizing a Document Type Field

 	Mapping a Document Type to a Workform

 	List of ProCite Workforms


Translating Author Names

 	Setting the Author Format for a Database

 	Adding a Tag as an Author Field


Parsing Source Fields

 	Setting a Parsing Format for a Field

 	Adding a Tag as a Parsed Field


Parsing Tagged Subfields

 	Adding a “Parsed with Subfields” Tag

 	Adding and Mapping Subfield Tags

 	Adding a Null Subfield


Creating Configuration Files

If you are working on a network drive, make sure you have read-write access to the folder where you wish to create the configuration file.

To create a configuration file:

1.	Start Biblio-Link II. An Open File dialog displays.

2.	Click Cancel to dismiss the file dialog.

3.	From the File menu, select New to display a Save File dialog.

4.	In the file dialog,

a.	Type in a file name.

b.	Locate the appropriate folder (typically the ProCite 5 “Config” folder)

c. 	Click Save to create the file on disk and display a new database list.

Next, you need to enter the general settings that match the layout of your download files.

 	Identifying Databases

 	Identifying Records

 	Identifying Fields

Then, add and map the database names and field tags found in your download files.

 	Adding and Mapping Databases

 	Adding and Mapping Field Tags


Backing Up Configuration Files

We recommend that you keep an archival backup of your configuration files (along with your ProCite files) on separate disks from your regular backups. You will still have an old backup to restore even if your regular backups were made after your hard disk developed a bad sector.

You can back up a single configuration file simply by copying it to a diskette. If your file is large, or you want to back up the entire “Config” folder, you can use any backup utility available.


Deleting Configuration Files

Use the Windows Explorer to delete a configuration file. Configuration files are usually stored in ProCite’s “Config” folder. Configuration files include the extension .CFG.


Renaming Configuration Files

Use the Windows Explorer to rename a configuration file. Configuration files are usually stored in ProCite’s  “Config” folder. Configuration files include the extension CFG.


Sharing Configuration Files

You can share a configuration file with a user on another machine by copying it to a diskette so that user can copy the file to his/her ProCite “Config” folder. Or, put the file on a network drive that is available to the other user.

Configuration files can be used by ProCite for the Macintosh or ProCite for Windows 98/95/NT. If you are copying the file from a Macintosh to a Windows machine, you should add the extension .CFG to the file. That way, both the Biblio-Link II and ProCite for Windows program will easily recognize the file as a configuration file.


Identifying Databases

Database Identifiers locate database names in your download file, so Biblio-Link II will know from which database your records were retrieved. This determines workform selection, field mapping, and other critical items.

To enter database identifiers:

1.	From the Configuration menu, select Database Identification. The Database Identification screen appears.

2.	The left box lists text that appears before or after a database name in your download file. This should be consistent text that will always flag a database name. To add a character string to the list,

a.	Click New to display the Database Identification Info dialog box.

b.	In the Prefix box, type the character string that precedes a database name or number in your download file.

Tip: Use special characters for varying items. Use # (pound sign) for "any number" and use * (asterisk) for "any character." For example, if this text indicates that the following records are from the database MEDLINE:

       Record 1 of 10 – MEDLINE

You would enter a Prefix of:

       Record # of # -

c.	In the Suffix box, type the character string (if any) that follows a database name in your download file.

d.	Click OK to save the new settings.

You can list multiple prefixes and suffixes; simply click New again and enter another string. Biblio-Link II will search the list of prefixes and suffixes to attempt a match in the download file.

You can modify or delete an existing item by highlighting it and clicking the Modify or Delete button.

3.	The right side of the Database Identification screen determines how records are mapped when the configuration file does not identify a database name in the download file:

Biblio-Link II will not identify a database name when:

•	The correct prefix and/or suffix strings have not been entered. You need to determine what they are and enter them.

•	The information system changed the strings used. You need to enter the new strings.

•	The database name was not included in the download file at all. You need to find out whether your information system can include it on output.

In most cases, you will want to select either None (ProCite may prompt you for the database name during the import process) or the Default database (where we recommend defining all common field tags).

If you transfer records primarily from one particular database, you may want to set that database as the default. Note that specific database names do not appear until you have entered them.

4.	Click Done to save your Database Identification settings.


Identifying Records

Record identifiers mark the beginning and end of each record. These are critical. ProCite needs to know when a record has begun, to start importing.  Plus, you don't want your entire download file dumped into one ProCite record!

To enter record identifiers:

1.	From the Configuration menu, select Record Identification. The Record Identification screen appears.

2.	In the Header Format box, type the record header that appears before each new record in your download file.

Tip: You can include special characters in your Header Format or termination String. Use the pound sign (#) for "any number," and the asterisk (*) for "any character." If you want to include a literal pound sign or asterisk in your character string, precede it with a backslash (\). For example, "\#" will specifically look for a pound sign in your text, while "#" will look for any number .

For example, this header format:	Record # of #
would match this text:	Record 2 of 35

3.	In the Terminated By section, define the end of each record with one of these:

•	Blank Line, where each blank line signifies the end of the current record

•	Two or More Blank Lines, which allows for single blank lines within a record (such as within an abstract) and two or more lines between records

•	String, where you then type the text string that ends each record

4.	Click OK to save your settings.


Identifying Fields

Field identifiers mark the beginning and end of each field, and the format of each field. You must identify these correctly in order to transfer any information.

