Copyright: (c) Institute for Scientific Information


Contents

Help Topics are available about these ProCite features:

 	Contacting Technical Support

 	Changing the On-Screen Display

 	Cite While You Write

 	Copying Text, Records and References

 	Data Entry and Editing

 	Deleting

 	File Management

 	Glossary

 	Importing and Exporting

 	Internet

 	Lists

 	Menus, Toolbars, and Keyboard Commands

 	Output Styles

 	Page Layout

 	Previewing and Printing

 	Searching

 	Sorting

 	Workforms


Changing the On-Screen Display

Abbreviated Record Lists

 	Changing Font, Size, and Style

 	Configuring the Abbreviated Record List

 	Viewing Formatted References

Edit Record View

 	Configuring the Edit Record View

 	Displaying Invisible Characters

 	Hiding Empty Fields

 	Maximizing Space in the Edit Record Window


Cite While You Write

 	How to Cite While You Write

 	Entering Identifying Text

 	Inserting Citations

 	Scanning to Link Existing Citations

 	Generating a Bibliography

 	Forms of Citations in the Manuscript

Word Processor Notes

 	Versions of Microsoft Word Supported

 	Word Technical Tidbits

 	WordPerfect Technical Tidbits

Advanced Features

 	Adding an Independent Reference to the Bibliography

 	Changing a Linked ProCite Record

 	Changing the Database Association

 	Deleting Linked Citations

 	Editing Citations

 	Entering Citations with Additional Text

 	Entering Multiple Citations

 	Generating a Bibliography from Multiple Documents

 	Moving the Bibliography Bookmark

 	Reverting to Original Text

 	Table of Switches


Copying Text, Records, and References

 	Copying and Pasting Text

 	Copying Databases

 	Copying Formatted References

 	Copying Marked Records

 	Duplicating Records


Data Entry & Editing

Data Entry

 	Inserting Records

 	Editing Keys

 	Entering Author Names

 	Entering Dates

 	Entering Keywords

 	Entering Titles

 	Fonts and Styles

 	Inserting Symbols and Diacritics

 	Attaching Files and URLs

Global Changes

 	Global Editing to Clear Text and/or Add Text

 	Global Find and Replace

 	Globally Changing the Workform

 	Globally Moving a Field of Information

 	Renumbering Records

Duplicating Text

 	Duplicating a Field of Information

 	Duplicating a Record

 	Copying Text, Records, and References

 	Creating a ProCite Record from a Web Page


Deleting

 	Deleting Citations

 	Deleting Databases

 	Deleting Lists

 	Deleting Output Styles

 	Deleting Records

 	Deleting Workforms


File Management

 	Backing Up Your Files

 	Fixing Damaged Files

 	Read-Only Access

 	Rebuilding a Database

 	Renaming Files

 	Size Limits

Sharing Files

 	Multiple Users

 	File Extensions

 	Sharing Databases

 	Sharing List Files

 	Sharing Workforms


Importing and Exporting

Basic Use

 	Converting from Reference Manager or EndNote

 	Importing Web Pages

 	Importing Tagged Records

 	Importing Delimited Records

 	Exporting Delimited Records

Delimited File Formats

 	Default Comma Delimited Format

 	Default Tab Delimited Format

 	Custom Delimited Format

Workform Lists

 	ProCite Workforms and Fields

 	List of Workforms by Name

 	List of Workforms by Letter


Internet

 	Importing Web Pages

 	Including URLs and UIs in Records

 	Printing to HTML Files

 	Posting Databases on the Web

Searching and Importing

 	Overview of Internet and PubMed Searching

 	Selecting Z39.50 Sites to Search

 	Searching Z39.50 Internet Sites or PubMed

 	Saving or Discarding Search Results

 	Setting Internet and PubMed Search Options

Connecting to Host Servers

 	Dial-up Internet Connections

 	Testing the Servers

 	Access Through Firewalls

Creating/Managing Search Expressions

 	Creating a Search Expression

 	Saving a Search Expression

 	Restoring a Search Expression

 	Editing a Saved Search Expression

 	Deleting a Search Expression

 	Renaming a Search Expression

Configuring Z39.50 Sites

 	Adding or Modifying Z39.50 Hosts

 	Adding or Modifying Databases

Copying to Email Messages

 	Copying via the Clipboard

 	Copying from the Preview Pane

 	Copying from a Disk File


Lists

Basic Use

 	Using Field Content Lists

 	Sharing List Files

 	Deleting List Files

Creating Lists

 	Creating or Editing List Files

 	Styled Text in a List

Printing Lists

 	Printing Field Content Lists

 	Printing Term Lists and Journal Title Lists

 	Printing Subject Lists


Menus, Toolbars, and Keyboard Commands

The ProCite Menus

 	File Menu

 	Edit Menu

 	View Menu

 	Sort Menu

 	Select Menu

 	Groups Menu

 	Database Menu

 	Tools Menu

 	Window Menu

 	Help Menu

 	Journals Menu

 	Terms Menu

 	Fields Menu

 	Tools Menu (in your word processor)

Toolbars

 	The ProCite Toolbars

 	Standard Toolbar

 	Text Toolbar

 	Bibliography Toolbar

 	Copy Special Toolbar

 	Record List Toolbar

 	Edit Record Toolbar

 	Search Toolbar

 	Duplicate Toolbar

 	PubMed and Internet Search Toolbar

 	Output Style Toolbar

 	Term List and Journal List Toolbar

 	Cite While You Write Toolbar

Keyboard Commands

 	File and Print

 	View and Search

 	Copy and Paste

 	Apply Styles

 	Enter and Edit

 	Output Styles


Output Styles

Basic Use

 	Selecting a Different Output Style for Printing

 	Creating Output Styles

 	Modifying Output Styles

 	Deleting Output Styles

Workform Styles and In-text Citation Formats

 	Building Bibliography Workform Styles

 	Building In-Text Citation Workform Styles

 	Adding Preceding and Following Punctuation

 	Inserting Additional Text

 	Special Formatting Characters

 	Applying Text Styles

Special Field Formatting

 	Author Name Formatting

 	Title Formatting

 	Date Formatting

 	Page Number Formatting


Page Layout

 	Indenting in References

 	Line Spacing

 	Margins

 	Measurements Accepted

 	Page Numbering

 	Reference Numbering

 	Tabs


Previewing and Printing

Previewing

 	Previewing a Bibliography

 	Previewing a Formatted Reference

Printing Bibliographies

 	Printing a Bibliography

 	Printing to HTML Files

 	Printing Short Form (Abbreviated) Bibliographies

 	Printing a Subject Bibliography

Printing Lists

 	Printing Subject Lists

 	Printing Field Content Lists

 	Printing Term Lists and Journal Title Lists


Searching

How to Search

 	Using the Search Tab

 	Quick Searching

 	Jumping to a Specific Record

 	Finding an Internet Location from ProCite

 	Narrowing a Search

Building and Saving Search Expressions

 	Building a Search Expression

 	Operators for Searching

 	Finding Empty Fields

 	Special Characters in Search Expressions

 	Saving and Using Search Expressions

 	Deleting Search Expressions

Detecting Duplicate Records

 	Detecting Duplicate Records

 	Batch Duplicate Detection

Saving and Using Search Results

 	Marking and Unmarking Records

 	Saving Records to a Group

 	Saving Search Results to a Group

 	Printing Search Results


Sorting

 	Character Sorting, Including Diacritics

 	Creating a Custom Sort Order

 	Selecting a Sort Order for Printing

 	Selecting a Sort Order for Viewing

 	Modifying Stop Lists

 	Switching Ascending/Descending Order


Workforms

Basic Use

 	Creating Workforms

 	Deleting Workforms

 	Sharing Workforms

 	Globally Changing Workforms

 	Modifying Workforms

The Predefined Workforms

 	ProCite Workforms and Fields

 	List of Workforms by Name

 	List of Workforms by Letter


Contacting Technical Support

Before contacting ISI ResearchSoft, please be prepared to provide the following information:

The ProCite program version.

The Windows System version.

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

The amount of memory installed in your PC.

A full description of the problem, including the steps you took in ProCite.

Your ProCite serial number.

To contact ISI ResearchSoft:

ISI ResearchSoft	Phone:	(01) 510-559-8592
800 Jones Street	Fax:	(01) 510-559-8683
Berkeley, CA  94710   USA

WWW:	http://www.procite.com

Technical Support Email:  pc-procite@isiresearchsoft.com
Customer Service and Information Email:  info@isiresearchsoft.com

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


Version 5.0 New Features

Interface enhancements:

  Tabbed Record Lists

Internet enhancements:

  Z39.50 Online Database Searching and Retrieval

  PubMed Searching and Retrieval

  Import Web Page with Netscape and Internet Explorer

Cite while you write enhancements:

  Cite While You Write with Word 2000 or WordPerfect 9

  Locate Unlinked Citations

  View Complete ProCite Records From Your Word Processor

  Display Previous Search Results

Formatting enhancements:

  Generate “Hot” URLs in HTML Files

  Substitute Journal Names with New Medical Lists

  Apply Styles to Citation Numbers

  Create an In-Text Citation Format for Each Workform

  Create an In-Text Citation Format for Repeated Citations

  Preview Formatting When Creating Output Styles

Sorting enhancements:

  New Languages Added

  System Specific Sorting

Editing Enhancements:

  Use Term Lists in Global Find and Replace

  Updated Term Dialog


Tabbed Record Lists

Use the tabs along the bottom of the record list window to view various sets of records in a database:

All Records displays all records in the database.

Marked Records displays all marked records in the database.

Search allows you to search the database and display the results.

Terms allows you to quicksearch for records that contain a particular author, journal, title, or keyword, or share the same workform.

Groups displays records saved in various sets.

Duplicates displays potential duplicate records, based on comparison criteria.

Internet Search allows you to search Z39.50 online databases; this tab is available only when you choose Internet Search from the Tools menu.

PubMed Search allows you to search the National Library of Medicine’s public access Medline database; this tab is available only when you choose PubMed Search from the Tools menu.


Z39.50 Searching and Retrieval

Quickly search Z39.50 databases on the Internet from within ProCite and seamlessly import the search results. ProCite’s Internet searching directly searches and retrieves records from Z39.50 compliant libraries. You can search multiple online databases simultaneously.

To search databases with Internet Search, you must have a valid Internet connection. You must also have access to port numbers used by those servers you wish to search.

ProCite is configured for searching many free online databases and library catalogs as well as databases that require payment and/or a password for access.

Are you wondering, “What is Z39.50?” The Z39.50 standard is a national standard that defines a protocol for computer-to-computer information retrieval.

You can set up ProCite to search any Z39.50 compliant library. Contact the host administrator, and enter the appropriate settings in ProCite.

To initiate an Internet search, go to the Tools menu and select Internet Search.

Tip: You may want to follow the exercise in the Guided Tour titled Searching and Importing Records Directly from an Online Database.


PubMed Searching and Retrieval

Quickly search search the National Library of Medicine’s public access Medline database on the Internet from within ProCite and seamlessly import the search results. ProCite’s PubMed searching directly searches and retrieves records from PubMed.

To search PubMed, you must have a valid Internet connection.

To initiate a PubMed search, go to the Tools menu and select PubMed Search.


Import Web Pages

Now you can import web pages from both Netscape and Internet Explorer. For step-by-step instructions, see Importing Web Pages.


CWYW with Word and WordPerfect

Cite while you write  works with these word processors:

•	Microsoft Word 7, 97, and 2000

•	Corel’s WordPerfect 7,  8, or 9

When you install ProCite 5, cite while you write  support is automatically installed for your existing word processor. Look for ProCite commands on the Tools menu in your word processor.


Locate Unlinked Citations

You can locate unlinked citations in your manuscript. From the Tools menu, select Find Previous Unlinked Citation or Find Next Unlinked Citation to locate delimited identifying text that needs to be inserted (linked to a ProCite record).


Display Full ProCite Records

You can view full ProCite records from your word processor when selecting a record to insert.

When you insert a citation and more than one record matches your identifying text, ProCite displays a dialog that lists the matches in an abbreviated record list. As you highlight each abbreviated record in the list, the full record appears at the top of the dialog.

If you want to view a single record to verify it before inserting, choose Recall Last Search from the Tools menu. Enter your identifying text in the text box and click the magnifying glass to search and display the record.


Display the Previous List of Matching Records

You can re-display a list of records to choose another citation for insertion.

From the Tools menu, select Recall Last Search. Use the drop-down list at the top to choose from a list of the previous 10 searches. The matching records appear in the record list. Double click on a record to insert it.


Generate "Hot" Links

When generating an HTML file, Internet URLs automatically become “hot” links.

For information about how to print from ProCite to HTML files, see Printing to HTML Files.


Substitute Journal Names with New Medical Lists

Two medical term lists are now available in ProCite’s Lists folder. They both contain an expanded, complete listing of Index Medicus journal titles.

•	Medical (Full).PJL  -- inserts full journal titles in Edit Record and can substitute abbreviations on output

•	Medical (Abbrev).PJL -- inserts abbreviations in Edit Record and can substitute full journal names on output


Apply Styles to Citation Numbers

Now you can apply styles to citation numbers. Open the output style you want to modify. When the citation number is listed to print for in-text citations, it appears as:

<Citation Number>

Highlight the entire field (including the delimiters) and select the appropriate style from the toolbar.


Create an In-Text Citation Format for Each Workform

You can define a unique in-text citation format for each workform to allow accurate footnote formatting.

When you create or open an output style, use the In-Text Citations tab to create a workform style for each workform. Click on a workform name and then define the workform style in the First Citation text box. If you want repeated citations to format differently than the first mention, use the Subsequent Citations text box to define a style for subsequent mentions. You could enter a shortened form of the citation, or text such as “Ibid.”

When a workform style is defined, the workform name appears in bold text. You can use the Default workform style for those workforms that do not have a unique workform style defined. If you want all in-text citations to format the same, you can define only the Default.


Create an In-Text Citation Format for Repeated Citations

You can define a second format for subsequent in-text citations from the same source. You could enter a shortened form of the citation, or text such as “Ibid.”

Open an output style to display the In-Text Citations tab. For each workform, you can define a style for the First Citation and a style for Subsequent Citations. If you define a style only for First Citation, that style is used for all citations (for that workform).


Preview Formatting When Creating Output Styles

While creating or editing output styles, view a preview of the current workform definition.

Open an output style. On both the In-Text Citations tab and the Bibliography tab, the bottom right box shows a Preview of the current workform style.

The preview includes special field formatting and bibliography settings.


New Languages Added

These additional languages have been added to the international sort options: Czech, Polish, and Russian (Cyrillic).

The language setting governs how characters sort in ProCite and how characters are uppercased for subject headings when printing subject bibliographies. For more information, see Character Sorting.


System Specific Sorting

You can sort using the Windows System language setting. When none of the predefined sort languages meet your needs, you can use the current Windows setting.

The language setting governs how characters sort in ProCite and how characters are uppercased for subject headings when printing subject bibliographies. For more information, see Character Sorting.

Caution: Use the System Specific sort only when none of the other sorts meet your needs. If you plan to share a database that uses the System Specific sort, either switch to a different sort first or rebuild the database on the new machine. If you plan to share the database over a network, do not use the System Specific sort unless all machines that access the database use the same System sort.


Updated Terms Dialog

The new Terms dialog allows you to select from a term list, a journal list, or a field content list found in any database.

Use the Source drop-down list to pick a term list, journal list, or ProCite database. If you chose a ProCite database, use the Terms drop-down list to pick a field content list from that database.

You can insert mulitple terms before closing the dialog. Or, check the close after insert box to always dismiss the dialog after a single insertion.


Use Term Lists in Global Find and Replace

You can use the Terms dialog in several places:

•	When Inserting or Editing records, go to the Edit menu and pick Insert Term or click the arrow button to the right of certain fields.

•	In the Global Find and Replace dialog, click the arrow buttons.

•	On the Search tab, click Insert Term.


Frequently Asked Questions (FAQS)

Select from one of these general areas for a list of related questions:

Starting the ProCite Program

Using ProCite

CWYW (Cite While You Write)

Importing/Converting

Starting the ProCite Program

 	Why do I get the message "Error executing application"?

 	Why do I get the message "The ordinal 6451 could not be located in the dynamic mfc42.dll"?

 	Why do I get the message "Class not registered"?

 	Why do I get the message "The procedure entry point GetProcessVersion could not be located in the dynamic link library KERNEL32.DLL"?

 	Why do I get the message "Unexpected File Format"?

 	Why can't I start ProCite?

 	Why does the ProCite program group created by the installation program show a generic icon rather than the ProCite icon, and why doesn't it start the program?

 	When I start ProCite, why does a List file, Workform, or Output Style open for editing?

Using ProCite

 	How many databases can I open at one time?

 	When I entered "Date=1994", why did I get a record with a date of "September 1979-"?

 	I displayed duplicate records. They all have the same date, so what does the button "Mark by Date" do?

 	Why don't styles (bold, italics, underlining) in my titles appear in the record list?

 	Why do odd characters appear in the record list?

 	Why aren't non-alphanumeric characters ignored for sorting?

 	Why are fields missing from my records in the Edit Record window?

 	When I view a full record, why does the Workform list all 45 fields and not just those in the Workform?

 	Why are some of the ProCite toolbars missing?

 	Pressing keys and clicking the mouse has no effect; why is my computer is locked?

 	Why are Fields of information not printing even when my records contain data in those fields?

 	Only a few of the records in my record list are marked. Why do I get more than that when I print marked records?

 	Why do some records print as a blank formatted reference?

CWYW (cite while you write)

 	Why do my in-text citations disappear when I generate a bibliography in my manuscript?

 	Why don’t ProCite commands appear on the Tools menu in my word processor?

 	Why do I get the message "Please move the insert point outside of the reference list"?

 	Why do I get the message "The Visual Basic Environment could not be initialized"?

 	I marked records in my database, but when I tried to Insert Marked Records, a message says, "There are no marked references to insert." Why?

 	Why do I get the message "A citation from the document was not found in the database"?

Importing/Converting

 	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?


"Error executing application"

Some of the required System files or Program files were not installed, were deleted, or were damaged. Reinstall ProCite.


"The ordinal 6451 could not be located in the dynamic mfc42.dll"

You have an outdated MFC42.DLL file in your Windows System folder. Rename the file and reinstall ProCite.


"Class not registered"

The proper support files are not installed. On a single-user machine, reinstall ProCite. If you are using a network version of ProCite, run the workstation install on the machine where ProCite is being launched.


"The procedure entry point GetProcessVersion could not be located in the dynamic link library KERNEL32.DLL"

This message may be followed by:

The application failed to initialize properly [0x0000139], click OK to terminate application.

ProCite cannot run under Windows NT 3.5. You must use Windows 95 or Windows NT 4.0 or later. The Microsoft development software requires operating system support capabilities that do not exist in earlier versions of Windows NT.


"Unexpected File Format"

You have tried to open a file that is either damaged or is not a ProCite 5 file.

An authority list from ProCite 2.x cannot be used directly with ProCite for Windows. In this case you should create a new term list or journal title list, and use the Import List command to import data from the old authority list.


Why can't I start ProCite?

ProCite may be set to automatically open the last-opened file. If that file is severely damaged, ProCite attempts to open it and stalls.

To start the ProCite program only, without the last-opened file, hold down the SHIFT key while you double-click the ProCite icon. You can then use the File menu to Open a database. You may need to rebuild the database ProCite originally attempted to open.


The ProCite program group shows a generic icon and it doesn't it start the program.

One of these situations exists:

•	The ProCite program was deleted or moved from the folder indicated in your Program Item Properties.

•	You tried to execute ProCite from a network, but the network is not currently connected.

If you are using ProCite from a network, make sure the network is connected.

You can update your ProCite program group with Windows. From the Start menu, select Settings and then Taskbar. From the Start Menu Programs tab, you can add, remove, or update existing program groups. For your ProCite shortcut, make sure you enter the correct path where the ProCite program currently resides (typically C:\PROGRAM FILES\PROCITE5\PROCITE5.EXE)


When I start ProCite, a List file, Workform, or Output Style opens for editing.

ProCite can automatically open the last-opened file, whether a database, journal title list, term list, workform, or output style. The last time ProCite was used on your machine, someone opened the output style or list for editing. Simply close the file and pick your database from the list of previously-opened files on the File menu, or choose Open from the File menu to locate and open the database.

To turn off this setting (always starting with the last-opened file), go to the Tools menu and select Options. Deselect the Reload last file option.


How many databases can I open at one time?

In general, 10 is the maximum. It can be less if you have very long file and/or path names because there is a limitation on the combined total of file and path names.

Note: This does not affect CWYW; you can link to any number of databases.


I entered "Date=1994", so why did I get  a record with a date of "September 1979-"?

The dash following the year indicates 1979 and any later year. To retrieve only those dates with the year 1994 in them, you would need to enter either "Date contains 1994" or "Date exactly 1994" (if your records contain year only).


What does the button "Mark by Date" do?

Mark by Date leaves the original (first entered) record of each set of duplicates unmarked and marks all later duplicates. The "first entered" date is stored internally, and is not visible to the user.


Why don't styles in my titles appear in the record list?

The record list does not support styled text. The styles appear in Edit Record and in bibliographies, but not in the record list.


Why do odd characters appear in the record list?

The record list displays everything in the default font. While you may have applied a different font to text in Edit Record, and that font will print correctly in your bibliographies, the text appears in the record list in the default font.


Why aren't non-alphanumeric characters ignored for sorting?

Windows determines how words are defined for sorting. Windows 3.1 removes non-alphanumeric characters for sorting, while Windows 95 replaces non-alphanumeric characters with spaces. For example, "Ces*ti, B.B." would sort before "Cesko, B.B." because the asterisk is replaced by a space before sorting.


Why are fields missing from my records in the Edit Record window?

Empty fields have been suppressed. From the View menu, choose Configure Edit Record. Make sure the Show Empty Fields option is selected. This item can suppress the display of all empty fields in your records.

Tip: You can also turn empty fields on or off with a toolbar icon.


When I view a full record, I see all 45 fields and not just those in the Workform.

The workform used for the record cannot be found. The workform name does not appear in the Workform drop-down list. It may have been moved or even deleted. Do one of these:

•	Choose Options from the Tools menu. On the File Locations tab, enter in the Workform Files Path the appropriate drive and path where the workform is currently located.

•	Use the Windows Explorer to move the workform to the default FORMS folder in the ProCite program folder.

•	Recreate the workform, giving it the original name.

•	Create a new workform with the appropriate fields for those records, mark the records that use the Unknown Workform, then do a Global Change Workform to assign the new workform to those records. You would need to modify your output styles to define output for the new workform.


Why are some of the ProCite toolbars missing?

In ProCite, turn toolbars on or off from the View menu. In your word processor, you can turn the ProCite toolbar on or off. Usually, right-clicking anywhere in the toolbar area of a program will display a list of toolbars to toggle on or off.


Pressing keys and clicking the mouse has no effect; why is my computer is locked?

Restart your computer. First try the reset keys (press CONTROL + ALT + DELETE simultaneously). If the reset keys are also locked, turn the power off, wait a few seconds, then turn the power back on. If you had a database open, you should Rebuild it from the ProCite Tools menu to fix potential errors.


Why are fields of information not printing even when my records contain data in those fields?

Either fields have been suppressed for printing, or your output style does not list those fields to print:

•	In the Configure Bibliography dialog, check the Fields tab. This tab is used to suppress fields from printing.

Make sure the Short Form box is not selected and that the appropriate Optional Fields are selected to print. The options on this Fields tab allow you to print abbreviated references without modifying your output style. You can easily print Notes and Abstracts, and then suppress them the next time you print.

•	Bibliographic styles vary as to the type of information to include in a formatted reference, so all styles do not print every ProCite field.

A field of information will not print unless the current output style lists it to print. Open the output style, locate the appropriate workform style for the record, and make sure the field is listed to print.

If a workform style is not set up for a particular workform, the Default workform style is used. You may want to set up a unique workform style for the workform in question.


Only a few of the records in my record list are marked. Why do I get more than that when I print marked records?

You can mark records across record lists. To make sure you see all of the marked records on-screen, display the Marked Records tab before you print. The status line at the bottom of the window indicates how many records are marked.

Before you begin marking a new set of records, make sure you first go to the Select menu and Clear Marked Set.


Why do some records print as a blank formatted reference?

If a record does not display any text when previewed, or if it is missing when printing a bibliography, there is most likely no workform style defined for the workform used by the record, and the output style has no Default style defined. You must edit the output style to define output for the workform.


Why do my in-text citations disappear when I generate a bibliography in my manuscript?

When you Generate Bibliography, each linked citation is replaced with formatted text as defined in your output style. When your output style has nothing defined for in-text citations, the linked citation is replaced with nothing. Open your output style and set up the In-text Citation format.


Why don't ProCite commands appear on the Tools menu in my word processor?

The necessary word processor files are not installed in the appropriate folders. These files are installed when you install ProCite, but you may have installed your word processor after installing ProCite. Run the ProCite installation program again or run the CWYW SETUP.EXE program from the ProCite CWYW folder.

Only certain word processors support the cite while you write feature. As of this release, this includes Microsoft® Word™ and WordPerfect®. Check the readme.txt file for additional word processors.


"Please move the insert point outside of the reference list."

This message appears when you attempt to regenerate a bibliography in a word processor. Your cursor is inside the bookmark ProCite created at the beginning of the reference list. You can see the bookmark only if "reveal codes" or "reveal field codes" is turned on. Move your cursor to the beginning of the document before you regenerate the bibliography.


"The Visual Basic Environment could not be initialized."

CWYW needs several Visual Basic files in order to run. These files are normally located in C:\Program Files\Common Files\Microsoft Shared. You may need to reinstall Microsoft Office.


"There are no marked references to insert."

An edit record window, output style, or other window is the active window in ProCite. The record list window must be active in ProCite to allow insertion of marked records. Close or minimize the other window(s) to make the record list active.


"A citation from the document was not found in the database."

You linked an in-text citation to a record in a ProCite database. Later, someone deleted that ProCite record. When you generated a bibliography, ProCite could not find the linked ProCite record.

You must either delete the citation or insert the record in your database, Revert to Original Text the in-text citation, and then Insert the citation again to update the link.


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 http://www.rsd.com and download the RISOUT.FLB file from their FTP site. 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 a text-only 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 plain text. You must download to a text 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 a text-only 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 Manual on the ProCite CD 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. See the Biblio-Link II Manual found on the ProCite CD for complete information.


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. See the Biblio-Link II Manual for guidance.


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. See the Biblio-Link II Manual found on the ProCite CD for more information.

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 field transfer correctly?

First, open your download file as text. Write down the field tag and the exact format of the source field. Look at several records, since the source field may vary between document types or even between different records of the same document type.

Open the configuration file with Biblio-Link II and double click on the database name. Find the source field for this database and double click on it to display the Field Information dialog. Make sure the field is assigned the field type Parsed.

Click the Edit Format button to check the parsing format(s) set up for this field. At the top of the dialog, use the drop-down list to display the default format or a custom format for each 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 for information that is not always part of the source field.

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.

See the Biblio-Link II Manual found on the ProCite CD for complete information about parsing source fields.


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). See the Biblio-Link II Manual found on the ProCite CD for complete information.

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. See the Biblio-Link II Manual for information about locating database names in the download file.


Changing Font, Size, and Style in Record Lists

To change the font and size used in the abbreviated record lists, go to the View menu and choose Configure Record List.  You can select a new default font and size. ProCite will remember and use the new setting for all databases until you change the setting again.

All text in the record list appears in the default font and size. Even if you applied a Greek font to an individual title on data entry, that title would appear in the default font in your record list.

Changing the Default Font and Size in Edit Record

To change the font and size used to display records during data entry and editing, go to the View menu and choose Configure Edit Record. You can select a new default font and size.

Applying a Font, Size, or Style in Edit Record

It is not wise to apply a font, size, or style to text in a record itself. For the most flexible use of ProCite, you should apply these items with output styles. In this way, you can easily switch between underlining, italics, bold, etc. for the different bibliographic styles.

Apply a font or style to a specific record only when it is limited to part of a field of text -- or when you always want that style applied, such as applying italics to Latin terms. To apply a font, size, or style to a string of text in your record, highlight the text and use the pull-down menus and buttons on the formatting toolbar.

To remove formatting and reset styled text back to the default setting, highlight the text and press Ctrl+t.


Configuring the Abbreviated Record List

ProCite's record list can show any combination of up to six abbreviated fields from each record.

From the View menu, choose Configure Record List. ProCite brings up the Configure Record List dialog.

The Layout box in the dialog contains three columns of options:

•	The Show column of check boxes indicates which of the six fields will actually display in the record list.

•	The Column Header text boxes allow you to enter the header text that displays above each field in the record list.

•	The Displayed Field column is where you select the fields that display, in the order that you want them to appear.

For each item in the column, click on the arrow to display the list of fields from which to choose. If the arrow is not available (dimmed), click the Show check box to select that item for display.

The field list includes all 45 ProCite fields, plus five Special Fields at the top of the list. In most cases, you should use the special fields, since they will almost always display text from every record in your database.

Caution: Be careful when selecting an individual field for display. Since that field may or may not exist in all workforms, you could end up with empty columns that are not helpful when browsing through records.


Special Fields-Record List
Special Fields

You can display any of the 45 ProCite fields, or use these five special fields that appear at the top of the list:

•	Author displays the first author entry that appears in fields 01 or 07, whereas 01 Author, Analytic displays only authors entered specifically into field 01.

•	Title displays the first title entry to appear in fields 04, 09, or 11, whereas 04 Title, Analytic displays only authors entered specifically into field 04.

•	Date displays the first date entry to appear in fields 20 or 21, whereas 20 Date of Publication displays only dates entered specifically into field 20.

•	Workform displays the name of the workform used by each record.

•	Record ID displays the ProCite record ID assigned to each record.


Configuring the Edit Record View

To change the appearance of the records in the Edit Record view (where you view full records), display a full record and go to the View menu to select Configure Edit Record.

•	Font and Size:  Select the font and size used to display each record. This selection is used only for the full record display. You can select a different font and size for printing, from the Configure Bibliography dialog.

•	Show Invisible Characters:  Select to display a visible character to indicate spaces and new paragraphs. This check box serves the same function as the paragraph symbol on the formatting toolbar.

•	Show Field Numbers:  Select to display the corresponding field numbers next to each field name. Field numbers are helpful for searching and for modifying output styles.

•	Show Empty Fields:  Select to display all fields, whether they contain data or not. Deselect to hide empty fields.

•	Show Term List Buttons:  Select to display buttons for accessing field content lists and term lists. Deselect to allow more space for text display; you can always access lists with the Edit menu or the command key (found next to that command on the menu).

•	Show Record Toolbar:  Select to display the record toolbar, which includes Workform, Record ID, Go to Record, and various other icons.

•	Record ID Increment:  ProCite adds this number to the highest record ID in the database to determine the next assigned record ID.


Displaying Invisible Characters

When entering or editing records, you can display visible characters for spaces and new paragraphs.

1.	Go to the View menu and select Configure Edit Record.

2.	Select the Show Invisible Characters checkbox.

3.	Click OK to save the change.

Tip:  You can also click the paragraph symbol on the formatting toolbar to toggle this feature on or off.


Hiding Empty Fields

When viewing or editing full records, you can suppress the display of fields that are empty.

1.	Go to the View menu and select Configure Edit Record.

2.	Deselect the Show Empty Fields checkbox.

3.	Click OK to save the change.

Tip:  You can also click the Show/Hide Empty Fields icon on the record toolbar to toggle this feature on or off.


Viewing Formatted References

As you are browsing through records, you can see a highlighted record as it looks formatted with the current output style. With a record list on the screen, go to the View menu and select Preview Pane.

You can use the mouse to move the preview pane. As you move through the list of records, the preview pane will display the highlighted record as formatted using the current output style.

To change to a different output style, go to the View menu, select Configure Record List and click on the Preview Pane tab.

Tip:  You can also click the Show/Hide Preview Pane icon on the record list toolbar to toggle the preview pane on or off.


Adding an Independent Reference to the Bibliography

You may want to include a reference in a bibliography without citing the reference in the text of your manuscript. You can use one of these methods:

•	When you insert the reference in the document, add a special “/h” switch to the identifying text. This switch for hidden citations overrides any other switches. ProCite will suppress the entire citation in text, but will include the citation when compiling the bibliography. The switch is ignored when you print numeric citations. This is an example of identifying text with a hidden switch:  (Kline 1996 /h)

•	Insert the independent reference(s) wherever you want in the document, or at the end of the manuscript. Then, highlight each of those linked citations and apply the Hidden Text  style (a font effect). ProCite will use all linked citations to print the bibliography, but the hidden in-text citations will not print.

Caution:  If your in-text citations are printing as reference numbers, make sure your hidden citations are at the end of the document. Otherwise, there will be gaps in your in-text citation numbers (where citations are hidden).

•	Generate a bibliography. Then, insert the independent reference(s) on a new page after the bibliography. When you Generate Bibliography again, ProCite will use all linked citations to create the bibliography and will replace the bibliography in its current position. When you print, you can simply throw away the last page that contains the independent in-text references.


Changing a Linked ProCite Record

If you change the content of a ProCite record that is linked to a manuscript citation, the change will take effect the next time you generate a bibliography. If the change alters text used in the unformatted citation, you will also see the effect of the change when you Unformat Citations.

If you delete a ProCite record that is referenced in a manuscript, you need to remove the citation from your manuscript. If the ProCite record is deleted but the manuscript link to it is not, one of two things will happen the next time you generate a bibliography:

•	If no other records were added to the ProCite database after the deletion, a message will tell you the linked record was not found in the database.

•	If you deleted the ProCite record and then added a different one, the link will point to the new record. You may not realize that a different record is being cited in your manuscript.

When you rebuild your database, you need to give it the same name as the original so you maintain the link to database records.


Changing the Database Association

When you choose Insert Citation or Scan Document in your manuscript, you must select the ProCite database(s) to associate with the citations.

If you later want to associate citations with a different ProCite database, you can either Revert to Original Text individual citations and re-Insert from the appropriate database, or, to change the database association for all records:

1.	Select Revert to Original Text to remove all links and change all citations back to the original identifying text.

•	Select Revert All to revert all linked citations.

•	Use delimiters so you can easily link the citations later with Scan Document.

2.	Select Scan Document to automatically link each citation to the new database.

3.	In the Scan Document dialog, select the ProCite database(s) you want to associate with your document.


Deleting Linked Citations

You can delete one or more citations by first unformatting the citations and then deleting the unformatted citations. Make sure you delete the entire unformatted citation or you may just corrupt the link.

You must generate a new bibliography to reflect changes.


Editing Citations

Once you have linked a citation to a ProCite record you should not edit the citation directly or you may corrupt the link to the ProCite record.

If you want to change the form of all in-text citations, you should modify the in-text citation layout in your output style and then Generate Bibliography again in your manuscript.

To edit a citation in your manuscript in order to enter or change additional text associated with it:

1.	Highlight the citation you wish to change. Do not simply click on the citation; to highlight a citation, start to the left of the delimiter and drag the cursor.

2.	Use Revert to Original Text  (on that citation only) to revert to the text that was originally entered.  Do not Include Delimiters.

3.	Make the desired changes.

4.	Use Insert Citation to again link the citation to a ProCite record.


Entering Citations with Additional Text

You can associate additional text, such as a page range, with an in-text citation. It must follow a switch in your identifying text so ProCite will ignore it when matching records. You can enter preceding or following text with these switches:

/pt =	preceding text (enclose the text in quotation marks)

/ft  =	following text (enclose the text in quotation marks)

Additional text is typically a page number or range, as in the examples below. Remember to surround the entire string of text with delimiters if you will be using Scan Document to link your citations.

•	Huntington, 1993 /ft “:25-29”

•	Morris & Rycus, 1988 /pt “Page 20, ”

•	Tocqueville, 1976 /ft “: vol.2, 162-216”

The additional text is ignored when matching records, but is included in formatted output as part of the in-text citation as in:

•	(Huntington, 1993:25-29)

•	(Page 20, Morris and Rycus, 1988)

•	(Tocqueville 1976: vol.2, 162-216)

To add additional text to a citation that is already linked:

1.	Use Revert to Original Text to change the citation back to its original identifying text.

2.	Add the additional text to the citation. Make sure to precede the additional text with the appropriate switch and surround the text with quotation marks.

3.	Use Insert Citation or Scan Document, as appropriate, to link the citation to a ProCite record.

4.	Choose Generate Bibliography to format the in-text citation and regenerate the bibliography.


How to Cite While You Write

ProCite integrates with these word processors so you can cite while you write:

Microsoft’s Word 7, Word 97, and Word 2000, and Corel’s WordPerfect 7, WordPerfect 8, and WordPerfect 9

Start your word processor and use the ProCite commands that appear on the Tools menu. You can insert citations into a manuscript and automatically generate a bibliography from the in-text citations.

As you write a manuscript, insert citations by selecting Insert Citation from the Tools menu. In the dialog, type identifying text (such as an author's last name and year of publication, or part of a title). In the Database box, indicate which database(s) to search for the record and click Insert. ProCite will either link the single matching record or will display a list of matches from which to choose. You can insert as many citations as you want. To see the formatted result, select Generate Bibliography.

You can add more citations later. Use Insert Citation to insert each additional string of identifying text. To format the new citations and include them in the list at the end of the document, select Generate Bibliography again.

You may prefer to enter each of your citations in an author-date format while writing. Surround your citations with delimiters (such as parentheses or brackets) and you can later use Scan Document to automatically insert each citation. Once you have matched existing citations, you may want to use Insert Citation to later add more citations. To format the citations, select Generate Bibliography.

  Inserting Citations

  Scanning to Link Existing Citations

  Generating a Bibliography


Entering Identifying Text

The identifying text you type in order to Insert Citation or Scan Document is to identify each unique ProCite record. It does not need to include any of the text of the final formatted citation that will appear when you generate the reference list.

Examples of Identifying Text

You can enter any combination of author names, title, date, record ID, or keywords to identify a single record.

•	Separate each element of a single record with one of these: a comma, a space, an ampersand "&," or the word "and."

•	Do not enter delimiters, such as parentheses, around identifying text when you use the Insert Citation command. ProCite can supply delimiters for final output based on the output style.

•	Do enter delimiters around identifying text if you will be using Scan Document to process all citations in the manuscript. ProCite will replace or strip the delimiters for final output based on the output style.

•	ProCite assumes that words or phrases in identifying text may be right truncated.

•	To search for a phrase, surround the text with quotation marks.

•	Omit diacritics, since ProCite will find all variants.

The Insert Citation and Scan Document commands attempt to match identifying text to a ProCite record and will replace the identifying text with an unformatted citation. The final form of your citations does not appear until you Generate Bibliography.


Examples of Identifying Text

Warren, 1994

A work from 1994 that lists Warren  as one of any number of authors.

Diamond, Linz, and Lipset, 1990

A work published in 1990 that lists all three authors (in any order and in any author fields).

Morris & Rycus

A work that lists both Morris  and Rycus  as authors (including records that contain Morris, Rycus and any number of other authors).