To enter field identifiers:

1.	From the Configuration menu, select Field Identification.  The Field Identification screen appears.

2.	In the Tag Format box, enter the information service's format for a field tag. The "tag" is the code at the beginning of each field that identifies it, such as “AU” for “Author”. Use these special characters as needed:

$  (dollar sign) indicates the position of the tag itself
#  (pound sign) means "any number"
*  (asterisk) means "any character(s)”

For example, to match this format:	AU: Rieger, Steve

you would enter:	$:

3.	Indicate whether the Tag Length is Variable or Fixed.

•	Select Variable if your tags are not all the same length.

•	Select Fixed if all tags are the same length. A text box appears. Enter the length of the tag. For example, the tag AU has a fixed length of 2.

4.	If your file displays a field tag on one line and the field text on the next line, select the CR Follows Tag item.  An example of this is:

Author:
Smith, Gwendolyn
Title:
Childhood Allergies

5.	If the distance from the beginning of a tag to the text of the field is always the same number of characters, select Fixed Width Tag Area. When you select this, a text box appears. Enter the length (number of characters, including spaces) in the text box.

6.	Under Processing Options, enter the field Terminator (if there is one). For example, Dialog ends every field with a vertical bar "|". Most services do not use a field terminator.

7.	If the information service uses a character string to identify an empty field, type that text in the Empty String box.  For example, it could use the text "None".

8.	Use the pull-down list next to Line Continuation to select the format used when field text consists of more than one line.

9.	Use the pull-down list next to Case Conversion to handle upper and lowercase characters during the transfer.

Note: This setting affects all text transferred. You may prefer to apply case conversion individually for each tagged field. For example, your download file may show most fields with appropriate capitalization. If Keywords is the only field displayed all in uppercase, you can apply case conversion only to Keywords.

10.	Click OK to save your settings.


Line Continuation Options

Indented is where the next line is indented to the same column as the previous text line, as in:

AU:	xxxxx
xxxxx

Left Margin is where the new line is continued at the left margin, as in:

AU:  xxxxx

xxxxxxxxx

Special Character is where continued lines are indicated by a special character (otherwise each line is considered a new field), as in:

AU:  xxxxx

*xxxxxxxx

*xxxxxxxx

The special character is not transferred to ProCite as text.


Case Conversion Options

•	No Conversion transfers text without any changes in case.

•	Upper Case All changes all text to uppercase.

•	Lower Case All changes all text to lowercase.

•	Title Case changes the first character of each word to uppercase, and all other characters to lowercase.

•	Sentence Case changes the first character of each sentence to uppercase and all other characters to lowercase. It cannot identify proper nouns for capitalization.


Ignoring Prompts

Ignored strings are lines of text that appear in your download file but should not transfer into ProCite records. These are typically command prompts from online systems and lines such as:

continued on next page....

Any line beginning with an ignored string is completely ignored for transfer. Do not use this feature if valuable information appears after the ignored string on the same line.

To enter ignored strings:

1.	From the Configuration menu, select Ignored Strings to display the Ignored Lines dialog.

2.	Click New to add a new line to the list. The Ignored Line Format String dialog will appear.

3.	Type the character string in the Line Format text box.  You can use the special characters, # (any number) and * (any character).

4.	Click OK to save your entry.

5.	Go back to step 2 if you want to enter additional ignored strings.

To modify or delete a string, select it and click the Modify or Delete button at the bottom of the screen.

6.	Click Done to save changes to the Ignored Lines dialog.


Adding and Mapping Databases

To add provider database names and map them to ProCite workforms:

1.	If it is not already open, open your configuration file. The database list screen will display. If this is a new configuration file, only the Default database will appear in the list.

2.	Click the New button to display the Database Information dialog.

3.	Type the database name in the Name text box (up to 64 characters).

Note:  The database name is the name that appears in your download file. ProCite will attempt to match the name found in the download file to the name entered here. While the official database name may be long, such as "Excerpta Medica - Cardiology", you must use the version that appears in  your download file, such as "Cardiology".

4.	You can enter full database names in the Description text box (up to 64 characters). This is text to help you identify the database for editing. For example, the Dialog system uses numbers as database indicators in the download file, so the Description box is used for a text description of the database.

5.	Use the ProCite Workform pull-down list to select a destination ProCite workform. Records retrieved from the database will transfer into this workform in ProCite.

Note:  At this basic level, you can map each database to a single ProCite workform. This works great when an entire database contains one type of record, such as all journal articles or all patents. If the database combines different types of documents, pick the workform that will work for the majority of records. However, if the records include a field that contains a description of the document type, you can later recognize and map those document types to the appropriate ProCite workform. This is described under Mapping Records to ProCite Workforms.

6.	Click OK to save the new database settings and display a blank field list.

7.	At this point, you can:

•	Start adding and mapping field tags.

•	Click the close box to return to the database list, and continue adding and mapping databases. You can add and map field tags later.

Note:  As you enter databases, remember to often go to the File menu and select Save.


Copying Database Settings

Often, the easiest way to set up a new database is to copy the settings from a similar database. When you copy database settings, you copy all settings for that database, such as workform settings, document types with mapping, and field tags with mapping. Then you can make the changes required.

To copy database settings:

1.	In the database list, find and highlight the database whose settings resemble the settings needed for a new database. This could be the Default database, which may contain settings common to most databases.

2.	From the Edit menu, choose Copy to copy the database settings to the clipboard.

3.	From the Edit menu, choose Paste. A dialog will appear, telling you that database already exists, and asking that you choose a new name for the database.

4.	Click OK to display the Database Information dialog.

5.	On the Database Information dialog,

a.	Enter a new database name and description.

b.	If you need to, change the ProCite workform selection.

c.	Click OK to save the settings.

You are returned to the database list, where the new database appears.


Adding and Mapping Field Tags

Separate field lists are maintained for each database from an information service. If the service offers a single database of records, you can work with only the Default database. Otherwise, you need to create a field list for each database.

Tip: For fields that are the same between databases, you can set the field up once and then copy that field definition for other databases. See Copying Field Settings.

To add a field tag or modify a field tag setting:

1.	In the database list, double-click a database name to display the field list for that database.

2.	Display the Field Information dialog.

•	To add a new tag, click the New Field button at the bottom of the dialog.

•	To modify the settings for an existing tag, double click on the field tag.

3.	In the Field Information dialog, Map the Field Tag , Set Field Attributes , and Set Field Type Options .

4.	Click OK to save changes.

5.	Select Save from the File menu to save changes to disk.


Mapping the Field Tag

Enter basic information at the top of the Field Information dialog:

Field Tag: Enter the field tag as it appears in your download file. For example, "AU" for an author field. You can enter up to 32 characters, so the field tag could actually be a long field name.

Description: Enter a description of the field. This could be a long name provided by your information service, or it could be a note for your own use. You can enter up to 64 characters. Months from now, it may not be as clear that "PD" means "Publication Date," especially since it may have a different meaning in another database, such as "Patent Diagram."

ProCite Field: Use the ProCite Field drop-down list to select the primary target ProCite field. Information from the tagged field will transfer to the ProCite field selected here.

Tip: If you do NOT want to transfer the field text at all, select Do Not Transfer. You can then click OK to save the setting and leave the Field Information dialog.

Target Fields: If you are transferring all records into a single ProCite workform, you can ignore the this button.

If the configuration file is set up to recognize various document types that will import into different ProCite workforms, you may need to use the Target Fields button to override the primary target field for specific workforms. For example, you may have mapped an author field to ProCite field 01 Author, Analytic. That works well for most workforms, including Journal Article. However, the Book Short Form workform does not include field 01; you should transfer author names to 07 Author, Monographic for records in the Book Short Form workform.

Field Type: Select a field type from the drop-down list. This may add an additional options section to the dialog.  Then, move on to Setting Field Attributes.


Setting Field Attributes

Field attributes assigned to a tag help ProCite parse (separate) a multi-text field and translate field text into the correct ProCite format.

To set field attributes:

1.	First, select a Field Type from the drop-down list.

Note: When you select a field type, an additional options area may appear on the dialog.

2.	In the Begins With box, type text that is always included at the beginning of the field (up to 20 characters) that should be ignored. Most information services do not include this text, in which case you would leave the box empty. In this example, "AU" is the field tag and "Author:" is the "Begins With" text:

AU -  Author: Smith, John

3.	In the Ends With box, type text that marks the end of the field (up to 20 characters). Most information services do not include such text, in which case you would leave the box empty. Dialog often uses a vertical bar at the end of fields (|); you would enter it here to strip it from the end of the field so it does not transfer to ProCite.

4.	In the Space Character box, type the character used to designate a blank space. For example, hyphens may represent spaces in the field. Most services do not signify spaces with a different character, in which case you would leave this blank.

5.	Select or deselect the Compress Multiple Spaces checkbox. When selected, ProCite replaces multiple spaces with a single space.

6.	Case Conversion handles translation of upper and lowercase characters. The download file is not changed, but the text is modified for import into ProCite.

7.	Under Separate from existing field data with, indicate how you want to separate this data from text that may already have been transferred into the ProCite field. For example, you could insert a period and space or replace the information altogether.  Automatic inserts an appropriate separator for the type of field; for example, // for authors and / for keywords.

8.	If the Field Type you selected caused an additional Options section to appear on the dialog, see Field Types and Options. Otherwise, click OK to save the current field tag settings and return to the field list.


Field Case Conversion Options

•	Default: Uses the default setting for case conversion. This is set on the Field Identification dialog (from the Configure menu) for all records in the download file.

•	No Conversion: Text imports into ProCite without any changes to upper or lowercase characters.

•	Upper Case: All text in the field is converted to upper case during import.

•	Lower Case: All text is lowercased during import.

•	Title Case: The first letter of each word is capitalized.

•	Sentence Case: The first letter of each sentence is capitalized (proper nouns are not recognized as such).


Field Types and Options

When you select a field type, an additional Options area may appear on the dialog.

Normal Text: Transfer the text to ProCite with no changes in formatting. This is the default setting that typically works for the majority of fields. Options

Multi-Text: The field contains multiple entries that should transfer to the same ProCite field, such as a series of keywords. Options

Date: The field contains a date. No options are needed because ProCite recognizes a wide variety of date formats.