"Rycus, Peter", 1987

A work from 1987 that specifically contains Rycus, Peter  as an author. Will not find works by Rycus, P  or Rycus, Carol.

"Methods of financing"

The title Methods of financing economic development in underdeveloped countries.

#23

Any ProCite record with record ID 23.

Warren, #23

A record numbered 23 that contains an author named Warren  or a title containing the word Warren.


Entering Multiple Citations

A multiple citation combines two or more citations at the same place in a document. Rather than print separately, surrounded by separate sets of delimiters, the citations print within a single set of delimiters.

•	For Insert Citation, insert each citation one right after another, with nothing between them.

•	For Scan Document, separate the citations with a semicolon, as in:   (Christie, 1988; Adams, 1966)

Once you link to a ProCite database by using Insert Citation or Scan Document, the unformatted citation appears as:

{Christie 1988 #70}{Adams 1966 #10}

When you Generate Bibliography, the formatted citations appear within the same set of delimiters:

•	Author-Date style:	[Christie, 1988; Adams, 1966]

•	Numeric style:	[1,2]

To reorder the citations in a multiple citation, use Unformat Citations and use your word processor to move (cut and paste) them:

{Adams 1966 #10}{Christie 1988 #70}

Generate Bibliography again to format the in-text citations and regenerate the bibliography.  The Configure Bibliography dialog allows you to choose the sort order for multiple in-text citations.


Forms of Citations in the Manuscript

In-text citations can appear in several forms:

•	The identifying text  is text you manually enter to find a record from a ProCite database. You can enter any combination of author name, title, date, and record ID. It is immediately replaced by a linked unformatted citation when you choose Insert Citation or Scan Document.

•	An unformatted citation  appears when you Insert Citation or Scan Document to link records, or Unformat a formatted citation. It is generated by ProCite, and is linked directly to a ProCite record as a placeholder. An unformatted citation includes either the author's last name, the year, and the record ID enclosed in delimiters, as in:   {Brown 1992 #128}   or, it includes just the record ID enclosed in delimiters, as in:   {#128}

•	A formatted citation  is created when you Generate Bibliography. It is generated by ProCite and should reflect the output you want to print. Formatted citations can include any fields from your ProCite records, but typically are made up of the author's last name and date or a citation number. To change this format, you must either select a different output style or modify the output style in use and regenerate the bibliography.

To revert to the original identifying text and remove a link to the ProCite record, highlight a citation and select Revert to Original Text from the Tools menu.


Generating a Bibliography

Once you have entered identifying text and inserted each citation in your manuscript to link it to a ProCite record, you can generate a bibliography. Generating a bibliography serves two functions:

•	It formats each citation within your manuscript according to a bibliographic style.

•	It adds a complete reference list to the end of the manuscript

The output style selected determines the format used to print citations and references.

Basic Procedure

1.	Choose Generate Bibliography from the Tools menu to display the Configure Bibliography dialog. Any changes made to this dialog are remembered for this document.

2.	On the Reference List tab, which will display first,

•	Verify or change the Output Style. This determines how each citation in text is formatted and how each reference in the bibliography is printed; which fields will print from each record and in what order.

When you select a different output style, all of the other options on this tab (except for the sort orders) are updated with settings from the output style. You can override those settings here.

•	Verify or change the Reference List Title that will print at the beginning of the bibliography.

•	Verify or change the Reference List Order and Citation Order. You can print the references in any ascending or descending sorted order, including Manuscript Order (the order found in your manuscript).

•	Select the appropriate Indentation.

•	Select the appropriate Spacing within a reference and between references.

•	Indicate whether to number each reference in the bibliography, and if so enter the beginning reference number.

3.	The Fields tab under Configure Bibliography gives you the option to print all fields listed in the output style or abbreviate the style and print a limited number of fields.

4.	Click OK to Generate the Bibliography.

ProCite automatically converts the citations in your manuscript to the in-text citation format specified in the current output style.

Each reference cited also appears in a reference list at the end of the manuscript, automatically formatted according to the current output style.

5.	You may view both the formatted citations and the bibliography by scrolling through your document or by using your word processor's Print Preview.

If you generated a bibliography only because you wanted to format the citations in the body of your manuscript, you can delete the reference list from the end of the document.

The margins for your bibliography, as well as any headers or footers, are taken from the document into which you are inserting. The title, numbering, indentation, and line spacing can be changed in the Configure Bibliography dialog. Additional paragraph and character style information is taken from the output style.

If you subsequently make changes to your manuscript and regenerate the bibliography, ProCite will replace any previously generated bibliography as well as regenerating the in-text citations.

When you Generate Bibliography, ProCite clears the current marked records in the ProCite database and instead marks all records cited in the manuscript.


Generating a Bibliography from Multiple Documents

You can use Word or WordPerfect’s Master Document feature to generate a single bibliography from multiple documents. This allows you to create a cumulative bibliography from any number of book chapters.

To generate a bibliography from a master document:

1.	In each of your documents, or chapters, insert (or scan) the in-text citations to link them to a ProCite database.

2.	Save and Close your documents.

3.	Create a New document.

4.	Designate the new document as a master document, then insert and display each of your chapters as subdocuments.

Note: This procedure is different for each version of Word and WordPerfect, so check your word processor’s documentation for step-by-step instructions.

5.	From the Tools menu, select Generate Bibliography.

6.	Verify the Configure Bibliography settings and click OK.

ProCite will generate the bibliography, using in-text citations from the master document and all displayed subdocuments, and will place the bibliography at the end of the master document.

Note:  Before generating a bibliography in the master document, make sure you close all subdocuments


Inserting Citations

To select a record in ProCite and link the citation to the text of your manuscript:

1.	With the cursor where you want a citation inserted, go to the Tools menu and select Insert Citation. ProCite will display an Insert Citation dialog.

2.	In the text box, type identifying text for ProCite to locate the record you want to cite. For example, to find a work published in 1982 by Paul Dickson, you would enter:

Dickson, 1982

If you have several ProCite records for works published in 1982 by Dickson, you could narrow the search by including part of the title and/or the ProCite record ID:

 Dickson, "A connoisseur", 1982, #150

See Entering Identifying Text for more information about how you can enter identifying text.

3.	In the drop-down list, select the ProCite database(s) you wish to search for matching records.

4.	Click Insert or press Enter to insert the citation.

5.	ProCite will compare the identifying text to your ProCite records.

a.	When a single ProCite record matches your identifying text, ProCite replaces the highlighted text with an unformatted citation linked to the appropriate ProCite record.

b.	When several records match the identifying text, ProCite lists all the matching records so you can choose one.

c.	When no records match, or if more than 500 records match, you need to modify the identifying text.

Once inserted, a citation is permanently linked to a record in a ProCite database, so you need to insert each citation only once.

6.	Continue inserting citations throughout your manuscript. You can insert citations in an existing manuscript or as you write.

7.	Having inserted your citations, save your document.


Recovering Citations

You may run into the rare occurrence where a document is corrupted by Word when converting from Word for Windows 6 to Word 97. In Word, go to the Tools menu and select the ProCite command Recover Citations.


Reverting to Original Text

Use Revert to Original Text to change formatted or unformatted citations back to regular text. This process removes the link between in-text citations and ProCite records.

You may want to Revert to Original Text so you can:

•	edit or add additional text to a citation without deleting the citation and manually re-entering the original text

•	link citations to a different ProCite database

You can revert a single citation or Revert All to remove all links to ProCite records and insert all the original identifying text. To later reinstate links, you must again use Insert Citation or Scan Document.

When reverting, you can select the Include Delimiters check box to surround identifying text with delimiters. This allows you to quickly insert citations later with the Scan Document command. The delimiters are initially set as brackets, but you should use delimiters that will not interfere with your writing. For example, if you tend to use brackets in your writing, use a different set of delimiters for identifying text.

If you want to change the formatting of all in-text citations, modify the in-text citation layout in your output style and then Generate Bibliography again in your manuscript.


Table of Switches

Use these switches with identifying text to add to or override the in-text citation format.

/h  =  hide in-text citation

/d  =  suppress author names to print date only

/pt  =  print preceding text

/ft  =  print following text

Use the /h switch to suppress the in-text citation. The reference appears in the bibliography, but the in-text citation appears only if citations are represented by numbers. For example, (Dressler, 1997/h) would not appear within the text of your manuscript but will format as part of the bibliography.

Use the /d switch to suppress author names.  For citations that require year only, type the author name as part of your manuscript text and, when entering identifying text to link the citation, include the switch to suppress the author name when formatting. For example, (Lewis, 1993/d) can print as (1993).

Use the /pt switch to print additional text before the citation. For example, (Tocqueville, 1976 /pt “See also”) can print as (See also Tocqueville, 1976).

Use the /ft switch to print following text after the citation. For example, (Huntington, 1993 /ft “:25-29”) can print as (Huntington, 1993:25-29).


Scanning to Link Existing Citations

Rather than insert citations one by one, you may prefer to enter identifying text surrounded by delimiters so ProCite can insert all citations in a single pass through the document.

The Scan Document process automatically steps through your document to find identifying text and insert citations. You should only need to Scan Document once per manuscript, although you can Scan Document any number of times as you add citations.

For identifying text to be recognized and matched, it must be in one of the forms described under Entering Identifying Text and you must surround it with delimiters. Typical delimiters are parentheses, brackets, or curly braces, as in:

... the relationship between a market economy and democracy [Lipset, 1992].

You must use the same set of starting and ending delimiters throughout your document, whether they are parentheses, brackets, etc.

To link the delimited text in your manuscript to ProCite records:

1.	Make sure each string of identifying text is surrounded by delimiters. For example, to find a work published in 1982 by the author Paul Dickson, your document could include:

[Dickson, 1982]

2.	Place the cursor at the beginning of your manuscript, and from the Tools menu select Scan Document.

A dialog box will show the delimiters (starting and ending text) that ProCite will look for to find identifying text in the document. These may or may not be the same delimiters used in formatted output (which are determined in the output style).

3.	If the delimiters indicated do not match those used in your document, change them here.

4.	In the drop-down list, select the ProCite database(s) to search for matching records.

5.	Click OK to save the delimiter and database settings and continue.

6.	ProCite will start at the beginning of your document and will step through your citations one by one, attempting to Insert Citation.

a.	When a single ProCite record matches your identifying text, ProCite replaces the highlighted text with an unformatted citation that is linked to the appropriate ProCite record.

b.	When several records match the identifying text, ProCite lists all the matching records in an Insert Citation dialog, so you can choose one.

c.	When no records match, or when more than 500 records match, ProCite asks you to modify the identifying text. Modify the Identifying Text in the text box and press Enter. ProCite attempts to match and Insert a citation with the new text.

Once a citation is inserted, it is permanently linked to a record in a ProCite database, so you need to do it only once for each citation.

7.	When done, Save your document.


Word Technical Tidbits

ProCite installs files in your Word Startup folder and Templates folder for cite while you write  support. The startup folder is typically c:\program files\microsoft office\startup\, but your actual startup folder is indicated in Word’s File Locations dialog.

PC5WD32.WLL adds ProCite commands to Word

PC5WD7.DOT adds the ProCite menu items and toolbar to Word 7

PC5WD8.DOT adds the ProCite menu items and toolbar to Word 97 and Word 2000

If you install Word after installing ProCite, you must reinstall cite while you write support.

We recommend that you not view field codes in Word. If you choose to view field codes, please don’t modify them. Changing field codes could corrupt links to your ProCite database.


WordPerfect Technical Tidbits

ProCite modifies your Windows Registry file so WordPerfect can find the appropriate cite while you write files in your ProCite CWYW folder. If you install WordPerfect after installing ProCite, you must reinstall the cite while you write  support.

ProCite adds two styles to your WordPerfect style list: Citation and RefList. Do not delete or modify these styles! ProCite uses them when inserting records and when generating a reference list.

If the ProCite toolbar is not available, go to the View menu, select Toolbar, and select the ProCite toolbar. To toggle between the available toolbars, right-click on the current toolbar and select from the list.

Be careful when viewing field codes so you do not corrupt your links. If you select a citation to move or delete, you must include the surrounding codes. Modifying field codes could corrupt links to your ProCite database. For example, the unformatted citation:

{Olson, 1990#290}

expands with field codes added:

Char Style: Citation {Olson<> 1990<>#290} Char Style: Citation Third Party


Versions of Microsoft Word Supported

ProCite integrates with these versions of Microsoft Word:

Word 7, Word 97, and Word 2000

When you install ProCite, the installation program determines which versions of Word are available and installs the appropriate cite while you write  support.  If you install Word after installing ProCite, you need to reinstall ProCite to install cite while you write  support.

Cite while you write support works correctly for versions of Word localized for these languages:

•  Czech	•  Norwegian
•  Danish	•  Polish
•  Dutch	•  Portuguese, Brazilian
•  English, British	•  Portuguese, Iberian
•  English, International	•  Romanian
•  Finnish	•  Russian
•  French	•  Slovenian
•  German	•  Spanish
•  Greek	•  Swedish
•  Hungarian	•  Turkish
•  Italian
Languages that are variants of the languages listed here may also be supported.


Moving the Bibliography Bookmark

When a bibliography is first generated in a manuscript, ProCite adds it to the end of the document. A Bookmark is inserted to mark the beginning of the bibliography. Each time you regenerate the bibliography after that point, it is replaced at the Bookmark.

You may later add in-text citations after the bibliography. Still, when the bibliography is replaced by Generate Bibliography, it is replaced in its current position. If you want the new bibliography placed at the end of the document, first delete the current bibliography -- including the bookmark.

To delete the ProCite bookmark, delete the entire bibliography, including the title and the line before it. To make sure the bookmark is deleted, you can display Show Bookmarks in your word processor.

You can actually Cut the Bookmark and Paste it anywhere in the document. ProCite will generate the bibliography wherever the bookmark is located.


Copying Databases

Each ProCite database is made up of two required files: a primary file and a key file.  Both files must be present for you to open and use a database. By default, database files are kept in ProCite’s Database folder.

To copy a database to another user's machine:

•	If you are both using only the predefined workforms, you can simply copy your database disk files to the other user's Database folder.

If you are copying from a Macintosh to a Windows machine, add the extension .PDT to the primary database file. The key file already includes the extension .PDX.

•	If you changed the predefined workforms or created new workforms, you must supply the appropriate workforms along with the database files. Workforms are stored in Procite’s Forms folder.

If you are copying from a Macintosh to a Windows machine, add the extension .PWF to your workform filenames.


Copying and Pasting Text

You can copy text within or between applications by using the clipboard. Select the text to be copied and use either the Edit menu Copy and Paste commands, the buttons on the toolbar, or the equivalent keyboard shortcuts.

When inserting new ProCite records, you may also want to use the Insert Previous Field or Insert Previous Record commands from the Edit menu. These commands copy information from the last record displayed.


Copying Formatted References

Copying a single formatted reference or in-text citation to the clipboard is helpful when you want to paste into another application.

To copy a record to the clipboard:

1.	In a record list, click to highlight the record you want to format.

2.	From the Edit menu’s Copy Special submenu, choose:

•	Copy Formatted Reference to format the highlighted record using the current Configure Bibliography settings (including output style) and copy it to the clipboard.

•	Copy In-Text Citation to format the highlighted record according to the current output style and copy it to the clipboard. The in-text citation format is typically an Author-Date format used when citing records within a manuscript.

3.	Switch to your word processor or other application and Paste the formatted reference or in-text citation at the cursor location.


Copying Marked Records

Use the Copy Marked Records command from the Database menu to directly copy marked records between ProCite databases without using an intermediate file.

Tips:  You can duplicate records by copying them to the same (source) database. You can also drag-and-drop records to copy or move records from one open database to another.


Duplicating Records

To duplicate a record:

1.	Display the record you want to duplicate.

2.	From the Database menu, select New Record.

3.	Select the appropriate workform from the Workform pull-down menu.

4.	From the Edit menu, select Insert Previous Record.

ProCite will copy each field of information from the source record to the same field number in the new record. The new record will be assigned the next sequential record ID number. You may want to edit the new record and add additional information before saving it.

Tip:  To duplicate multiple records as a batch, you can use Copy Marked Records from the Database menu to copy the marked records into the same database from which you are copying.


Deleting Citations

To delete a linked citation in a manuscript, first Unformat Citations and then delete the unformatted citation.  You must generate a new bibliography to reflect changes.


Deleting Databases

To delete a ProCite database, or any other ProCite file, go to the File menu and choose Delete. Locate the ProCite file you want to delete.

You may prefer to use the Windows Explorer to locate, highlight, and delete any file. When deleting a database, remember to delete both database files.


Deleting Records

You can delete one record from your database or several records at once.

To delete highlighted records from your ProCite database:

1.	In a record list, highlight the record(s) you wish to delete.

2.	From the Database menu, select Delete Record.

To delete marked records from your ProCite database:

1.	From the Select menu, choose Clear Marked Set.

2.	Mark each record you wish to delete by checking the box next to each record.

3.	Display the Marked Records tab to verify the marked set. Make sure only those records you wish to delete are displayed.

4.	From the Database menu, select Delete Marked Records. ProCite asks for verification, to avoid accidentally deleting records.


Duplicating a Field of Information

You can use the clipboard to Copy and Paste text from one field to another. Or, use the Insert Previous Field command to copy a field of information from one record to another. This procedure takes the complete contents of one field and copies it to the corresponding field by field number.

To insert from a previous field:

1.	Display the record from which you want to copy text.

2.	Open the record you wish to copy to (or insert a New Record).

3.	Position the cursor in the appropriate field.

4.	From the Edit menu, select Insert Previous Field.

ProCite will copy the field from the last displayed record to the currently displayed record.


Duplicating a Record

To duplicate a record:

1.	Display the record you want to duplicate.

2.	From the Database menu, select New Record.

3.	Select the appropriate workform from the Workform pull-down menu.

4.	From the Edit menu, select Insert Previous Record.

ProCite copies each field of information from the source record to the same field number in the new record. The new record is assigned the next sequential record ID number. You may want to edit the new record and add additional information before saving it.

Tip:  To duplicate multiple records as a batch, you can use Copy Marked Records from the Database menu to copy the marked records into the same database you are copying from.


Editing Keys

When you are entering or editing records, the cursor and editing keys operate as follows:

To Move	Press
to the next field	Tab
to the previous field	Shift+Tab
to the beginning of the line	Home
to the end of the line	End
to the beginning of the field	Ctrl+Home
to the end of the field	Ctrl+End
to the start of the current word	Ctrl+Left Arrow
to the start of the next word	Ctrl+Right Arrow
up one window	Page Up
down one window	Page Down
To Delete	Press
a character before the insertion point	Backspace
a character after the insertion point	Del
To	Press
insert a paragraph mark	Enter
insert a line break	Shift+Enter
insert a tab character	Alt+09
enter a nonbreaking space	Ctrl+Shift+Spacebar
move selected text to the clipboard	Ctrl+x
copy selected text to the clipboard	Ctrl+c
paste text from the clipboard	Ctrl+v
clear highlighted text from a field	Del
highlight all text in a field	Ctrl+a


Entering Author Names

ProCite assumes that these fields contain only author names:

01 Author, Analytic

07 Author, Monographic

16 Author, Subsidiary

30 Series Editor.

For the most flexibility and accuracy in your bibliographies, you should follow these entry rules when entering author names:

•	For personal authors, enter last name, first name, middle name or initial (period after initial).

•	Enter each name as completely as possible. ProCite can reduce full names to initials, but cannot expand initials to full names.

•	Use an equal sign (=) before the name of a corporate author. This tells ProCite to ignore personal author formatting.

•	Separate multiple authors with a double slash (//), a semicolon (;), or a carriage return. The output style will replace the separator with the appropriate punctuation.

If you do not know the names of all multiple authors, enter the names you do know and follow them with four slashes (////)

Examples


Examples of Author Entries

Hollister, Charles Warren

Ross, T.J.

Morris, Mary

=Department of the Treasury

Smith, John Wyeth//Meade, Michael J.

Smith, Johathon Paul////

Smith, John//Meade, Michael J.//=MWS Corporation


Entering Dates

ProCite can appropriately sort and format dates in these fields:

12 Date of Meeting
20 Date of Publication
21 Date of Copyright

Enter the date in virtually any format. See your ProCite User's Guide for a detailed list. These are all valid dates that can print in the same format on output:

3/15/98
Mar 15, 1998
15 Mar 1998
3-15-98

Always enter a four-digit year for dates before 1900 or after 1999.  Dates for unpublished works, such as “in press,” or “submitted for publication,” will sort as plain text after all other dates – assuming ProCite can’t find a valid date anywhere in the field.


Entering Keywords

Separate keywords with a slash (/), a semicolon (;), or a carriage return. For example:

Asthma/Allergy/Experimental Drugs/Respiration

ProCite can search each keyword separately, and can use each keyword as a subject heading.


Entering Titles

ProCite assumes that these fields contain titles for searching, sorting, and formatting:

04 Title, Analytic
09 Title, Monographic
10 Journal Title
11 Title
32 Series Title

Capitalize the first word and each proper noun in a title. ProCite's output styles can apply title case or uppercase on output. For example, enter:

A history of the modern world

In many output styles this will print as:

A History of the Modern World


Entering Reprint Status

When field 12 is assigned the field name Reprint Status, the field appears with a pull-down list of choices plus a Date subfield. You can type a reprint status or choose from these options on the pull-down list:

In File	You have a reprint in your files.
Not in File	You do not have a reprint, and do not expect to have one (the default setting)
On Request	You have requested a reprint. When you choose On Request, ProCite enters the current date in the Date subfield. You can overtype with a different date. Entering the date you requested the reprint helps you manage pending requests.
When field 12 is assigned a field name other than Reprint Status, the field is treated as a regular date field.


Fonts and Styles

Changing the Default Font and Size in Edit Record

To change the font and size used to display records during data entry and editing, go to the View menu and choose Configure Edit Record. You can select a new default font and size.

Applying a Font, Size, or Style in Edit Record

In general, it is not wise to apply a font, size, or style to text in a record itself. For the most flexible use of ProCite, you should apply these items with output styles. In this way, you can easily switch between underlining, italics, bold, etc. for the different bibliographic styles.

Apply a font, size, or style to a specific record only when it is limited to part of a field of text or when you always want that style applied, such as applying italics to Latin terms. To apply a font, size, or style to a string of text in your record, highlight the text and use the pull-down menus and buttons on the formatting toolbar. You can also use the keyboard to apply styles.

To remove manual formatting and reset text to the default, use CTRL+T.


Global Editing to Clear Text and/or Add Text

With the Global Edit command, you can change the contents of a particular field or group of fields within multiple records in the following ways:

•	Clear Text: You can delete existing text in a specific field. For example, if you imported extraneous data into a field throughout the database, you can easily clear the contents of the field.

•	Replace Text: You can strip a field of all existing text and replace it with a specific word or phrase. For example, if you imported references from a CD service, you may want to delete the supplied keywords in the 45 Keywords field of every record and replace them with your own terms.

•	Add Text: You can copy text to a specific field. For example, you can add a particular keyword to the 45 Keywords field in every marked record.

If the field you are adding text to does not exist in a particular record (based on the workform in use), no text will be added to that record.

You can insert text in the default font only. If you want to add characters in a different font, you must edit the records individually.

To make global changes to the current database:

1.	From the Select menu, choose Clear Marked Set to clear the check box for all records.

2.	Mark the records you wish to modify. When you are done marking, we recommend that you display Marked Records in the Quick Search view to make sure you have marked only the records you want to change.

3.	From the Database menu's Edit Marked Records submenu, select Global Edit... to display the Global Edit dialog.

4.	In the fields list, click to highlight the field (or fields) that you want to change.

The 45 ProCite fields are listed by field number and default field name. Be careful! A particular field number used in one workform may contain very different information than the same field number used by another workform.

5.	Use the Change pull-down list to select the type of change you want to perform. Choose one of the following options:

•	Add to the beginning of each field will copy text to the beginning of the highlighted field(s). Existing text in the field will be left intact. ProCite will add text separators (// or /) in the author and keywords fields as needed.

•	Add to the end of each field will copy text to the end of the highlighted field(s). Existing text in the field will be left intact. ProCite will add text separators as necessary.

•	Replace the entire field will delete a field's contents and then add text.

•	Clear the entire field will delete a field's contents.

6.	If you are adding text or replacing an entire field, type the new text into the Text to Add box

7.	Click OK to start the operation. ProCite asks whether it is okay to modify the selected fields in each of the marked records.

8.	Click OK to dismiss the alert and perform the global edit operation. Upon completion, ProCite indicates how many records were changed.

9.	Click OK to dismiss the message.

Tip: You can use these special characters in a text box:

^t  =  tab

^p =  paragraph

^l  =  line feed


Global Find and Replace

You may want to change every occurrence of a particular word or phrase in a database. With the Global Find and Replace command, you can quickly locate and modify specific text in the current set of marked records.

You can find and replace text in the default font only. Any text in a record that has a different font applied to it will not be replaced.

To globally find and replace text:

1.	From the Select menu, choose Clear Marked Set to clear the check box for all records.

2.	Mark only the records you wish to modify.

3.	Go to the Database menu, and from the Edit Marked Records submenu choose the Global Find/Replace command. ProCite will display the Global Find/Replace dialog.

4.	In the fields list, click to highlight the field (or fields) in which to find and replace text. The 45 ProCite fields are listed by field number and default field name. Whereas you may have changed the field names in your workform, the field numbers remain constant.

5.	Enter information into the following text boxes:

a.  In Find Text, specify the characters or string of text you want to find. ProCite finds text in the default font only. Use the arrow to pick an item from a field content list, term list, or journal list.

b.  In Replace With, specify the characters or string of text you want as the replacement for the found text. You can type text in the default font only. Use the arrow to pick an item from a field content list, term list, or journal list.

6.	You can narrow the searching process by selecting one or both of these options:

•	Match Case, when checked, will only match exact capitalization when searching for the specified text. If not checked, ProCite will search for the text regardless of case.

•	Find Whole Words Only, when checked, will find only whole words; characters embedded in other words will be ignored.

7.	Click OK to start the operation. ProCite asks you to verify the request.

8.	Click OK to dismiss the message and perform the global find and replace operation. ProCite alerts you when the process is complete, and indicates the number of records changed.

9.	Click OK to dismiss the message.

Tip: You can use these special characters in a text box:
           ^t  =  tab
           ^p =  paragraph
           ^l  =  line feed


Globally Changing the Workform

With the Global Change Workform command, you take a marked set of records that are in any combination of workforms, and modify the set so that all of those records use one particular workform.

To change the workforms of multiple records to one workform type:

1.	From the Select menu, choose Clear Marked Set to clear the check box for all records.

2.	Mark the records whose workforms you wish to change.

3.	Go to the Database menu's Edit Marked Records submenu, and choose Global Change Workform.

4.	Select a new workform from the pull-down list of available workforms.

5.	Click OK to start the operation. ProCite displays an alert message asking if it is OK to change each marked record to the new workform.

6.	Click OK to allow ProCite to change the workform for the marked records. ProCite alerts you when the process is complete, and indicates the number of records changed.

7.	Click OK to dismiss the message.

All information in fields common to both the original and the new workform remains intact. That is, if both workforms include a particular field number, the contents of the field remain in that field, although the field name may change from workform to workform.

If an original field has no corresponding field in the new workform, it will still be included in the new record. However, it is not part of the new workform and should be moved to the appropriate field or deleted. Either Cut the text and Paste it into the appropriate field for each record, or mark the affected records and use the Global Move Field feature.


Globally Moving a Field of Information

With Global Move Field, you can move an entire field of text to another field in the current set of marked records.

We recommend that you move fields of text within one workform type at a time, so you are certain the target field actually exists in the workform used for each record. If the target field does not exist in a record, the field of text will not be moved.

To globally move a field of text:

1.	From the Select menu, choose Clear Marked Set to clear the check box for all records.

2.	Mark only the records you wish to modify.

To display all records that use the same workform, display the Terms tab, select Workforms from the Show list, then click on the appropriate workform name. Then mark the records you wish to change.

3.	Go to the Database menu's Edit Marked Records submenu and choose the Global Move Field command.

4.	Use the Move From list to select the field that contains the text you wish to move. Although you may have renamed fields from the default names listed, the field numbers remain constant.

5.	Use the Move To list to select the field you want to contain the text.

6.	Use the Change list to indicate where to put the text in the new field:

•	Move to beginning of field will move all text from the first selected field to the beginning of the second selected field. ProCite will add text separators (// or /) in the author and keywords fields as needed.

•	Move to end of field will move all text from the first selected field to the end of the second selected field. ProCite will add text separators as necessary.

•	Move to replace entire field will move all text from the first selected field and use it to replace any text in the second selected field.

7.	Click OK to start the operation. ProCite displays an alert message asking if it is okay to move field information for each marked record.

8.	Click OK to allow ProCite to dismiss the alert and change the marked records. ProCite alerts you when the process is complete, and indicates the number of records changed.

9.	Click OK to dismiss the message.


Inserting Records

To add a record to a ProCite database:

1.	From the Database menu, select New Record.

The Edit Record window appears with an empty workform displayed. The workform is an empty version of the last workform selected. If you want to use a different workform, use the pull-down list.

2.	Fill in the fields of information.

3.	When you are done inserting a record, you can:

•	Choose New Record from the Database menu to save and close the current record and insert another new record with the next sequential record ID number. This allows you to quickly insert multiple records.

•	Click the Close box to save or cancel the current record and return to the abbreviated list.


Inserting Symbols & Diacritics

You can insert symbols in several places, including a record, a search expression, and an output style.

To enter diacritics (umlauts, tildes, and other accents) or symbols, place the cursor where you wish to insert the character and select Insert Symbol from the Edit menu. ProCite displays a table of characters for the current font. Double-click on the character you wish to enter.

The symbols available are those for the font that is currently in effect. You can change the font in the Symbols dialog, but should not unless it is unavoidable, because you may run into unforeseen problems. For example, Greek characters entered in a standard font do not look different from Greek characters entered in a special Greek font, yet they are treated as distinct characters in searching.

Note: Symbols that are entered in a font other than the default font do not display "as entered" in the abbreviated record list; you will see the character in the display font that has the same character code as the symbol stored in the record. Symbols will display correctly in the Preview Pane.


Attaching Files and URLs

You can add a path and filename or a URL to a ProCite record and later launch the attached file or URL. Two examples:

c:\documents\research.doc

http://www.procite.com

When the path and filename or URL is in field 38: Location/URL, you can either highlight the record in a record list or open the record for editing. Then, from the Tools menu, choose Open File/URL.

When the path and filename or URL is in any of the 45 ProCite fields, open the record for editing, highlight the full path and filename or URL, and from the Tools menu choose Open File/URL.

In the case of a URL, ProCite will launch your default browser and direct it to the internet location. In the case of a path and filename, ProCite will launch the file as though you had double-clicked the file icon.


Renumbering Records

You can renumber a single record simply by typing a new record ID into the appropriate text box in Edit Record.

To renumber an entire database:

1.	From the Database menu, choose Renumber Database.

2.	In the drop-down list box, choose the order in which you wish to number the database.

3.	Set the starting record ID (for example, 1 or 10).

4.	Set the increment between numbers (for example, 1 or 10)

5.	Click OK to start renumbering. ProCite asks for verification before any change is made.


Backing Up Your Files

Back up your databases often, especially after making numerous changes or additions. We recommend that you keep an archival backup of your databases (plus custom workforms, output styles, lists, and configuration files) on separate disks from your regular backups.

You can back up workforms, output styles, lists, and configuration files simply by copying them to floppy disks. Once your databases start growing, it becomes unlikely that you can fit even a single database on a floppy disk.

Back up your ProCite databases with the Backup utility included with Windows 95/98/NT or any backup utility from a third party vendor. Each database is made up of two files. For example:

Sample.PDT

Sample.PDX

Only the .PDT file is absolutely essential, but you should back up both files. The .PDT file contains the text of your records, while the .PDX file contains key information for sorting, searching, and other operations. If the .PDT file is missing, your data is lost. If the .PDX file is missing, ProCite simply rebuilds it.


Fixing Damaged Files

Please back up your ProCite files, especially your databases, on a regular basis. Remember to back up both the primary database file and the .PDX file for each database.

This is what to do when your files are damaged and you do not have a backup to restore:

•	When a database is damaged, use the Rebuild command to attempt to repair the database. See Rebuilding a Database.

•	When a predefined list, output style or workform is damaged or deleted, reinstall ProCite to copy the original file from the master disk.

•	When a custom output style or workform is damaged or deleted, create a new one and redefine it to match the old file.

•	When a list file is damaged or deleted, create a new one and re-enter each item. You may be able to create most of the list by printing field contents to a disk file.


Multiple Users

You can share the ProCite program with other users if you have purchased a multi-user network package. The original disk package indicates how many users may legally access ProCite. Each user keeps custom preference files on his/her local machine.

Any number of users can open the same database with read-only access. One user at a time can open a database with read-write access. See Sharing Databases for details.

If users are using different copies of the ProCite program to open the same database, they must make sure that both copies of ProCite have the needed workforms available.


Read-Only Access

You can open any ProCite database in read-only mode. You can use all of the major ProCite features – searching, sorting, printing, etc. The only restriction is that you cannot save any changes to data in the records.

To open any ProCite database in read-only mode:

1.	Start ProCite

2.	From the File menu, select Open.

3.	In the File Open dialog, select the Read Only check box.

4.	Locate the database you wish to open and click Open.

The next time you want to open a ProCite file for editing, deselect the Read Only check box in the file dialog.

When you want to share a database on a network, any number of users can open the same database with read-only access. See Sharing Databases about making a database available for multiple users.


Rebuilding a Database

Before rebuilding a database, make sure there is sufficient disk space for another database of the same size. When rebuilding, the program creates a corrected copy of the original database. You will end up with two databases. The copied database does not need to be on the same drive as the original.

Keep a backup of the original, damaged database files and work with the new database until you are satisfied that the rebuild operation was successful.

To rebuild a ProCite database:

1.	Start ProCite.

2.	If the database you wish to rebuild is open, Close it.

3.	From the Tools menu, choose Rebuild Database to display a file dialog.

4.	Locate and double-click on the database you want to rebuild. ProCite displays a file dialog.

5.	Type a new database name in the text box.

6.	Click Save to start rebuilding. A status line displays, giving you an idea of how long the process will take.

7.	When ProCite is done rebuilding, the new database will open.

Rebuild attempts to restore from the original database:

•	stop lists

•	sort language

•	custom sort settings

•	duplicate detection settings

•	record ID increment

•	groups

If unable to restore an item, ProCite uses default settings and you will need to change them manually.

If the number of records in the new database is lower than the number of records in the original database, either:

•	Some records were damaged and were not repairable, or

•	The record count was damaged, and the original database did not really have that many records in it.

Once you are comfortable that the new database is working correctly, you can delete the old database. Remember to remove both database files.

If you want the new database to have the same name as the original database, you can rename it after deleting the original database.


Renaming Files

To change the disk file name for a ProCite file, open the file and use the Rename command from the File menu.

If you prefer to rename files with the Windows Explorer, remember  to retain file extensions. Each ProCite database is comprised of two required files. You must rename both files. For example, to rename the database DRAFT to the name FINAL, you must change the files:

DRAFT.PDT
DRAFT.PDX

to

FINAL.PDT
FINAL.PDX

If you want to share ProCite files created on a Macintosh with ProCite for Windows, rename files with these extensions so they are easily available from both platforms.

Type of ProCite File	Disk File Extensions
Database	.PDT and .PDX
Journal Title List	.PJL
Term List	.PJL
Output Style	.POS
Workform	.PWF


Size Limits

Feature	Maximum Limit
Number of open databases:	10 recommended
Number of records in a database:	100,000 recommended
Number of characters in a record:	unlimited
Number of characters in a single author name:	255
Number of characters in a single keyword:	255
Number of workforms:	unlimited
Number of fields in a workform:	45
Number of output styles:	unlimited
Number of term lists and journal lists:	unlimited
Number of items in a term list or journal list:	unlimited
Number of characters in a list item (Term,  Journal Title, Journal Abbrev., or Note):	255
Number of fields to display in a record list:	6
Number of sort levels in a custom sort:	6
Number of users that can open a  single database with read-only access:	unlimited
Number of users that can open a  single database with write access:	one
Number of users that can use  a single copy of ProCite:	determined by license


File Extensions

These file extensions are automatically added to ProCite for Windows files. To share ProCite for the Macintosh files with ProCite for Windows, first add these file extensions. Filenames are not case sensitive, so you can type these in upper or lowercase.

Type of ProCite File	Disk File Extension
Databases	.PDT  (primary database file)
	.PDX  (database key file)
Workforms	.PWF
Term Lists	.PJL
Journal Title Lists	.PJL
Output Styles	.POS
Configuration Files	.CFG


Sharing Databases

When the database you want to share is available on a network:

•	Any number of users can open the same database with read-only access. You may want to place the database in a read-only folder to make sure the database is always available to multiple users.

•	One user at a time can open a database with read-write access. If a user already has a database open with read-write access, ProCite will tell other users that the database is already in use. The database is not available to others until the user with read-write access closes it.

•	If a database is in use by someone, with either read-write or read-only access, you will not be able to open the database with read-write access.

•	If you are each running a separate copy of the ProCite program, make sure that you all have the same workforms available to ProCite before opening the database.

When you want to copy a database to another user's machine:

•	If you are both using only the predefined workforms, you can simply copy your database disk files to the other user's Database folder.

•	If you have changed predefined workforms or created new workforms, you must supply the appropriate workforms along with the database files.

When you want to share a ProCite for the Macintosh database with ProCite for Windows, add the extension .PDT to the primary database file. Both ProCite versions can easily access the same database.


Importing Tagged Records

Before you begin, you need to know from which service and/or database your records were retrieved. See the list of Configuration Files supplied for services and databases whose records can be easily imported into ProCite.

If a configuration file is not available for your records, you can use Biblio-Link II to create or modify a configuration file in order to transfer your tagged records.

To import records from a tagged text file:

1.	In ProCite, go to the Tools menu and select Import Text File to display an Open File dialog.

2.	Locate and open the text file that contains the tagged records you want to import into ProCite. ProCite will display the file onscreen.

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

4.	In the File Format drop-down list, select the service from which you retrieved the tagged records.

5.	In the Target Database drop-down list, select the ProCite database to receive the records.

6.	Click on the Transfer button to begin importing records.

7.	Click the close box to return to the database record list.

Tips: The imported records are marked. To see only those records you just transferred, select Marked Records for viewing.

You can transfer suspected duplicates to look at later, or you can ignore them during the transfer. See Duplicate Detection.


Importing Delimited Records

Importing allows you to transfer information from a delimited text file into ProCite. A delimited text file is most often used as an intermediary step for transferring records between different software applications.

To import records from a delimited text file:

1.	From the Tools menu, select Import Text File to display a File dialog.

2.	Locate and open the text file that contains the delimited records you want to import into ProCite. ProCite will display the file onscreen.

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

4.	In the File Format drop-down list, select the appropriate delimited format of your records:

•	Comma Delimited

•	Tab Delimited

•	Custom

5.	In the Target Database drop-down list, select the ProCite database to receive the records.

6.	Click on the Transfer button to start copying records.

7.	When ProCite is done importing records, click the close box to display the database record list.

8.	Click on Marked Records in the Quick Search View to see and verify the records you imported.

After importing, make sure to view several full records in the Edit Record window. If a field in a record appears with three dashes as a field name (---) in the Edit Record window, data was placed in a field not specified in the workform definition. To remedy this, you can do one of these:

•	Use the Global Move Field command to move the information to the appropriate field.

•	Use the Global Edit command to delete the entire field of information from the marked records.

•	Modify the workform itself, adding the field that now contains data.

•	Delete the marked records (the records you just imported), modify your delimited file to match the field order to the appropriate workform, and import the records again.


Exporting Delimited Records

The Export feature creates a delimited text file from a ProCite database. You can then import the delimited file into a different ProCite database or into another database program.

To export delimited records:

1.	Mark the records you want to export. In the Quick Search view, click on Marked Records to verify the list of records to export.

2.	From the Tools menu, select Export Marked Records to display the Export Marked Records dialog.

3.	Select the appropriate Export Format:

•	Comma Delimited

•	Tab Delimited

•	Custom

4.	Click on the Exported Data tab to determine how much field data is exported.

•	Export data for all fields will export all data from the marked records.

•	Export data only for selected fields can limit the field data exported from marked records. Click on the Select Fields button and select only those fields whose data you wish to export. For example, you may want to export everything but notes.

You may want to Export workform definitions if the export file will be imported into another ProCite database. A different user may not have your workforms, especially if you have created new workforms or modified the workforms supplied with ProCite.

5.	Click OK. Since you are exporting records to a Text Only file, ProCite will remind you that all styles, including superscript and subscript, are removed from the exported text.

6.	Click OK to display a file dialog.

7.	Type in a unique name for the export file and click Save. ProCite exports the records in record ID order, and when done will return you to the database.

You can import the text file into a different ProCite database, import it into another database system, or open it with your word processor.


 Converting from Reference Manager or EndNote

ProCite can import data from most versions of Reference Manager and EndNote.

Back up your database before you begin. Then, make sure you have enough available disk space for a new database that could be twice as large as the original database. ProCite reads the old database and creates a copy of it in the new file format.

To convert a Reference Manager or EndNote database to ProCite:

1.	From ProCite’s Tools menu, select Convert File to display a file dialog.

2.	In the Files of Type drop-down list, select All Files.

3.	Locate and highlight the old database or library name in the file dialog, and click Open to convert it. ProCite asks whether it’s okay to convert the file.

4.	When you click Yes to start the file conversion, ProCite displays a file dialog.

5.	Type a name for the database, select the appropriate folder for the new database (typically ProCite5\Database) and click Save to start the conversion.

Caution: Do not delete your old database until you have opened the new copy with ProCite 5 and checked to make sure the database is intact.


List of Workforms by Name

Workforms by Name,

with Corresponding Letter

Art Work	R
Audiovisual Material	P
Bill-Resolution	no letter
Book Chapter	no letter
Book Long Form	A
Book Short Form	B
Book Whole	no letter
Case	no letter
Computer Program	S
Conference Proceedings	K
Data File	T
Dissertation	G
Electronic Citation	no letter
Email	no letter
Generic	no letter
Hearing	no letter
In Press	no letter
Journal Article	no letter
Journal Long Form	C
Journal Short Form	D
Journal Whole	no letter
Letter	I
Magazine Article	no letter
Manuscript	J
Map	L
Monograph	no letter
Motion Picture	O
Music Score	M
Newspaper	F
Patent	no letter
Report	E
Statute	no letter
Sound Recording	N
Trade Catalog	H
Unenacted Bill-Resolution	no letter
Unpublished Work	no letter
Video Recording	Q
Web Page	no letter


List of Workforms by Letter

Workforms by Letter,
with Corresponding Name

A	Book Long Form
B	Book Short Form
C	Journal Long Form
D	Journal Short Form
E	Report
F	Newspaper
G	Dissertation
H	Trade Catalog
I	Letter
J	Manuscript
K	Conference Proceedings
L	Map
M	Music Score
N	Sound Recording
O	Motion Picture
P	Audiovisual Material
Q	Video Recording
R	Art Work
S	Computer Program
T	Data Files
no letter	Abstract
no letter	Bill-Resolution
no letter	Book Chapter
no letter	Book Whole
no letter	Case
no letter	Electronic Citation
no letter	Email
no letter	Generic
no letter	Hearing
no letter	In Press
no letter	Journal Article
no letter	Journal Whole
no letter	Magazine Article
no letter	Monograph
no letter	Patent
no letter	Statute
no letter	Unenacted Bill-Resolution
no letter	Unpublished Work
no letter	Web Page


Default Comma Delimited Format

The predefined Comma Delimited format allows you to quickly import or export records that include the workform type, the record ID, and all 45 ProCite fields for each record. Fields not used in the workform, and fields that contain no data, are indicated with an empty set of delimiters. This is a record formatted according to the Comma Delimited format:

"Monograph","", "", "", "", "", "", "","Adams, Alexander B", "","John James Audubon: A Biography", "", "", "", "", "", "", "", "","New York","G.P. Putnam's Sons","1966", "", "", "", "", "", "", "", "", "", "", "", "", "", "", "", "", "", "", "", "","0-03-316218-4", "","Traces the checkered career of artist and Naturalist, John James Audubon (1785-1851)", "","Biography"

ProCite uses the following settings to import or export in the predefined Comma Delimited format:

Import/Export Settings

Fields Separated With:	Commas

Records Terminated With:	Carriage Returns

Optional Field Delimiters:	Selected
Delimit Fields with:  "  (double quote)
Replacement Character:  '  (single quote)

Included Fields:	Workform Indicators:  Selected
Record IDs:  Selected
All 45 Fields:  Selected

Additional Export Settings

Exported Data:	Export Data for All Fields

Workform Definitions:	Export Workform Definitions: Selected


Default Tab Delimited Format

The predefined Tab Delimited format allows you to quickly import or export records that include the workform type, the record ID, and all fields in the workform for each record. Fields not used in the workform are indicated with an empty set of delimiters. This is a record formatted according to the Tab Delimited format (where >=tab):

Monograph>>Adams, Alexander B>>John James Audubon: A Biography>>New York>G.P. Putnam's Sons>1966>0-03-316218-4>>Traces the checkered career of artist and Naturalist, John James Audubon (1785-1851)>>Biography

ProCite uses the following settings to import or export in the predefined Tab Delimited format:

Import/Export Settings

Fields Separated With:	Tabs

Records Terminated With:	Carriage Returns

Optional Field Delimiters:	Not Selected

Included Fields:	Workform Indicators:  Selected
Record IDs:  Selected
All 45 Fields:  Not Selected

Additional Export Settings

Exported Data:	Export Data for All Fields

Workform Definitions:	Export Workform Definitions: Selected


Custom Delimited Format

When you choose the Custom format to import or export records, you  determine the text file format. You may want to first check the default Tab Delimited and Comma Delimited formats, as one of them may already meet your needs.

•	When importing, first examine the text file. Choose the Custom settings to exactly match the format of your delimited text file.

•	When exporting, first determine which application is going to read the exported file. Choose the Custom settings so that ProCite exports the format required by that application.

These are the Custom options:

Import/Export Settings

Fields Separated With: Select the character to separate each field in the delimited text file. This character is typically a comma or a tab.

Records Terminated With: Select the character to separate each record in the text file. The most common terminator is a carriage return.

Optional Field Delimiters: Select the Delimit Fields box for delimiters around field text (in addition to the field separators).

Delimit Fields with:  If you selected the Delimit Fields box, enter the field delimiter here. Typical field delimiters are quotation marks.

Replacement Character: Whenever ProCite encounters a character in a ProCite field that matches the delimiter, it replaces that character with the one entered here.

Caution: You may want to export single quotes for delimiters so double quotes will not interfere with double quotes in your records. But if you import all single quotes back to a double quote, you will replace the single quote in contractions and French articles with a double quote!

Included Fields:

Workform Indicators:  Select this check box for the first field of each record to contain a workform letter or name. ProCite will import full workform names and the letters A-T for twenty of the predefined workforms. ProCite will export the letters A-T for twenty of the predefined workforms and full workform names for all other workforms.

Record IDs:  Select this check box to include the record ID from each record. ProCite will import from or export to the first field position (the second field position if you include workform indicators).

All 45 Fields:  Select this check box to include all 45 ProCite fields. Empty place holders represent fields that do not exist in the workform and fields that are in a workform but do not contain data.

Additional Export Settings

Exported Data:

Export Data For All Fields: Select this radio button when you want all data exported from the marked records.

Export Data Only for Selected Fields: Select this radio button when you want to limit the field data exported from the marked records. Click on the Select Fields button to display the list of 45 ProCite fields.

Select only those fields you want to export. For example, you can use this feature to export all data except Notes to remove personal comments before sharing data. Click on the Select All button to select all fields, then click on the 42 Notes field to deselect it. Click OK. Your exported records will contain an empty place holder for the 42 Notes field.

Workform Definitions:

Export Workform Definitions: Select this check box to export workform definitions. Another ProCite user may not have your workforms available, especially if you have created new workforms. When workform definitions are included, another ProCite user can import the workform definitions as well as the records.

Workform definitions should not be included when transferring records to earlier versions of ProCite.


Using Field Content Lists

The field content lists, Authors, Journals, Titles, and Keywords, are automatically generated by ProCite. They are compiled from data in each database, so are unique for each database. You cannot manually build or edit a field content list.

You can use the field content lists to search for an item in the database or to insert an item in a record or search expression. The field content lists are available in these areas of ProCite:

•	The Terms Tab: Select Authors, Journals, Titles, or Keywords in the drop-down list. Then, select the item for which you are looking. The associated records appear in the record list.

•	The Search Tab: Click the Insert Term button. Or, use Insert Term from the Edit menu.

•	The Edit Record Window: Use the arrow buttons in the author, title, and keywords fields. Or, for any field, use Insert Term from the Edit menu.

•	The Global Editing Dialogs: Use the arrow buttons next to the text boxes.


Sharing List Files

You can share Journal Title Lists and Term Lists simply by copying the appropriate files to ProCite’s Lists folder. If you want to share a ProCite for the Macintosh list with ProCite for Windows, add the extension .PJL to the file.

The field content lists, Authors, Journals, Titles, and Keywords are compiled from data in each database, so are unique for each database. You can access any field content list, even from other databases, in the Terms dialog when inserting or searching.

Tip: You can print a subject list from any combination of ProCite fields, (including authors, titles, journals, or keywords) to a text file and then import that text file into a journal title list or term list.


Deleting List Files

Locate and delete a term list or journal title list  with the Delete command from the File menu or with the Windows Explorer.  List files include the extension .PJL and are typically stored in the PROGRAM FILES/PROCITE5/LISTS folder.

The field content lists (Authors, Journals, Titles, and Keywords) are automatically compiled from data in the database. You cannot delete them.


Styled Text in a List

In general, styles should be applied by your output style. Apply styles in a list only when you want to apply it to one part of a term or only selected terms in the list. Apply styles with the standard keyboard shortcuts .

When using a term list or journal title list for data entry, each term is entered into your record exactly as it appears in the list, including styled text.

In formatted output, output style formatting is applied after the journal title list substitution has taken place. Styles associated with the original (replaced) text in the record is ignored.


Applying Styles

In general, styles should be applied by the output style whenever possible. This allows you to switch between different bibliographic styles. However, you may want to italicize Latin terms, bold headings, etc.

You can use these keyboard shortcuts to apply styles in output styles, lists, Records, and many of the Configure Bibliography text boxes.

To Apply:	Press:
Bold	Ctrl+b
Italic	Ctrl+i
Underline	Ctrl+u
Subscript	Ctrl+=
Superscript	Ctrl+Shift+=


Creating or Editing List Files

The field content lists, Authors, Journals, Titles, and Keywords, are automatically generated by ProCite. They are compiled from data in each database, so are unique for each database. You cannot manually build or edit a field content list.

You may create and use as many term lists and journal title lists as you like, with each list containing as many terms as you wish. You can edit these lists and share them between databases.

You can create a new list or you can open an existing list to edit, add, or delete items.

Creating a New List

To create a term list or journal title list:

1.	From the ProCite File menu, choose New to display the New dialog.

2.	Highlight Term List or Journal List and click OK to display a file dialog.

3.	In the file dialog, type a name for the list file. Click Save to display a Properties dialog.

4.	In the Properties dialog, enter comments about the list if you wish. Click OK to create the file and display the new (empty) term list or journal title list.

Opening an Existing List

To edit a term list or journal list:

1.	From the ProCite File menu, choose Open to display a file dialog.

2.	Open the Lists folder and highlight the list you wish to edit.

To display only list files, select Term Lists or Journal Lists in the List Files of Type pull-down list.

3.	Click Open to open the list for editing.

Adding, Editing, or Deleting Items

To add to or modify a list:

•	To add a new item, click the Add button on the toolbar. This option is also available from the Terms or Journals menu.

•	To edit an existing item, highlight the line and click the Edit button on the toolbar. Or, highlight the line and choose Edit from the Terms or Journals menu.

•	To permanently delete an item, highlight the item (or items) that you want to delete and click the Delete button.

Adding or editing text in the text boxes:

•	Type primary text into the Term or Journal Title text box. This is the text that will be entered into ProCite records and search expressions.

•	In journal title lists only, you may enter a Journal Abbreviation that can print in place of the Journal Title in formatted output.

•	You can enter comments in the Note text box if you wish.

As you add items, the list updates to maintain alphabetic order.

Note:  You can also add items to a list directly from a text file. You create the text file (with a single item on each line) , open a list file with ProCite, and then import the text file. See the ProCite User’s Guide for details.

Closing and Saving a List

When you are done modifying a list, choose Close from the File menu. The list is saved and available for use in ProCite.

Tip:  You can keep lists open for editing while you are entering or editing ProCite records. As you add new terms to your database, you can copy them to the clipboard and paste them into the appropriate list.


Maximizing Space in the Edit Record Window

You can configure the Edit Record window to maximize space for text. From the View menu, choose Configure Edit Record. You can deactivate any of the following items to free more space for record text. You may also want to turn off toolbars and change to a smaller font or font size.

Show Field Numbers	displays the field number next to each field name
Show Empty Fields	displays all fields, even those that do not contain text
Show Term List Buttons	displays the arrow on primary author, title, journal, and keyword fields for field content list and term list access


Applying Text Styles

To apply a text style in an output style, you can highlight the text (or field name) and click on the appropriate style in the toolbar. Or, highlight the text and use these keyboard commands:

To Apply:	Press:
Bold	Ctrl+b
Italic	Ctrl+i
Underline	Ctrl+u
Subscript	Ctrl+=
Superscript	Ctrl+Shift+=
Tip: Apply a style to a field name to print the contents of the entire field in that style.


Author Name Formatting

When you correctly enter author names into your ProCite records, you can direct each output style to print the author names in any form.

Open an output style and select a workform to change the author formatting for that workform. The Fields menu lists the four ProCite author fields; select the field whose author format you want to change.

These tabbed dialogs appear for each author field:

•	The Author List Tab (Workform Styles) determines how many author names will print, what to print if the author field is empty, and how to print subsequent works by the same author.

•	The Author List Tab (In-text Citation Style) determines how many author names will print for the first and subsequent occurrences of the same citation, and what to print if the author field is empty.

•	The Separators Tab specifies the separators between multiple authors in a list of authors from the same field.

•	The Names Tab controls the style and order in which each individual author's name is printed.

•	The Text Tab lets you insert text before or after each author field. For example, you may want to print "editor" after each entry.

In each In-Text Citation Style, and Bibliography Style, you can set up unique author formatting for each of the author fields.


Creating Output Styles

It is often much easier to modify a style than to build a new one. If the style you need is not listed, you may want to find the one that most closely meets your needs and modify it.

To create a new output style, without basing it on any existing style:

1.	From the ProCite File menu, select New.

2.	Select Output Style to display an output style dialog. The In-Text Citations tab and the Bibliography tab both have empty text boxes to the right of the workform list where you list fields to print.

3.	For each workform you use, you need to set up a Workform Style. List ProCite fields in the order you want them to print, including the appropriate punctuation between fields. Click on a workform name and use the Insert Field button to insert as few or as many fields from the workform as you wish.

Note: If you want all records printed the same, you can set up a single Default workform style. This is often used for in-text citations, where you always want the author and date printed.

4.	On the In-Text Citations tab, click In-Text Citation Settings to set options for delimiters, numeric citations, and text citations within a manuscript.

5.	On the Bibliography tab, click Bibliography Settings to set options for a reference list title, sort order, numbering, indentation, and spacing in a bibliography.

5.	When you are done creating the file, choose Close from the File menu. ProCite will ask whether to save changes.

6.	Click Save to display a file dialog.

7.	Enter a unique file name for the output style, locate ProCite’s Styles folder, and click Save. ProCite displays the Properties dialog.

8.	Enter comments if you wish, and click OK to save the file to disk.

Once a new output style is saved to the Styles folder, it appears in ProCite's list of available output styles. Because output styles are external files, they are available to all ProCite databases.


Deleting Output Styles

If you use only a few output styles and want to limit the number available, you can delete the files. You may want to keep a backup copy of the deleted output styles in another folder.

From ProCite’s File menu, select Delete and locate an output style in ProCite’s Styles folder. Or, use the Windows Explorer to delete the appropriate output styles from the ProCite5\Styles folder. Output styles include the file extension .POS.

You can always copy the original output styles from the ProCite CD.


Date Formatting

ProCite recognizes most date formats in your records, and translates the many different forms into a common internal form for searching and sorting.

The output style determines how your dates print. You should apply date formatting in most cases so that dates are all printed in a common format.

Open an output style and select a workform to change the date formatting for that workform. The Fields menu lists the three ProCite date fields; select the field whose date format you want to change.  A Date Formatting dialog lets you choose the exact date format to use when printing.

Note: ProCite will always print a 4-digit year for dates before 1900 or after 1999.


Building In-text Citation Workform Styles

The In-Text Citation tab in an output style specifies the appearance of formatted citations (parenthetical references) in the text of a word processor document (including footnotes or endnotes). You can set up a single Default in-text citation format for an output style or set up a unique style for each workform.

ProCite uses the in-text citation format in these instances:

•	When you link ProCite records and use Generate Bibliography in a manuscript created with certain word processors (ProCite's "cite while you write" feature).

•	When you use Copy In-text Citation from ProCite's Bibliography menu to format a citation to the clipboard. You can then paste the citation into a word processor document.

To set up an in-text citation format:

1.	Open the output style and click the In-Text Citations tab.

2.	Build a workform style for each workform, listing fields in the order you want them printed.

Note: Build a list of fields for each workform. Or, you can set up the Default format for any workform that doesn’t have a workform style defined.  You would typically list the generic Author-Title field and generic Date field or the Citation Number.

a.	Click on a workform name to define a style specifically for that workform.

b.	Click the Insert Field button to display the list of ProCite fields plus generic fields and Citation Number.

c.	Double click the field you want to insert, and ProCite inserts it at the cursor. Field names are inserted surrounded by delimiters, such as:

<01 Author, Analytic>

d.	Return to item (b) and repeat this procedure for each field you wish to print in a reference.

e.	Insert punctuation to print between fields. You can also apply styles to punctuation or field text.

3.	At the top of the tab, determine whether to Include a bibliography with each document. Do not select this option if you want to format only in-text citations (and not include a bibliography at the end of the manuscript).

4.	Click the In-Text Citation Settings button to set these options:

a.	In the Delimiters box, enter any delimiters you would like to surround citations (such as parentheses around author name and date), and a citation separator for multiple citations.

b.	If you have listed Citation Number to print, use the Numeric Citations box to determine what to do with multiple citations at the same point in the manuscript.

c.	If you have listed text fields to print, use the Text Citations box to determine how citations are sorted when more than one are listed at a single point in the manuscript.

Tips:
•  If you want to superscript citation numbers, select the <Citation Number> field in the text box (including the delimiters) and click the superscript button on the toolbar.
•  Use special field formatting (from the Configure Fields button) to determine how author names and dates are printed.
•  You can add additional text to always print between fields, and insert special formatting characters.


Building Bibliography Workform Styles

The Bibliography tab in an output style lists a workform style for each of your ProCite workforms. Each workform style affects a single workform in your ProCite database, and is made up of a list of fields in the order that you want them to print in formatted output.

Note: The Default workform style applies to any workform that does not have its own style defined (the workform name is in plain text, and the Definition box is empty when you select it). You may need to set up an individual workform style for each workform you use in ProCite.

To set up a bibliography workform style for each available workform:

1.	Click on a workform name or Default to select the workform style to customize. If that workform style is already defined, the workform name is in bold text and fields are displayed for editing.

2.	Build a list of fields that are included in the workform, in the order you want them to print.

a.	Click the Insert Field button. Only generic fields and those fields used in the current workform appear. If you are setting up the Default workform style, all 45 ProCite fields appear.

b.	Double click the field you want to insert, and ProCite inserts it at the cursor. Fields are inserted with the field number and name as defined for that workform, such as:

<01 Author, Analytic>

c.	Return to item (a) and repeat this procedure for each field you wish to print in a reference.

3.	Use the mouse and keyboard to add punctuation to print before and after each field. "Punctuation" can actually be made up of any characters, such as periods, blank lines, parentheses, text, etc. You can include:

•	Preceding Punctuation, which prints before the field text.

•	Ending Punctuation, which prints after the field text.

•	Additional Text, which prints whether there is text in a field or not.

Punctuation can include formatting characters for new paragraphs, tabs, etc. You can also apply styles to punctuation or field text.

4.	You may want to set up Special Field Formatting for these fields:

•	Authors

•	Titles

•	Dates

•	Pages

•	Keywords

5.	Click the Bibliography button to set these layout options:

•	Reference List Title

•	Reference List Order

•	Reference Numbering

•	Indentation

•	Spacing


Keyword Formatting

The output style determines how keywords entered in field 45 of your records will print. You can separate keywords with any character on output.

Open an output style and select a workform to change the keyword formatting for that workform. From the Fields menu, select Keywords.  The Keyword Formatting dialog appears.


Adding Preceding and Following Punctuation

If every record always contained information in every field listed in the Workform Style for printing, it would be straightforward to include any necessary punctuation between fields. However, there will always be cases when ProCite fields are empty. You must be able to associate punctuation with a specific field, so when the field is empty ProCite will not print its associated punctuation.

•	To enter punctuation, position the cursor between fields listed in the Workform Style (or In-text Citation Style) and enter the text as you want it to appear.

•	ProCite assumes that any punctuation after a field name is following punctuation for the field.

•	To apply text as preceding punctuation for a field, separate it from the preceding field name with a vertical bar (|).

•	When a field in your record is empty, the preceding and following punctuation associated with that field will not print.

Use these examples for guidance:

Example 1:

<01 Author, Analytic>. |<04 Title, Analytic>. |<20 Date of Publication>.

This will always result in a single period after each field and a space between fields. When a field is empty, the period and space following it is not printed.

Example 2:

<01 Author, Analytic>. |<04 Title, Analytic>.| (<20 Date of Publication>).

The date is surrounded by parentheses, preceded by a space, and followed by a period. The vertical bar forces the space and left parentheses to print before 20 Date of Publication  rather than as following punctuation for 04 Title, Analytic.  If you suppress the date from output, ProCite will not print an unmatched left parentheses after the title.

Example 3:

<12 Date of Meeting>|, <13 Place of Meeting>

The comma and space between 12 Date of Meeting  and 13 Place of Meeting  is entered as preceding punctuation for 13 Place of Meeting  so that it is only printed when 13 Place of Meeting is printed.

It is usually best to insert the combination of comma followed by a space as preceding punctuation for a field, rather than including it as following punctuation for the previous field. You want to avoid the possibility of ending a reference with a comma.

Example 4:

|Title: <04 Title, Analytic>. |Abstract: <43 Abstract>

The initial vertical bar prints "Title: " as preceding punctuation for 04 Title, Analytic.  The title is followed by a period and space. The next vertical bar forces the text "Abstract: " to print before the text from 43 Abstract.


Inserting Additional Text

Additional text is used in a Workform Style when:

•	You always want to print text before or after a field – even when the field is empty.

•	You want to print text that is associated with the output style or Workform Style, but is not associated with any particular field in a record. For example, information that is part of a standard form, or typesetting codes that you want to include as part of the bibliography.

Since Additional Text is not associated with any particular field, it is always included in output, even if you have suppressed fields from printing with the Configure Bibliography dialog.

Between Fields:

To enter Additional Text between fields, use vertical bars (|) to separate the Additional text from the punctuation attached to the surrounding fields. Type the Additional Text between the vertical bars, exactly as you want it to appear. In this example, the text "Available from: " will print even when the 37 Availability  field is empty in the record or is suppressed for printing:

<04 Article Title>. |Available from: |<37 Availability>.

Before the First Field:

You do not need a vertical  bar when you want Additional Text to print before the first field in the Workform Style. Text preceding the first field is assumed Additional Text. For example in this case,

Vol. <22 Volume ID>

"Vol." will always print as Additional Text. If you insert a vertical bar, as in:

|Vol. <22 Volume ID>

"Vol." will become preceding punctuation for the field, and will print only if there is data in the field and the field is not suppressed for printing.

After the Last Field:

Additional text at the end of a Workform Style must be separated from preceding fields and punctuation with a vertical bar, as in:

<04 Article Title>.| Requested by

Tip: An example of a style using extensive Additional Text is the Workform  output style, where field names are always printed for each field in each workform.


Generic Fields

At the top of the list of fields for use in a Workform Style are the generic fields. These are most often used for the Default Workform Style or the In-text Citation Style because they may affect many workforms. Different workforms may use different fields for the primary author and title.

•	Author prints the first author to appear in a record (field 01 or 07).

•	Title prints the first title to appear in a record (field 04, 09, 10, or 11).

•	Author-Title prints the first author or title to appear in a record (field 01, 04, 07, 09, 10, or 11).

•	Date prints the first date to appear in a record (field 20 or 21).


Modifying Output Styles

When you want to modify an existing output style, we recommend that you first save a copy of the existing style and give the copy a different name. Then, make changes to the copy.

To modify an output style:

1.	From the File menu, select Open to display the File Open dialog.

2.	Locate and open the output style you want to edit. ProCite displays the default Workform tab.

3.	From the File menu, choose Save As to display a file dialog. This will prevent you from permanently changing an existing output style.

4.	Enter a new name for the output style, make sure you are placing it in ProCite’s Styles folder, and click Save.

5.	Make your modifications to the file, particularly the Workform Styles.

6.	When you close the file, make sure you Save changes when asked.


Page Numbering

The output style determines how page numbers entered in field 25 (the Location in Work or Pages field) of your records will print. Some styles require page ranges, while others prefer starting page only. You can also change the number format itself.

Open an output style and select a workform to change the page number formatting for that workform. From the Fields menu, select Page Numbers.  The Page Numbers dialog appears.


Selecting a Different Output Style for Printing

From the File menu, choose Print Bibliography or Print Subject Bibliography. When the preview is displayed, you can select a different output style at the top of the window.

You can also switch to a different output style from the Configure Bibliography dialog. With a bibliography preview on-screen, click the Configure button. When you select a different output style, all the other options on the Reference List tab update to reflect settings in the output style. You can override those settings on the Reference List tab. When you choose another output style or click on the Reset button, the settings are again updated based on the current output style.

By default, ProCite lists the output styles installed in your ProCite5 Styles folder.

To permanently access output styles stored in a different folder:

1.	Go to the Tools menu and choose Options.

2.	Click on the File Locations tab.

3.	Enter the full drive and path for the output styles.

Note: ProCite will list Output Files found in ProCite’s Styles folder and  Output Files found in this folder.


Special Formatting Characters

These are formatting characters you can use in an output style:

Special Characters	Enter	To Display
Field name delimiters surround a field name, such as <01 Author, Analytic>, so the contents of that ProCite field will print. These are supplied when you insert a field with the Insert Field button.	SHIFT+, SHIFT+.	< >
Vertical bars delimit preceding, ending, and additional text. Text after a vertical bar and before a field name prints as preceding punctuation for the following field.  Text before a vertical bar and after a field name prints as following punctuation for the preceding field.  Text between vertical bars is Additional Text and always prints.	SHIFT+\	|
Grouping Operators surround a  group of fields to attach punctuation  before or after the group.  You can insert grouping operators  by using buttons on the toolbar.	ALT 174 ALT 175	« »
Line Break is a line feed, where  the cursor moves to the indent on  the next line.	SHIFT+ ENTER	¬
New Paragraph moves the cursor  to the left margin on the next line.	ENTER	¶
Tab moves the cursor to the next  tab stop (every half inch in ProCite  or the tab stops set in your word  processor document).	ALT+09
Page Break moves the cursor to  the top of the next page.	CTRL+ ENTER	....


Title Formatting

Title Formatting controls the capitalization of titles. Journal Formatting for field 10 controls capitalization and allows substitution with journal title lists; this makes it easy to switch between full journal titles and abbreviations.

Open an output style and select a workform to change title formatting for that workform. The Fields menu lists the journal title field and the other four title fields; select the field whose title format you want to change. One of the following dialogs appears:

•	Title Formatting

•	Journal Formatting


Indenting References

Use the Indentation settings to set a paragraph indent, a hanging indent, or no indent at all for your formatted references. You change indentation settings on the Bibliography Settings tab in an output style or override those settings on the Reference List tab of Configure Bibliography.

Hanging Indent

To set a hanging indent, such as:

Reader's Digest (1979). Illustrated Guide to
Gardening. Pleasantville, New York:
The Reader's Digest Association.

you would enter settings such as:

First Line:	0 in

Hanging:	0.5 in

Paragraph Indent

To set a paragraph indent, such as:

Reader's Digest (1979). Illustrated
Guide to Gardening. Pleasantville, New York:
The Reader's Digest Association.

you would enter settings such as:

First Line:	0.5 in

Hanging:	0.0 in

Flush with Margin

To set no indent, such as:

Reader's Digest (1979). Illustrated Guide
to Gardening. Pleasantville, New York:
The Reader's Digest Association.

enter "0 in" for both the First Line and Hanging.

Look here to see which Measurements are Accepted.


Line Spacing

Change line spacing on the Bibliography Settings tab in an output style or on the Reference List tab of Configure Bibliography before you print. The Configure Bibliography dialog overrides the setting in the current output style.

To change the line spacing within each reference, click on the arrow next to Line Spacing to select from the list of options:

•	Single wraps text to the next line.

•	1.5 Lines leaves one and a half lines between lines of text.

•	Double leaves a blank line between lines of text.

Note:  To insert a single blank line within a reference, such as between bibliographic information and the abstract, add a line in the output style.

To change the line spacing between references, click on the arrow next to Space After to select from the list of options:

•	None does not insert space between references

•	Single inserts one blank line between references.

•	1.5 Lines inserts one and a half lines between references.

•	Double inserts two blank lines between references.

•	Page Break prints one reference per page.

Tip:  To design an output style so each reference always starts on a fresh page, you can insert CTRL+ENTER at the end of each workform style in the output style.

The Space After is added to the reference line spacing, so there will never be less space than that within a citation. For example, when Line Spacing is set to Double and Space After is set to Single, you will get double spacing within each citation and triple spacing between citations.


Margins

Change margins on the Page Layout tab of Configure Bibliography. Page margins represent the amount of space between the paper edge and the reference text.

To change margins, enter your changes in the appropriate box: Left, Right, Top, Bottom.

Look here to see which Measurements are Accepted.


Measurements Accepted

You can type indent or margin measurements as:

•	cm	(centimeters)

•	"	(inches)

•	in	(inches)

•	li	(lines)

•	pi	(picas)

•	pt	(points)

When you leave the dialog, ProCite automatically converts the measurement to the default unit for your computer.


Page Numbering

Change page numbering on the Page Layout tab of Configure Bibliography

To print page numbers, select the Number Pages box. To set the starting number, enter the number in the Beginning With text box.

If you number pages, you have the option of suppressing the first page number. This allows you to number all pages of your output except for the first page.

Use the Location pull-down list to select the location for page numbers:

•	Header prints page numbers in the top margin.

•	Footer prints page number in the bottom margin.

Use the Alignment pull-down list to print page numbers at the Left margin, at the Right margin, or Centered.

Note: Page numbering affects only bibliographies printed directly from ProCite. When you are using cite while you write, paging is determined by your word processor.


Reference Numbering

Change reference numbering on the Bibliography Settings tab in an output style, or override the setting with the Configure Bibliography dialog before printing.

Select the check box to number references. Then, type the appropriate starting number in the Beginning With text box. When you print your bibliography, each citation will be sequentially numbered. If the check box is not selected, all numbering options are ignored.

Prefix/Suffix

You can enter a prefix and/or a suffix in the appropriate text boxes. For example, to get citation numbers such as:

1.  Reader's Digest. Illustrated guide to gardening. Pleasantville, New York: The Reader's Digest Association; 1979.

2.  Olson, Lise, staff writer. Research fund faces cuts. Detroit Free Press. Detroit, MI; 1990 Jun 18; Business Section E: 1-2.

you would enter nothing as the prefix and a period as the suffix. To get citation numbers such as:

(1)  Reader's Digest. Illustrated guide to gardening. Pleasantville, New York: The Reader's Digest Association; 1979.

(2)  Olson, Lise, staff writer. Research fund faces cuts. Detroit Free Press. Detroit, MI; 1990 Jun 18; Business Section E: 1-2.

you would enter a left parenthesis as the prefix and a right parenthesis as the suffix.

Alignment

In the Alignment drop-down box, you can select how to align the reference numbers.

Left will left justify citation numbers:

1.	Reader's Digest. Illustrated guide to gardening. Pleasantville,
New York: The Reader's Digest Association; 1979.

10.	Olson, Lise, staff writer. Research fund faces cuts. Detroit Free
Press. Detroit, MI; 1990 Jun 18; Business Section E: 1-2.

100.	Loomis, Thomas. Software design issues for natural language
processing. Computers and Translation. 1987; 2(4): 219-230.

Right will right justify citation numbers.

    1.	Reader's Digest. Illustrated guide to gardening. Pleasantville, New York: The Reader's Digest Association; 1979.

  10.	Olson, Lise, staff writer. Research fund faces cuts. Detroit Free Press. Detroit, MI; 1990 Jun 18; Business Section E: 1-2.

100.	Loomis, Thomas. Software design issues for natural language processing. Computers and Translation. 1987; 2(4): 219-230.

None, also referred to as inline,  will left justify citation numbers and separate citation numbers from the text of the reference with a space.

1. Reader's Digest. Illustrated guide to gardening. Pleasantville, New York: The Reader's Digest Association; 1979.

10. Olson, Lise, staff writer. Research fund faces cuts. Detroit Free Press. Detroit, MI; 1990 Jun 18; Business Section E: 1-2.

100. Loomis, Thomas. Software design issues for natural language processing. Computers and Translation. 1987; 2(4): 219-230.


Tabs

In most cases, an indent or hanging indent should be used to format your references, rather than a tab.

These are several areas where tabs can be used:

•	ProCite may use tabs when numbering references.

•	You may have inserted a tab in a record or in an output style by entering ALT+09.

•	You may have inserted a tab on the Configure Bibliography Terms tab by entering "^t" in the Text Before box to indent a Subject Heading. Or, you may have entered a tab in the Text After box to appear between Subject Headings and Subject Term Counts.

A tab will move the cursor to the next tab stop. ProCite assumes a tab stop every half inch. When you print to a word processor file, tab stops are taken from your word processor document.


Previewing a Bibliography

Before printing your bibliography to a printer or word processor file, ProCite always displays a preview onscreen.

To preview a bibliography:

1.	Choose Print Bibliography from the File menu to format a preview. The bibliography appears exactly as it would print to your printer.

2.	You may wish to change settings under Configure Bibliography. Click the Configure button and check the options available under the Reference List, Fields, and Page Layout tabs.

3.	Click OK and the formatted bibliography updates on your screen.

If you don’t want to print the bibliography or save it to a disk file, click the Close to dismiss it and return to the record list.


Previewing a Formatted Reference

As you are browsing through a record list, you can see a highlighted record as it looks formatted with an output style.

To preview a formatted reference:

1.	With a record list on the screen, go to the View menu and choose Preview Pane. ProCite formats the highlighted record in a separate pane next to the record list.

2.	To switch to a different output style, go to the View menu and select Configure Record List. Click the Preview Pane tab.

If you don’t want to view formatted references, turn the Preview Pane off from the View menu.


Printing a Bibliography

To print a simple bibliography:

1.	Display the list of records you wish to print.

2.	From the File menu, select Print Bibliography.  ProCite displays a full page preview of the bibliography.

3.	Make sure the bibliography contains the records you want. The choices are in the drop-down list at the top of the preview window:

•	All Records in List

•	Marked Records

•	Highlighted Records

•	Groups

4.	Select the appropriate output style from the Output Style drop-down list.

5.	You can click the Configure button to verify or change settings in the Configure Bibliography dialog. You can override certain settings in your output style on the Reference List tab. When you click OK to save changes, ProCite updates the bibliography preview with the new settings.

6.	Select the destination for your bibliography:

•	To print to a printer, click the Print button and a Print dialog appears. Verify the settings and click OK to send the bibliography to your printer.

•	To print to a word processor or HTML file, click the Save button and a file dialog appears.

a.	In the File Save as Type box, select the type of word processor file you wish to create, or select HTML to save a file formatted with HTML codes for publishing on the World Wide Web (WWW).

b.	In the File Name text box, type a name for the file.

c.	In the Location box, select the folder where you wish to place the file.

d.	Click Save to create the word processor file. Click Cancel to stop the operation.

•	To simply dismiss the preview, click on the close box to close the window.


Printing to HTML Files

To print your bibliography to disk with HTML tags for use on the World Wide Web:

1.	From the File menu, choose Print Bibliography to display a preview of the bibliography.

2.	Click the Save button to display a file dialog.

3.	From the Save File as Type drop-down list, select HTML.

4.	Name the file and click Save to save it to disk.

Most of the Configure Bibliography options apply as they do to any bibliography. This table explains how some of those settings translate to an HTML document:

Title	The HTML document title matches the Reference List Title from ProCite's Configure Bibliography dialog.
Font and Size	The browser in use determines the display font and size.
Styled Text	Bold, italic, underline, superscript, and subscript tags are added where appropriate. However, not all browsers interpret all styles. For example, if your browser does not interpret underlining, the underlined text appears as plain text.
Symbols	Symbols may translate into inappropriate characters. In some cases, ProCite is able to substitute an appropriate character. For example, "≤" will translate to "<=".
Indents and Tabs	HTML does not support paragraph indents and tabs. Each citation appears as a block of text.
Spacing	Each web browser may interpret multiple blank lines and multiple spaces differently. Multiple spaces are typically reduced to one space, and multiple blank lines may also be reduced to one line.
Citation Numbering	When you assign reference numbers with right or left alignment (on the Reference List tab), ProCite uses the "ordered list tag" so your browser decides what the numbering looks like. When you assign "none" for alignment, the numbers appear as plain text in the block of the citation.
Page Breaks	Page breaks in your records or inserted by Configure Bibliography or your output style convert to a horizontal rule in the HTML document.
Page Layout	The Configure Bibliography "Page Layout" tab has no effect on the bibliography. Margins and page numbers are ignored.