Parsed: The field contains multiple source information that should transfer into separate ProCite fields. This field should contain some combination of Journal Title, Volume, Issue, Pages, and/or Date. Options

Parsed with Subfields: The field contains subfields of information that are each tagged within this field. ProCite will look within the field for field tags. Options

Document Type: The field contains a document type identifier, such as "Journal Article" or "Book" that you wish to use to determine the appropriate ProCite workform. Options

Literal Stream: A field you want to transfer "as is" until another field tag or new record is located in the download file. This is often a "worst case scenario" field.  Use this feature when a field includes blank lines or spaces that confuse the transfer (blank lines usually indicate the end of a record, so would split a single record into two), or when other characters confuse ProCite. This field type also lets you transfer chemical equations or diagrams intact.

Author: A field that contains author names. ProCite can translate various forms of author names into the appropriate ProCite format. Options


Normal Text Options

For normal text, you need to indicate how carriage returns within a field should transfer into ProCite. For systems that never include carriage returns within a field, these settings are irrelevant.

Select one of these buttons for Replace Carriage Return with:

Space: Each carriage return gets replaced with a space. This is the default setting, and works well for services that end each line of text with a carriage return.

New Line: Each carriage return transfers as though you had entered a carriage return in ProCite.

Character: Each carriage return is translated into the character you enter in the adjacent text box.

Select one of these buttons for Carriage Return represented by:

Carriage Return: The information service uses a normal carriage return. When you display invisible characters, it shows up as the standard paragraph symbol.

Character: The information service indicates a carriage return with the character you enter into the adjacent text box. For example, Dialog often uses a caret (^) to indicate carriage returns within a field.

You may want to Replace matching text:

Find: Enter the text string you want to replace.

Replace: Enter the replacement text.


Multi-Text Option

When a field contains multiple entries, such as a series of keywords, you must indicate the character that separates each component.

For example, a keyword field may appear in your download file as:

KW:  Allergic-Asthma. House Dust. Mite. Lung Function.

Under Components separated by, you would enter a period and space as the separator. When transferred into ProCite's 45 Keywords field, ProCite would replace the separator with the appropriate ProCite separator:

Keywords (45): Allergic-Asthma/House Dust/Mite/Lung Function

You may also want to Replace matching text:

Find: Enter the text string you want to replace.

Replace: Enter the replacement text.

For example, to keep your index terms standardized, you may want to replace all occurences of “Allergic-Asthma” with “Allergies and Asthma”.


Parsed Options

To parse a Source field, ProCite needs to know how to separate each type of information in order to send the Journal Title, Volume, Issue, Pages, Date, ISSN and/or CODEN to the appropriate ProCite fields.

To set the parsing options:

1.	Click the Edit Format button.

2.	At the top of the dialog, use the drop-down list to select a document type. You can set up a unique parsing format for individual document types, and you can set up a Default format to apply to all document types that do not have a specific parsing format defined.

3.	In the Component column, use the pull-down lists to list the order in which items appear in your source fields. You are actually mapping each type of information to a specific ProCite field. If there are fewer than seven components in your source fields, set the last items(s) to None.

Tip: If a field appears in most records, but not in others, you should still include it here. For example, some records may contain title, date, volume, and issue, while others may include only title and date. You would list all four fields.

4.	If a component does not always appear in the source field, check the Optional box next to that field. In the example mentioned in the Tip above, volume and issue are optional fields. If they appear, ProCite will parse them; if they don't appear, the parsing information for those fields is ignored.

5.	In the Preceded By and Followed By text boxes, enter the text and/or punctuation that separates each bit of information.

These settings are rather subjective, since punctuation can be entered as either ending text for one field or preceding text for the next field. It is not always clear which will work best for ProCite, and you may need to return and make modifications later.

Notice that as you make changes, they are reflected in the example at the bottom of the dialog.

6.	You can go back to step 2 and set up a unique format for different document types.

7.	Click OK to return to the field information dialog.

Tips:
•	When entering preceding and ending text for optional fields, make sure you include only punctuation that appears or disappears depending on whether the field is present.

•	You can use an asterisk "*" as a wild card in preceding text, meaning that any text is acceptable. For example, you could use "*." as preceding text before the first component to get rid of extraneous characters (that end with a period) before the source information.

•	Use a backslash-r (\r) to indicate a line break after a component.


Parsed with Subfields Options

The field type Parsed with Subfields displays options for identifying subfield tags. Enter the characters that surround subfield tags. The Subfield Tags begin with item is optional, but you must enter something in the and are followed by box. For this example,

SO- <PY> 1998  <VO> 25

you would enter "<" in the first text box and ">" in the second text box to identify the subfields PY and VO.

Note: You still need to add and map the individual subfields.


Document Type Option

When a document type field contains multiple document types, you must indicate the separator or ProCite will look at the entire field as a single document type indicator.

For example, this is a common document type field:

DT:  Article; Conference Proceeding

You would enter a semicolon and space as the separator. ProCite would use only the first document type (Article) in determining the appropriate workform.