Printing Field Content Lists

You cannot directly print a field content list. However, you can print almost exactly the same list by printing a subject list with certain settings in the Subject Fields dialog.

To print a field content list:

1.	Display All Records in the Quick Search window.

2.	From the File menu choose Print Subject Bibliography to display a list of the 45 ProCite fields by field number and default field name.

3.	Select the fields to create the appropriate field content list and click OK.

Authors List -- Select the primary author fields:

01 Author, Analytic

07 Author, Monographic

Titles List -- Select the primary title fields:

04 Title, Analytic

09 Title, Monographic

11 Title

Journals List – Select the 10 Journal Title field.

Keywords List -- Select the 45 Keywords field.

4.	Click Select All to quickly select all terms in the list and click OK.

5.	Click the Configure button to display the Configure Bibliography dialog.

6.	On the Terms tab,

•	Reference List must be set to Subject Terms Only.

•	Include can include Subject Term Counts and/or a List of Record IDs if you wish.

•	Subject Term Layout can be set to print terms in Ascending or Descending order. Do not include Text Before, and include a caret-p (^p) as Text After so each term will print as a new paragraph on a new line.

•	Styles can be applied as you wish. However, if you are printing to a text file, all styles will be stripped on output.

7.	On the Reference List tab, verify or change the Reference List Title that will print at the top of the list. The output style is ignored, since you are not printing formatted references.

8.	Click OK to update the preview with the new settings.

9.	Print or Save to disk as you would any bibliography or list.

The subject terms are printed as they appear in your records. No special formatting of author names and no journal title substitutions are applied.


Printing Short Form (Abbreviated) Bibliographies

The output style determines which fields will print from each record. However, you may occasionally wish to suppress certain fields from printing. For example, you may want notes and abstracts when printing drafts for personal use, but for the final copy you want the same bibliography without notes and abstracts.

The Short Form option allows you to easily turn individual fields on or off for printing without modifying your output styles. Please note that:

•	Any fields you wish to print must be included in the output style used for printing. If a field is not listed in the output style, it will never print.

•	Even though a field is included in the output style, it will not print unless it is checked for inclusion under the Optional Fields or Short Form features.

Use the Fields tab on the Configure Bibliography dialog to suppress fields from printing.

Optional Fields

These optional fields are often not required by style standards. To show a specific field, click the appropriate check box:

•	Show Record IDs to include the ProCite record ID

•	Show Reprint Status to include the 12 Reprint Status field

•	Show Notes to include the 42 Notes field

•	Show Abstracts to include the 43 Abstract field

•	Show Call Numbers to include the 44 Call Number field

•	Show Keywords to include the 45 Keywords field

Short Form

If you want to further limit the fields included in a reference, use the Short Form option. You can create a bibliography with as few or as many fields as you want. ProCite will print abbreviated versions of all workforms, printing only the fields you specify. You cannot create a separate short form for each workform; the same short form field list applies to all workforms.

To limit the fields printed:

1.	Select the Use Short Form box.

2.	Click on the Select Fields button. ProCite will display a list of the 45 ProCite fields.

3.	Select only those fields you want to print.

4.	Click OK to save your settings.

Note:  Remember that a field will print only if it is included for printing in the selected output style.


Printing a Subject Bibliography

A subject bibliography prints references grouped under subject headings. You can base the subject headings on any ProCite field or combination of fields. You could print a bibliography using author names as headings or journal titles as headings. Typically subject bibliographies use keywords as headings. A single reference could appear under several different headings.

To print a subject bibliography:

1.	Display the list of records from which you want to create a subject bibliography.

2.	From the File menu, choose Print Subject Bibliography to display a list of the 45 ProCite fields by field number and default field name.

3.	Highlight the field(s) whose contents you wish to use as subject headings. You can include any number of fields. If you build the list from more than one field, the terms generated from these fields are combined into a single sorted list.

Terms in the 45 Keywords field, which are separated by slashes (/) or carriage returns, always list as separate headings.

Use the check boxes to determine whether authors and other fields should print as whole fields or whether subfields should be used as separate headings. ProCite can interpret certain characters as separators between multiple entries in a single field.

4.	Click OK to display the terms found in the field(s) you selected.

5.	Select those terms you wish to include as subject headings. To quickly select all terms or no terms, use the buttons. You may want to select all terms and then click to deselect the few terms you do not want included.

6.	Click OK and ProCite displays the bibliography preview.

7.	Click Configure to display the Configure Bibliography dialog.

8.	Verify settings on the Reference List and Page Layout tabs. Subject headings automatically sort in alphabetic order, date order, or call number order depending on the fields used.

9.	On the Subject Bibliography tab,

•	Reference List must be set to Subject Terms and Reference List.

•	Include may include Subject Term Counts and/or a List of Record IDs if you wish.

•	Subject Term Layout can be set to print terms in Ascending or Descending order. Do not include Text Before, and include a caret-p twice (^p^p) as Text After so each subject heading is separated from previous text by a blank line.

•	Styles can be applied as you wish. However, when you print to a text file, all styles are stripped on output.

10.	Click OK to update the preview. The subject headings print as they appear in your records. No special formatting of author names and no journal title substitutions are applied to headings.

You can then:

•	Print to a printer: Click Print to display the Print dialog. Verify settings and click OK.

•	Print to a disk (word processor) file: Click Save to display a file dialog for you to name the file. Choose the file type, select the location, name the file, and click Save.

•	Close the preview:  Click Close to close the preview window and return to the record list.


Printing Subject Lists

A subject list is a sorted list of unique terms (words or phrases) that occur in particular fields of the records you choose. You can base a subject list on any ProCite field or combination of fields.

To print a subject list:

1.	Display in the current record list the records from which you wish to create the subject list.

2.	From the File menu, choose Print Subject Bibliography to display a list of the 45 ProCite fields by field number and default field name.

3.	Highlight the field(s) whose contents you wish to use as subject headings. You can include any number of fields. If you build the list from more than one field, the terms generated from these fields are combined into a single list.

To quickly select all fields or no fields, use the buttons. You can click on individual fields to select or deselect them.

Terms in the 45 Keywords field, which are separated by slashes (/) or carriage returns, will always list as separate headings.

Use the check boxes to determine whether authors and other fields should print as whole fields or whether subfields should be used as separate terms. ProCite can interpret certain characters as separators between multiple entries in a single field.

4.	Click OK to display the terms found in the field(s) you selected.

5.	Select those terms you wish to include as subject headings. To quickly select all terms or no terms, use the buttons. You may want to select all terms and then click to deselect the few terms you do not want included.

6.	Click OK and ProCite will display the bibliography preview.

7.	Click Configure to display the Configure Bibliography dialog.

8.	Verify settings on the Reference List and Page Layout tabs, particularly these:

•	Reference List Title, which will print at the top of the list.

•	Indentation, where the First Line indent will be used for each item in the list.

•	Font and Size

Spacing and Numbering are ignored, since you are not printing formatted references.

Items in the list will automatically sort in alphabetic order, date order, or call number order, depending on the fields used. The output style is ignored, since you are not printing formatted references.

9.	On the Terms tab,

•	Reference List must be set to Subject Terms Only.

•	Include may include Subject Term Counts and/or a List of Record IDs if you wish.

•	Subject Term Layout can be set to print terms in Ascending or Descending order. Do not include Text Before, and include a caret-p (^p) as Text After so each term will print as a new paragraph on a new line.

•	Styles can be applied as you wish. However, when you print to a text file, all styles are stripped on output.

10.	Click OK to update the preview. The subject headings are printed as they appear in your records. No special formatting of author names and no journal title substitutions are applied.

You can then:

•	Print to a printer: Click Print to display the Print dialog. Verify settings and click OK.

•	Print to a disk (word processor) file: Click Save to display a file dialog for you to name the file. Choose the file type, select the location, name the file, and click Save.

•	Close the preview:  Click Close to close the preview window and return to the record list.


Separators for Subject Headings

Fields	Separators
Author fields	double slashes (//) semicolon  (;)   carriage return line feed
Keywords field	slash (/) carriage return
All other fields	slash (/) semicolon (;) carriage return line feed


Printing Term Lists and Journal Title Lists

To print a term list or journal title list:

1.	In ProCite, go to the File menu and choose Open to display a file dialog.

2.	Locate and open the term list or journal title list to display the List window.

3.	From the Tools menu, choose Export List to display a file dialog.

4.	Type a file name and click Save. ProCite exports the contents of the list to the text file.

•	Since ProCite exports to a text-only file, all styles are ignored.

•	ProCite inserts tabs between columns. For a term list, each line contains a Term only, or a Term and Note separated by a tab. For a journal title list, each line contains a Journal Title only, or a Journal Title, Journal Abbreviation, and Note separated by tabs.

5.	Start your word processor and open the text file.

6.	You may want to move the tab stops to line up columns in the list.

7.	Print the file from your word processor.

Once you print the list, you may find items that require editing. You can edit the text file with your word processor, and then import the tab-delimited text into a new list file. Keep in mind, however, that styles are removed as items are exported.


Deleting Search Expressions

To delete the current search expression, click the New Search button or highlight the expression and press the Delete key to clear the text box.

To delete a saved search expression:

1.	Click the Expressions button and select Organize Expressions.

2.	Highlight the search expression you wish to delete and click the Delete button.

3.	Verify the deletion.

4.	Click OK and ProCite permanently removes the search expression.


Detecting Duplicate Records

ProCite can identify duplicates in three different situations:

•	When you manually enter new records

•	When you import tagged or delimited records

•	When you display all duplicates in the existing database

To set duplicate detection options for the current database, choose Configure Duplicates from the Database menu.

To set duplicate detection defaults for new databases, go to the Tools menu and select Options. Click the Edit Defaults button and select the Duplicate Detection tab.


Batch Duplicate Detection

Click the  Duplicates tab.

This tab lists all possible duplicates based on the current duplicate detection settings. To see which fields were compared to determine duplicates, or to change this setting, click the Configure button.

For a small number of possible duplicates, you may want to manually compare each set of duplicate records before deleting the duplicate(s).

For a large number of obvious duplicates, which can happen when you import many records from various sources, you can automatically mark all but one record from each set of duplicates. Choose one of the following:

•	Mark by Date marks all but the original entry from each set of duplicates.

•	Mark by Size marks those records that contain the least amount of text from each set of duplicates. In many cases, that leaves the record with a note or abstract intact.

Inspect the records and make sure that you want to discard the marked set. Delete the marked records by choosing Delete Marked Records from the Database menu.


Building a Search Expression

A Search Expression is a description of the criteria you want ProCite to use in locating records in a database. It can consist of almost any combination of these three elements:

•	Field Identifier: A unique identifier that limits a search to a specific field, group of fields, workform or group.

•	Operator: Use one of the many operators as an instruction for creating relationships between multiple search terms or an instruction on how to search a field.

•	Search Term: The word or phrase you want ProCite to find.

You can enter field names or numbers, operators, and search terms either by typing them from the keyboard or by using a combination of typing and pop-up lists. The Search view includes  Insert Fields, Operators, and Insert Terms buttons so you can choose items from lists.

These are all examples of possible searches:

"juvenile diabetes"

DATE>=1994

AUTHOR=Smith

#45 ENDS WITH diabetes

flag AND Australia

flag AND NOT Australia

The most thorough search is full text searching, where the search expression contains only a search term. ProCite goes through every piece of text in every field in every record, which can take a long time.

If you add a field identifier and an operator to your search expression, you speed up the search by limiting it to a specific field. The fastest searches are on the Author, Title, Journal Title, or Keywords fields, since those fields are already indexed for field content lists.


Operators for Searching

You can use the Operators button to insert a relational operator, logical operator or special value into your search expression. You can also type these operators from the keyboard if you find that easier.

    Relational Operators

    Logical Operators

    Special Values


Finding Empty Fields

To find a field that has no data in it:

1.	Display the Search tab

2.	Click the New Search button to clear any existing search strategy in the text box.

3.	Click the Insert Fields button and insert the field label or number of the field you wish to search.

4.	Click the Operators button and insert the =EMPTY operator.

5.	Click the Search button.

Those records that contain the empty field will list below the search text box.


Jump to a Specific Record

To jump directly to a specific record in any record list by typing a few characters:

1.	Select a sort order so the text you are looking for is included in the first level sort. For example, if you want to jump to a particular title, select the Title/Date sort or a custom sort that first compares titles.

2.	Click on any record in the record list to activate the list.

3.	Type the first few characters used to identify the record. The characters must be the first in the field. ProCite will display a Find Record dialog.

4.	Continue typing as many characters as you feel may be required to differentiate the record from others, then press ENTER or click OK.

ProCite searches from the top of the record list and highlights the record that most closely matches the text you typed. If several records match, only the first match in the list is highlighted. Stop words are ignored when jumping to records.

Tip: To jump to a record in a record list or in the full Edit Record view, you can go to the View menu, choose Go to Record and then Find. The Find Record dialog appears.


Marking and Unmarking Records

Marking is a good way to collect a set of records that are difficult to define in a Search Expression. You may want to save a marked set as a group for easy recall later. You can mark search results to save them in a group too.

Once a record is marked, it remains marked until you specifically unmark it. You can individually unmark a record, or you can select Clear Marked Set from the Select menu to unmark all records.

The marked set is also changed when you import records, detect duplicates, or generate a bibliography from a word processor document. ProCite will mark the records imported, the duplicate records, or the records linked to the word processor document.

Marking Individual Records

Marking Groups of Records


Marking Individual Records

To mark records individually while browsing through a database:

1.	Choose Clear Marked Set from the Select menu, unless you want to add to the current group of marked records.

2.	Scroll through any record list.

3.	When you see a record you want to mark, click on the check box at the left.

4.	You can change record lists and continue marking. To unmark a record, click on the check box to clear it.


Marking Groups of Records

To mark a block of records as you move through the record display:

1.	Choose Clear Marked Set from the Select menu, unless you want to add to the current group of marked records.

2.	Highlight the records you wish to mark.

•	If you want several records that are displayed consecutively, drag the mouse to highlight the whole group.

•	If you want to highlight several records that are not displayed consecutively, hold down the CTRL key while you click on each record individually.

•	If you want to highlight an entire list, such as search results, choose Select All from the Edit menu.

3.	From the Select menu, choose Mark Highlighted Records or click on the marked box on the toolbar. To unmark a set of highlighted records, choose Unmark Highlighted Records from the Select menu or click on the empty box on the toolbar.

You can repeat steps 2-3 as many times as you wish to keep adding to the marked set of records.

Tip: You can use toolbar icons to Mark or Unmark all records in the current list.


Narrowing a Search

You can narrow a search to look only in the list of records found in the previous search. This is helpful when your first search expression is too broad, and you have selected more records than you want.

To limit your search to the previous search results:

1.	On the Search tab, use the pull-down list titled Look in and select Search Results.

2.	Enter a search expression.

3.	Click the Search button to execute the search. ProCite will search only the list of records found in the previous search.

You can also create a long search expression to refine your search. You can combine search expressions with the Logical Operators AND, OR, and NOT. Use parentheses around the expressions you want executed first.


Using the Search Tab

You can search for any combination of text in any combination of ProCite fields. The Search tab searches only the single active ProCite database.

To search a database:

1.	Display the Search tab.

2.	Build a Search Expression in the text box. You can type the text or use the Insert Field, Operators, and Insert Term buttons to help build your Search Expression. For example, you could enter:

AUTHOR=Smith and KEYWORDS=Asthma

3.	Make sure the Look in drop-down list says All Records (so you search the entire database).

4.	Click Search to start scanning the database. The list of records found is displayed in the lower pane of the window.

You can save your search expression with the Expressions button, so you can perform the same search again after more records are entered. Or, you can save the list of records that results from your current search by highlighting them and using the Group menu to save them to a group.

  Building a Search Expression

  Saving and Using Search Expressions

  Search Operators

  Saving Search Results to a Group


Quick Searching

Using the Terms tab is the easiest way to find records. You select an item from automatically-maintained lists that are generated from the data in your records:

•	Authors: Lists all unique author names from these fields:

01 Author, Analytic
07 Author, Monographic

•	Journals: Lists all unique journal titles from the 10 Journal Title field.

•	Titles: Lists all unique titles from these fields:

04 Title, Analytic
09 Title, Monographic
11 Title/Newspaper Name

•	Keywords: Lists all unique keywords from the 45 Keywords field.

•	Workforms: Lists all workforms used in the current database.

To use Quick Searching:

1.	Display the Terms tab.

2.	Click on a list title in the Show drop-down box at the top of the window. For Authors, Journals, Titles, Keywords, or Workforms, a corresponding list of terms will appear in a list.

3.	Click on the term for which you are looking. ProCite will list all the records that match the term you selected.

If you do not see the term in one of the abbreviated records, double-click to view the full record. The name could be part of a list that was too long to appear in the display, or it could reside in an author field that is not displayed.

Tips:

You can build a subset of records by first choosing Clear Marked Set from the Select menu, and then individually selecting the check box on those records you wish to save as part of the subset. To display the subset, click the Marked Records tab.

You can save many different subsets of records in groups. Highlight records and use the Group menu to save them to a new or existing group.

You can Jump to a specific record in the current record list.


Saving Records to a Group

Groups are an effective way to break a large database into subsets. You can save any number of groups in a database. A group points to the records you want included in a particular set of records. It does not copy the records; if you delete a group, the records will still exist in the database.

You can save any set of records as a group. You may often work with a group of records that aren't easily found with a simple search expression. For example, you may be working with references found in a manuscript.

To save a set of "unrelated" records:

1.	Highlight one or more records in the current record list.

2.	From the Group menu, select Add record(s) to and either create a New Group or select the name of an existing group.

3.	If you created a new group, type in a descriptive name for the group and click OK to save it.

To quickly call up the group later, display the Groups tab and highlight the name of the group in the left pane of the window. The number at the right of each group name indicates how many records are in the set. Click on the name of the set you wish to view. The record list displays those records that are saved in the group.

Each group points to certain records in the database. The same record could appear in several different groups.


Saving Search Results to a Group

Saving records in a group allows you to quickly retrieve a particular set of records at a later time. Once you create a group, it is available until you delete it or replace it.

To save search results as a group:

1.	Search your database as you normally would. Your search results display in the list below the search pane.

2.	Click on the record list, and from the Edit menu, choose Select All to highlight all records in the list.

3.	From the Groups menu, choose Add record(s) to…New Group. The Save Group dialog appears.

4.	Type a descriptive name for the group and click OK to save it.

Your group is not updated as you insert records. You may need to occasionally re-execute the search and replace your group.

Tip:  If new records are added often, you may want to save your search expression and re-execute the search rather than view an old group.


Saving and Using Search Expressions

You can save the current search expression. It is particularly useful for long, complicated search expressions when you will need to perform the same search at a later date.

On the Search tab, the Internet Search tab, or the PubMed Search tab, click Expressions. Select from the list:

•	To save the current expression, select  Add to Expressions to name and save the expression.

•	To restore a saved search expression, select the name of the search expression you wish to use. ProCite inserts the expression into the search expression box, replacing any existing text.

•	To modify a search expression, first restore the expression, edit it, then save it again with the same name. ProCite will ask whether to replace the previous version.

•	To delete a saved search expression, select Organize Expressions. Highlight the expression name and click Delete.

•	To rename a saved search expression, select Organize Expressions. Highlight the expression name and click Rename.

Search expressions are saved in these files:

ProCite database search expressions:  srchexpr

Internet search expressions:  inetexpr

PubMed search expressions:  pmedexpr

To determine the folder where your search expressions are stored:

1.	From the Tools menu, select Options.

2.	Click the File Locations tab.

3.	Under Search Expressions, either use the browse button (...) to select the appropriate folder or type the full path to the folder.


Printing Search Results

To print search results:

1.	Go to the Select menu and choose Search.

2.	Search the database for specific records using the Search interface. The result will be a list of records that match the search expression.

3.	From the File menu, select Print Bibliography.

4.	In the Show list at the top of the preview, select the All Records in List item.

5.	Click the Print button.


Special Characters in Search Expressions

These special characters let you create effective search expressions that target exactly the records you want:

Truncating a Search Term

Substitute the truncation character, an asterisk (*), for one or more characters in a search term to increase the number of possible matches. For example:

*ology

sulfa*

You cannot use a truncation character within a word, such as anthr*gy, and you can use it only for full-text searching or with the equal (=) operator. If you use an asterisk with any other relational operator or special operator, it will be interpreted literally -- as though you were searching for an asterisk.

Finding Multiple Terms in a Single Field

Use a comma between terms when you want to search for more than one term in the same field. For example:

AUTHOR=Smith, Brown, Morris

Determining the Order of Execution

Use parentheses to determine the order in which ProCite executes a search. It is helpful to use parentheses in search expressions that include different logical operators. ProCite will execute search terms in the innermost parentheses first and work outward. For example:

flag OR (Germany AND Date=1993)


Character Sorting, Including Diacritics

The language setting governs how characters sort in ProCite and how characters are uppercased for subject headings when printing subject bibliographies.

To change the language setting:

1.	Display the International Settings tab, either to change the default setting for new databases or for the current database:

•	To change the default:
From the Tools menu, select Options to display the Options dialog. On the General tab, click the Edit Defaults button to bring up a Default Database Settings tabbed dialog. Click on the International Settings tab.

•	To change the current database setting:
From the Sort menu, select Configure Sorts and click on the International Settings tab.

2.	From the drop-down list, select the appropriate language setting:

•	General: Select for Dutch, English, German, Indonesian, Italian, Portuguese, and modern Spanish.

•	Czech

•	Danish and Norwegian

•	Finish and Swedish

•	French

•	Polish

•	Russian (Cyrillic)

•	Spanish (Traditional)

•	System Specific

Caution: Use the System Specific sort only when none of the other sorts meet your needs. If you plan to share a database that uses the System Specific sort, either switch to a different sort first or rebuild the database on the new machine. If you plan to share the database over a network, do not use the System Specific sort unless all machines that access the database use the same System sort.

3.	Click OK to save the change.

When you change the default setting, the change is reflected in each new database you create.

When you change the language for the current database, ProCite rebuilds the database to reflect the new character sorting.


Creating a Custom Sort Order

If none of the seven predefined sort orders meet your needs, you can set up a custom sort order.

1.  Accessing the Custom Sort Options

To create or modify the custom sort order for the current database:

From the Sort menu, choose Configure Sorts. ProCite displays the Configure Sorts dialog.

To change the default custom sort order for any NEW database you create:

From the Tools menu, choose Options. Click on the Edit Defaults button.

2.  Selecting the Fields

On the Custom Sort Order tab, you can compare anywhere from one to six fields to determine the sort order. For example, when printing references to journal articles, you could specify four sort levels -- to order your records first by journal title, then date, then author name, then article title.

In the first pull-down list, at the top of the screen, choose the first field to compare for sorting. In the next pull-down list, choose the second field to compare for sorting, and so on -- up to six levels.

All 45 ProCite fields are available for sorting, plus several special fields.

Keep in mind that when you sort by a specific field number, that field may or may not exist in all records, depending on the workforms in use.

3.  Setting Ascending/Descending Order for Each Field

You can set each sort level to ascending or descending order. Use the Ascending/Descending radio buttons next to each sort level to make your selection.

Ascending order is 0-9 and A-Z order. Ascending date sorting places the earliest date before the more recent date. Therefore, "1980" appears before "1990" and
"4/15/20" comes before "4/30/20."

After your custom sort is set up, you can reverse the order of the entire reference list by going to the Sort menu to choose Ascending or Descending order.

4.  Setting Custom Sort Options

Click on the Custom Sort tab. Use the radio buttons to determine whether to:

•	sort empty fields before or after all characters

•	sort with all author names or compare only the first author in the field

•	sort by authors’ full names or last names only

•	sort full dates or by year only

ProCite will use these settings for all sort levels in the custom sort.

5.  Setting up Stop Lists

Click on the Stop Lists tab. Use the drop-down list at the top to select the Author Stop List or the Generic Stop List. Words in a stop list are ignored for sorting. These lists are used for ALL sorts – not just the custom sort. For more information about modifying the lists, see Modifying Stop Lists.

6.  Selecting a Language Setting

Click on the International Settings tab. Use the drop-down list to select a language. This setting determines how each text character sorts when comparing fields. The language setting is used for ALL sorts – not just the custom sort. For more information, see Character Sorting.

7.  Saving and Using the Custom Sort Settings

After you have made your selections in the Custom Sort dialog, click OK compile the new custom sort order. From the View menu, select Custom to sort the current record list in your custom sort order.

ProCite will save your custom sort settings until you specifically change them. You can apply sort orders to your record lists in the database or on output.


Special Sort Fields

Because not all workforms use the same fields, sorting works best when you use “generic” fields. For example, the generic Author field encompasses both field 01 and field 07. When used for sorting, the first field that contains data (field 01 or field 07) is used to determine the sort order of a record.

•	None: For the sort levels you won't be using, set the pull-down list to "None."

•	Author: ProCite sorts by text in the first non-empty Author field found in a record. ProCite scans the author fields 01 and 07. This "generic" author field makes it easy to sort multiple document types, since not all workforms use the same author field.

•	Author-Title: ProCite sorts first by authors, but if no author is available in a record it sorts by title. The order of fields scanned is 01, 04, 07, 09, and 11. This type of sort may intermingle author names and titles for sorting, as required by ANSI and several other bibliographic styles.

•	Title: ProCite sorts by the first title found in a record. ProCite scans fields 04, 09 and 11. This "generic" title field makes it easy to sort multiple document types, since not all workforms use the same title field.

•	Date: ProCite scans date fields 20 and 21 and sorts each record by the first date found. If you want to sort by Date field 12, choose that field specifically.


Modifying Stop Lists

A Stop List is a list of words that, when they appear at the beginning of a field, are ignored for sorting. These words remain in the database and are printed on output.

The default Generic and Author Stop Lists are applied to each new database. You can modify these default Stop Lists and/or you can modify the Generic and Author Stop Lists stored in each database -- so that each database can maintain unique Stop Lists.

The Generic Stop Lists apply to titles, keywords, and corporate authors (any author name preceded by an equal sign). The default list starts with seven words:  a, an, the, l, la, le, les.  The Author Stop Lists apply to personal author names. The default is empty.

  Modifying the Default Stop Lists

  Modifying the Current Database Stop Lists


Modifying the Default Stop Lists

It is best to set up the default Stop Lists the way you want before creating a database. Stop Lists are used to update the sort orders as each new record is entered. Changes to the default lists will not affect existing databases.

To change the default stop lists:

1.	From the Tools menu, choose Options.

2.	Click on the Edit Defaults button to display a tabbed dialog of database defaults.

3.	Click on the Stop Lists tab.

4.	In the drop-down list at the top, select the Author or Generic stop list.

5.	Modify the list using the Add, Edit, and Delete buttons. Stop word identification is not case sensitive, so you can enter the items in upper or lower case. If you want to deactivate a stop list, delete all of the stop words.

6.	Click OK to save changes and update the default lists.


Modifying the Current Database Stop Lists

When you change a Stop List for an existing database, ProCite automatically updates the sorts to reflect the changes. This could take some time, depending on the number of records in your database and the number and size of fields sorted.

To change the stop lists for the current database:

1.	From the Sort menu, choose Configure Sorts.

2.	Click on the Stop Lists tab.

3.	Select the appropriate list at the top: Author or Generic.

4.	Modify the list using the Add, Edit, and Delete buttons. Stop word identification is not case sensitive, so you can enter the items in upper or lower case. If you want to deactivate a stop list, delete all of the stop words.

5.	Click OK to save changes and update the current database.


Selecting a Sort Order for Printing

Your bibliography will not necessarily print in the same order as your record list. For printing, ProCite takes the sort order indicated in the selected output style. If you want to permanently change the sort order associated with an output style, modify the output style directly. Or, override the sort setting in an output style.

To override the output style sort setting:

1.	From the File menu, choose Print Bibliography to display a preview.

2.	Click Configure to display the Configure Bibliography dialog.

3.	Select a new sort order from the Reference List Order pull-down list.

Tip: In the Configure Bibliography dialog, click the Reset button to update the tab with settings from the current output style.


Selecting a Sort Order for Viewing

When you change the sort order for display, the new setting is remembered until you specifically change it. To change the display order, go to the Sort menu and select from the list of available sort orders. The current list updates in that order.

If you want a sort order that isn’t in the list of predefined sorts, you can create a custom sort order .

Tip: The easiest way to change the display sort is to click on a column header. Click on the same header again to toggle ascending and descending order.


Switching Ascending/Descending Order

You can reverse your entire record list from Ascending to Descending order for the current sort. Toggle Ascending and Descending order from the Sort menu. Or, click on a column heading to toggle the order.

To switch a single sort level (field) from Ascending to Descending order, you must set up a custom sort order. In a custom sort order, you can set each of the sort levels to ascending or descending order, so you could have the author name sorted from A to Z, which is ascending order, while having the date sorted from most recent to earliest, which is descending order.

You can switch the entire list between ascending and descending order from the Sort menu whether you are using a predefined sort or a custom sort. When printing, you can select ascending or descending order on the Reference List tab of the Configure Bibliography dialog.


Creating Workforms

Fully plan the design of your workform before you create it with ProCite. The fields you use for particular types of information will affect searching, sorting, and output. If you modify a workform, it affects every ProCite database that uses it.

To create a workform:

1.	Create the new workform.

•	To create a blank, new workform, go to the File menu and pick New. Choose Workform as the type of file you wish to create.

•	To base a new workform on an existing workform, go to the File menu and choose Open. In ProCite’s Forms folder, double-click the workform you wish to modify. (After making changes, you will use Save As from the File menu to save the modified workform under a new file name and leave the original workform intact.)

2.	With the workform open, use the Set Fields button to highlight the fields you want to include in the workform. Be consistent in how you use fields across workforms. ProCite uses field number to identify fields for searching, sorting, output, etc.

3.	Enter workform-specific field names for each field in the workform. Try not to create too many different names for the same field in different workforms.

4.	Type a unique Workform Title at the top of the window.

5.	Close the workform.

6.	If you are modifying an existing workform, choose Save As from the File menu so the original workform stays intact. In the file dialog, enter a new File Name for the workform.

The new workform is available to any ProCite database accessed with your copy of ProCite.

Note: Most likely you will need to modify the output styles you use to make specific changes for your custom workforms.

Tip: If there are existing records you wish to transfer to the new workform, use Global Change Workform.


Globally Changing Workforms

With the Global Change Workform command, you take a marked set of records that are in any combination of workforms, and modify the set so that all of those records use one particular workform.

To change the workforms of multiple records to one workform type:

1.	From the Select menu, choose Clear Marked Set to clear the check box for all records.

2.	Mark the records whose workforms you wish to change.

3.	Go to the Database menu's Edit Marked Records submenu, and choose Global Change Workform.

4.	Select a new workform from the pull-down list of available workforms.

5.	Click OK to start the operation. ProCite displays an alert message asking if it is OK to change each marked record to the new workform.

6.	Click OK to allow ProCite to change the workform for the marked records. ProCite alerts you when the process is complete, and indicates the number of records changed.

7.	Click OK to dismiss the message.

All information in fields common to both the original and the new workform remains intact. That is, if both workforms include a particular field number, the contents of the field remain in that field, although the field name may change from workform to workform.

If an original field has no corresponding field in the new workform, it will still be included in the new record. However, it is not part of the new workform and should be moved to the appropriate field or deleted. Either Cut the text and Paste it into the appropriate field for each record, or mark the affected records and use the Global Move Field feature described below.


Deleting Workforms

If you use only a limited number of workforms and want to limit the number of workforms available for data entry, you can delete workforms. You may want to keep a backup copy of the deleted workform files in another folder.

From the File menu, use the Delete command to delete the appropriate workform files from the folder containing workforms (usually ProCite’s Forms folder). Workforms include the file extension .PWF.

Caution: If you have records that use a workform that is no longer available, the workform type displays as <Unknown> in the abbreviated record list. You will need to either change the workform for those records or copy the appropriate workform file back into the Forms folder. You can install the original workforms by reinstalling with the ProCite master disks.


Modifying Workforms

You can rename any workform and/or change the definition of any workform.

Caution:  If you plan to share data with colleagues, we recommend that you not change any of the predefined workforms. You may want to Create a New Workform based on an existing workform.

To modify a workform:

1.	Go to the File menu and choose Open.

2.	In the File dialog, locate and open the Forms folder. From the list of workforms displayed, double-click on the workform you wish to modify. This accesses the workform definition window.

3.	If you want to modify the fields included in the workform, click on the Set Fields button and highlight the fields you want to include. You may need to select or deselect only a few fields.

4.	Modify the workform-specific field names as needed.

5.	Modify the Workform Title as needed.

6.	Close the workform, and ProCite asks whether to save changes.

The new workform is available to any ProCite database accessed with your copy of ProCite.

Note:  You most likely will need to modify your output styles to reflect changes to the workform.


Sharing Workforms

Workforms are stored in separate files. This allows multiple databases to share the same workforms.

If you want to send a workform to someone else for use with a different copy of ProCite, you can do one of two things:

•	Copy and send the appropriate workform file for that user to include in his or her ProCite Forms folder.

ProCite for Windows (version 5) and ProCite for the Macintosh (version 5) can directly share workforms. However, if the workform was created on a Macintosh, first add the extension .PWF to the filename.

•	Include the workform definition when exporting data from a ProCite database. Exporting records with workform definitions creates a delimited, plain-text file (all special styles and fonts are ignored). When the recipient imports that delimited file into a ProCite database, workform files are created in the Forms folder.


Converting from Reference Manager

You can convert these Reference Manager databases to ProCite databases:

•	Reference Manager for the Macintosh:   all versions

•	Reference Manager for Windows:   versions 6.x, 7.x, 8.x, 9.x

•	Reference Manager for DOS:   version 6.x

A version 5.x database must first be updated to Reference Manager version 6 or later before converting to ProCite. Please contact technical support if you need to update your database.

To convert a Reference Manager database:

1.	Start ProCite.

2.	From the Tools menu, select Convert File.

3.	In the file dialog, display files of all types, then locate and open the Reference Manager database.


Converting from EndNote

You can convert EndNote version 2.x and 3.x libraries to ProCite databases.

To convert an EndNote library:

1.	Start ProCite.

2.	From the Tools menu, select Convert File.

4.	In the file dialog, display files of all types, then locate and open the EndNote library.


Overview of Internet and PubMed Searching

ProCite’s Internet searching directly searches and retrieves records from Z39.50 compliant libraries. You can search multiple online databases simultaneously. PubMed searching is included in the description of Internet searching. You may want to follow the exercise in the Guided Tour titled Searching and Importing Records Directly from an Online Database.

Are you wondering, “What is Z39.50?” The Z39.50 standard is a national standard that defines a protocol for computer-to-computer information retrieval.

To search databases with Internet Search or PubMed Search, you must have a valid Internet connection. You must also have access to port numbers used by those servers you wish to search.

ProCite is configured for searching many free online databases and library catalogs as well as databases that require payment and/or a password for access. When you attempt to search a restricted database, ProCite prompts for the necessary information. To gain access to a restricted database, you must contact the information provider directly to set up an account.

You can set up ProCite to search any Z39.50 compliant library. Contact the host administrator, and enter the appropriate settings in ProCite.


Posting Databases on the Web

ISI ResearchSoft sells Web Poster, a supplemental program which allows you to post ProCite databases on the worldwide web for use by others. ProCite, Reference Manager, and EndNote users can search your ProCite databases and retrieve records for local use. Please contact ISI ResearchSoft for more information.


Dial-Up Internet Connections

If you use a modem and phone line to connect to the Internet, as opposed to a direct network connection, please note this connection information:

Connecting: Most dial-up connection settings are configured to automatically dial and connect to the Internet when you use an application that requests an online connection (such as ProCite’s Internet Search feature). However, some Internet providers, such as America Online, require that you establish an online connection (sign on) before attempting an Internet Search or PubMed Search with ProCite.

Disconnecting: ProCite does not disconnect your Internet connection at any point. You need to shut down your connection when you have finished using ProCite’s Internet or PubMed search features.


Testing the Servers

Make sure you have Internet access and a valid connection. If your web browser  (Netscape Navigator or Internet Explorer) is able to run, you have a valid connection.

You can test the response of any Z39.50 server.

To test a server connection:

1.	From the Tools menu, select Internet Search.

2.	Click Hosts to display the list of servers currently configured.

3.	Click Configure Hosts.

4.	Highlight the server you want to test.

5.	Click Test Host. A status dialog appears.

If your connection is valid and the server is responding properly, the bottom of the dialog should indicate:

 Success: Server responding properly.

Note: You can click Test All to test all servers in the list. The server list is large, so this could take quite some time!


Allowing Access Through Firewalls

Firewalls are used for security, so they restrict access between computers and the Internet. Some firewalls simply require that you enable the ports used by the Z39.50 servers you intend to access. Other firewalls, known as proxy servers, require additional information.


Enabling Port Numbers

If a firewall is blocking a port to which you need access, you will get a message that begins:

Failed to connect...

Check the port number for the server and consult your Network Administrator. Your Network Administrator needs to allow access to each port you intend to use.

Z39.50 servers typically use port 210, but many firewalls do not have port 210 enabled. If port 210 or other necessary port numbers are not enabled, ProCite cannot connect to your selected search sites.

Tip: The Library of Congress uses port 2210, and the OVID Trial Server uses port 220.

  Listing All Current Port Numbers

  Finding the Port Number for a Specific Host


Listing All Current Port Numbers

For a list of all port numbers entered for use by ProCite:

1.	From the Tools menu, select Internet Search.

2.	Click Hosts.

3.	Click Configure Hosts.

4.	Click Port Numbers.

To allow searching of all the currently configured hosts, your network administrator must give access to each of these ports.


Finding the Port Number for a Specific Host

To determine the port number for a specific host already configured in ProCite:

1.	From the Tools menu, select Internet Search.

2.	Click Hosts.

3.	Click Configure Hosts.

4.	Highlight the name of the server in the scrollable list and click Properties.

5.	Write down the Port Number. This is the number that must be enabled on the firewall machine.

Note: If you are setting up a new server, you need to get the port number from that host’s network administrator.


Configuring Proxy Servers

ProCite supports the SOCKS proxy server protocol, versions 4 and 5.

If your firewall is a proxy server:

1.	Contact your network administrator to determine these settings:

•	Does the proxy server use SOCKS version 4 or 5?

•	What is the proxy server address?

•	What is the port number?

•	Will the proxy server perform DNS?

•	What Username and Password should I enter?

2.	On the Internet Search tab, click Hosts and then Configure Hosts.

3.	Click Proxy Server. By default, Not using a Proxy Server is selected.

4.	Enter settings as instructed by your network administrator.

5.	Click OK and ProCite will use the proxy server to access the Internet.

Please note these incompatibilities:

•	WinGate 3.0: Using SOCKS version 4, the proxy server does not perform DNS lookup. Using SOCKS version 5, the username and password authentication is not supported.