Author Option

Personal author names translate to the appropriate ProCite format during the Import process. If the author field you are transferring contains only corporate author names (companies, educational institutions, and government agencies), select the Corporate Author box so ProCite will not attempt to manipulate the name.


Copying Field Settings

Each database in a configuration file has a separate list of field tags with field mapping. However, there may be fields that are formatted exactly the same from each database. Rather than enter and define each of these field tags separately, you can enter a field for one database and then copy that field and field definition for other databases.

Tip: You can copy a field to another database in the existing configuration file or to a database in a different configuration file.

To copy field settings:

1.	In a database list, double click on a database name to display the field list for that database.

2.	Highlight the field you wish to copy.

3.	From the Edit menu, select Copy.

4.	Close the field list.

5.	In a database list, whether in the same configuration file or a different configuration file, double click the database to which you want to add the field.

6.	From the File menu, select Paste. The field tag and definition is pasted for that database.


Mapping a Database to a Workform

When you add a new provider database to a configuration file, you select a matching ProCite workform for records from that database.

To modify the workform setting:

1.	In the database list, highlight the database whose settings you wish to change.

2.	From the Configuration menu, choose Database Information. The Database Information dialog appears.

3.	Use the Workform pull-down list to select a destination ProCite workform. Pick the workform that will work for the majority of records. Records retrieved from the database will transfer into this workform in ProCite.

4.	Click OK to save the new setting.

Tip: If the records include a field that contains a description of the document type, you can recognize and map those document types to the appropriate ProCite workform.


Recognizing a Document Type Field

In order to use the document type indicators in your records, ProCite first needs to locate them. You need to define which field in your download file contains the document type indicators.

The document type field is set up separately for each database from the information service, since even databases offered by the same provider may have different settings.

Note: If you do NOT want to use the document type indicators in your records, you can also follow the instructions below to make sure the document type field is NOT flagged as a "Document Type" field. ProCite will then use a single workform for all records from that database.

To add and/or modify the document type field:

1.	In the database list, double click on the database whose settings you wish to modify. Biblio-Link II displays a list of field tags already defined for the database.

2.	Modify or add the document type field tag (often the "DT" or "PT" field).

•	To add the tag, click New Field.

•	To modify an existing tag's settings, double click on it. The Field Type column will already show the attribute "Document Type" if the field is already recognized as such.

The Field Information dialog appears.

3.	Verify the Field Tag, Description, and target ProCite Field. You most likely do not want to transfer the actual text of the document type field into a ProCite field. In that case, make sure the ProCite Field item is set to Do Not Transfer.

4.	Use the pull-down list to set the Field Type option to Document Type. When you set the Field Type to Document Type, an Options--Document Type section is added to the dialog.

Note: If you do not want document types to determine the ProCite workform, set the Field Type to Normal Text.

5.	If some of the document type fields contain more than one document type indicator, enter the separator in the box titled Document Types Separated by. For example, this document type field contains two indicators separated by a semicolon:

PT:  Article; Newspaper

6.	Click OK to save changes to the tag.

7.	Click the close box to close the list of fields.

This adds and maps the document type field. The next step is to add the actual document type indicators that appear in the field and map each indicator to a corresponding ProCite workform.


Mapping a Document Type to a Workform

Add and map document type indicators for each database from an information service. The document type indicators you enter must match the text that appears in your download file. If the download file includes several variations of the same document type, enter and map all variations separately. For example, you may need to add all of these variations and map each one to the Journal Article workform in ProCite:

Journal Article
Journ Art
Article

To add or modify a document type for a database:

1.	In the database list, highlight the database name.

2.	From the Configuration menu, select Document Types to display the current list of recognized document types for that database.

3.	Add or modify a document type:

•	To add a document type, click New.

•	To modify an existing document type, double-click on it.

The Edit Document Type dialog appears.

4.	In the Edit Document Type dialog,

a.	Make sure the document type indicator entered here matches the text found in your download file.

b.	Use the drop-down list to select the appropriate ProCite workform for records with this document type indicator.

c.	Click OK to save changes, and Biblio-Link II returns you to the Document Types list.

5.	At this point, you can:

a.	Continue adding or modifying document types for this database.

b.	Click Done to return to the database list.

This adds and maps the actual document type indicators that appear in your download file. If you haven't already, make sure you define the document type field itself.

Note: Some databases include more than one document type indicator in a single document type field for a record. In this case, ProCite will use the first indicator encountered and recognized. ProCite would use the Patent indicator from this example:

     DT -  Patent; Conference Proceeding


List of ProCite Workforms

These are the workforms supplied with ProCite. For a complete field list of each workform, see Appendix B: ProCite Workforms and Fields in either the ProCite User’s Guide or the Biblio-Link II Guide. You may have modified some workforms, and you may have additional custom workforms available.

Abstract	Journal Short Form

Art Work	Journal Whole

Audiovisual Material	Letter

Bill/Resolution	Magazine Article

Book Chapter	Manuscript

Book Long Form	Map

Book Short Form	Monograph

Book Whole	Motion Picture

Case	Music Score

Computer Program	Newspaper

Conference Proceedings	Patent

Data File	Report

Dissertation	Sound Recording

Electronic Citation	Statute

Email	Trade Catalog

Generic	Unenacted Bill/Resolution

Hearing	Unpublished Work

In Press	Video Recording

Journal Article	Web Page

Journal Long Form


Setting the Author Format for a Database

In order to correctly search and format author names, ProCite needs author names entered in a consistent manner. In the Configuration file, you indicate how author names appear in the download file, so ProCite can translate the names while importing records.