•	NetProxy 3.0.2: The username and password authentication is not supported.


Selecting Z39.50 Sites to Search

ProCite is configured for searching many free online databases and library catalogs as well as databases that require payment and/or a password for access. When you attempt to search a restricted database, ProCite prompts for the necessary information.

Note: To gain access to a restricted database, you must contact the information provider directly to set up an account.

Two major databases that allow free access are the Medline database from the National Library of Medicine (PubMed), and the Library of Congress. Most university library catalogs are also unrestricted.

You can search a single Internet site or search any number of different sites simultaneously.

To select the Z39.50 sites you wish to search:

1.	From the Tools menu, select Internet Search to display the Internet Search tab.

2.	Click the Hosts button to display the Internet Hosts dialog. The All Hosts tab lists all the host databases configured for searching.

3.	Scroll through the list and select the check box for each database you want to search.

Many hosts supply a single database, while others may list multiple databases for searching. Click the plus sign (+) to list multiple databases.

Tip: Click the column headings to sort the list by host name, location, or type.

4.	Click the Marked Hosts tab to view a list of only the databases you marked. These are the databases ProCite accesses when you start an Internet search.

If you plan to search various combinations of databases when you retrieve references, you should display this dialog before each search.

5.	Click OK to save your changes. The selected hosts are listed to the right of the Hosts button.


Searching Z39.50 Internet Sites or PubMed

This section assumes that you already have a connection to the Internet. You may have a direct network connection, your dial-up connection may automatically dial and connect when ProCite requests it, or you may need to establish an online connection before executing the search.

To search and retrieve records from selected online databases:

1.	From the Tools menu, select either:

•	Internet Search to open a temporary database and display an Internet Search tab. This allows you to search any number of Z39.50 databases.

•	PubMed Search to open a temporary database and display a PubMed Search tab. This is specifically for searching PubMed, the National Library of Medicine’s public access database.

2.	If you are viewing the Internet Search tab, click the Hosts button to select databases to search. See Selecting the Z39.50 Sites to Search for more information.

3.	Enter a search expression on the Internet Search or PubMed Search tab. For each field you want to search:

a.	Use the drop-down field lists to select the fields to search. The most common fields are already set up: Author, Title, and Keywords.

b.	Enter the word or phrase you want to find.

Combine multiple search lines with AND, OR, or NOT.

See Creating a Search Expression for more information.

4.	Click Search to start the search.

Note: If you haven’t already established a connection, your dial-up configuration should automatically dial and connect. If the connection is not successfully established, ProCite alerts you with an error message and stops the search attempt.

ProCite sends the search request to the online database. The status line, between the search strategy and the record list, keeps track of how many records are found and imported. You can stop record retrieval at any time with the Stop and Pause buttons on the toolbar.

Note: If your search does not execute correctly, click the icon on the status line for a log file describing the last search.

5.	ProCite displays your search results in the record list below the search expression.

Note: Single and double character diacritics found in MARC records are mapped to the Windows ANSI character set or the Macintosh Apple Standard Roman character set before being imported into ProCite.

6.	Your search results are in a temporary database that can be saved or discarded when you close ProCite. To save the retrieved records, you must copy them to a new or existing ProCite database.

You can search the Internet, or PubMed, as many times as you wish. You have the option to clear the previous search results each time you start a new search or add records to the existing search results. This is described under Internet Search Options.

You can click Clear Results on the toolbar at any time to clear the current record list.

Note: ProCite does not disconnect your Internet connection. You may need to close your dial-up connection when you are done using Internet Search or PubMed Search.


Log File

If your Internet Search or Pubmed Search does not execute correctly, click the icon on the status line (between the search strategy and the record list) for a log file of the last search. These status messages can help you determine a connection problem or troubleshoot after configuring a new host or database.

At the top of the dialog, use the the Show dropdown list to select either:

•	Status Messages:  This gives information about your connection to the Internet host.

•	Record Data:  This gives information about the individual records retrieved. Depending on the number and size of the records retrieved, it can take quite some time to load this information.

The log file is a temporary file that details only the previous search. You can print this file. Or, to save the information to a disk file:

1.	Press Ctrl+A to select all the text in the window.

2.	Press Ctrl+C to copy the selected text to the clipboard.

3.	Open a text editor (for example, Notepad)

4.	Press Ctrl+V to paste the clipboard text into the text editor.

5.	Save the file.


Saving or Discarding Search Results

Listed here are several options for saving or discarding search results.

To save all records listed on the Internet Search tab or PubMed Search tab to a new database:

•	Use Save As from the File menu.

•	Close the Internet Search or PubMed Search database. When prompted, select Save.

To save a subset of records or to add records to an existing database:

•	Use the Copy and Paste commands from the Edit menu to copy highlighted records and paste them into another open database.

•	Resize the database window and use drag-and-drop to copy records from the Internet Search tab or PubMed Search tab to another open database.

•	Copy Marked Records:

1.	Mark those records you want to save. Display the Marked Records tab to verify the marked set.

2.	From the Database menu, use the Copy Marked Records command (or the Copy Marked button on the toolbar) to copy the marked records to a new or existing ProCite database.

Note: When you copy and paste or drag-and-drop into an existing database, the records you copy become the marked set -- replacing the existing marked set of records.

To discard search results:

•	Click the Clear Results button on the toolbar before starting a new search.

•	Close the Internet Search or PubMed Search database. When prompted to save search results, select No. The search database is discarded.

•	You can set an option to clear the previous search results each time you start a new search.


Creating a Search Expression

On the Internet Search tab and the PubMed Search tab, four search lines are initially set up for Author, Title, Keywords, and All Fields. These are the fields typically searched most often. If you want to search only one or two of those fields, leave the search text box empty for those you don’t want to search.

If you want to search more than four fields, use the New Item button to add additional search lines. You can scroll to see all of the search expression or you can use your mouse to move the divider between the search expression and the record list.

If you always search only one or two fields at a time, you can use the Delete Item button to reduce the number of search lines displayed.

To create an Internet or PubMed search expression:

1.	Because each online database may have a different set of fields available for searching, you should first select those databases you wish to search. The list of fields available for searching may change depending on the databases you select.

See Selecting the Z39.50 Sites to Search if you need information about selecting the databases to search.

2.	Click New Search to clear a previous expression.

3.	You need to complete a search line for each field you want to search in the online database(s). To the right of Search for, the first drop-down list contains the fields available for searching. You can use the field currently displayed or select a different field from the drop-down list.

4.	Move the cursor to the text box and type the word or phrase you want to locate.

Tip: Use the Terms button to select a word or phrase from a Field Content List or Term List.

5.	If you are searching on a single field, click the Search button to start the search. If not, go to step 6.

6.	Move to the next line and combine the previous search line to this second line with AND, OR, or NOT.

AND:	Both the previous line and this line must match the record.

OR:	Either the previous line or this line must match the record.

NOT:	The previous line must match the record, and this line must not match the record.

7.	Select the next search field , and enter your search text.

8.	Continue adding search lines to refine your search.

9.	Click Search to start the Z39.50 Internet search or PubMed search.


Saving a Search Expression

To save a search expression:

1.	With the search expression onscreen, click Expressions.

2.	Select Add to Expressions from the drop-down list to display the Expressions dialog.

3.	Type a descriptive name in the box to identify the search expression and click OK.

When you give the search expression a name that is already in use, ProCite asks whether to replace the existing expression.

Search expressions are saved in these files:

ProCite database search expressions:  srchexpr

Internet search expressions:  inetexpr

PubMed search expressions:  pmedexpr

To determine the folder where your search expressions are stored:

1.	From the Tools menu, select Options.

2.	Click the File Locations tab.

3.	Under Search Expressions, either use the browse button (...) to select the appropriate folder or type the full path to the folder.


Restoring a Search Expression

To use a previously saved search expression:

1.	Click the Expressions button.

2.	Select the expression name from the drop-down list, and ProCite adds the expression to the search interface, replacing any existing expression.

Note: The drop-down list shows up to 10 saved search expressions. If you have more than 10 saved expressions, you may need to use the Expressions item at the bottom of the list.

3.	Click Search to execute the search.


Editing a Saved Search Expression

To edit a saved search expression:

1.	Restore the search expression you wish to edit.

2.	Make your changes to the expression.

3.	Save the expression with the same name.

4.	When asked whether to replace the existing expression, click Yes.


Deleting a Search Expression

To delete a saved search expression:

1.	On the Internet Search tab, click the Expressions button and select Organize Expressions.

2.	Highlight the expression you want to delete and click Delete.

3.	Click OK to save the change.


Renaming a Search Expression

To rename a saved search expression:

1.	On the Internet Search tab, click the Expressions button and select Organize Expressions.

2.	Highlight the expression you want to rename and click Rename.

3.	Type a new name for the expression and click OK.


Setting Internet and PubMed Search Options

The Internet Search options determine which fields are listed for searching, what happens to existing search results when you start a new search, and what happens to search results when you close the Internet Search or PubMed Search window. These settings are saved for the current copy of ProCite.

To set the Internet and PubMed Search options:

1.	From the Tools menu, select Options.

2.	Click the Internet Search tab

3.	Select what to do with existing search results when starting a new search:

•	Retain previous search results: This keeps adding new search results to your existing list of search results.

•	Prompt to clear previous search results: This prompts you each time you start a new search. You can decide each time whether to add to the existing results or clear the existing results.

•	Clear previous search results: This option always clears the existing search results before starting a new search.

4.	Select which action to take when closing the Internet Search window:

•	Prompt to save search results: Every time you close the Internet Search window, you are asked whether to save the existing search results.

•	Discard search results: No warning is displayed. Each time you close the Internet Search window, your existing search results are discarded.

5.	Select from these downloading options (PubMed only):

•	Always prompt before downloading records: After seeing the number of records that match your search expression, you decide how many to download.

•	Prompt if the number of records is more than XX: You are prompted about downloading only if the number of matches exceeds the number you enter here.

•	Do not prompt before downloading records: ProCite starts downloading all search results.

6.	Select the fields to list for searching:

•	Only those fields common to all marked hosts: This displays only search fields that are found in every one of the marked hosts.

•	All fields supported by all marked hosts: This displays a cumulative list of fields; some may not be valid for certain databases.

7.	Click OK to save your changes.


Adding or Modifying Z39.50 Host Configurations

Before you can begin creating a new host configuration, you need to contact your librarian or information provider to obtain Z39.50 configuration instructions for the host and database you want to add.

To add a new Z39.50 host configuration or modify an existing configuration for searching:

1.	On the Internet Search tab, click the Hosts button to display the Internet Hosts dialog.

2.	Click Configure Hosts to display the list of Z39.50 servers currently configured.

3.	To display a Host Properties dialog:

•	If you are setting up a new Z39.50 host, click New Host.

•	If you are modifying an existing host, highlight the host in the list and click Properties.

4.	On the General tab, enter or modify the following. Contact an administrator from the Internet host if you need assistance with this information.

Host Name: This name for the Z39.50 server is for display only, so make it descriptive for yourself.

Domain Name or IP Address: This is the Internet address for the Z39.50 server, and is mandatory.

Port Number: This is the Internet port for the server, and is usually 210. If your Internet access is restricted by a firewall, your network administrator must allow access to this port.

Library Type: Select or enter the host’s library type; Academic, Corporate, Government, or enter your own type. It appears in the host list, and you can use it to sort the list by type.

Location: Select or enter the host’s location. Choose from the list or enter your own.  The location appears in the host list, and you can use it to sort the list.

URL:  The web address of this host (not required). It is helpful as a reference in case you have questions later.

Description:  A short description of the host, for this display only.

User Name and Password: The host server may require a user name and/or password.  Contact an administrator from the Internet host if you need assistance with this information. The user name and password are used only when the check boxes are selected.

If you prefer the security of being prompted for a password before each search, select the check boxes but do not enter your password.

Note: The User Name and Password are kept in a registry file so that you can share your host configurations without sharing this personal information.

5.	Click OK to save changes to the Host Properties.

6.	Your next action depends on whether you modified an existing host or added a new host:

a.	If you modified host properties, click OK until you return to the Internet Search tab.

b.	If you added a new host, ProCite prompts you to configure at least one database available from the host.

Note: You can add or modify a database configuration  as described under the next section, Adding or Modifying Database Configurations.


Adding or Modifying Database Configurations

To add  a database configuration, a host configuration must already be defined.

To add or modify a Z39.50 database configuration for searching:

1.	Display the Database Properties dialog.

•	If you have just added a new host, ProCite automatically displays a Database Properties dialog.

•	If you are adding a new database configuration to an existing host or modifying a database configuration:

a.	On the Internet Search tab, click the Hosts button to display the Internet Hosts dialog.

b.	Click Configure Hosts to display the list of Z39.50 servers and databases that are currently configured.

c.	To add a new database, highlight the host that offers the new database and click New Database. To modify a database, click the plus sign (+) next to the host to list databases, highlight the existing database that you wish to modify, and click Properties.

2.	Type the Database Name. This must be the name of the database on the Z39.50 server. It is used by the server, and is often a very short version of the full database name.

3.	Select the Record Type from the drop-down list:

USmarc

UNImarc

UKmarc

CANmarc

GRS-1

SUTRS

Almost all of the databases currently configured send data as USmarc records. Check with an administrator from the Internet host if you are not sure which record type to select.

4.	Select the Format from the drop-down list. It is the file format used by the host server. This selects the Biblio-Link configuration file used to map data to ProCite fields.

Note: You can use the Biblio-Link II program found in the ProCite folder to modify these configuration files. Be careful, as changes affect all databases which use the same configuration file.

5.	Type a Description of the database. This is a more complete form of the database name and appears in the database list.

6.	Enter the search attributes for the database. The table defines the various search options available for a particular database. You can obtain this information from the organization (information provider) that maintains the host server; it is often included on the host’s web site.

a.	Field Name:  This is the word or phrase that appears in the field list on the Internet Search tab. You can use ProCite’s generic field names for ease of use.

b.	Field Type:  This defines the format of the text.

The Z39.50 standards  use the "bib-1 attribute set" to encode a search before sending it to the database server. The bib-1 attribute set was designed specifically for library catalog databases and is closely tied to the MARC format used in these databases. Some companies have extended the bib-1 set with proprietary use attributes for different types of databases. Only the standard attributes are described here. For each attribute, enter the corresponding ID number for the setting you need.

c.	Use:  The index to be searched (such as Keywords).

d.	Relation:  The relation of the search term to the index (equivalent to equal, greater than, less than, etc.)

e.	Position:  The position of the search term in the MARC record field (first, last, anywhere, etc.)

f.	Structure:  The structure of the term, such as a word or phrase

g.	Truncation:  Available truncation options used to interpret the search term (for example: right truncation, wildcards, no truncation)

h.	Completeness:  Indicates whether or not the search term should be the complete subfield in the MARC record corresponding to the field searched

Note: The Use attributes are mandatory, while other attributes are often left blank to use the server’s defaults.

7.	Click OK to save your settings. If you added a new database, ProCite asks whether you want to add another database to the current host.

8.	To add another database for this host, click Yes. If you are finished adding databases for this host, click No.


Field Type Attribute

The field type attribute helps to convert your seach text into a form usable for searching the online database. Choose from:

•	Generic: The search text is sent to the server exactly as it was entered.

•	Author (Last First M): The search text is read as an author in any of the procite formats and is converted to this author form for searching.

•	Author (Last FM): The search text is read as an author in any of the procite formats and is converted to this author form for searching. Most of the Medline databases require these initials.

•	Date: Any date recognized by ProCite is converted into a date format that any server should be able to use for searching.

•	Exclude Stop Words: Stop words in the search text are removed. Some hosts do not index insignificant words, and would fail if you tried to search for those words.


Use Attribute

The use attribute specifies the field or index to be searched (such as Subject or Author). When ProCite sends a search request to the server, it uses the number to identify the field that should be searched. The most common use attributes include:

1	Personal name
2	Corporate name
3	Conference name
4	Title
21	Subject heading
30	Date
31	Date of publication
62	Abstract
63	Note
1004	Author-name personal
1005	Author-name corporate
1016	Any
1018	Publisher
1020	Editor
1035	Anywhere
1036	Author-Title-Subject
For a more complete and detailed list, see Bib-1 USE attributes (by number).


Bib-1 Use Attributes (by number)

These Use attributes are from Z39.50-1995 Appendix 3, ATR: Attribute Sets.

Use	Value	Reference to Group Name
Personal name	1	Name-personal
Corporate name	2	Name-corporate
Conference name	3	Name-conference
Title	4	Title
Title series	5	Title-series
Title uniform	6	Title-uniform
ISBN	7	Identifier-ISBN
ISSN	8	Identifier-ISSN
LC card number	9	Control number-LC
BNB card number	10	Control number-BNB
BGF(sic) number	11	Control number-BNF
Local number	12	Control number-local
Dewey classification	13	Classification-Dewey
UDC classification	14	Classification-UDC
Bliss classification	15	Classification-Bliss
LC call number	16	Classification-LC
NLM call number	17	Classification-NLM
NAL call number	18	Classification-NAL
MOS call number	19	Classification-MOS
Local classification	20	Classification-local
Subject heading	21	Subject
Subject Rameau	22	Subject-RAMEAU
BDI index subject	23	Subject-BDI
INSPEC subject	24	Subject-INSPEC
MESH subject	25	Subject-MESH
PA subject	26	Subject-PA
LC subject heading	27	Subject-LC
RVM subject heading	28	Subject-RVM
Local subject index	29	Subject-local
Date	30	Date
Date of publication	31	Date-publication
Date of acquisition	32	Date-acquisition
Title-key	33	Title-key
Title collective	34	Title-collective
Title parallel	35	Title-parallel
Title cover	36	Title-cover
Title added-title-page	37	Title-added-title-page
Title caption	38	Title-caption
Title running	39	Title-running
Title spine	40	Title-spine
Title other variant	41	Title-other-variant
Title former	42	Title-former
Title abbreviated	43	Title-abbreviated
Title expanded	44	Title-expanded
Subject PRECIS	45	Subject-PRECIS
Subject RSWK	46	Subject-RSWK
Subject subdivision	47	Subject-subdivision
Number natl bibliography	48	Identifier-national-bibliography
Number legal deposit	49	Identifier-legal-deposit
Number govt publication	50	Classification-government-publication
Number publisher  for music	51	Identifier-publisher-for-music
Number DB	52	Control-number-DB
Number local call	53	Identifier-local-call
Code—language	54	Code-language
Code--geographic area	55	Code-geographic-area
Code—institution	56	Code-institution
Name and title	57	Name and title
Name geographic	58	Name-geographic
Place publication	59	Name-geographic-place-publication
CODEN	60	Identifier-CODEN
Microform generation	61	Code-microform-generation
Abstract	62	Abstract
Note	63	Note
Author-title	1000	Author-name-and-title
Record type	1001	Code-record-type
Name	1002	Name
Author	1003	Author-name
Author-name personal	1004	Author-name-personal
Author-name corporate	1005	Author-name-corporate
Author-name conference	1006	Author-name-conference
Identifier—standard	1007	Identifier-standard
Subject--LC children's	1008	Subject-LC-children's
Subject name—personal	1009	Subject-name-personal
Body of text	1010	Body of text
Date/time added to database	1011	Date/time added to database
Date/time last modified	1012	Date/time last modified
Authority/format identifier	1013	Identifier-authority/format
Concept-text	1014	Concept-text
Concept-reference	1015	Concept-reference
Any	1016	Any
Server choice	1017	Server-choice
Publisher	1018	Name-publisher
Record source	1019	Record-source
Editor	1020	Name-editor
Bib-level	1021	Code-bib-level
Geographic class	1022	Code-geographic-class
Indexed by	1023	Indexed-by
Map scale	1024	Code-map-scale
Music key	1025	Music-key
Related periodical	1026	Title-related-periodical
Report number	1027	Identifier-report
Stock number	1028	Identifier-stock
Thematic number	1030	Identifier-thematic
Material type	1031	Material-type
Doc ID	1032	Identifier-document
Host item	1033	Title-host-item
Content type	1034	Content-type
Anywhere	1035	Anywhere
Author-Title-Subject	1036	Author-Title-Subject


Relation Attribute

The relation of the search term to the index, that is, how the server matches the search term on searches of this field. Typical values are:

1	Less than
2	Less than or equal
3	Equal
4	Greater or equal
5	Greater than
6	Not equal


Position Attribute

MARC records often contain subfields within fields. The Position attribute defines how the server will match a search term to text in subfields:

1	Search term must be the first data in the field.
2	Search term may appear in any subfield but must be the first data in the subfield in which it appears.
3	Search term may appear any place in the field.


Structure Attribute

The "structure" of the term indicates the kind of information that the server expects on a search of the corresponding field. Typical values are:

1	Phrase (one or more words separated by spaces)
2	Word (single words only, no spaces allowed)


Truncation Attribute

"Truncation" refers to the ability of the server to do whole-word or partial-word searching on text in a field. A word in a search term may be:

1	Right truncated, in which case the word is treated both as a complete word and as the beginning of a longer word
2	Left truncated in which case the word is treated both as a complete word and the ending of a longer word;
3	Left and right truncated, in which case the word is treated as a complete word and the beginning or ending of a longer word.
100	No truncation allowed (the search term must match exactly)


Completeness Attribute

“Completeness” indicates whether or not the search term should be the complete field corresponding to the field searched. Searches of some fields match only when the term for which you are searching represents the entire contents of the field.

1	Incomplete subfield. Words other than those in the search term may appear in the subfield or field in which the term appears.
2	Complete subfield. No words other than those in the search term should appear in the entire subfield in which the term appears, but additional words may appear in other subfields in the field.
3	Complete field. No words other than those in the search term should appear in the entire field in which the term appears.


Importing Web Pages

You can create ProCite records from individual web pages displayed with Netscape (version 3 or above) or Internet Explorer (version 4 or above).

Note: Import Web Page always creates a new record. You cannot use this command to add a title and URL to an existing record.

To copy the URL and Title from the document currently displayed with your browser and paste them into a ProCite record:

1.	Display the web page in Netscape or Internet Explorer.

2.	Start ProCite (or switch to ProCite if it is already open) and open or create the database to which you want to add records.

3.	From the Tools menu, choose Import Web Page.

A split screen displays the text of the web page at the top of the window and the ProCite record on the bottom. This makes it easy to copy information from the web page into the ProCite record.

•	The new ProCite record at the bottom of the window contains the Title and URL from the web page. The Title transfers to ProCite’s Title, Analytic (04) field and the URL to  Location/URL (38).

•	The ProCite workform is the one last used for insertion in ProCite. If you want to use a different workform, preferably the Web Page workform, use the pull-down list at the top of the window.

•	You can switch between the web page text and the ProCite record (the top and bottom panes in the window) to copy and paste information into the appropriate ProCite fields. Highlight information from the web page, then click on the appropriate field name in the ProCite record to copy the highlighted information directly into that corresponding ProCite field.

•	You can manually add text to any of the ProCite fields. You may wish to include a note or relevant keywords. All ProCite editing features are available, including field content lists and term lists.

•	You can turn certain display features off to maximize space on the Edit Record window.

Close and save the ProCite record as you would any new record. Select Close from the File menu or click on the Close box and save changes when prompted.


Including URLs and UIs in Records

You can add an Internet URL or a PubMed unique identification number (UI) to a ProCite record and later launch the URL or UI. Enter items in your ProCite records as shown in these examples:

URL/UI	Enter
Internet URL	http://www.procite.com
PubMed UI	89025932
Once an internet URL or 8-digit Medline (PubMed) UI is stored in a ProCite record, you can use ProCite to launch Netscape or Internet Explorer (if not already open) and go directly to that location.

To go to the location:

•	When the item is entered in field Location/URL (38), you can either highlight the record in a record list or open the record for editing. Then, from the Tools menu, choose Open File/URL.

•	If the item is in a field other than 38, open the record for editing, highlight the item, and from the Tools menu choose Open File/URL.

ProCite takes action:

•	URL:  ProCite launches your default browser and directs it to the Internet location.

•	UI:  ProCite launches your browser and directs it to the citation in the National Library of Medicine's Medline database.


Copying via the Clipboard

To copy a record to an email message via the clipboard:

1.	In any record list, highlight the record(s) you want to format.

2.	From the Edit menu's Copy Special submenu, choose:

•	Copy Formatted Reference to format the highlighted record using the current Configure Bibliography settings (including output style) and copy it to the clipboard.

•	Copy In-Text Citation to format the highlighted record according to the current output style and copy it to the clipboard. The in-text citation format is typically an Author-Date format used when citing records within a manuscript, but it could also be a full footnote format.

3.	Switch to your email application and Paste the formatted reference or in-text citation into the body of a message.


Copying from the Preview Pane

To copy a record to an email message from a preview pane:

1.	From the View menu, select Preview Pane.

2.	Highlight the record you wish to copy. In a preview pane, ProCite formats and displays the highlighted record using the current output style settings (if no output style is currently selected, ProCite asks you to locate one).

Tip: To switch to a different output style for the preview pane, go to the View menu, select Configure Record List and click on the Preview Pane tab.

3.	In the preview pane, highlight the text you want to copy to your email message.

4.	From the Edit menu, select Copy.

5.	Switch to your email application and Paste the formatted reference into the body of a message.


Copying from a Disk File

If you want to include many references, or a full bibliography, in an email message:

1.	Print your bibliography to a disk file.

Go to the File menu and choose Print Bibliography. With the preview displayed, click Save to bring up a file dialog.  Name the file, choose the file type, and Save.

2.	Open the disk file with your word processor.

3.	Highlight the formatted bibliography.

4.	From the Edit menu, select Copy to copy the bibliography to the clipboard.

5.	Switch to your email application and Paste the formatted bibliography into the body of a message.


ProCite Workforms and Fields

Each record in a database uses a single workform. Each workform makes use of a subset of the 45 fields available in ProCite. For example, fields 01, 07, 16, and 30 are all author fields, but each is intended for a different type of author. A single workform typically will not include all four of these fields. The workforms listed here are included with ProCite. You can modify them or create any number of new workforms to meet special requirements.

   Abstract

   Art Work

   Audiovisual Material

   Bill-Resolution

   Book Chapter

   Book Long Form

   Book Short Form

   Book Whole

   Case

   Computer Program

   Conference Proceedings

   Data File

   Dissertation

   Electronic Citation

   Email

   Generic

   Hearing

   In Press

   Journal Article

   Journal Long Form

   Journal Short Form

   Journal Whole

   Letter

   Magazine Article

   Manuscript

   Map

   Monograph

   Motion Picture

   Music Score

   Newspaper

   Patent

   Report

   Sound Recording

   Statute

   Trade Catalog

   Unenacted Bill-Resolution

   Unpublished Work

   Video Recording

   Web Page


Abstract

1	Author(s)

2	———

3	———

4	Title

5	———

6	———

7	———

8	———

9	———

10	Journal Title

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	———

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Art Work

1	Artist

2	Artist Role

3	———

4	Title/Subject

5	Medium

6	Connective Phrase

7	Author, Monographic

8	Author Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	———

23	———

24	———

25	Location in Work

26	———

27	———

28	Size

29	———

30	———

31	———

32	Series Title

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Audiovisual Material

1	Author, Analytic

2	Author Role

3	———

4	Title, Analytic

5	Medium Designator

6	Connective Phrase

7	Author, Monographic

8	Author Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	Author, Subsidiary

17	Author Role

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	Volume ID

23	———

24	———

25	Location in Work

26	Extent of Work

27	Packaging Method

28	Size

29	———

30	Series Editor

31	Series Editor Role

32	Series Title

33	Series Volume ID

34	Series Issue ID

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Bill-Resolution

1	Author(s)

2	———

3	———

4	Act Title

5	———

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Code

19	———

20	Date of Code

21	Date

22	Bill/Res Number

23	———

24	———

25	Section(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	History

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Book Chapter

1	Author, Analytic

2	———

3	———

4	Title, Analytic

5	Medium Designator

6	Connective Phrase

7	Author, Monographic

8	Author Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Book Long Form

1	Author, Analytic

2	Author Role

3	———

4	Title, Analytic

5	Medium Designator

6	Connective Phrase

7	Author, Monographic

8	Author Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	Author, Subsidiary

17	Author Role

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	Extent of Work

27	Packaging Method

28	———

29	———

30	Series Editor

31	Series Editor Role

32	Series Title

33	Series Volume ID

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Book Short Form

1	———

2	———

3	———

4	———

5	———

6	———

7	Author, Monographic

8	———

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	———

23	———

24	———

25	———

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Book Whole

1	———

2	———

3	———

4	———

5	———

6	———

7	Author, Monographic

8	Author Role

9	Title, Monographic

10	———

11	Translated Title

12	Reprint Status

13	———

14	———

15	Edition

16	Author, Subsidiary

17	Author Role

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Original Pub Date

22	Volume ID

23	———

24	———

25	———

26	Extent of Work

27	Packaging Method

28	———

29	———

30	Series Editor

31	Series Editor Role

32	Series Title

33	Series Volume ID

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Case

1	Counsel

2	———

3	———

4	Case Name

5	———

6	———

7	———

8	———

9	Case Name (Abbrev)

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Reporter

19	Court

20	Date Filed

21	Date Decided

22	First Page

23	———

24	Reporter Number

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	History

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Computer Program

1	———

2	———

3	———

4	Program Title

5	Computer Program

6	Connective Phrase

7	Author/Programmer

8	Author Role

9	———

10	———

11	Title

12	Reprint Status

13	———

14	———

15	Version

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	———

23	Report ID

24	———

25	———

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Conference Proceeding

1	Author, Analytic

2	Author Role

3	Author Affiliation

4	Paper/Section Title

5	Medium Designator

6	Connective Phrase

7	Editor/Compiler

8	Editor/Compiler Role

9	Proceedings Title

10	———

11	———

12	Date of Meeting

13	Place of Meeting

14	———

15	———

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	Volume ID

23	———

24	———

25	Location in Work

26	Extent of Work

27	Packaging Method

28	———

29	———

30	Series Editor

31	Series Editor Role

32	Series Title

33	Series Volume ID

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Data File

1	———

2	———

3	———

4	Title, Analytic

5	Medium (Data File)

6	Connective Phrase

7	Editor/Compiler

8	Editor/Compiler Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	Version

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	———

23	———

24	———

25	Location in Work

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	Series Title

33	Series Volume ID

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Dissertation

1	Author, Analytic

2	———

3	———

4	Title, Analytic

5	Medium Designator

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Place of Publication

19	University

20	Date of Publication

21	Date of Copyright

22	———

23	———

24	———

25	———

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Electronic Citation

1	Author(s)

2	———

3	———

4	Title

5	Medium

6	———

7	Editors

8	———

9	———

10	Source

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	———

17	———

18	———

19	Publisher Name

20	Last Update

21	Access Date

22	Volume ID

23	———

24	———

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Email

1	Author(s)

2	Author E-mail

3	Author Affiliation

4	Subject

5	———

6	———

7	Recipient

8	Recipient E-mail

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Message

21	———

22	———

23	———

24	———

25	———

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Generic

1	Author, Analytic

2	———

3	———

4	Title, Analytic

5	———

6	———

7	Author, Monographic

8	———

9	Title, Monographic

10	Journal Title

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	Volume ID

23	———

24	Issue ID

25	Location in Work

26	———

27	———

28	———

29	———

30	Series Editor

31	———

32	Series Title

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	ISSN

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Hearing

1	Author(s)

2	Author Role

3	Author Affiliation

4	Title

5	Medium Designator

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Committee

19	Subcommittee

20	Hearing Date

21	Date

22	Bill Number

23	———

24	Issue ID

25	Location in Work

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


In Press

1	Author(s)

2	———

3	———

4	Title

5	———

6	———

7	———

8	———

9	———

10	Journal Title

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	———

22	Volume ID

23	———

24	———

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Journal Article

1	Author, Analytic

2	———

3	———

4	Article Title

5	Medium Designator

6	Connective Phrase

7	———

8	———

9	———

10	Journal Title

11	Translated Title

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	———

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	Language

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	ISSN

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Journal Long Form

1	Author, Analytic

2	Author Role

3	Author Affiliation

4	Article Title

5	Medium Designator

6	Connective Phrase

7	Author, Monographic

8	Author Role

9	———

10	Journal Title

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	———

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	CODEN

40	ISSN

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Journal Short Form

1	Author, Analytic

2	———

3	———

4	Article Title

5	———

6	———

7	———

8	———

9	———

10	Journal Title

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	———

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	ISSN

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Journal Whole

1	———

2	———

3	———

4	———

5	———

6	———

7	Editor

8	———

9	———

10	Journal Title

11	———

12	Reprint Status

13	———

14	Medium Designator

15	Edition

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	Volume ID

23	———

24	Issue ID

25	———

26	Extent of Work

27	Packaging Method

28	———

29	Frequency of Publication

30	———

31	———

32	———

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	CODEN

40	ISSN

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Letter

1	Author, Analytic

2	———

3	Author Affiliation

4	———

5	Medium Designator

6	———

7	Recipient

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Place of Publication

19	———

20	Date of Letter

21	———

22	———

23	———

24	———

25	———

26	Extent of Letter

27	Packaging Method

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Magazine Article

1	Author(s)

2	———

3	———

4	Article Title

5	———

6	———

7	———

8	———

9	———

10	Magazine Title

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	Volume ID

23	———

24	Issue ID

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Manuscript

1	Author, Analytic

2	Author Role

3	———

4	Title, Analytic

5	Medium Designator

6	Connective Phrase

7	———

8	———

9	Collection Title

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	———

22	———

23	———

24	———

25	Location in Work

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	Document Type

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Map

1	———

2	———

3	———

4	Map Title

5	Map Type

6	———

7	Cartographer

8	Cartographer Role

9	———

10	———

11	———

12	Reprint Status

13	Area

14	Medium Designator

15	Edition

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	———

23	———

24	———

25	———

26	Extent of Work

27	Packaging Method

28	Size

29	Scale

30	———

31	———

32	Series Title

33	Series Volume ID

34	Series Issue ID

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Monograph

1	———

2	———

3	———

4	———

5	———

6	———

7	Author, Monographic

8	Author Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	———

23	———

24	———

25	———

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Motion Picture

1	———

2	———

3	———

4	Title, Analytic

5	Medium Designator

6	———

7	Producer

8	Producer Role

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	Director

17	Director Role

18	Place of Publication

19	Distributor

20	Date of Publication

21	———

22	———

23	———

24	———

25	———

26	Timing

27	Packaging Method

28	Size

29	———

30	———

31	———

32	Series Title

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Music Score

1	Composer

2	Composer Role

3	———

4	Title, Analytic

5	Medium Designator

6	Connective Phrase

7	Editor/Compiler

8	Editor/Compiler Role

9	Title, Monographic

10	———

11	———

12	Reprint Status

13	———

14	Medium Designator

15	Edition

16	Author, Subsidiary

17	Author Role

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Copyright Date

22	Volume ID

23	Report ID

24	Plate Number

25	Location in Work

26	Extent of Work

27	Packaging Method

28	———

29	———

30	Series Editor

31	Series Editor Role

32	Series Title

33	Series Volume ID

34	Series Issue ID

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Newspaper

1	Author, Analytic

2	Author Role

3	———

4	Article Title

5	Medium Designator

6	Connective Phrase

7	———

8	———

9	———

10	———

11	Newspaper Name

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Place of Publication

19	———

20	Date of Publication

21	———

22	Section

23	———

24	Column Number

25	Page(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Patent

1	Inventor

2	———

3	Address

4	Patent Title

5	———

6	———

7	Assignee

8	———

9	Title, Short Form

10	———

11	Title, Long Form

12	Abstract Journal Date

13	Country

14	Document Type

15	Patent Number

16	———

17	———

18	Abstract Journal Title

19	———

20	Date of Patent Issue

21	Application No./Date

22	Abstract Journal Volume

23	———

24	Abstract Journal Issue

25	Abstract Journal Page(s)

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	Language

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	Class Code, National

40	Class Code, International

41	Related Document Number

42	Notes

43	Abstract

44	Registry Number

45	Keywords


Report

1	Author, Analytic

2	Author Role

3	Author Affiliation

4	Section Title

5	Medium Designator

6	Connective Phrase

7	Author, Monographic

8	Author Role

9	Report Title

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	Author, Subsidiary

17	Author Role

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	———

23	Report ID

24	———

25	———

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	Series Title

33	Series Volume ID

34	Series Issue ID

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	CODEN

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Sound Recording

1	Composer

2	Composer Role

3	———

4	Title, Analytic

5	Medium Designator

6	Connective Phrase

7	Editor/Compiler

8	Editor/Compiler Role

9	Recording Title

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	Performer

17	Performer Role

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	Date of Copyright

22	Acquisition Number

23	Matrix Number

24	———

25	———

26	Extent of Work

27	Packaging Method

28	Size

29	Reproduction Ratio

30	———

31	———

32	Series Title

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Statute

1	Author(s)

2	———

3	———

4	Statute Title

5	———

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Code

19	———

20	Date of Publication

21	Date

22	Title/Code Number

23	———

24	———

25	Section(s)

26	———

27	———

28	———

29	———

30	———

31	———

32	History

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Trade Catalog

1	Catalog Author

2	———

3	———

4	Catalog Title

5	Medium Designator

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	Edition

16	———

17	———

18	Place of Publication

19	Publisher Name

20	Date of Publication

21	———

22	Catalog Number

23	———

24	Issue ID

25	———

26	Extent of Work

27	Packaging Method

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Unenacted Bill-Resolution

1	Author(s)

2	———

3	———

4	Act Title

5	———

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	Code

19	———

20	Date of Code

21	Date

22	Bill/Res Number

23	———

24	———

25	———

26	———

27	———

28	———

29	———

30	———

31	———

32	History

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Unpublished Work

1	Author(s)

2	———

3	———

4	Title

5	———

6	———

7	Editor(s)

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	Date of Copyright

22	———

23	———

24	———

25	———

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


Video Recording

1	Author, Analytic

2	———

3	———

4	Title, Analytic

5	Medium Designator

6	———

7	Producer

8	Producer Role

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	Director

17	Director Role

18	Place of Publication

19	Distributor

20	Date of Publication

21	———

22	———

23	———

24	———

25	———

26	Extent of Work

27	Packaging Method

28	Size

29	———

30	———

31	———

32	Series Title

33	———

34	———

35	———

36	Connective Phrase

37	Address/Availability

38	Location/URL

39	———

40	———

41	ISBN

42	Notes

43	Abstract

44	Call Number

45	Keywords


Web Page

1	Author(s)

2	Author Role

3	Author Affiliation

4	Title

5	———

6	———

7	———

8	———

9	———

10	———

11	———

12	Reprint Status

13	———

14	———

15	———

16	———

17	———

18	———

19	———

20	Date of Publication

21	Date of Access

22	———

23	———

24	———

25	———

26	———

27	———

28	———

29	———

30	———

31	———

32	———

33	———

34	———

35	———

36	———

37	Address/Availability

38	Location/URL

39	———

40	———

41	———

42	Notes

43	Abstract

44	Call Number

45	Keywords


The ProCite Toolbars

Use the ProCite toolbars to access common commands by clicking on an icon. If you are not sure what a toolbar icon does, hold the cursor over the icon for a moment to display a tooltip. If tooltips do not appear, go to the Tools menu, choose Options, and select the Tooltips box.

Most of the toolbars can be turned on or off from ProCite’s View menu. Many of the toolbars are dimmed and unavailable when no database is open.

These are other easy ways to access ProCite commands:

•	Access context-sensitive menus with a right mouse click. Depending on where you are in the program, the menu displays a list of common commands compiled from the various menus.

•	If you are working from your keyboard and do not want to switch to your mouse, learn the keyboard commands indicated on the menus.


Standard Toolbar

Use the Standard Toolbar for basic file commands and clipboard commands.

New	Displays the New dialog, where you can create a new database, output style, list, or workform
Open	Displays a file dialog so you can open  a ProCite file
Save	Saves the current file to disk, whether a database, output style, list, or workform
Print	Prints a bibliography to your printer with the current settings
Cut	Cuts highlighted text and places it on the clipboard
Copy	Copies highlighted text and places it on the clipboard
Paste	Pastes clipboard text at the cursor
Clear	Deletes highlighted text


Text Toolbar

Font, size, and type styles are typically applied by an output style. Use them in a record only when you always want it to apply—such as applying italics to Latin terms.

Font	Applies a font to selected text
Size	Applies a point size to selected text
Bold	Applies bold style to selected text
Italic	Applies italic style to selected text
Underline	Applies underline style to selected text
Superscript	Applies superscript style to selected text
Subscript	Applies subscript style to selected text
Insert Symbol	Displays the Insert Symbol dialog where you can select a symbol to insert at the cursor
Show/Hide Invisibles	Displays a visible character for spaces and new paragraphs


Bibliography Toolbar

Use the Bibliography Toolbar to generate a bibliography and send it specifically to the screen, your printer, or a disk file.

Configure Bibliography	Displays a dialog where you can select an output style and other formatting options to apply to the bibliography created by the other Bibliography Toolbar commands
Preview Bibliography	Displays the bibliography on-screen
Print Bibliography	Sends the bibliography to your printer
Save Bibliography	Displays a file dialog so you can save the bibliography to a text file, word processor file, or HTML file


Copy Special Toolbar

Use the Copy Special Toolbar to copy a formatted in-text citation or formatted bibliographic reference to the clipboard. You can then paste into any application that accepts text from the clipboard.

Configure Copy Special	Displays a dialog where you can select an output style and other formatting options to apply to the other Copy Special options
Copy Formatted Record	Formats the highlighted record according to the current output style and copies it to the clipboard
Copy In-Text Citations	Formats the highlighted record(s) as in-text citations based on the current output style and copies them to the clipboard


Edit Record Toolbar

ProCite displays the Edit Record Toolbar when you display a full record for insertion or editing. To turn this toolbar on or off, select Configure Edit Record from the View menu and select or deselect the Show Record Toolbar option.

Workform	Displays the current workform, and allows you to select a different workform for the current record
Record ID	Displays the current record ID, and allows you to enter a different record ID for the current record
Toggle Mark	Marks or Unmarks the open record
Clear Marked Set	Removes all record marking in the database
Configure Edit Record	Displays a dialog where you can modify the display of full records
Show/Hide Empty Fields	Displays or suppresses fields that do not contain information
Go to Record	Allows you to jump to a specific record in the current list
Go to First Record	Go to the first record displayed in the current list
Go to Prev Record	Go to the previous record in the current list
Go to Next Record	Go to the next record in the current list
Go to Last Record	Go to the last record in the current list
Open File/URL	Starts your browser and goes to the Internet location specified by either the selected text or the Location/URL (38) field
Tip: Press the Ctrl key when selecting a Go to icon to move between Marked records.


Record List Toolbar

The Record List Toolbar is always available when a record list is displayed.

Mark Selected	Toggles the marked status of the selected records between marked and unmarked
Mark List	Marks the current list, adding to the existing marked set
Clear	Removes all record marking in the database
Configure Record List/Preview Pane	Displays a tabbed dialog where you can modify the display of the record list and/or the preview pane
Show/Hide Preview Pane	Displays or removes the Preview Pane, which shows the current record formatted according to an output style
Go to Record	Allows you to jump to a specific record in the current list
Go to First Record	Go to the first record displayed in the current list
Go to Prev Record	Go to the previous record in the current list
Go to Next Record	Go to the next record in the current list
Go to Last Record	Go to the last record in the current list
Copy Marked Records	Copies the set of marked records to another database
Open File/URL	Starts your browser and goes to the Internet location specified in the Location/URL (38) field of the selected record
Tip: Press the Ctrl key when selecting a Go to icon to move between Marked records.


Search Toolbar

The Search Toolbar appears on the Search tab. Use these icons to help build a search expression and execute a database search.

New Search	Clears the search expression box to prepare for  a new search strategy
Insert Field	Displays a list of fields to insert in the search expression box
Operators	Displays a list of logical and relational operators to insert in the search expression box
Insert Term	Displays the Insert Term dialog where you can select a term from a field content list or term list to insert
Expressions	Allows you to save or restore search expressions
Search	Executes the current search expression


Duplicate Toolbar

The Duplicate Toolbar appears on the Duplicates tab. Use these icons to help quickly mark and delete duplicates.

Mark by Date	Marks the newest duplicates, so the original entries are left intact
Mark by Size	Marks the duplicate records with the least amount of text, so you retain the most complete records (often those with notes or abstracts)
Configure Duplicates	Displays a dialog where you can change the duplicate record criteria by deciding which fields to compare


PubMed and Internet Search Toolbars

Use the PubMed and Internet Toolbars when searching Internet sources.

New Search	Clears the current search expression
New Item	Adds an additional search line
Delete Item	Deletes the bottom search line
Terms	Displays the Insert Term dialog where you can select and insert a term from a field content list or term list
Expressions	Allows you to save, restore, or delete a search expression
Clear Results	Throws away the current record list before starting the next search
Search	Begins searching the selected databases with the current search expression
Stop	Stops the current search
Hosts	Displays a dialog where you can select the hosts and databases for searching and add or edit hosts or databases


Output Style Toolbar

The Output Style Toolbar is available when creating and editing output styles.

Insert Field	Inserts a field into the current style
Insert Special	Inserts a formatting character
Configure Fields	Configures formatting for special fields: authors, titles, dates, page numbers, and keywords


Term List and Journal List Toolbar

This toolbar is available when creating and editing term lists and journal lists.

Add	Adds a new term or journal name
Edit	Edits an existing term or journal name
Delete	Deletes a term or journal name


Cite While You Write Toolbar

The Cite While You Write Toolbar is installed in Word or WordPerfect

Insert Citation	Displays a dialog so you can enter identifying text and insert a citation
Insert Marked References	Inserts records marked in the ProCite database
Recall Last Search	Brings up a dialog that displays the last search with identifying text; you can insert any records found in the last ten searches
Scan Document	Scans the document for citations within delimiters and inserts them
Generate Bibliography	Formats in-text citations and generates a bibliography from them
Find Previous Unlinked Citation	Looks toward the beginning of the document for unlinked text within the Scan Document delimiters
Find Next Unlinked Citation	Looks toward the end of the document for unlinked text within the Scan Document delimiters
Unformat Citations	Changes formatted citations back to unformatted citations (linked placeholders)
Revert to Original Text	Changes both formatted citations and unformatted citations back to the original identifying text, removing links
Help	Displays the ProCite help file


Configuration Files

These configuration files are supplied in order to import tagged records from various information services into a ProCite database. For each configuration file, we list the databases supported. Some systems do not offer multiple databases. Proquest and STN require different configuration files depending upon the database from which the records were retrieved.

Note: These configuration files were accurate at time of creation. However, each system periodically updates its offerings, and may alter the layout of retrieved records. You can modify any of the configuration files, or create entirely new configuration files, with the Biblio-Link II program found in your ProCite folder.

  •    CC on CD OVID.cfg  (Current Contents)

  •    CC on CD Reprint.cfg  (Current Contents)

   Dialog.cfg

   MEDLARS.cfg  (National Library of Medicine)

   Melvyl.cfg

   OVID Online.cfg  (formerly CD-Plus OVID Online)

   OVID OVID.cfg  (formerly CD-Plus OVID)

   OVID Reprint.cfg  (formerly CD-Plus OVID Reprint)

   PROQUEST.cfg

   PROQUEST 2.cfg

   SilverPlatter (SPIRS).cfg

   STN 4 (4 tag area).cfg

   STN 5 (5 tag area).cfg

   STN 6 (6 tag area).cfg


Dialog

Database	Description	ProCite Workform
1	ERIC	Journal Long Form
2	INSPEC (1969-)	Journal Long Form
3	INSPEC (1969-1982)	Journal Long Form
4	INSPEC (1983-)	Journal Long Form
5	BIOSIS PREVIEWS (1969-)	Journal Long Form
6	NTIS	Report
7	SOCIAL SCISEARCH	Journal Long Form
8	COMPENDEX PLUS	Journal Long Form
10	AGRICOLA (1979-)	Journal Long Form
11	PSYCINFO	Journal Long Form
15	ABI/INFORM	Journal Long Form
16	PTS PROMT	Journal Long Form
18	PTS F&S INDEX	Journal Long Form
23	CLAIMS/U.S. PatentS (1950-1970)	Patent
24	CLAIMS/U.S. PatentS (1971-1981)	Patent
25	CLAIMS/U.S. PatentS (1982-)	Patent
32	METADEX	Journal Long Form
34	SCISEARCH (1988- )	Journal Long Form
35	Dissertation ABSTRACTS ONLINE	Dissertation
36	LINGUISTICS AND LANGUAGE BEHAVIOR	Journal Long Form
37	SOCIOLOGICAL ABSTRACTS	Journal Long Form
38	AMERICA: HISTORY AND LIFE	Journal Long Form
39	HISTORICAL ABSTRACTS	Journal Long Form
42	PHARMACEUTICAL NEWS INDEX (PNI)	Journal Long Form
46	A-V ONLINE	Audiovisual Material
47	MAGAZINE INDEX	Journal Long Form
50	CAB ABSTRACTS (1984-)	Journal Long Form
51	FOOD SCIENCE AND TECHNOLOGY ABSTRAC	Journal Long Form
53	CAB ABSTRACTS (1972-1983)	Journal Long Form
55	BIOSIS PREVIEWS (1985-)	Journal Long Form
56	ARTBIBLIOGRAPHIES MODERN	Journal Long Form
58	GEOARCHIVE	Journal Long Form
61	LISA	Journal Long Form
62	SPIN	Journal Long Form
64	CHILD ABUSE AND NEGLECT AND FAMILY	Journal Long Form
68	ENVIRONMENTAL BIBLIOGRAPHY	Journal Long Form
69	ENERGYLINE	Journal Long Form
72	EMBASE (1985-)	Journal Long Form
73	EMBASE (1974-)	Journal Long Form
74	INTERNATIONAL PHARMACEUTICAL ABSTRACTS	Journal Long Form
75	MANAGEMENT CONTENTS	Journal Long Form
76	LIFE SCIENCES COLLECTION	Journal Long Form
77	CONFERENCE PAPERS INDEX	Conference Proceedings
86	MENTAL HEALTH ABSTRACTS	Journal Long Form
88	ACADEMIC INDEX	Journal Long Form
89	GEOREF	Journal Long Form
97	MUSIC LITERATURE INTERNATIONAL (RIL	Journal Long Form
103	ENERGY SCIENCE & TECHNOLOGY	Journal Long Form
108	AEROSPACE DATABASE	Journal Long Form
109	NUCLEAR SCIENCE ABSTRACTS	Journal Long Form
110	AGRICOLA (1970-1978)	Journal Long Form
111	NATIONAL Newspaper INDEX	Newspaper
125	CLAIMS/U.S. PATENTS(Current)	Patent
136	FEDERAL REGISTER ABSTRACTS	Journal Long Form
144	PASCAL	Journal Long Form
146	WASHINGTON POST	Newspaper
148	TRADE AND INDUSTRY INDEX	Journal Long Form
149	HEALTH PERIODICALS DATABASE	Journal Long Form
150	LEGAL RESOURCE INDEX	Journal Long Form
151	HEALTH PLANNING AND ADMINISTRATION	Journal Long Form
152	MEDLINE (1966-1974)	Journal Long Form
153	MEDLINE (1975-1984)	Journal Long Form
154	MEDLINE (1985-)	Journal Long Form
155	MEDLINE (1966-)	Journal Long Form
156	TOXLINE	Journal Long Form
157	AIDSLINE	Journal Long Form
158	DIOGENES	Journal Long Form
159	CANCERLIT	Journal Long Form
185	ZOOLOGICAL RECORD ONLINE	Journal Long Form
192	INDUSTRY TRENDS AND ANALYSIS	Report
202	INFORMATION SCIENCE ABSTRACTS	Journal Long Form
203	AGRIS INTERNATIONAL	Journal Long Form
211	NEWSEARCH (Daily updates for Files	Journal Long Form
218	NURSING AND ALLIED HEALTH (CINAHL)	Journal Long Form
223	CLAIMS/U.S. PATENTS (UNITERM, 1950-	Patent
224	CLAIMS/U.S. PATENTS (UNITERM, 1971-	Patent
225	CLAIMS/U.S. PATENTS (UNITERM, 1982-	Patent
233	MICROCOMPUTER INDEX	Journal Long Form
239	MATHSCI	Journal Long Form
257	API ENERGY BUSINESS NEWS INDEX (API	Journal Long Form
258	AP NEWS	Newspaper
260	UPI NEWS (1983-, except last 3 months)	Newspaper
261	UPI NEWS (Current 3 months)	Newspaper
262	CANADIAN BUSINESS AND CURRENT AFFAIRS	Journal Long Form
275	COMPUTER DATABASE	Journal Long Form
293	ENGINEERED MATERIALS ABSTRACTS	Journal Long Form
299	MAGILL’S SURVEY OF CINEMA	Motion Picture
308	CA SEARCH (1967-1971)	Journal Long Form
309	CA SEARCH (1972-1976)	Journal Long Form
310	CA SEARCH (1977-1981)	Journal Long Form
311	CA SEARCH (1982-1986)	Journal Long Form
312	CA SEARCH (1987-1991)	Journal Long Form
313	CA SEARCH (1992- )	Journal Long Form
323	RAPRA ABSTRACTS	Journal Long Form
340	CLAIMS/U.S. PATENTS (1950-)	Patent
341	CLAIMS/U.S. PATENTS (UNITERM, 1950-	Patent
345	INPADOC/FAMILY AND LEGAL STATUS	Patent
350	WORLD PATENTS INDEX (1963-1980)	Patent
351	WORLD PATENTS INDEX (1981-)	Patent
399	CA SEARCH (1967-)	Journal Long Form
421	REMARC (-1900)	Book Long Form
422	REMARC (1900-1939)	Book Long Form
423	REMARC (1940-1959)	Book Long Form
424	REMARC (1960-1969)	Book Long Form
425	REMARC (1970-1980)	Book Long Form
426	LC MARC - BOOKS	Book Long Form
430	BRITISH BOOKS IN PRINT	Book Long Form
434	SCISEARCH (1974- )	Journal Long Form
439	ARTS AND HUMANITIES SEARCH	Journal Long Form
440	CURRENT CONTENTS SEARCH	Journal Long Form
442	AMERICAN MEDICAL ASSOCIATION JOURNAL	Journal Long Form
444	NEW ENGLAND JOURNAL OF MEDICINE ONLINE	Journal Long Form
470	BOOKS IN PRINT	Book Long Form
484	NEWSPAPER AND PERIODICAL ABSTRACTS	Journal Long Form
498	DETROIT FREE PRESS	Newspaper
581	AGRIBUSINESS U.S.A.	Journal Long Form
583	INFOMAT INTERNATIONAL BUSINESS	Journal Long Form
603	NEWSPAPER ABSTRACTS	Newspaper
609	KNIGHT-RIDDER/TRIBUNE BUSINESS NEWS	Newspaper
610	BUSINESSWIRE	Newspaper
615	AGENCE FRANCE PRESSE INTERNATIONAL	Newspaper
630	LOS ANGELES TIMES	Newspaper
631	BOSTON GLOBE	Newspaper
632	CHICAGO TRIBUNE	Newspaper
633	PHILADELPHIA INQUIRER	Newspaper
636	PTS NEWSLETTER DATABASE	Journal Long Form
638	NEWSDAY and NEW YORK NEWSDAY	Newspaper
640	SAN FRANCISCO CHRONICLE	Newspaper
647	MAGAZINE ASAP	Journal Long Form
648	TRADE AND INDUSTRY ASAP	Journal Long Form
649	NEWSWIRE ASAP	Newspaper
669	FEDERAL REGISTER	Journal Long Form
675	COMPUTER ASAP	Journal Long Form
703	USA TODAY	Newspaper
710	TIMES/SUNDAY TIMES (LONDON)	Newspaper
711	INDEPENDENT (LONDON)	Newspaper
715	CHRISTIAN SCIENCE MONITOR	Newspaper
716	DAILY NEWS OF LOS ANGELES	Newspaper
717	WASHINGTON TIMES	Newspaper
731	PHILADELPHIA DAILY NEWS	Newspaper
772	TEXTLINE: UNITED KINGDOM NEWS	Newspaper
773	TEXTLINE: EUROPEAN NEWS	Newspaper
774	TEXTLINE: NORTH/CENTRAL/SOUTH AMERICA	Newspaper
775	TEXTLINE: MIDEAST/AFRICAN NEWS	Newspaper
776	TEXTLINE: ASIAN/AUSTRALIAN NEWS	Newspaper
777	TEXTLINE: WORLDWIDE JOURNALS	Newspaper


MEDLARS (National Library of Medicine

Database	Description	ProCite Workform
AIDSLINE	AIDSLINE	Conference Proceedings
AVLINE	AVLINE: Audiovisual Online	Audiovisual Material
BACK66	BACK66: MEDLINE (1966-1974)	Journal Long Form
BACK75	BACK75: MEDLINE (1975-1979)	Journal Long Form
BACK77	BACK77: MEDLINE (1975-1979)	Journal Long Form
BACK80	BACK80: MEDLINE (1980-1985)	Journal Long Form
BACK83	BACK83: MEDLINE (1980-1985)	Journal Long Form
BACK85	BACK85: MEDLINE (1985-1989)	Journal Long Form
BACK90	BACK90: MEDLINE (1990-1993)	Journal Long Form
BIOETHICS	BIOETHICSLINE	Journal Long Form
BIOTECHSEEK	Biotechseek	Journal Long Form
CANCERLINE	CANCERLINE (CANCERLIT)	Journal Long Form
CANCERLIT	CANCERLIT	Journal Long Form
CATLINE	NLM CATALOG ONLINE	Book Long Form
HEALTH	HEALTH PLANNING AND ADMINISTRATION	Journal Long Form
HISTORY OF MEDICINE	HISTORY OF MEDICINE ONLINE	Journal Long Form
MED66	MED66: MEDLINE (1966-1974)	Journal Long Form
MED75	MED75: MEDLINE (1975-1979)	Journal Long Form
MED80	MED80: MEDLINE (1980-1984)	Journal Long Form
MED85	MED85: MEDLINE (1985-1989)	Journal Long Form
MEDLINE	MEDLINE: MEDLINE (1990-1993)	Journal Long Form
POPLINE	POPULATION INFORMATION ONLINE	Journal Long Form
SDILINE	MEDLINE: CURRENT FULL MONTH	Journal Long Form
TOXLINE	TOXICOLOGY LITERATURE ONLINE (1981- )	Journal Long Form
TOXLINE65	TOXICOLOGY LITERATURE ONLINE  ( -1980)	Journal Long Form
TOXLIT	TOXICOLOGY LITERATURE FROM SPECIAL SOURCES (1981-)	Journal Long Form
TOXLIT65	TOXICOLOGY LITERATURE FROM SPECIAL SOURCES (-1980)	Journal Long Form


Melvyl

Database	Description	ProCite Workform
ABI/INFORM	ABI/Inform Database	Journal Long Form
COMP	IAC's Computer Database	Journal Long Form
CURRENT CONTENT	Current Contents Database	Journal Long Form
INSPEC	INSPEC Database	Journal Long Form
MAGS	IAC's Expanded Academic Index	Journal Long Form
MEDLINE	MEDLINE Database	Journal Long Form
MONOGRAPHS	UC Monographs Database	Book Long Form
NEWS	IAC's National Newspaper Index	Newspaper
PERIODICALS	UC Periodicals Database	Journal Whole
PSYCHINFO	PsycInfo Database	Journal Long Form


OVID Online

Database	Description	ProCite Workform
AARP	AgeLine	Journal Long Form
AGRI	Current Contents: Agriculture, Biology & Envir	Journal Long Form
AIDS	AidsLine	Journal Long Form
ARTS	Current Contents: Arts & Humanities	Journal Long Form
BBIP	Books in Print	Book Long Form
BEHA	Current Contents: Social & Behavioral Science	Journal Long Form
BIOB	BIOSIS (1970 to 1977)	Journal Long Form
BIOE	Bioethicsline	Journal Long Form
BIOL	BIOSIS (1978 to Date)	Journal Long Form
BIOZ	BIOSIS (1970 to Date)	Journal Long Form
CANR	CancerLit	Journal Long Form
CCML	Comprehensive Core Medical Library	Journal Long Form
CCON	Current Contents Online	Journal Long Form
CDEX	Compendex Plus	Journal Long Form
CHID	Combined Health Information Database	Journal Long Form
CHIR	Chirolars	Journal Short Form
CLIN	Current Contents: Clinical Medicine	Journal Long Form
CTOC	Current Contents Search	Journal Long Form
DISS	Dissertation Abstracts Online	Dissertation
EMED	Excerpta Medica (1988 to Present)	Journal Long Form
EPIL	National Epilepsy Library Database	Journal Long Form
ERIC	ERIC	Journal Long Form
ETOH	Alcohol & Alcohol Problems Science Databas	Journal Long Form
HLTH	Health Planning and Administration	Journal Long Form
INFO	ABI/INFORM	Journal Long Form
IPAB	International Pharmaceutical Abstracts	Journal Long Form
LIFE	Current Contents: Life Sciences	Journal Long Form
MESH	Medline (1986-present)	Journal Long Form
NAHL	Nursing & Allied Health	Journal Long Form
NTIS	National Technical Information Service	Report
PHAR	Pharmaprojects Current	Data File
PHYS	Current Contents: Physical, Chemical & Earth	Journal Long Form
PSYC	PsycINFO	Journal Long Form
REFU	Reference Update	Journal Short Form
SOCA	Sociological Abstracts	Journal Long Form
TECH	Current Contents: Engineering, Tech & Applie	Journal Long Form
WAST	Wilson Applied Science & Technology Index	Journal Long Form
WBAI	Wilson Biological & Agricultural Index	Journal Long Form
WGSI	Wilson General Science Index	Journal Long Form
WHUM	Wilson Humanities Index	Journal Long Form
WRGA	Wilson Readers Guide Abstracts	Journal Long Form
WSSI	Wilson Social Sciences Index	Journal Long Form


OVID OVID

Database	Description	ProCite Workform
AIDSLINE	AIDSLine	Journal Long Form
BIOETHICSLINE	BioethicsLine	Journal Long Form
BIOLOGICAL ABSTRACTS	Biological Abstracts	Journal Long Form
BIOSIS PREVIEWS	BIOSIS Previews	Journal Long Form
CANCERLIT	CancerLit	Journal Long Form
CINAHL	Nursing and Allied Health	Journal Long Form
CLINPSYC	ClinPSYC	Journal Long Form
EMBASE80	Embase: Drugs & Pharmacology  (1980-1986)	Journal Long Form
EMBASE87	Embase: Drugs & Pharmacology  (1987-1990)	Journal Long Form
EMBASE91	Embase: Drugs & Pharmacology  (1991-1992)	Journal Long Form
EMBASE93	Embase: Drugs & Pharmacology  (1993-1994)	Journal Long Form
EMBASE95	Embase: Drugs & Pharmacology  (1995-)	Journal Long Form
EMED88	Embase (1988-1990)	Journal Long Form
EMED91	Embase (1991-1993)	Journal Long Form
EMED94	Embase (1994-)	Journal Long Form
ERIC	Eric	Journal Long Form
HEALTH	Health Planning and Administration	Journal Long Form
IPA	International Pharmaceutical Abstracts	Journal Long Form
MDX	MDX Health Digest	Journal Long Form
MEDLINE	Medline	Journal Long Form
NEJM	New England Journal of Medicine	Journal Long Form
PHENYTOIN	Phenytoin Database	Journal Long Form
PSYCINFO	PsycINFO	Journal Long Form
PSYCLIT	PsycLit	Journal Long Form
WILSON BUSINESS ABSTRACTS	Wilson Business Abstracts	Journal Long Form


OVID Reprint

Database	Description	ProCite Workform
AIDSLINE	AIDSLine	Journal Long Form
BIOETHICSLINE	BioethicsLine	Journal Long Form
BIOLOGICAL ABSTRACTS	Biological Abstracts (BIOSIS)	Journal Long Form
BIOSIS PREVIEWS	BIOSIS Previews	Journal Long Form
CANCERLIT	CancerLit	Journal Long Form
CINAHL	Nursing and Allied Health	Journal Long Form
CLINPSYC	ClinPSYC	Journal Long Form
EMBASE: DRUGS & PHARM	Embase: Drugs and Pharmacology	Journal Long Form
ERIC	ERIC	Journal Long Form
HEALTH	Health Planning and Administration	Journal Long Form
IPA	International Pharmaceutical Abstracts	Journal Long Form
MDX	MDX Health Digest	Journal Long Form
MEDLINE	Medline	Journal Long Form
PHENYTOIN	Phenytoin Database	Journal Long Form
PSYCHINFO	PsychINFO	Journal Long Form
PSYCLIT	PsycLit	Journal Long Form
WILSON	Wilson Business Abstracts	Journal Long Form


PROQUEST

Database	Description	ProCite Workform
ABI/INFORM GLOBAL	ABI/Inform Global Edition	Journal Long Form
ABI/INFORM RESEARCH	ABI/Inform Research Edition	Journal Long Form
ABI/INFORM SELECT	ABI/Inform Select Edition	Journal Long Form
ACCOUNTING & TAX	Accounting & Tax Database	Journal Long Form
DISSERTATION - HUMANITIES	Dissertation Abstracts - Hum. & Soc. Sci.	Dissertation
DISSERTATION - SCIENCES	Dissertation Abstracts - Sciences & Engin.	Dissertation
DISSERTATION ABSTRACTS	Dissertation Abstracts	Dissertation
PERIODICAL ABSTRACTS -
LIBRARY	Periodical Abstracts Library Edition	Journal Long Form
PERIODICAL ABSTRACTS - SELECT	Periodical Abstracts Select Edition	Journal Long Form
PERIODICAL ABSTRACTS I	Periodical Abstracts Research I Edition	Journal Long Form
PERIODICAL ABSTRACTS II	Periodical Abstracts Research II Edition	Journal Long Form


PROQUEST 2

Database	Description	ProCite Workform
NEWSPAPER ABSTRACTS	Newspaper Abstracts	Newspaper
NEWSPAPER ABSTRACTS - NATIONAL	Newspaper Abstracts - National	Newspaper
RESOURCE/ONE	Resource/One	Journal Long Form
RESOURCE/ONE SELECT	Resource/One Select	Journal Long Form


SilverPlatter (SPIRS)

Database	Description	ProCite Workform
A-V ONLINE	A-V ONLINE	Audiovisual Material
AGRICOLA	AGRICOLA	Journal Long Form
AGRIS	AGRIS	Journal Long Form
AIDSLINE	AIDSLINE	Journal Long Form
ANALYTICAL	Analytical Abstracts	Journal Long Form
ANESTHESIOLOGY	Excerpta Medica - Anesthesiology	Journal Long Form
BA ON CD	Biological Abstracts on CD	Journal Long Form
BA/RRM ON CD	Biological Abstracts/RRM on CD	Journal Long Form
BEASTCD	BEASTCD	Journal Long Form
BIOTECH	Biotechnology Abstracts	Journal Long Form
CAB ABSTRACTS	CAB ABSTRACTS Database on CD	Journal Long Form
CABPESTCD	CABPESTCD	Journal Long Form
CANCER-CD	CANCER-CD	Journal Long Form
CARDIOLOGY	Excerpta Medica - Cardiology	Journal Long Form
CINAHL	Nursing & Allied Health (CINAHL)-CD	Journal Long Form
CLINPSYC	ClinPSYC	Journal Long Form
COMPUTER LIBRARY	OCLC Computer Library	Book Long Form
Cross Cultural	Cross-Cultural CD	Book Long Form
Death and Dying	Cross-Cultural CD - Death and Dying	Book Long Form
DRUGS & PHARMACOLOGY	1/95-7/95 Excerpta Medica – Drugs & Pharmacology	Journal Long Form
ECONLIT	EconLit	Journal Long Form
EDUCATION LIBRARY	OCLC Education Library	Book Long Form
EMBASE ALERT CD	EMBASE Alert CD	Journal Long Form
EMBASE CD	EMBASE CD	Journal Long Form
ENVIRONMENTAL LIBRARY	OCLC Environmental Library	Book Long Form
ERIC	ERIC	Journal Long Form
ETDE	ETDE Energy Database	Journal Long Form
EXCERPTA MEDICA	Excerpta Medica Library Service	Journal Long Form
F&S INDEX	F&S INDEX plus TEXT	Journal Long Form
FOOD & HUMAN NUTRITION	Food and Human Nutrition in AGRIS	Journal Long Form
FOODS INTELLIGENCE	Foods Intelligence on Compact Disc	Journal Long Form
FSTA	FSTA on CD-ROM	Journal Long Form
GASTROENTEROLOGY	Excerpta Medica - Gastroenterology	Journal Long Form
GEOREF	GeoRef	Journal Long Form
GPO	GPO on SilverPlatter	Journal Long Form
HEALTHPLAN	HealthPLAN-CD	Journal Long Form
HORTCD	HORTCD	Journal Long Form
ICONDA	ICONDA	Journal Long Form
IMMUNOLOGY & AIDS	Excerpta Medica - Immunology and AIDS	Journal Long Form
INIS	INIS on SilverPlatter	Journal Long Form
IPA	International Pharmaceutical Abstracts	Journal Long Form
ISA	Information Science Abstracts Plus	Journal Long Form
ISA ERIC	Information Science Abstracts Plus: ERIC Subset	Journal Long Form
LIFE SCIENCES COLLECTION	Life Sciences Collection	Journal Long Form
MDX	MDX Health Digest	Journal Long Form
MEDLINE	MEDLINE	Journal Long Form
MLA	MLA International Bibliography	Journal Long Form
MUSIC	OCLC Music Library	Sound Recording
NEPHROLOGY	Excerpta Medica - Nephrology	Journal Long Form
NEUROSCIENCES	Excerpta Medica - Neurosciences	Journal Long Form
NTIS	NTIS	Report
OBSTETRICS & GYNECOLOGY	Excerpta Medica - Obstetrics and Gynecology	Journal Long Form
Old Age	Cross-Cultural CD - Old Age	Book Long Form
PAIS	PAIS International	Journal Long Form
PATHOLOGY	Excerpta Medica - Pathology	Journal Long Form
POPLINE	POPLINE	Journal Long Form
PSYCHIATRY	Excerpta Medica - Psychiatry	Journal Long Form
PSYCLIT	PsycLIT	Journal Long Form
PSYNDEX	PSYNDEX	Journal Long Form
RADIOLOGY	Excerpta Medica - Radiology and Nuclear Medicine	Journal Long Form
REFERENCE UPDATE	Reference Update on SilverPlatter	Journal Long Form
RINGDOC	RINGDOC	Journal Long Form
SIGLE	SIGLE	Book Long Form
SOCIAL WORK	Social Work Abstracts Plus	Journal Long Form
SOCIOFILE	Sociofile	Journal Long Form
SPORT DISCUS	SPORT Discus	Journal Long Form
TOXLINE	TOXLINE on SilverPlatter	Journal Long Form
TOXLINE PLUS	TOXLINE PLUS on SilverPlatter	Journal Long Form
TREECD	TREECD	Journal Long Form
TROPAG	TROPAG & RURAL	Journal Long Form
VETCD	VETCD	Journal Long Form
WASTEINFO	WasteInfo	Journal Long Form
WATER	Water Resources Abstracts on SilverPlatter	Journal Long Form
WATERLIT	WATERLIT	Journal Long Form


STN (4 tag area)

Database	Description	ProCite Workform
ANABSTR	Analytical Abstracts	Journal Long Form
BIOSIS	BIOSIS	Journal Long Form
CEABA	Chemical Engineering and Biotechnical Abs	Journal Long Form
COMPENDEX	COMPENDEX	Journal Long Form
CSNB	Chemical Safety News Base	Journal Long Form
ICONDA	International Construction Database	Journal Long Form
INSPEC	INSPEC	Journal Long Form
MEDLINE	Medline	Journal Long Form
NTIS	National Technical Information Service	Report


STN (5 tag area)

Database	Description	ProCite Workform
ABI-INFORM	ABI-Inform	Journal Long Form
APILIT2	American Petroleum Institute’s Literature db	Journal Long Form
APIPAT2	American Petroleum Institute’s Patent db	Patent
AQUASCI	Aquatic Sciences & Fisheries Abstracts	Journal Long Form
BIOBUSINESS	Biobusiness	Journal Long Form
BLLDB	Bibliography of Linguistic Literature dB	Journal Long Form
CA	Chemical Abstracts	Journal Long Form
CABA	CAB Abstracts	Journal Long Form
CEDB	Civil Engineering Database	Journal Long Form
CERAB	Ceramic Abstracts	Journal Long Form
CIN	Chemical Industry Notes	Journal Long Form
COMPUAB	Computer and Information Science Abstracts	Journal Long Form
CONF	Conferences in Energy, Physics, Math & Chem	Conference Proceedings
CONFSCI	Conference Papers Index	Conference Proceedings
DISSABS	Dissertation Abstracts	Journal Long Form
ELCOM	Electronics & Communications Abstracts	Journal Long Form
EMBASE	EMBASE	Journal Long Form
FSTA	Food Science and Technology Abstracts	Journal Long Form
GEOREF	GeoRef	Journal Long Form
ISMEC	Mechanical Engineering Abstracts	Journal Long Form
LIFESCI	Life Science Collection	Journal Long Form


STN (6 tag area)

Database	Description	ProCite Workform
CBNB	Chemical Business Newsbank	Journal Long Form
COMPUSCIENCE	Compuscience	Journal Long Form
DDFU	Derwent Drug File (RINGDOC)	Journal Long Form
EMA	Engineered Materials Abstracts	Journal Long Form
ENERGIE	Energie	Journal Long Form
ENERGY	Energy	Journal Long Form
INPADOC	International Patent Documentation Center	Patent
SIGLE	System for Info on Grey Literature in Europe	Dissertation


File and Print Keyboard Commands

Action	Command
New	Ctrl+N
Open	Ctrl+O
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Save	Ctrl+S
Print Bibliography	Ctrl+P


View and Search Keyboard Commands

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Show Preview Pane	Ctrl+T
Go to Record
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Search	Ctrl+F
Mark Highlighted Records	Ctrl+M
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Copy and Paste Keyboard Commands

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Cut	Ctrl+X
Copy	Ctrl+C
Paste	Ctrl+V
Clear	Del
Select All	Ctrl+A


Apply Styles Keyboard Commands

Apply	Command
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Enter and Edit Keyboard Commands

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Delete
Previous Character	Backspace
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Insert
New Paragraph	Enter
Line Break	Shift+Enter
Tab	Alt+09
Nonbreaking Space	Ctrl+Shift+Space


Output Styles Keyboard Commands

Insert	Command
Grouping Operators	Alt+174   Alt+175
Line Break	Shift+Enter
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Tab	Alt+09
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File Menu

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Ascending	Displays the current sort in 1-9 and A-Z order.
Descending	Displays the current sort in Z-A and 9-1 order.
Configure Sorts...	Allows you to set up a custom sort order, define author and date sorting, modify the stop lists for the current database, and select the appropriate language for character sorting.


Select Menu

Mark Highlighted  Records	Turns highlighted records into marked records, which adds them to the current marked set.
Unmark Highlighted Records	Unmarks all highlighted records, which removes them from the current list of marked records.
Clear Marked Set	Unmarks all records in the database.
Exchange Marked Set	Switches record marking on each record.


Groups Menu

Add Record(s) to  →	Adds the highlighted records to either a new group or an existing group that you choose from the list of groups already saved.
Remove Record(s)	Removes the highlighted records from the current group.
New...	Creates a new group.
Delete	Deletes a group. Only the group is deleted; the records remain  in the database.
Rename	Renames a group of records.


Database Menu

New Record	Creates a new empty ProCite record.
Edit Record	Displays the first highlighted record in the Edit Record window.
Save Record	Saves changes to the active record in the Edit Record window.
Delete Record	Permanently deletes the current record or the highlighted records from the database.
Copy Marked Records...	Copies the marked records to another ProCite database.
Global Edit...	Clears or Adds text to field(s) in each marked record in the database.
Global Find/Replace...	Replaces text found in selected fields for each marked record in the database.
Global Change Workform...	Changes the workform for each marked record  in the database.
Global Move Field...	Moves the contents of one field to another field for each marked record in the database.
Delete Marked Records	Permanently deletes all marked records from the database.
Renumber Database...	Renumbers every record in the database in the order of your choice.
Configure Duplicates...	Determines which fields are compared for duplicate information and whether to detect duplicates at data entry or during import.


Tools Menu

Internet Search	Searches Z39.50 compliant databases.
PubMed Search	Searches PubMed, the National Library of Medicine’s public access Medline database.
Import Text File...	Reads records from a tagged text file or a delimited text file into a ProCite database.
Import Web Page...	Creates a new ProCite record with the title and URL from the current Netscape document.
Export Marked Records...	Copies marked records to a delimited text file. Set  the export options here, too.
Open File/URL	Launches the file indicated or launches your browser and opens the URL found in the current document.
Convert File...	Creates a new ProCite database, workform, output style, or list from a file created with an earlier version of ProCite, Reference Manager, or EndNote.
Rebuild Database...	Creates an entirely new copy of a database, reclaiming disk space and fixing damaged records that could cause errors.
Options...	Changes general program defaults plus new database defaults such as custom sort, stop lists, record numbering, and duplicate detection options.


Window Menu

New Window	Creates a new window that views the same document.
Cascade	Arranges windows in an overlapped fashion.
Tile	Arranges windows in non-overlapped tiles.
Arrange	Arranges icons at the bottom of the window.
Window 1, 2, ...	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.
What’s This?	Select What’s This, then select a menu item to display a description of every item on that menu.
Guided Tour	Launches the PCTour help file, which you can use to walk through the major features of the program.
Technical Support	Explains how to contact Technical Support at ISI ResearchSoft.
About ProCite	Displays copyright information and  the version number of this application.