To set the author format for a database:

1.	Determine the layout of author names in your download file.

2.	In the database list, highlight the database name.

3.	From the Configuration menu, select Author Field Format to display the Author Format dialog.

4.	Use the default format or set up a custom format:

•	If you want to use the same settings as the Default database, simply check the Use Default Database’s Format box and click OK.

•	Otherwise, deselect that box and continue with these steps.

5.	 Toward the bottom of the dialog, select or deselect the Spaces are represented by hyphens box. This item either shows or removes hyphens from the author names on the dialog.

6.	Click a radio button to select the author format that most closely matches the author names in the download file.

7.	At the bottom of the dialog, enter the character(s) that separate individual author names in the author fields of your download file. The most common separator is a semicolon and space.

Tip: When you are done setting the author format, make sure the author tag is assigned the field type “Author.” Author formatting is applied only to designated author fields.


Adding a Tag as an Author Field

To add a tag as an author field:

1.	In the database list, double click to open the database you wish to modify.

2.	Open the field tag for the field that contains author names (usually AU, Author, Authors, or Name).

•	If it is already in the field list, double click on it.

•	If it is not in the field list, click New Field.

3.	Verify, or type in, the Field Tag and Description.

4.	For ProCite Field, select the target ProCite author field. In most cases, you should transfer author names to either 01 Author, Analytic or 07 Author, Monographic.

5.	Set the Field Type to Author.

6.	Under Options--Author, select the Corporate Author box only if author names in the download file are primarily companies, universities, or government agencies. Do not select this box if the author fields contain primarily personal author names.

7.	Click OK, and remember to Save from the File menu.

Tip: Make sure you have set an appropriate author format for the database. ProCite uses the author format to translate author names during import.


Setting a Parsing Format for a Field

To set up or modify a parsing format:

1.	Determine the layout of your source fields; what is the field tag, what information is included, and what punctuation or text separates each item. Note whether the layout changes depending on the document type.

2.	In the database list, highlight the database whose parsing format you wish to define. You can select any individual database, including the Default.

3.	Open the field tag for the field that contains journal source information (usually SO, Source, or JN).

•	If it is already in the field list, double click on it.

•	If it is not in the field list, click New Field.

This displays the Field Information dialog.

4.	Next to Field Type, select Parsed.

5.	Click Edit Format.

6.	At the top of the dialog, use the drop-down list to select a document type. You can set up a unique parsing format for individual document types, and you can set up a Default format to apply to all document types that do not have a specific parsing format defined. If you retrieve a single type of document (such as all journal articles), you can set up the single Default format.

Note: Not all database providers supply a document type field, in which case you can set up only the Default format. If the provider does include document types, make sure all variations are added to the configuration file. See Recognizing a Document Type Field and Mapping a Document Type to a Workform.

7.	In the Component column, use the pull-down lists to list the order in which items appear in your source fields. For each component, in order, you are actually mapping the text to a specific ProCite field. If there are fewer than seven components in your source fields, map the last component(s) to None. If you are setting up a Default format that you want to work for several document types, be careful about which fields you choose –  select fields that are available in most of the ProCite workforms.

Tip: If a field appears in most records, but not in others, you should still map it here. For example, some records may contain title, date, volume, and issue, while others may include only title and date. You would list all four fields.

8.	If a component does not always appear in the source field, check the Optional box next to that field. In the example mentioned in the Tip above, volume and issue are optional fields. If they appear, ProCite will parse them; if they don't appear, the parsing information for those fields is ignored.

9.	In the Preceded By and Followed By text boxes, enter the text and/or punctuation that separates each bit of information.

These settings are rather subjective, since punctuation can be entered as either ending text for one field or preceding text for the next field. It is not always clear which will work best for ProCite, and you may need to return and make modifications later.

Notice that as you make changes, they are reflected in the example at the bottom of the dialog.

10.	You can go back to step 6 and set up a unique format for different document types.

11.	Click OK to return to the field information dialog. Click OK again to save changes and return to the database list.

Tips:
•	When entering preceding and ending text for optional fields, make sure you include only punctuation that appears or disappears depending on whether the field is present.

•	You can use an asterisk "*" as a wild card in preceding text, meaning that any text is acceptable. For example, you could use "*." as preceding text before the first component to get rid of extraneous characters (that end with a period) before the source information.

•	Use a backslash-r (\r) to indicate a line break after a component.


Adding a Tag as a Parsed Field

To add a tag as a parsed field:

1.	In the database list, double click on the database you wish to modify.

2.	Open the field tag for the field that contains journal source information (usually SO, Source, or JN).

•	If it is already in the field list, double click on it.

•	If it is not in the field list, click New Field.

3.	Verify, or type in, the Field Tag and Description.

4.	For ProCite Field, enter the field you want used if ProCite cannot parse the information. In most cases, this is the 10 Journal Title field.