Journals Menu

Add Journal ...	Adds a new item to a journal title list.
Edit Journal ...	Edits an item in a journal title list.
Delete Journal	Permanently deletes an item from a journal title list.


Terms Menu

Add Term ...	Adds a new item to a term list.
Edit Term ...	Edits an item in a term list.
Delete Term	Permanently deletes an item from a term list.


Fields Menu

Authors ...	Sets the output format for the selected Author field.
Journals (10) ...	Sets the output format for the Journal/Title field.
Titles ...	Sets the output format for the selected Title field.
Dates ...	Sets the output format for the selected Date field.
Page Numbers (25) ...	Sets the output format for field 25 (Location in Work/Page Numbers).
Keywords (45) ...	Set the output format for the Keywords field.


Tools Menu (in your word processor)

Insert Citation	Links identifying text to a ProCite record.
Insert Marked References	Links the records currently marked in the open ProCite database(s).
Recall Last Search	Brings up the Insert Citation dialog displaying the previous matching record(s). You can select a record from any of the last 10 previous searches. A preview of each record helps you find exactly the right record.
Scan Document	Links each delimited citation to a corresponding ProCite record.
Generate Bibliography	Creates a bibliography from all linked citations and appends it to the manuscript.
Find Previous Unlinked Citation	Jumps to the previous set of delimiters surrounding an in-text citation that hasn’t been inserted  yet
Find Next Unlinked Citation	Jumps to the next set of delimiters surrounding an in-text citation that hasn’t been inserted  yet
Unformat Citations	Removes output style formatting, but citations remain linked to ProCite records.
Revert to Original Text	Removes all linking and returns citations to original identifying text.
Recover Citations	Fixes the rare occurrence where documents are corrupted by Word when converting from Word for Windows 6 to Word 97. May also repair citations that are manually corrupted.
ProCite Help	Displays the ProCite Help Contents.


Glossary

A

Additional Text

Alternate Text

Alternate Text List

Annotated Bibliography

Assignee

Author Affiliation

Author, Analytic

Author Field

Author, Monographic

Author Name

Author Role Indicator

Author, Series

Author Stop Word List

Author, Subsidiary

Availability

B

Begins with

Biblio-Link II

Bibliography

Boolean Operator

C

Call Number Sorting

Capitalization

Cite While You Write

Connective Phrase

Contains

Corporate Author

Custom Sort

D

Database

Date Field

Default

Delimiter

Diacritics

Document Type

Duplicate Detection

E

Empty

Empty Field

Ends with

Exactly

Export

Extent of Work

F

Field

Field Content List

Field Identifier

Field Name

Field Number

Field Order

Firewall

G

Generic Field

Generic Stop Word List

Global Editing

Group

Grouping Operators

H

Headline Capitalization

HTML

I

Identifying Text

Import

In-Text Citation

Inversion, Name

J

Journal Title List

K

Keyword

L

Location in Work

Location/URL

Logical Operator

M

Manuscript

Marked Record

Medium Designator

Monograph

Multiple-entry fields

N

Nonbreaking Space

Not Empty

O

Output Style

P

Packaging Method

Physical Description

Pubmed

Punctuation

Q

Quick Search

R

Rebuild

Record

Record Count

Record ID

Reference

Reference List

Relational Operator

S

Search Expression

Separator

Short Form (Abbreviated) Bibliography

Size

Sort

Sort Order

Special Characters

Special Fields

Special Values

Stop Word

Styled Text

Subject Bibliography

Subject Heading

Subject List

Subtitle

T

Term List

Title, Analytic

Title Case

Title Fields

Title, Monographic

Title, Series

Truncation Character

U

UI

Unformatted Citation

Unpublished Work

URL

User-defined Workform

V, W

Wildcard

Work

Workform

Workform Indicator

Workform Name

Workform Style

X, Y, Z

Z39.50

Symbols

*(asterisk)

\ (backslash)

{ } (braces)

<<  >> (chevrons)

: (colon)

= (equal sign)

//// (four slashes)

> (greater than)

>= (greater than or equal to)

< (less than)

<= (less than or equal to)

<> (not equal to)

// or ; (double slashes or semicolon)

- or / (minus sign or slash)

/ or // (slash or double slashes)

( ) (parentheses)

? (question mark)

| (vertical bar)


Additional Text

In an output style:  refers to text that is between fields. It is always included in formatted output because it is not associated with any particular field.

In an in-text citation:  refers to user-entered text before or after the author name and date (typically a page range), that is included in formatted output.


Availability
Address/Availability

The source for obtaining the work or the location for consulting the work.

ProCite field 37 Address/Availability.

Examples:

Univ. of Mich. Ann Arbor, MI 48103

DIALOG Database: ERIC

Compare with Location/URL .


Alternate Text

Text from an external list file that replaces text in a record for output. To substitute journal title abbreviations in field 10, use a journal title list. For other fields, the substitution uses the secondary terms from the alternate text list.


Alternate Text List

A text file containing a list of primary terms, each of which can have an associated secondary term (the alternate text). This list is used when the Enable Alternate Text Substitution check box is selected in the Fields tab of the Configure Bibliography dialog. When Alternate Text substitution is enabled, each occurrence of the primary term will be replaced by the secondary term in formatted output. For journal title abbreviations and names, use a journal title list instead of the alternate text list.


Annotated Bibliography

A bibliography that includes field 42 Notes and/or field 43 Abstract. Including both of these fields is the default form of bibliographic output from ProCite. They can be suppressed by deselecting the check boxes in the Fields tab of the Configure Bibliography dialog.


Assignee

The "legal person" or organization that derives rights from the owner(s)/inventor(s) of a patent. This may be the company owning the patent rights, which is often the employer of the inventor(s), but may be the inventor. For bibliographic formatting purposes in ProCite, the assignee is equivalent to the secondary author.


Author Affiliation

ProCite field 03 Author Affiliation, used for the organization (including department or division) at which the author was located when the work was created. This can also include city, county, state, country, etc.


Author, Analytic

Party (e.g., author/authors, or corporation) responsible for the creation or artistic content of a work that is part of a larger work (such as an article in a journal or a chapter in a book).

ProCite field 01 Author, Analytic. You can enter multiple names in this field. Include an individual's author role after each name, if appropriate.

Compare with Author, Monographic .


Author Field

Any of the ProCite author fields:  01 Author, Analytic; 07 Author, Monographic; 16 Author, Subsidiary; and 30 Series Editor. These are treated as generic author fields by ProCite when searching the database. There are special rules for data input of personal names which, if followed, allow correct formatting of output. These fields can contain multiple entries.


Author Name

Any personal or corporate name entered in an author field. It can be used for names of people other than authors, such as editors or even library patrons requesting services.


Author, Monographic

Party (e.g., authors, editors/translators, compilers) responsible for an entire work. For example, the author of a single work (like a book), or the editor or compiler of a collective work (such as a journal issue) in which an analytic work is found.

ProCite field 07 Author, Monographic. You can enter multiple names in this field. Include an individual's author role after each name, if appropriate.

Compare with Author, Analytic .


Author Role Indicator
Author Role

Descriptive text, often abbreviated, indicating the "type" of author in the associated author field. ProCite Author Role fields are 02 Author Role; 08 Author Role; and 17 Author Role. Common author roles include:

actor	editor (ed.)	performer

cartographer	illustrator (illus.)	producer

composer	inventor	translator

compiler	(patent) assignee


Author, Series

Compiler or editor of a collection of separate works (monographs), usually related in subject, issued in succession, with a collective title.

ProCite field 30 Author, Series. Include an individual's author role after each name, if appropriate.


Author Stop Word List

A list of prefixes that are part of an author's surname - to be ignored when sorting but retained in output. Commonly included are such name prefixes as "de", "al-", "l'", and "van de."  The Author stop word list does not apply to corporate authors, which are handled by the Generic stop word list.


Author, Subsidiary

Party responsible for adapting, interpreting, or otherwise modifying the intellectual or artistic content of a pre-existing work (the work of the primary author). Subsidiary authors include translators, editors, and performers of musical works.

ProCite field 16 Author, Subsidiary. May also be used for the real name of an author when the primary author is a pseudonym. Note that an editor is listed in this field only when another person or organization serves as author. Include an author role if appropriate.


Begins with

Relational operator used in search expressions to find a string of characters only at the beginning of a field.

In the author and keywords fields this will compare each author's last name and each keyword.


Biblio-Link II

Companion program to ProCite that is used to create or edit configuration files. ProCite uses configuration files to import records downloaded from online services or CD-ROM. Tagged fields in the downloaded records are mapped to specific fields in a ProCite database.


Bibliography

A list of references formatted in a consistent style. May include references not actually cited in a paper.


Boolean Operator

One of the connecting terms AND, OR, or NOT, used to combine search items.

It may be confusing to mix AND and OR in the same search expression; if you do, use parentheses to group search items and connecting terms together to make it easier to achieve the desired result.

AND: A matching reference must meet both of the conditions connected by the AND, so AND narrows the search compared to using either search item alone.

OR: Used to find records that match either of the conditions connected by the OR operator, and so widens the search.

NOT: Used to find any records that do not match the search item following it. If there is no search item preceding NOT, the narrowing of the search is performed against all selected records; otherwise, it is performed against the result of the preceding search item.

See also Relational Operator .


Call Number Sorting

Record sorting based on Dewey Decimal or Library of Congress Classification entered into Field 44 Call Number. May also be used for numeric sorting (as an alternative to using the record ID), provided that a valid Dewey Decimal number is used.


Capitalization

Output styles can uppercase author names. Output styles also determine the title case used when printing from any of the Title fields.


Cite While You Write

A feature that lets you add citations from your ProCite database to your word processor manuscript.

As you write, you link in-text citations from your word processor document to records in ProCite. ProCite can then appropriately format those citations and automatically generate a reference list for the manuscript.


Connective Phrase

ProCite field 06 Connective Phrase or 36 Connective Phrase. Used for a word or phrase explaining the relationship of one type of work to another. Common connective phrases include "In", "submitted for publication in" and "cited in", as well as "Publisher's reprint."

For example:

Rotbart, H.A. 1990. PCR amplification of enteroviruses, p. 372-377. In M.A. Innes, D.H. Gelfand, J.J. Sninsky and T.J. White (Eds.), PCR Protocols. A Guide to Methods and Applications. Academic Press, San Diego.


Contains

Relational operator used in search expressions to find records whose search field(s) contain the specified text string anywhere in the field, including within a word.


Corporate Author

Name or title of an organization that is the author of a work. The name may contain punctuation. A corporate author name is designated by a preceding "=" so the record entry would be "=The University of Michigan." This prevents ProCite from formatting it in the same manner as a personal name. ProCite applies the Generic stop word list rather than the Author stop word list to corporate author names when sorting.


Custom Sort

A custom selection of sort fields with associated sort levels which allows you to view and output records in any desired order. First, you define and enable the custom sort. Then, you select it for use either from the Sort menu or from the Configure Bibliography dialog. Your Custom sort order is saved, so you can switch between the predefined sort orders and your custom order without having to set it up again.


Database

The two files in which ProCite stores your bibliographic references: the primary database file and the key file (which ends with the extension .PDX). The database files are separate from other files which are shared among databases, such as workforms, output styles, and term lists.


Date Field

ProCite fields 12 Date of Meeting, 20 Date of Letter/Publication, and 21 Date of Copyright.

ProCite converts any recognized dates in these fields to an internal date format used for sorting and searching. This internal ProCite format can be converted to any valid date format for output. Anything not recognized as a date format will be treated as text.

If you enter dates in any field other than these three, ProCite treats the entry as normal text, usually outputting the information exactly as entered.


Default

A value, action, or setting that a computer system or program will assume unless the user intervenes to override it.


Delimiter

A special character used to mark the beginning or end of an item or text. For example, the grouping operators in output styles, or the parentheses around citations in a manuscript.


Diacritics

Phonetic variations, such as accents, associated with a letter. ProCite sorts characters with diacritics based on the language setting. For searching, ProCite will find all diacritic variants of letters entered, whether or not you include diacritics in the search expression.


Document Type

ProCite field 35 Document Type. Used for information designating additional characteristics of a work, such as "unpublished draft" or "handwritten". Alternatively, you could add this field to a workform in order to have a field for the language in which the work appears.


Duplicate Detection

The process of selecting references which seem to be identical. True duplicates can then be deleted. The user determines which fields ProCite will compare.


Empty

A special value (with "Not Empty ") that can be used in search expressions in conjunction with the = (equal) relational operator to test whether or not a field is empty.


Empty Field

In a ProCite database, a field without content. Deleting the contents of a field creates an empty field. To empty (clear) the contents of a field for multiple records, use Global Editing.

In setting up custom sort instructions, you specify whether empty fields appear at the beginning or the end of your listing. By default, empty fields appear at the beginning. When sorting on author fields, one of the predefined sorts will substitute a title field for an empty author field, and you can choose to do this in a Custom sort as well.


Ends with

Relational operator used in search expressions to find a string of characters at the end of a field. In author and keywords fields this will look at each author name and at each keyword.


Exactly

Relational operator used in search expressions to match the search string to the entire ProCite field (ignoring letter case). When searching author or keyword fields, it matches an entire author name or an entire keyword. Compare with the = relational operator, which matches words.


Export

To copy marked records to a delimited text file, from which they can be imported into another software application.


Extent of Work

ProCite field 26 Extent of Letter/Work. Used for a numeric value that indicates the physical size or extent of the work being referenced. It is always immediately followed by the Packaging Method (for example, "10 pages" or "3 diskettes").


Field

A portion of a record containing information of a single type, such as a list of authors, a title, or a date.

A field has a field identifier, such as 01 Author, Analytic which is used to refer to it, as well as the content of the field (such as the list of authors). A record can use any combination of 45 available fields, plus the record ID (which is always present). The author fields (01, 07, 16, and 30) and the Keywords Field (45) allow multiple entries on a single line with separators between each entry, as well as allowing you to use a new line for each entry.


Field Content List

An automatically-maintained "internal" list that is generated from information currently in the Authors, Journals, Titles, and Keywords fields. Field content lists are available for data input when editing records and on the Search tab for inclusion in search expressions. They are also available on the Terms tab for quick searching.

A field content list either shows the contents of a single field (Journal Titles or Keywords) or a composite list created from all indexed Author fields and/or all indexed Title fields. This sorted internal list, which lists every unique entry for that field or group of fields, for all records in the database, cannot be edited.


Field Identifier

Field number and/or the field name.


Field Name

A word or phrase describing the type of information stored in the field (for example, "Date of Publication").


Field Number

Unique identifying number for each field in a ProCite workform. Field numbers are significant for sorting and searching. The field number does not change even when a field is renamed.


Field Order

Fields in a workform are always displayed in field number order.

The field order in formatted output is controlled by the output style, not the workform order. The field order for output can vary by workform.

See also Sort Order .


Firewall

Firewalls are security measures that restrict access between computers and the Internet. In order to search Z39.50 servers over the Internet, your network administrator may need to allow access to certain port numbers.


Generic Field

Multiple fields that are referenced (in sorting, searching and in output styles) by using a single term. The definition of "generic" depends on which of these activities is being performed.

When sorting and viewing records in a record list, the term:

•	Generic authors refers to field 01 Author, Analytic; and 07 Author, Monographic.

•	Generic title refers to fields 04 Title, Analytic; 09 Title, Monographic; 10 Journal Title; and 11 Title/Newspaper Name.

•	Generic date refers to fields 20 Date of Letter/Publication; and 21 Date of Copyright (but not 12 Date of Meeting).

When searching the database, the term

•	Generic authors refers to field 01 Author, Analytic; 07 Author, Monographic, 16 Author, Subsidiary; and 30 Series Editor.

•	Generic title refers to fields 04 Title, Analytic; 09 Title, Monographic; 10 Journal Title; 11 Newspaper Name/Title; and 32 Series Title.

•	Generic date refers to fields 12 Date of Meeting, 20 Date of Letter/Publication and 21 Date of Copyright.

In output styles, the generic author and generic title fields have the same meaning as for sorting. The generic author-title field refers to fields 01, 04, 07, 09, 10, and 11.


Generic Stop Word List

A list of words (stop words) that you want ProCite to ignore when sorting. By default, the list includes the words: a, an, l, la, le, les, the.

The Generic stop word list applies to all title fields, the Keywords field, and corporate authors in author fields. The stop word list has no effect on headline capitalization in title case formatting.

ProCite has a separate stop word list for personal authors, which applies to all author fields.


Global Editing

Option under Edit Marked Records on the Database menu that allows you to make editing changes to all marked records at the same time, rather than having to edit each record individually.


Group

A user-selected subset of records, saved for later use. You can mark a group of records that you want to save for later use, then save that marked set of records as a group  with a unique name.


Grouping Operators

Chevrons used around two or more consecutive fields in defining an output style. Allows you to specify starting and/or ending punctuation for that group of fields independent of the punctuation for the individual fields within the group. The punctuation appears in formatted output even when some of the fields in the group are empty.


Headline Capitalization

A title case you can apply to a title field with an output style.

Headline capitalization uppercases the first letter of the first and last words of both a title and subtitle, plus uppercases the first letter of all other words except articles, prepositions, and coordinating conjunctions (which are lowercased).

This option cannot lowercase characters or determine proper nouns. To allow varied title cases, you should insert titles in lowercase except for the first word and any proper nouns.


HTML

Hyper-Text Markup Language. A text format used for creation of web pages and for viewing pages with web browsers. ProCite can print bibliographies with HTML codes, to simplify posting bibliographies on the web.


Identifying Text

Text entered into a manuscript to identify a record in a ProCite database. It allows you to link a citation directly to the appropriate ProCite record so ProCite can automatically format in-text citations and generate a bibliography according to the appropriate bibliographic style.


Import

To read data from another source into a ProCite database. You can import information from a tagged text file, a delimited text file, a Z39.50 server, PubMed, or a Web page.


In-Text Citation

A numeric reference or a set of bibliographic elements (usually author and date) within the body of a work that enables a cited work to be uniquely identified from an accompanying list of references. In-text citations are often enclosed in parentheses or some other delimiters.

ProCite can link in-text citations in a word processor document to records in ProCite, format those citations, and automatically generate a reference list for the manuscript.


Inversion, Name

Form of personal name where the last name is given first, such as "Drake, Miriam A." instead of "Miriam A. Drake."

Personal names should be entered "lastname, firstname" in ProCite to ensure that both the first author and the subsequent authors in a list of author names can be correctly formatted by output styles.


Journal Title List

A sorted list of journal titles accompanied by a set of standard abbreviations, shareable by more than one ProCite database, and used for both data input and for output substitution in field 10 Journal Title.

Each output style can reference a different journal title list, allowing the appropriate set of abbreviations for a particular style to be used to substitute for the contents of 10 Journal Title when generating formatted output. Titles from the journal title list are not affected by title case formatting.


Keyword

A term that helps identify a record. Also known as descriptor, index term, subject term or subject. Entered in field 45 Keywords, these can be used in data entry, for searching, and as headings in term lists, subject lists, or subject bibliographies. Multiple entries (words or phrases) are entered in this field separated by slashes.


Location in Work

Numbers and/or other characters that identify the specific point in a work where the referenced item is located. For example, a range of pages such as "170-190." Note that preceding punctuation like "pages" or "pp." should be specified in the output style. Output styles can recognize the presence of multiple pages in a range by the presence of a dash (-) or a slash (/), or in a discontinuous list by the presence of a comma (,).


Location/URL

ProCite field 38 Location/URL. The specific area in which the work is maintained. For example: file number, drawer number, shelf number, album number, WWW address, FTP address.

May also be used to qualify the Availability field.

In the case of electronic documents, enter the address to access those documents with ProCite, such as the WWW address or FTP address:

FTP://ftp.risinc.com/pub/demo

http://www.ncsa.uiuc.edu/General/Internet/WWW/HTMLPrimer.html


Logical Operator

One of the connecting terms AND, OR, or NOT, used to combine search items.

It may be confusing to mix AND and OR in the same search expression; if you do, use parentheses to group search items and connecting terms together to make it easier to achieve the desired result.

AND: A matching reference must meet both of the conditions connected by the AND, so AND narrows the search compared to using either search item alone.

OR: Used to find records that match either of the conditions connected by the OR operator, and so widens the search.

NOT: Used to find any records that do not match the search item following it. If there is no search item preceding NOT, the narrowing of the search is performed against all selected records; otherwise, it is performed against the result of the preceding search item.

See also Relational Operator .


Manuscript

Text in a word processor file that can contain in-text citations linked to records in a ProCite database. Also, the name of a predefined ProCite workform used for unpublished works.


Marked Record

Designated by selecting the check box next to a record in the abbreviated record list. Marking is a way to select records that is an alternative to highlighting them or searching for them. In an abbreviated record list, click on the check box next to the record to mark it. Click again to unmark it.

A marked record, unlike a highlighted record, remains marked until you deliberately unmark it, detect duplicates, generate a bibliography from a manuscript, import, or copy marked records.

Marking is useful for selecting records from multiple search results or records that are not next to each other on a list. Several ProCite functions (including Copy Marked Records, Save Marked Set, and Export) use marked records. Display the Marked Records tab to view or print only the marked records. Global editing operates on marked records.


Medium Designator

ProCite field 05 Medium Designator or 14 Medium Designator. Primarily used for non-print or special materials to denote the type of physical format or material in which a referenced work is issued. For example, "online," "computer program," "database on CD-ROM," "microfilm," or "disk." This also helps to differentiate between various types of material if you are using the same workform for each of them.

May also be used to identify the type of material, such as a doctoral dissertation, a masters thesis, or Mercator projection for a map.

Followed (when available) by Extent of Work and Packaging Method (as in "Motion Picture, 1 film-loop cartridge").


Monograph

A complete work in one volume (or unit), or a number of volumes (or units), that is not related to other works or volumes.


Multiple-entry fields

A ProCite database field such as author or keywords, that allows multiple entries on separate lines or on a single line, with separators between entries.


Nonbreaking Space

Used to join two words, such as "Los Angeles", into a single term that is not affected by the stop word list. Instead of a space between the two words, enter the key combination Control-Shift-Space. The nonbreaking space is included as part of the output to a word processor file. Also called a "hard" space.


Not Empty

A special value (with "Empty") that can be used in search expressions in conjunction with the = (equal) relational operator to test whether or not a field is empty.


Output Style

File that, in conjunction with the workform for a particular record, controls the output format of both in-text citations and references in either a bibliography or a subject bibliography. Each output style that you use is stored in a separate file and can be used by more than one database.

The output style contains instructions that tell ProCite which fields to print, in what order, and with what associated punctuation. It may also include additional font or style instructions.

Within each output style there may be formatting variations based on the type of material being referenced. The output style defines formatting by workform.


Packaging Method

ProCite field 27 Packaging Method. Used to hold a qualifying term for field 26 Extent of Work, which designates "how many of what" the numeric value in "Extent of Work " denotes. For example, "pages," "lines" in an email message, or "cartridges."

The Packaging Method field can also include information about accompanying material, such as "Accompanied by: 1 user manual." If the workform includes field 28 Size, put the reference to accompanying material after the size.


Physical Description

Can be a combination including one or more of the fields: Medium Designator, Extent of Work, Packaging Method, and Size.


PubMed

The National Library of Medicine’s online public access version of their Medline database.

You can directly search PubMed and save records by selecting PubMed Search from ProCite’s Tools menu.

You can enter a PubMed UI (unique identification number) in field 38: Location/URL, and then choose Open File/URL from ProCite’s Tools menu to launch your browser and direct it to the online PubMed record.


Punctuation

Preceding and/or following text, specified in an output style, that is associated with a field or group of fields. Used to enclose formatted output in quotation marks or parentheses, or to add text that provides more information about a field of text (such as "Available:" preceding field 37). However, if such text can differ from record to record, the Connective Phrase field (or Special Field Formatting) should be used instead. The output style may also include text or blank lines between fields to create a form such as for a document request.


Quick Search

Use the Terms tab to find records by author name, journal title, title, keyword, or workform. It is the simplest and quickest way to find records. Select an item from a field content list, and ProCite looks to an internal index for fast retrieval.


Rebuild

Process of copying an entire database of ProCite records to create a new database.

In some cases, Rebuild can repair minor damage found in the original database. Rebuild can also free up space used by deleted records that has not been automatically re-used by adding new records.

If your database key file is damaged or missing (the file ending with .PDX), you can rebuild from the primary database file.

If ProCite closes down unexpectedly without closing your database, the database can be left in an inconsistent state. When you try to open the database again, you will get the message that your database is damaged. Choosing Rebuild creates a new database and recovers as much of the original information as possible.

It is possible to damage a database in such a way that ProCite will not detect the damage. In this case, unpredictable behavior may occur. You can rebuild a database even if ProCite does not detect that it is damaged.


Record

The total collection of related information for a single entry in a database (a reference). A record is subdivided into fields. Each record has a workform associated with it.


Record Count

A count of how many of the selected records contain at least one occurrence of a particular term. Sometimes called the number of "hits". On the Terms tab, the record count is displayed next to the terms in the field content list. You can also print a record count next to each heading when printing a subject list.


Record ID

An alphanumeric identifier associated with a record. When a new record is created, ProCite automatically assigns it a record ID based on the highest number currently used as a record ID in the database, plus a user-modifiable increment (record ID interval). Record IDs are not necessarily unique, since record IDs from one ProCite database are retained when records from that database are copied to another ProCite database. You can manually change a record ID to suit your own requirements, using any combination of alphanumeric characters. ProCite can automatically renumber records and can sort using record IDs.


Reference

A set of bibliographic elements that refers to a work and is complete enough to provide unique identification of the work for a particular bibliographic function. When describing references embedded in the text of a document, the term "in-text citation" is preferred.


Reference List

A bibliography that includes only works specifically referred to in the text of a paper; list of works cited. You can generate a reference list for a word processor document by using the ProCite commands that appear on the word processor Tools menu.


Relational Operator

Also called Comparison Operator. A symbol used in a search expression that expresses a relationship between a field identifier and the contents of that field in a particular record. Valid operators for searching a ProCite database are:

Begins with	Ends with	Exactly	Contains

and the following symbols:

equal	not	less	greater	less than or	greater than
to	equal to	than	than	equal to	or equal to
=	<>	<	>	<=	>=


Search Expression

Specifies criteria for finding a specific record or group of records in a database. You can search specific ProCite fields or all fields. Searching ignores letter case. Items from term lists, journal title lists and field content lists may be incorporated into search expressions. Search expressions may be stored for future retrieval and re-use.


Separator

One or more characters, such as a semicolon (;), double slash (//), or carriage return, used to separate entries in a multiple-entry field (author or keyword) or to separate citations in a multiple citation.


Short Form (Abbreviated) Bibliography

A customizable list of fields, accessed from the Select Fields button in the Fields tab of the Configure Bibliography dialog, used to suppress fields that are included in the output style and would otherwise be printed. When the Use Short Form check box is selected, any fields that are not selected in the list will not be printed. However, those fields that are selected will print only if they are also listed to print by the output style.

Selecting or deselecting check boxes for Optional Fields also selects or deselects those fields in the short form list. Similarly, selecting or deselecting the fields in the short form list will select or deselect the corresponding optional fields.


Size

The physical dimensions or format of a work. For example, "32 x 50 mm". Usually preceded by Extent of Work and Packaging Method. This field may also be used to hold information about accompanying material.


Sort

Order in alphabetic or numeric order. Defines how a set of records is ordered on a field by field basis. Record IDs are sorted numerically and then alphabetically. Fields are sorted from left to right by character, except for the Date and Call Number fields. Within a sort level, the sorting of diacritics (accented characters) is determined by the language setting.

You may define a list of stop words that are ignored for sorting when they appear at the beginning of a field.


Sort Order

The record ordering that results from performing a sort.

A collection of sort fields with associated sort levels that is used to re-order the current list of records. The sort fields used in sorting records are comparable to columns selected for sorting in a spreadsheet. The sort levels define the order in which the fields of your records will be compared for sorting. You may sort on up to six levels. For example, you may wish to sort your records first by author, then by date, etc. In addition to a variety of pre-defined sorts, ProCite allows you to define your own Custom sort.

If the generic Author, generic Title, or generic Date fields are included in the sort fields, the record ordering depends on the information in the first non-empty generic field encountered in each record.

You can print references in a different sort order than the order in which you view records. A sort order is stored with each output style, but it can be overruled with the Configure Bibliography settings.

When generating a bibliography from a word processed manuscript, you may choose to output it in Manuscript Order, which is the order of the citations in the text of the manuscript. Depending on the bibliographic style, you may instead choose an appropriate alphabetical sort order.


Special Characters

Symbols that have special meaning for ProCite.
See the Symbols list at the end of this glossary.


Special Fields

Fields in ProCite with special properties. In particular, the Date fields (12, 20, and 21); the multiple-entry data input fields, Authors (1, 7, 16, and 30) and Keywords (45); the Title fields (4, 9, 10, 11, and 32); the Reprint Status field (12); the Location in Work field (25); and the Call Number field (44).


Special Values

ProCite has two special values, =Empty and =Not Empty, that are used in search expressions to test whether or not a field is empty.


Stop Word

A word or phrase that is ignored when sorting, but is included in formatted output. This can be an article that begins an author's surname, or a word (or phrase) that precedes the first significant word in a title, a keyword, or a corporate author.

A stop word is ignored for sorting only when it is the first word in the field or subfield.


Styled Text

Text that has any combination of font style and font size that differs from the default combination used in record editing. Also referred to as character formatting.

The style of text in a record is ignored when searching and sorting. When replacing text in record editing, the replacement text uses the same style as the first character of the text being replaced.


Subject Bibliography

Form of bibliography where references are organized under headings (subject terms) based on the occurrence of those headings as terms within the records. Typically the headings are Keywords, but any other field (such as author or journal title) could be used instead. The same reference will be repeated under every heading that applies to it.


Subject Heading

An item in a subject list or a heading in a subject bibliography. May also be referred to as an Index term.


Subject List

Sorted list of the content of a particular ProCite field for the current group of records. For example, a list of authors or keywords. The output destination can be a text file, a word processor file, or a printer. Additional output options are: a count of the number of selected records the index entry appears in (record count), or a list of database record IDs for each term.

Compare with Subject Bibliography .


Subtitle

Part of a title following a colon (:) that is recognized by Title Case capitalization when formatting Headline capitalization.


Term List

Sorted list of names and/or phrases used to standardize input or search for information stored in fields in a ProCite database. For example, a list of authors, publishers, or keywords. Sometimes called an authority list. Term lists are external to the database, and are easily shared across databases. You can manually create a term list or generate one from an existing database.

ProCite can generate a term list for any field or combination of fields from the current group of records by printing a subject list with the destination set to a text file, which can then be imported into a term list. The output is a list of index terms (headings) that represent unique entries from the selected fields in the current group of records for the current database.

Since it is just a subject list that is output to a file, the term list includes only the headings, not the bibliographic references themselves. If all records are selected, the index terms for a particular field (such as Authors or Keywords) are the same terms you would see in the field content list for that field.

In most cases, fields have only one entry, so the entire contents of the field becomes the index term. In multiple-entry fields (such as Authors or Keywords), each entry may become a separate term.


Title, Analytic

The title for a contribution that is included within a monographic or collective work, such as the title of an article in a journal, chapter in a book, paper in a conference proceedings, film in a series, or track on a CD.


Title Case

Output style option that controls capitalization when formatting titles. This option can be set for each workform for any or all of the title fields.

By default, Title Case is set to Unchanged, except for field 10 in the journal workforms, where it is set to use the title as it appears in the journal title list. This means that by default, ProCite will not change the capitalization of titles, and journal titles will appear exactly as shown in the journal title list, or, if no matching entry is found, exactly as the title appears in the record.

The capitalization options work best when you enter all titles in sentence case. This means you have uppercased only the first letter at the beginning of the title, at the beginning of a subtitle preceded by a colon, and any proper nouns.

Capitalization options are:

•	All Upper, which uppercases all text.

•	All Lower, which lowercases all text.

•	Headline, which uppercases the first letter of the first and last words of both a title and subtitle, plus all other words except articles, prepositions, and coordinating conjunctions.

•	Unchanged, which prints titles exactly as entered into your records. It works best when you have entered titles with Sentence capitalization.


Title Fields

Fields numbered 04, 09, 10, 11, and 32 that are treated as generic fields by ProCite when searching the database.


Title, Monographic

The primary title for a single-volume, non-serial work, or the title unique to each single volume in a multi-volume or serial work. Because it is used as a generic field when sorting, the same field is also used for titles of collections, etc. in the standard workforms supplied with ProCite.


Title, Series

Field used for the title associated with a number of separate serial or non-serial works issued in succession. For example, the collective title for a monographic series. This field may also be used for a translated title (that is not the primary title) of a work with a title in more than one language.


Truncation Character

Asterisk (*) used in search expressions, in conjunction with the "= " relational operator, to represent any multiple group of characters at the beginning or end of part of a word or phrase. Also called a wildcard.


UI

Abbreviation for PubMed’s unique identification number. Enter a PubMed UI in field 38: Location/URL, and you can choose Open File/URL from ProCite’s Tools menu to launch your browser and direct it to the citation in the National Library of Medicine’s Medline database.


Unformatted Citation

An unformatted citation appears when you link identifying text in a manuscript to a ProCite record with the Insert Citation or Scan Document command. It is generated by ProCite and is linked directly to a ProCite record. It contains author name, date, and record ID, as in "{Olson, 1990 #290}".

The unformatted citation is replaced by an appropriate formatted citation when you Generate Bibliography.


Unpublished Work

For forthcoming articles, use the Unpublished Work workform. Once the work is published, change to the appropriate workform.


URL

Uniform Resource Locator used as an address on the WWW (World Wide Web). Store a URL in ProCite field 38 Location/URL. Examples:

http://www.ncsa.uiuc.edu/General/Internet/WWW/HTMLPrimer.html

http://www.procite.com

ftp://ris.risinc.com/pub

ProCite can take the URL from an existing ProCite record, launch Netscape or Internet Explorer, and find that address on the WWW. ProCite's NetCite feature can automatically copy the URL and title from the page currently open in Netscape.


User-defined Workform

Workform created, or modified, by a user. A user-defined workform can contain any combination of ProCite fields. Modifications may be required to the output styles to accommodate a user-defined workform.


Wildcard

Asterisk (*) used in search expressions, in conjunction with the "= " relational operator, to represent any multiple group of characters at the beginning or end of part of a word or phrase. Also called a truncation character.


Work

Any recorded information, regardless of its physical form or characteristics. Includes printed material, material in electronic format, sculpture, painting, motion picture, etc.


Workform

A fill-in-the-blank template that is used to input data into pre-defined fields appropriate to a particular type of material. You can search for records by workform and format output differently according to the workform associated with the record.

Fields in a workform may be renamed without affecting the information stored in the records. Renaming does not affect the field numbers associated with those fields.


Workform Indicator

A single letter, from A to T, that is used instead of the workform name when importing or exporting comma or tab delimited records (for example, when importing records in "ProCite format" from an OPAC). Also called a workform code.


Workform Name

A name, such as "Journal Article," that uniquely identifies a ProCite workform.


Workform Style

A section of an output style that contains all of the formatting instructions for that style that are specific to a particular workform.


Z39.50

The Z39.50 standard is a national standard that defines a protocol for computer-to-computer information retrieval. ProCite’s Internet retrieval feature allows you to quickly search Z39.50 library collections and view the records in ProCite.


( ) (parentheses)

Used to change the way a search expression is evaluated. Expressions within parentheses are executed first.


* (asterisk)

Wildcard (truncation character) used in expressions that use the = relational operator to represent any group of characters at the beginning or end of a word or phrase.


- or / (minus sign or slash)

Used between two numbers to designate a range of pages or dates, recognized by ProCite for use in output formatting. With page ranges, ProCite adds the appropriate preceding punctuation and removes repeating digits.


/ or // (slash or double slashes)

In data input, used to separate keywords (which can be phrases) in field 45 Keywords when multiple keywords are entered on the same line.

In other fields, used as a separator between headings used in subject lists and subject bibliographies.


// or ; (double slashes or semicolon)

In data input, used to separate multiple authors when more than one author is entered on the same line.


//// (four slashes)

In data input, used as the last entry in an author field to indicate other, unlisted authors. It is recognized by the output styles.


: (colon)

Used in title fields to separate a title from a subtitle. This allows Title Case formatting to apply Headline capitalization to subtitles. The colon (:) is included in output as part of the title.


< (less than)

Relational operator used in search expressions to find records whose search field(s) contain a value less than the search value.


<= (less than or equal to)

Relational operator used in search expressions to find records whose search field(s) contain a value less than or equal to the search value.


= (equal sign)

Data input
Prevents special formatting from being applied to text that follows, so you can suppress manipulation of a field in an individual record.

In an author field, it is used as the first character of an author name to designate it as a corporate author. For example, "=The University of Michigan".

Used in formatting honorific titles or other titles, to identify a maiden name with an author, or when associating dates with an individual. For example:

Sodeman, W.A. = Jr
Ikuta, J = (née Matsumoto)
Hendrix, James Marshall =(1945-1970)

At the beginning of a title field, prevents Title Case formatting from being applied. If Headline capitalization is in effect, then using the equal sign (=) before foreign titles (For example, "=L'ami du peuple") will cause them to be output as entered, without Title Case formatting.

At the beginning of a date field, prevents date formatting by the output style. Used in order to leave the format of a date range, such as "Dec-Jan 1996-97", in a particular record, unchanged (without turning off Custom Date Formatting in the output style, which applies to all records).

Search expression
Used as a relational operator to find records that contain a word or phrase. For example:

<<(18) Place of Publication>>="New York"

The * (asterisk) wildcard character may be used in conjunction with =.


<> (not equal to)

Relational operator used in search expressions to find records whose search field(s) do not contain the search item.


> (greater than)

Relational operator used in search expressions to find records whose search field(s) contain a value greater than the search value.


>= (greater than or equal to)

Relational operator used in search expressions to find records whose search field(s) contain a value greater than or equal to the search value.


? (question mark)

In data input, used to designate the unknown portion of a four-digit year, for example, 19??. For searching, the ?s are treated as zeros, but they will sort ahead of dates with explicit zeros (19?? sorts before 1900, but after any date of the 1800's).


\ (backslash)

Indicates that the next word is to be treated as literal text. For example, use \< or \> to output < or > as part of the punctuation in an output style.


{ } (braces)

(1) Used in alternate text lists to enclose secondary text that replaces primary text in a record. The primary text is enclosed in chevrons.

(2) Used to delimit unformatted citations in a word processor document.


| (vertical bar)

In output styles, the vertical bar explicitly indicates that text before the bar prints after the previous field, and text after the vertical bar prints before the next field. Text that appears between vertical bars is additional text that will always print, whether there is text in the surrounding fields or not.