5.	Set the Field Type to Parsed.

6.	Under Parsed Field Format, click Edit Format to set up an appropriate parsing format for the database. ProCite uses the parsing format to separate each item of information during import and direct it to the appropriate ProCite field.

7.	Click OK on the Field Information dialog to return to the database list.


Adding a "Parsed with Subfields" Tag

To parse a field that contains tagged subfields, you must first either add or modify the primary tag.

To add a “parsed with subfields” tag:

1.	In the database list, double click on the database you wish to modify.

2.	Create or open the field tag for the field you need to parse (the field that contains tagged subfields):

•	If it is already in the field list, double click on it.

•	If it is not in the field list, click New Field.

3.	Verify (or type in) the Field Tag and Description.

4.	For ProCite Field, select Do Not Transfer.

5.	Set the Field Type to Parsed with Subfields.  This adds an additional Options--Subfields section to the dialog.

6.	Enter the surrounding text that pinpoints the subfield tags.

a.	In the Subfield Tags begin with box, enter the character or string that appears before each subfield tag. This item is optional; some systems follow a subfield tag with a colon or other character, and do not use a starting character.

b.	In the and are followed by box, enter the character or string that follows each subfield tag. You must enter at least one character in this box to help ProCite locate the subfield tags.

For the following example, you would enter "<" in the first text box and "> " in the second text box to identify the subfields "VO," "IS," and "DT".

JN - <VO> 14 <IS> 3 <DT> January 1998

For the next example, you would enter nothing in the first text box, and ": " in the second text box to identify the subfields "MAJOR" and "MINOR."

DE - MAJOR:  Asthma.  Allergy.  Immunology.  MINOR:  Homeopathic Treatments. Bee Pollen.  Asthma Medications.

7.	Click OK to save changes and return to the field list.

Next, you must map the individual subfields.


Adding and Mapping Subfield Tags

Note: Before you can add subfields to your configuration file, you must first enter the primary tag and flag it as "Parsed with Subfields."

Add each subfield that may appear within a single tagged field. The subfields can appear in any order within the field.

To add and map subfield tags:

1.	On the database field list, highlight the tag that contains subfields and click the Add Subfield button. The Field Information dialog appears.

2.	A subfield is treated the same as any other field. Apply the Field Information settings as needed specifically for the subfield text.

3.	Click OK to save changes and return to the field list. The subfield will appear indented in the field list under the primary tag.

As you add tags and subfield tags, remember to periodically select Save from the File menu to save your changes to disk.


Adding a Null Subfield

If a parsed field includes text before a subfield tag appears, you can add a "null subfield" to map that initial text in the field.

To add a null subfield:

1.	On the database field list, highlight the tag that contains subfields and click the Add Subfield button to display the Field Information dialog.

2.	Leave the Field Tag area blank, and enter “Null Subfield” as the Description.

3.	Map to the appropriate ProCite field (or Do Not Transfer), and apply the other Field Information settings as needed for the text.

4.	Click OK and the null subfield will appear in the field list under the primary field tag.


Printing Configuration Settings

To print a report of your configuration file settings:

1.	Open the Configuration File.

2.	From the File menu, select Print Report to display a Configuration Report Preferences dialog .

Note: Large configuration files have many field details. Your report could contain hundreds of pages!

3.	Select those items to include in the report.

4.	Click OK to display a file dialog.

5.	Enter a name for the file, locate an appropriate folder to place it, and click Save to write the report to disk.

When you open the report with your word processor, you may need to adjust tabs to line up columns. You can print the report from your word processor as you would any text document.


Transferring Records to ProCite

Use Biblio-Link II to create and edit configuration files. ProCite uses layout and mapping information from a configuration file to actually import records from a download file into ProCite records.

To import records  into ProCite:

1.	In ProCite, go to the File menu and select Import Text File.

2.	Locate and open the text file that contains the tagged records you wish to import into a ProCite database. ProCite will display the file.

3.	In the File Type drop-down list, select Tagged.

4.	In the File Format drop-down list, select the configuration file set up to map records from your information provider. If the file you want is not listed, use the ... button to display a file dialog and locate the file.

5.	In the Target Database drop-down list, select the ProCite database you want to receive the records. If it is not listed, use the ... button to display a file dialog and locate the database.

6.	Click the Transfer button to begin importing records.

When the transfer is complete, click the close box to close the text file and display the record list.

Tips:
•	Imported records are marked. To see only the records you just transferred, select Marked Records for viewing.

•	If fields did not transfer correctly, you can delete the marked records, modify the configuration file, and import the download file again.


FAQs (Frequently Asked Questions)

 	Why can’t I open a download file with Biblio-Link II?

 	How do I convert Papyrus data into a ProCite database?

 	From the ISI Personal Searcher, I can import only journal references. How can I get other workforms?

 	Why did ProCite import nothing from the download file?

 	Why do one or more fields not import?

 	Why does only the first line of each field import?

 	Why does the entire download file import into a single ProCite record?

 	Why does ProCite import fields I do not want?

 	Why are Author names not transferring correctly?

 	Why does the Source (or SO or JN) field transfer into a single ProCite field? or Why don't all components of the source field transfer correctly?

 	How do I import different document types into various ProCite workforms?


Why can't I open a download file with Biblio-Link II?
Why can’t I open a download file with Biblio-Link II?

Biblio-Link no longer opens or converts download files. It is simply a configuration file editor. To open a download file and import data, use Import Text File from the ProCite Tools menu.


How do I convert Papyrus data into a ProCite database?

Go to the Papyrus web page at www.rsd.com and download the RISOUT.FLB file. This file allows you to create a document in the RIS format, which you can import into ProCite with the RIS.CFG configuration file.


From the ISI Personal Searcher, I can import only journal references. How can I get other workforms?

When you output in Medline format, you get only journals. Instead, output in RIS format, and then use the RIS.CFG configuration file to import the file.


Why did ProCite import nothing from the download file?

First, make sure the download file is an ASCII text file. Display it with ProCite (choose Import Text File from the Tools menu and open the download file). If you see odd characters or strange formatting, the file is not ASCII text. You must download to an ASCII file. Once the file is downloaded, you can view it with a word processor -- but do not save it as a word processor document. Once you do that, it is no longer an ASCII text file.

Are you using the correct configuration file? For example, the Medline database is offered by several information providers (Medlars, SilverPlatter, etc.). Each provider may retrieve the same records in a slightly different format, so using the appropriate configuration file is critical.

If the download file is an ASCII file and you are using the correct configuration file, ProCite either is not identifying the beginning of each record or the beginning of fields. You need to tell ProCite how to identify the beginning of each record, and how to determine the beginning of a new field. Then, you need to add and map field tags. To do this, open the configuration file with Biblio-Link II. See the Biblio-Link II Guide for more information.


Why do one or more fields not import?

Open the configuration file with Biblio-Link II, double click on the database name, and make sure each field is included and mapped to a corresponding ProCite field. Map to fields that are included in the target workform. Make sure the fields you want are not mapped to Do Not Transfer.


Why does only the first line of each field import?

You need to set the appropriate line continuation option in the configuration file. In your download file, do the second and subsequent lines of a field start at the left margin or are they indented? Open the configuration file with Biblio-Link II, and from the Configuration menu select Field Identification. Most likely, you need to set Line Continuation to Indented.


Why does the entire download file import into a single ProCite record?

ProCite most likely used the first field tag to determine that there was a record at all. You need to specify how to identify the beginning of each new record, and possibly how to identify the end of each record. Find something unique that starts each record; it may be a number or a consistent string of text or field tag. Open the configuration file with Biblio-Link II, and from the Configuration menu, select Record Identification. Enter the appropriate header format. Then, make sure all the field tags have been added and mapped for this database.


Why does ProCite import fields I do not want?

Open the configuration file with Biblio-Link II, double click on the database name, and make sure the fields you do not want are listed and mapped to Do Not Transfer.


Why are Author names not transferring correctly?

Check the author format in your download file. Then, open the configuration file with Biblio-Link II and double click on the database name. Make sure the author field(s) for this database are assigned the field type Author.

Then, set the appropriate author field format for the database. Highlight the database name, then go to the Configuration menu and select Author Field Format. Select the author format and separator that matches author names in the download file.

If an author field uses commas both as part of an author's name and to separate multiple author names, Biblio-Link II may not be able to appropriately translate. In this example,

     Jones, Robert, Smith, William, Brown, Randolph

Biblio-Link cannot distinguish the beginning of each new author name. You should change the author field type to Normal and then edit the author fields after transferring into ProCite.


Why don't all components of the source (SO or JN) field transfer correctly?

First, examine your source fields. Are they all formatted the same, or do they change depending on document type? Note the order of each type of information and what punctuation or text separates each component.

Open the configuration file with Biblio-Link II and double click on the database name. Then double click on the source field tag to display the Field Information dialog.

Make sure the field is assigned the field type Parsed, then click Edit Format to check the parsing formats set up for this field.

If all the source fields are formatted the same, you can set up a single Default format. Or, use the drop-down list at the top of the dialog to set up unique formats by document type.

The fields must be listed in the order found in the source field. Preceding and following punctuation must match the punctuation separating each bit of information in the source field. Every separating character is significant, including spaces.

Setting the parsed field format can be tricky. You may need to experiment putting punctuation as either following text for an item or as preceding text for the next item. You may also need to experiment assigning Optional fields.

If the source field does not have unique punctuation between items, it may be impossible to accurately parse each item. For example, when each item is separated by a space:

     Liberal Education 73 Nov 1987 21-25

ProCite cannot tell where one item ends and another begins -- especially when the included fields change between records. You may need to transfer into a single ProCite field and then edit your records.


How do I import different document types into various ProCite workforms?

If each record contains a field that indicates document type, you can transfer each into the appropriate workform. Open the configuration file with Biblio-Link II and double click on the database name ( you set up document types by database). For the field that contains the document type (usually the PT or DT field) set the Field Type to Document Type. Then, you need to add and map the actual document types that appear in the field (from the Configuration menu, select Document Types).

Some bibliographic systems do not include a document type field in downloaded records. In this case, the best you can do is map all records from the database to a single ProCite workform. Pick the workform that matches the majority of records. Once the records are in ProCite, you can manually change workforms.

In either case, ProCite needs to identify the appropriate source database in order to use the settings specific to that database.