<< >> (chevrons)

Used to:

(1) delimit primary text within a field that, in formatted output, is substituted by secondary text from an alternate text list

(2) group fields for punctuation in output styles


Dialogs (Context Sensitive Help Topics)

Print SetupPrint_Setup>main

New File

Open File DialogFile_Open_Dialog>main

Properties

Options: General Tab

Options: File Locations Tab

Configure Record List

Preview Pane

Preview PanePreview_Pane_Tab

Status Bar

About Box

Select Workform  (converting from DOS)

Edit

Edit Record Window

Configure Edit RecordConfigure_Edit_Record>main

List WindowList_Window>main

Edit JournalEdit_Journal>main

Edit TermEdit_Term>main

Font DialogFont_Dialog>main

Insert Symbol

Insert TermInsert_Term>main

Output Styles

Insert FieldInsert_Field>main

Insert SymbolInsert_Symbol>main

Author Formatting: Workform Styles: Author List Tab

Author Formatting: In-text Citations: Author List TabIn_Text_Citations_Author_Formatting_Author_List_Tab>main

Author Formatting: Separators TabAuthor_Formatting_Separators_Tab>main

Author Formatting: Names TabAuthor_Formatting_Names_tab>main

Author Formatting: Text TabAuthor_Formatting_Text_Tab>main

Title FormattingTitle_Formatting_Dialog>main

Journal/Title FormattingJournal_Title_Formatting>main

Date FormatttingDate_Formatting_Dialog>main

Page Number FormattingPage_Number_Formatting>main

Keyword FormattingKeyword_Formatting>main

Workform Styles TabBibliography_Tab>main

In-Text Citations TabIn_Text_Citations_Tab>main

Select WorkformSelect_Workform>main

Searching

Find Record

New GroupNew_Group_Dialog

Search Tab

Terms Tab

Groups Tab

Preview Pane

Search FieldsSearch_Fields>main

Search OperatorsSearch_Operators>main

Insert Term  (same as above)

Search ExpressionsSearch_Expressions>main

Edit Search ExpressionEdit_Search_Expression>main

Duplicates Tab

Duplicate Detection Tab

Global Editing

Global EditGlobal_Edit>main

Global Find and ReplaceGlobal_Find_and_Replace_Dialog>main

Global Change WorkformGlobal_Change_Workform>main

Global Move FieldGlobal_Move_Field>main

Renumber DatabaseRenumber_Database>main

Sorting/Stop Lists

Custom Sort OrderCustom_Sort_Order_Tab

Custom Sort OptionsCustom_Sort_Options_Tab

Stop ListsStop_Lists_Tab

Edit Stop ListEdit_Stop_List>main

International Settings

Printing/Bib Setup

Configure Bibliography: Reference List Tab

Configure Bibliography: Fields Tab

Configure Bibliography: Page Layout Tab

Configure Bibliography: Subject Bibliography Tab

Selected FieldsSelected_Fields>main

Subject FieldsSubject_Fields>main

Subject TermsSubject_Terms>main

Print PreviewPrint_Preview>main

Cite While You Write

Insert CitationInsert_Citation>main

Insert Citation: Select Matching ReferencesInsert_Citation_Select_Matching_References>main

Revert to Original TextRevert_to_Original_Text>main

Scan Document: Options (Delimiters)

Scan Document: Select Matching ReferenceScan_Document_Select_Matching_References>main

Scan Document: No Matching ReferencesScan_Document_No_Matching_References>main

Import/Export

Import Text File Window

Delimited Format

Exported Data

Internet


All Records Tab

This All Records tab is the default display when you open a database. All records in the database appear in the abbreviated record list. You can:

•	Use the tabs along the bottom to display various subsets of records

•	Double-click on an abbreviated record to display the full record for viewing or editing

•	Go to the File menu and choose Print Bibliography to format the records and preview the bibliography

•	Select the check box next to certain records to mark them and then perform certain operations on those marked records

Almost all ProCite operations are available to you. Check the menus and you will find the command for what you want to do.


Marked Records Tab

The Marked Records tab displays only those records whose check boxes are selected. You can perform various operations on marked records, such as global editing.

Because you can mark records across various record lists, it is wise to display the Marked Records tab to verify the complete list of marked records before performing operations that affect them.

When you import records, detect duplicates, or generate a bibliography from within your word processor,  the marked set is replaced to reflect that operation.


Print Setup

This dialog lets you select a printer, paper orientation, and paper size and source.  You may have other options available depending on your printer type.


New File

Select the type of file you want to create and click OK:

•	ProCite Database creates two database files, with the extensions .PDT and .PDX.

•	Output Style creates a ProCite output style file with the extension .POS.

•	Term List creates an empty ProCite term list file with the extension .PJL.

•	Journal List creates an empty ProCite journal list file with the extension .PJL.

•	Workform creates a ProCite workform file with the extension .PWF.


File Open Dialog

Use this dialog to locate and open a file. By default, all ProCite files in the current folder are listed. Use the Look in box to locate a different folder.

If there are many different ProCite files in the folder, you may want to limit the type of filenames displayed. Use the Files of Type drop-down list to display:

•	Any ProCite File

•	Databases

•	Output Styles

•	Term Lists

•	Journal Lists

•	Workforms

•	Text Files

•	All Files

Tips:  If you want to open the file read-only, so you won't inadvertently change anything, select the Read Only check box. Don't forget to clear the check box the next time you open a file for editing.

The last four recently-opened files are listed on ProCite's File menu.  You can bypass this dialog altogether and open a file by selecting its name from the File menu.


Properties

This dialog displays the file name and folder location for the active file. You can add any comments you want to record about the file.

•	File Name:  The disk file name of the database.

•	Directory:  The disk drive and folder location of the database.

•	Comments:  A place for user notes or descriptions, limited to 255 characters.


Import Text File Window

You can Import two different types of files: Tagged or Delimited. A tagged format displays a field label before each type of information in a record. A delimited format separates each type of information with a character such as a comma or tab.

Tagged Files

1.	In the File Type drop-down box, select Tagged.

2.	In the File Format box, select the appropriate configuration file.

Configuration files are available for various online, OPAC, diskette, and CD-ROM database systems. You can create or modify configuration files with Biblio-Link II.

3.	In the Target Database box, select the database into which you wish to transfer the records.

4.	Click Transfer to start Importing records.

Delimited Files

1.	In the File Type drop-down box, select Delimited.

2.	Under File Format, you can specify one of three formats for a delimited text file you are importing:  Comma Delimited , Tab Delimited , or Custom. Select the type of delimited file format that matches the layout of your delimited text file. Click the Modify button if you need to set up a custom import format.

3.	In the Target Database box, select the database into which you wish to transfer the records.

4.	Click Transfer to start Importing records.


Delimited Format

This dialog allows you to select the settings for importing or exporting a delimited text file. You can select a standard Comma Delimited or Tab Delimited format, or set up a Custom format.

Notes:  If you are importing, make sure you match the format of the import file.
If you are exporting, export to match the format required by the application into which you will import.

Fields Separated With:  Specifies the separator between individual fields of a record.

Records Terminated With: Specifies the character that marks the end of each record.

Optional Field Delimiters: Specifies any field delimiters to surround the text of each field (in addition to the field separators). For example, in the default comma-delimited format a set of quotation marks (") encloses each field. The Replacement Character is used only on Export, and specifies the character used to replace any characters within fields that are the same as the field delimiter. In the case of a typical comma-delimited format, double quotes in a record would be replaced with single quotes so as not to interfere with the field delimiters.

Included Fields:  The workform indicators box specifies whether or not a workform indicator for each record is included in the file. For workforms that are the same as ProCite version 2.x, the workform indicators A through T are used on import and export. Full workform names can also be imported. Workforms other than A through T cannot be read by ProCite version 2.x.

The Record Numbers box specifies whether or not a Record Number field is included in the file for each record. If selected, ProCite will export a record number. If selected on import, a record number can be included or the field may be left empty so that ProCite will assign a record number.

All 45 Fields specifies whether or not the file includes all 45 fields, or just the number of fields in the workform for the record. Those fields not found in the workform or that contain no data will be left empty (two consecutive field separators with no space or text between them).


Exported Data

Use this tab to limit the fields of data that are exported.

Exported Data:  You can export data for all fields included in a record, or you can select only the fields of your choice. This is helpful when you want to share data with someone, but remove personal notes or abstracts.

If you want to eliminate some fields of data from the export file, select Export Data Only For Selected Fields and click on the Select Fields button to select only those fields of data you wish to export.

Workform Definitions:  You can export all workform definitions to the delimited text file along with the record data. This is an easy way of transferring workform definitions to a different copy of ProCite. It also assures that a different ProCite user importing your records will have the appropriate workforms available. Workform definitions should not be included when transferring records to earlier versions of ProCite.


Options: File Locations Tab

Use this tab to identify additional folder locations for ProCite to search for databases, workforms, output styles, and journal or term lists.

When ProCite displays a list of files in the program (databases, workforms, output styles, or lists), it looks in the default ProCite folders and  the folders indicated here.

When ProCite is on a Network drive, you can use these preferences to point to folders on your local drive. When ProCite is on your local drive, you can use these preferences to point to folders on a networked drive.

Notes: These folders are used in order to list files within ProCite; they are not automatically used in a standard file dialog when opening files.

You can use a semicolon to separate multiple folders on a line. However, search expressions are saved to a single file in a single folder.


Options: General Tab

These settings are used each time you start the ProCite program from your machine. Select these items for the actions below:

Startup Options

Show Splash Screen displays the ProCite logo each time the program starts.

Reload Last File automatically opens the last-opened file when ProCite starts.

Show

Tooltips displays a short description when you use the mouse to point to a toolbar icon.

Status Bar gives progress information at the bottom of your record lists.

Database Defaults

Edit Defaults lets you set up custom sorting options, duplicate detection options, international sorting options, and record numbering for new databases. Once a database is created, these settings have no effect on it. Make changes here before creating a new database.


Configure Edit Record

The Configure Edit Record dialog contains options that affect the screen layout for the edit record window. You may want to deselect some of these options to maximize room for record text on your screen.

•	Font and Size:  Select the font and size used to display each record. This selection is used only for the full record display. You can select a different font and size for record lists and for printing.

•	Show Invisible Characters:  Select to display a visible character to indicate spaces and paragraphs marks. This check box serves the same function as the paragraph symbol on the formatting toolbar.

•	Show Field Numbers:  Select to display the corresponding field numbers next to each field name. Field numbers are helpful for searching and for modifying output styles.

•	Show Empty Fields:  Select to display all fields, whether they contain data or not. Deselect to hide empty fields.  The record toolbar also includes an icon to toggle this item.

•	Show Term List Buttons:  Select to display buttons for accessing field content lists and term lists. Deselect to allow more space for text display; you can always access lists from the Edit menu.

•	Show Record Toolbar:  Select to display a toolbar that contains the workform type, record number, the Configure Edit Record button, the Show/Hide Empty Fields button,  the Open URL button, and the movement buttons (for moving between full records).

•	Record ID Increment:  Type in a number. ProCite will add it to the highest record ID in the database to assign the next new record number. For example, if the highest record ID is 2000 and the increment is 10, the next record ID is 2010.


Record List

This dialog allows you to change the record list display. You can display up to six fields for each record, in any font and size.

Any changes to the Default Font and Size settings will affect the display of all databases opened with this copy of ProCite. Font and size changes will also affect the field content lists.

The Layout box affects only the current record list, and contains three columns of options:

•	The Show column of check boxes indicates which of the six fields will actually display in the record list. This makes it easy to quickly turn a field on or off for display.

•	The Column Header text boxes allow you to enter the header text that will be displayed above each field in the record list.

•	The Displayed Field column is where you select the fields that will display, in the order that you want them to appear. The field list includes all 45 ProCite fields, plus five Special Fields at the top of the list. In most cases, you should use the special fields, since they will almost always display text from every record in your database.

Tips:

If a Column Header text box Displayed Field arrow is dimmed, select the Show check box for that field.

Be careful when selecting an individual field for display, since that field may or may not exist in all workforms. You could end up with empty columns, which is not helpful when browsing through records.

In a record list,  you can click on the column header to sort the records by the field displayed.


Preview Pane

The preview pane shows you individual formatted records as you move through a record list. You can turn the preview pane on or off from the View menu. This dialog allows you to change the format of the preview pane.

Select an output style for ProCite to use when formatting records for the preview pane.

Select these check boxes to include these fields in the formatted preview (these optional fields print only when they are also listed for printing in the output style).

•	Show Record IDs

•	Show Reprint Status

•	Show Notes

•	Show Abstract

•	Show Call Number

•	Show Keywords

The Show Preview Pane check box toggles the preview pane on or off – just like the Preview Pane option on the View menu.

Select a window position for the preview pane:

Above Record List

Below Record List


List Window

Use this window to create or modify a journal title list or a term list.

•	To jump to an item in the list, click on a row and type in the initial letter(s) of item that you want to jump to.

•	To add a new item, click the Add button on the toolbar.

•	To edit an existing item, highlight the line and click the Edit button on the toolbar.

•	To delete an item, highlight the line and click the Delete button on the toolbar.

New items are automatically saved as you enter them. The list is maintained in sorted order, except that the initial words A, An, L, La, Le, Les, and The are ignored for sorting.

You can use the Import Text File command from the Tools menu to import a text file of terms or journal titles. Each line in the text file can contain a single term or journal title. See the ProCite User’s Guide for details.


Edit Journal

Use this dialog to add a new journal title to the list or change an existing journal title.

•	Type primary text into the Journal Title text box. This is the text that will be entered into ProCite records and search expressions.

•	Enter a Journal Abbreviation that can print in place of the Journal Title in formatted output.

•	You can enter comments in the Note text box if you wish.

Use the standard keyboard shortcuts for bold, italic, underline, superscript and subscript. In general, type styles should be applied by the output style. Use these here only when you know you always  want them to apply.

New journal titles are automatically saved as you enter them. The list is maintained in sorted order, except that the initial words A, An, L, La, Le, Les, and The are ignored for sorting.

To jump to a journal title in the list, click on a title and type in the initial letter(s) of the journal title that you want to jump to.


Edit Term

Use this dialog to add a new term to the list or change an existing term.

•	Type primary text into the Term text box. This is the text that will be entered into ProCite records and search expressions.

•	You can enter comments in the Note text box if you wish.

Use the standard keyboard shortcuts for bold, italic, underline, superscript and subscript. In general, type styles should be applied by the output style. Use these here only when you know you always  want them to apply.

New terms are automatically saved as you enter them. The list is maintained in sorted order, except that the initial words A, An, L, La, Le, Les, and The are ignored for sorting.

To jump to a term in the list, click on a term and type in the initial letter(s) of the term that you want to jump to.


Font Dialog

Use this dialog to change the font, font size, font attributes (bold, italic, and underline), and character position (normal. subscript and superscript) for the currently highlighted text or at the cursor position. You can also set the default font and size for record display.

The Current Selection items apply only to the currently selected text and will modify the appearance of formatted output. In general, you should apply these items with an output style. This provides flexibility, since you can apply different styles in different circumstances. Change text in the record only when you always want it printed this way, such as italicizing a scientific name.

The Default for View items affect the default font and size for displaying records. This does not modify the appearance of formatted output.


Insert Symbol

Use this dialog to enter diacritics (umlauts, tildes, and other accents) or symbols from the table of characters for the current font.

Highlight the character you want to enter and click Insert and then Close. If you want to enter several characters from this dialog, double-click on each character and then click the Close button.


Insert Term

Use this dialog to select a term from a list and insert it at the cursor:

1.	From the Source list, select the term list you wish to view or select the ProCite database whose field content list you wish to view.

2.	If you want to view a field content list, select it from the Terms list.

3.	Scroll through the list of terms in the current list to highlight the entry you want to insert.

4.	Click Insert Term to insert your entry (you can insert any number of entries – ProCite will add the appropriate separators between author names and keywords) and click Close to leave the dialog.

Tip: If you intend to insert only single terms, check the close after insert box and ProCite will automatically close the window when you insert a term.


Insert Field

Highlight a field to insert at the insertion point.

The "generic" fields listed at the top are generally used for the default workform style and the In-Text Citation format, because they often apply to multiple workforms. Field choices include:

•	Author prints the first author field that contains text  (field  01 or 07).

•	Author-Title prints the first author or title field that contains text (field 01, 04, 07, 09, or 11).

•	Title prints the first title field that contains text (field 04, 09, or 11).

•	Date prints the first date that contains text (field 20 or 21).

•	Record ID prints the record ID (by default, a number) assigned to each record.

•	ProCite Fields in the workform (All fields are available for the Default workform and In-Text Citations)

If you are in the Bibliography tab, the field is inserted into the currently active workform style. If you are in the In-Text Citations tab, it is inserted into the style for In-Text Citations.

After you insert a field (or type it in), you can supply following punctuation, or precede it with a vertical bar (|) character followed by the preceding punctuation for the field. Additional text is distinguished from preceding and following punctuation by being enclosed between two vertical bars.

To apply a style to a field, such as bold, italic, or underline, highlight the entire field including the opening < and closing > and then apply the style. Remember to also apply any necessary styling to preceding or following text or punctuation.

To associate punctuation with a group of fields instead of with a single field, enclose the punctuation and the fields within grouping operators << and >>. Insert these characters using the buttons provided on the toobar.

Special field formatting is controlled by the commands on the Fields menu.


Workform Styles: Author Formatting: Author List Tab

Use this tab to set options for abbreviating a list of authors, replacing an empty author field, and displaying repeated occurrences of the same author(s). These settings apply only to the currently active workform style.

Author List

•	Select the Abbreviated Author List check box to set the maximum number of authors to print from a single field. If not selected, all authors entered into the field will also print.

•	If the specified number of authors is exceeded, you can indicate a different number of authors to appear in the printed list, with the Abbreviate with text to follow them.

•	If the author field ends with four slashes (////), which designates additional unlisted authors, the Abbreviate with text will print instead of the four slashes.

If Author Field Is Empty

•	No Substitution:  Nothing prints for author when an author field is empty. This is the default behavior for any empty field.

•	Move Corresponding Title to Author Position:  If there is a corresponding Title field in the workform style, it will be moved to replace the empty author field.

•	Print Text:  Prints the specified text (such as "Anonymous") in the author field position.

Subsequent Works by the Same Author

•	Print the Author List as Defined Above:  Prints subsequent works by the same author(s) in the same form as the first occurrence.

•	Replace Repeated Authors With:  Replaces the author list for subsequent works by the same author(s) with the specified text string, such as any preceding or following punctuation.

•	Suppress the Author List:  Suppresses the author list for subsequent works by the same author(s). Any preceding or following punctuation is also suppressed.


In-Text Citations: Author Formatting: Author List Tab

Use this tab to set options for abbreviating a list of authors and for replacing an empty author field.  These settings apply only to the In-Text Citation style.

Author List

•	Select the Abbreviated Author List check box to set the maximum number of authors to print from a single field. If not selected, all authors entered into the field will also print.

•	If the specified number of authors is exceeded, you can indicate a different number of authors to appear in the printed list, with the Abbreviate with text to follow them.

•	If the author field ends with four slashes (////), which designates additional unlisted authors, the Abbreviate with text will print instead of the four slashes.

If Author Field Is Empty

•	No Substitution:  Nothing prints for author when an author field is empty. This is the default behavior for any empty field.

•	Move Corresponding Title to Author Position:  If there is a corresponding Title field in the In-Text Citation Style, it will be moved to replace the empty author field.

•	Print Text:  Prints the specified text (such as "Anonymous") in the author field position.


Author Formatting: Separators Tab

This tab specifies the separators between multiple authors in a list of authors from the same field.

If you are in the Bibliography tab, this will apply to the currently active workform style. If you are in the In-Text Citations tab, it will apply when formatting In-Text Citations.

Type the text that you want to appear between authors when there are exactly two authors in a list, as well as the text to appear between each author and before the last author in a list of more than two authors.


Author Formatting: Names Tab

This tab controls the order in which the first, middle, and last names of an author are printed, whether names are stripped to initials, and the uppercasing of author names.

If you are in the Bibliography tab, this will apply to the currently active workform style. If you are in the In-Text Citations tab, it will apply when formatting In-Text Citations.

The first author name can print in a different form than that of other authors listed in the same field. For example, you may want to print the initial author's last name first, but start with the first name of all other authors in the list.


Author Formatting: Text Tab

Type text that is to print immediately preceding or following the contents of the author. This text is printed within any preceding or following punctuation specified for the field in the workform style.

If you are in the Bibliography tab, this applies to the currently active workform style. If you are in the In-Text Citations tab, it applies when formatting In-Text Citations.

You can print different text depending on whether a field contains a single author or multiple authors. For example, if a particular author field contains only the names of editors, you could follow the field with ", editor" for a single author or ", editors" for a list of multiple authors.


Title Formatting

This dialog controls capitalization of titles.

•	Unchanged: Prints the title as entered into the ProCite field.

•	Uppercase: Uppercases the entire title.

•	Lowercase: Lowercases the entire title.

•	Headline: Uppercases the first letter of each significant word in the title.

If you are in the Bibliography tab, this applies to the currently active workform style. If you are in the In-Text Citations tab, it applies when formatting In-Text Citations.

Tip: We recommend that you enter titles into your records in Sentence Case, where the first word of the title and subtitle are capitalized along with proper nouns


Journal Title Formatting

This dialog controls substitution and capitalization of titles in field 10.

If you are in the Bibliography tab, these settings apply to the currently active workform style. If you are in the In-Text Citations tab, they will apply when formatting In-Text Citations.

Title Case

Select the appropriate Title Case as for any other Title field:

•	Unchanged: Prints the title as entered into the ProCite field.

•	Uppercase: Uppercases the entire title.

•	Lowercase: Lowercases the entire title.

•	Headline: Uppercases the first letter of each significant word in the title.

Journal List to use for substitution

Select the appropriate journal title list. ProCite will print the title found in the corresponding second column of that journal title list rather than the text in field 10 of the record.

When you select a Journal Title list, that selection applies to the entire output style. No matter which workform style you are editing, changing the journal title list selection will change the selection for all workform styles.

When you want to print the journal names as entered into your records, select None so that the substitution is not performed.


Date Formatting

Select the Enable Date Formatting check box to use the settings on this dialog for standardizing date formats on output. Deselect the check box to print dates as they appear in your ProCite records.

In the pull-down lists, select the print order of Day, Month, and Year. You can print any combination of those three components in any order. Enter any separating text between them. Then, select the text format for Month, Day, and Year.

If you are in the Bibliography tab, this will apply to the currently active workform style. If you are in the In-Text Citations tab, it will apply when formatting In-Text Citations.

Note: When date formatting is enabled, ProCite always prints a 4-digit year for dates before 1900 or after 1999.


Page Number Formatting

This dialog controls the printing of preceding and following text for field 25, as well as the formatting of page ranges.

Type preceding and/or following text for single pages and for page ranges (unless you plan to use Start Page Only), and select the page range format that you want to use.

If you are in the Bibliography tab, this applies to the currently active workform style. If you are in the In-Text Citations tab, it applies when formatting citations in a manuscript.


Keyword Formatting

This dialog determines the separator printed between keywords in a list of keywords from field 45 (Keywords). Type the text you want to print as the separator.

If you are in the Bibliography tab, this applies to the currently active workform style. If you are in the In-Text Citations tab, it applies when formatting citations in a manuscript.


Bibliography Tab

This tab displays a list of workform styles available for editing. A workform style controls the bibliography formatting of all records entered into that workform. The Default workform style applies to any workform that does not have its own style defined. Workforms that already have a style defined appear in bold type.

To set up a workform style:

1.	In the left pane of the window, select the workform whose style you want to edit. If that workform style is already defined, fields are displayed for editing in the text box. Otherwise, the text box is blank.

2.	Build a list of fields in the order you want them to print. To insert a field, position the insertion point where you want the field and click the Insert Field button. From the list of fields, double click on the field you want to insert.

3.	Use the mouse and keyboard to add the appropriate punctuation to print before and after each field.  "Punctuation" can be made up of any characters, such as periods, blank lines, parentheses, text, etc. There are several Special Formatting Characters you can use in a workform style.

4.	Additional formatting is available for Author, Journal, Title, Date, Page Number, and Keyword fields in each workform style. From the Fields menu, select the field whose formatting you want to change.

5.	Click Bibliography Settings to change layout and sorting options.

6.	To save your changes, select Save from the File menu.

Tip: An example record shows a Preview of the current workform style at the bottom of the window. You can also view the effect of your changes by opening a ProCite database and previewing a bibliography using the output style you just modified. Or, display single formatted records with the Preview Pane.


In-Text Citations Tab

This tab controls the formatting of in-text citations for the output style. The in-text citation format is used for citations in a manuscript.

Note: You can set up a unique format for each workform, but it is not required. The Default in-text citation format applies to workforms that do not have a unique format defined.

To set up the In-Text Citation format:

1.	In the text boxes at the right, build a list of fields in the order you want them to print. You can list fields only in the First Citation box to apply to all citations (like when you want citation number only), or you can also list fields under Subsequent Citations to treat later references differently (like when you want to shorten the citation for a second mention).

To insert a field, position the insertion point where you want the field and click on the Insert Field button. From the list of fields, double click on the field you want to insert. In addition to the ProCite fields, you have the option of selecting Citation Number.

Note:  A typical in-text citation consists of either a citation number or the author and date.

2.	Use the mouse and keyboard to add the appropriate punctuation to print before and after each field.  "Punctuation" can be made up of any characters, such as periods, blank lines, parentheses, text, etc.

3.	Additional formatting is available for Author, Journal, Title, Date, Page Number, and Keyword fields in each workform style. From the Fields menu, select the field whose formatting you want to change.

4.	Click In-Text Citation Settings to determine delimiters (such as surrounding parentheses), separators between multiple citations, number formatting, and sorting for citations in your manuscript.

5.	At the top of the In-Text Citations tab, select Include a bibliography with each document if you always want to include a bibliography. If you want to format only in-text citations (such as footnotes), do not select the box.

6.	To save your changes, select Save from the File menu.

Note: The Fields tab in ProCite’s Configure Bibliography dialog (to suppress output of fields) does not affect the fields listed for output in an in-text citation.


Select Workform

Assigns a converted workform style to the workform that you select. All of the workforms currently available to you are displayed in the list.

This situation arises when converting a ProCite 2.x punctuation file that has formatting specified for the user-defined workforms U through Z. Since different people will use these for different purposes, there is no supplied mapping to ProCite 5 workform styles.

If you select one of the workforms A through T to map a user-defined workform into, you may overwrite that workform style with the formatting specified for the user-defined workform. Before converting the output style, you should make sure that you have first created corresponding version 5 workforms for all of your user-defined workforms.

If you have a suitable target workform defined, select it and the conversion will continue. If you choose Cancel, the conversion of the output style will be discarded.


New Group

Use this dialog to create a new group. Type a descriptive name for the group and click OK.

If you type the name of a group that already exists, ProCite asks whether you want to replace  the existing group.

Tip: To view a group, display the Groups tab.


Rename Group

Type a new name for the group and click OK.


Search Tab

To search the database, first build a search expression in the text box. You can type the text or use the Insert Field, Operators, and Insert Term buttons to help build your search expression. For example, you could enter:

AUTHOR=Smith and KEYWORDS=Asthma

Use the Look in pull-down box to tell ProCite whether to search the entire database, the previous search results, or a specific group of records. Then, click Search to start scanning the database. The list of records found is displayed in the lower pane of the window.

You can save your search expression with the Expressions button, so you can perform the same search again after more records are entered. Or, you can save the list of records that results from your current search by highlighting them and from the Groups menu choosing Add Record(s) to to save them to a group.

See additional help topics for more assistance with Searching.


Terms Tab

This Terms tab allows you to quickly search for records. Select an item from automatically-maintained lists that are generated from the data in your records. The matching records display in the record list. Select one of these items from the drop-down list labeled Show:

•	Authors: Lists all unique author names from these fields:

01 Author, Analytic
07 Author, Monographic

•	Journals: Lists all unique titles from the 10 Journal Title field.

•	Titles: Lists all unique titles from these fields:

04 Title, Analytic
09 Title, Monographic
11 Title/Newspaper Name

•	Keywords: Lists all unique keywords from the 45 Keywords field.

•	Workforms: Lists all workforms used in the current database.

Tips:

You can build a subset of records by first choosing Clear Marked Set from the Select menu, and then individually selecting the check box on those records you wish to save as part of the subset. To display the subset, display the Marked Records tab.

To save multiple sets of records, highlight records and save them to groups with the Groups menu.

You can Jump to a specific record in the current record list.


Groups Tab

This Groups tab displays a list of previously saved group names in the Show Group box. If this box is blank, you currently have no groups in the database.

Select a group name to display the records saved in that set. You can mark these records for editing, print the list, etc.

Use the Groups menu to add or remove items from a group.

Groups are collections of records from the database. A single record could be saved to any number of groups. When you remove a records from a group, that record is still in the database (it hasn’t been deleted, just removed from the group).


Preview Pane

The preview pane shows the highlighted record formatted according to the current output style.

You can click on any record in the record list to see it formatted in the preview pane. To change the format of the previewed record, go to the View menu, select Configure Record List, and click on the Preview Pane tab.

To return turn off the preview pane, go to the View menu and deselect Preview Pane.


Search Fields

A field identifier limits the search to a specific field, group of fields, workform, or group. Select the item you want to insert in your search expression at the cursor location.

To search a specific field, select that field number from the list. All field numbers, along with default field names, are available. Note that a field number is used to represent a field in a search expression, since the field name can change between workforms.

You may prefer to type in these field names to search specific fields or groups of fields:

Identifier:	Searches:
ABSTRACT or ABST	43 Abstract
AUTHOR or AUTH	All author fields: 01 Author, Analytic 07 Author, Monographic 16 Author, Subsidiary 30 Series Editor
CALL	44 Call Number
DATE	All date fields: 12 Date of Meeting 20 Date of Publication 21 Date of Copyright
JRNL	10 Journal Title
KEYWORDS or KEY	45 Keywords
NOTE	42 Notes
PLPU	18 Place of Publication
PUBL	19 Publisher Name
REC# or RECORD# or RECORD NUMBER	ProCite Record Number
TITLE or TITL	All title fields: 04 Title, Analytic 09 Title, Monographic 10 Journal Title 11 Title 32 Series Title


Search Operators

Select a relational operator, logical operator or special value to insert into your search expression.

    Relational Operators

    Logical Operators

    Special Values


Relational Operators

ProCite recognizes several relational operators. Use these operators between an identifier and a search term:

Relational Operator:	Definition:
=	(Equal)  Text anywhere in the field must match the search term. In the Author fields only, an author name must begin with the search term. Only whole words will match unless you use the wildcard character.
<>	(Not Equal)  The search term must not match text anywhere in the field.
>	(Greater Than)  Text must follow the search term numerically or alphabetically. Primarily used for dates or record numbers; ProCite looks at only the first character of any other field.
<	(Less Than)  Text must precede the search term numerically or alphabetically. Primarily used for dates or record numbers; ProCite looks at only the first character of any other field.
>=	(Greater Than or Equal To)  Text must match or follow the search term numerically or alphabetically. Primarily used for dates or record numbers; ProCite looks at only the first character of any other field.
<=	(Less Than or Equal To)  Text must match or precede the search term numerically or alphabetically. Primarily used for dates or record numbers; ProCite looks at only the first character of any other field.
BEGINS WITH	The field (or subfield, in the case of authors and keywords) must begin with this text. Right truncation is assumed.
ENDS WITH	The field (or subfield, in the case of authors and keywords) must end with this text. Left truncation is assumed.
EXACTLY	The entire field (or subfield, in the case of authors and keywords) must exactly match the text entered after this operator.
CONTAINS	The search term can appear anywhere in the field. Contains is interpreted the same as equal (=) with a left and right wildcard.

The equal sign is the operator most used. It attempts to match the word or phrase anywhere in the field.

The CONTAINS operator attempts to match the search term anywhere in the field. It assumes left and right truncation, so the search expression:

AUTHOR CONTAINS son

would match these authors:

Anderson, Mark
Sontag, Edith
Bono, Sonny


Logical Operators

Logical Operators (also called Boolean Operators) are used to create a relationship between multiple search expressions. ProCite uses four logical operators:

Logical Operator:	Definition:
AND	Use this operator between two search terms or expressions to find records that match both search terms.
OR	Use this operator between two search terms or expressions to select records that match at least one search term.
NOT	Use this operator before a search term to find all records that do not contain the search term.
AND NOT	Use this operator between search terms to find all records that do contain the first term but not the second.


Special Values

ProCite uses two special values that can be used only for limited searches:

Special Value:	Definition:
=EMPTY	The field must be empty (no text at all).
=NOT EMPTY	The field must contain text.
If you want to search for a word or phrase which is the same as an operator, you must enclose it in quotation marks. For example,

Keywords="empty"


Search Expressions

This Search Expressions dialog allows you to save the current search expression or retrieve, edit or delete a previously saved search expression. Changes made here are saved when you click OK to leave the dialog.

Save an Expression

Click Add to bring up the Edit Search Expression box  with the current search expression in the Expression Contents text box.

Name the current expression for later use. If you give the search expression a name that is already in use, the new expression will replace the existing expression with the same name.

Retrieve an Expression

Highlight an expression in the Expression Name list and click OK. ProCite inserts the contents of the selected search expression at the insertion point in the current search window. You can insert several search expressions to build a complex search expression.

Edit an Expression

Select the search expression that you want to edit. Click on the Edit button to display the Edit Search Expression dialog. Make your changes to the Expression Name and/or the Expression Contents.

Delete an Expression

Select the search expression that you want to delete. Click on the Delete button.


Edit Search Expression

Type in the new Expression Name or edit the one already there. You can also modify the Expression Contents. Click OK to save the changes.

Caution: If you give a search expression the same name as an existing expression, ProCite replaces the old expression with the new one.


Duplicates Tab

This window lists all possible duplicates based on the current duplicate detection settings. To see which fields were compared to determine duplicates, or to change this setting, click the Configure button.

For a small number of possible duplicates, you may want to manually compare each set of duplicate records before deleting the duplicate(s).

For a large number of obvious duplicates, which can happen when you import many records from various sources, you can automatically mark all but one record from each set of duplicates. Then, from the Database menu, select Delete Marked Records. Choose one of the following:

•	Mark by Date marks all but the original entry from each set of duplicates.

•	Mark by Size marks those records that contain the least amount of text from each set of duplicates. In many cases, that leaves the record with a note or abstract intact.


Duplicate Detection Tab

Use this tab to set duplicate detection options. Please note:

•	Changing duplicate detection options from the Tool menu’s Options dialog changes the default for new databases.

•	Changing duplicate detection options from the Search Duplicates window or from the Database menu changes the settings only for the active database.

Fields to compare: Check those fields you want to compare for duplicate information. Since different workforms may use different combinations of author and title fields, you most likely will get the best results using the generic Author, Title, and Date fields listed first.

For authors, include just the last name: Select this box to compare surnames only. This option is used only when you have selected an author field for comparison. Since sources vary when it comes to including first and/or middle names or initials, this is helpful when your records are retrieved from various different bibliographic record providers.

For dates, include just the year: Select this box to compare year only. This is used only when you have selected a date field for comparison.

Warn about duplicates when saving new records: This item applies to manual data entry. After typing text into a new record and attempting to save it, ProCite will warn of possible duplicates.

Discard duplicates when importing: Check this item and ProCite will ignore duplicates during import of tagged or delimited records. Rather than blindly throw away likely duplicates, you may prefer to import all records and execute a batch duplicate detection after the transfer. Then you can scan each duplicate to make sure it is, in fact, a duplicate.


Global Edit

This dialog lets you add text to a field, replace an entire field, or clear (empty) a field, for all selected fields in all marked records.

Caution: Make sure that only the records you want to change are marked. Global changes cannot be undone!

For Selected Fields in Each Marked Record

Highlight the field(s) you want to change. The 45 ProCite fields are listed by field number and default field name. Be careful! A particular field number used in one workform may contain very different information than the same field number used by another workform.

Change

Select the type of change that you want to make to the marked records:

•	Add to the beginning of each field will copy text to the beginning of the highlighted field(s). Existing text in the field will be left intact. ProCite will add separators (// or /) in the author and keywords fields as needed.

•	Add to the end of each field will copy text to the end of the highlighted field(s). Existing text in the field will be left intact. ProCite will add separators in the author and keywords fields as needed.

•	Replace the entire field will delete a field's contents and then add text. You can simply clear the field by replacing with nothing.

•	Clear the entire field will delete a field's contents.

Text to Add

If you are adding text or replacing an entire field, type the new text into the Text to Add box. ProCite will add text separators in the author and keywords fields as needed.

Notes:

•	If the field to which you are adding text does not exist in a particular record (based on the workform in use), no text is added to that record.

•	You can insert text in the default font only. If you want to add characters in a different font, you must edit the records individually.


Global Find and Replace

This dialog lets you find and replace a text string for all selected fields in all marked records.

Caution: Make sure only the records you want to change are marked, as Global changes cannot be undone!

For Selected Fields in Each Marked Record

Highlight the field(s) that you want to change. The 45 ProCite fields are listed by field number and default field name. Whereas you may have changed the field names in your workforms, the field names remain constant.

Find Text

Specify the characters or string of text you want to find. ProCite will find text in the default font only; any text that has a different font applied to it will not be replaced. You can replace extended characters, but you cannot replace styled text.

Replace With

Type the text you want to replace with, or paste it from the clipboard (CTRL+V).

Match Case

Select Match Case to find text with exactly the same upper and lowercase letters as in the Find Text box. If not checked, ProCite will search for the text regardless of case.

Find Whole Words Only

Select Find Whole Words Only to find text that is not part of a larger word. In most cases, you should check this box. For example, when changing all occurrences of the word "son" to "daughter," you don't want to inadvertently change the name "Anderson" to "Anderdaughter"!

Tip:	You can use these special characters in a text box (the ^ is a caret entered by pressing Shift+6):
^t  =  tab
^p =  paragraph
^l  =  line feed


Global Change Workform

You can start with a marked set of records that are in any combination of workforms, and modify the set so that all of the records use one particular workform. Select a new workform from the pull-down list and click OK.

Caution: Make sure only the records you want to change are marked, as a global change cannot be undone!

All information in fields common to both the original and the new workform remains intact, even though the field name may change.

If an original field has no corresponding field in the new workform, it will still be included in the record. However, it is not part of the new workform and should be moved to the appropriate field or deleted. Either Cut the text and Paste it into the appropriate field for each record, or mark the affected records and use the Global Move Field command.


Global Move Field

Use this dialog to move an entire field of text to another field in the current set of marked records.

Caution: Make sure only the records you want to change are marked, as a Global change cannot be undone!

Caution: We recommend that you move fields of text within one workform type at a time, so you are certain the target field actually exists in the workform used for each marked record. If the target field does not exist in a record, the field of text will not  be moved.

Move From

Select the field from the list that contains the text you wish to move. Although you may have renamed fields from the default names listed, the field numbers remain constant.

Move To

Select the field that you want to contain the moved text.

Change

Indicate where to put the text in the new field:

•	Move to beginning of field will move all text from the "Move From" field to the beginning of the "Move To" field. ProCite will add separators ( // or /) in the author and keywords fields as needed.

•	Move to end of field will move all text from the "Move From" field to the end of the "Move To" field. ProCite will add separators as necessary.

•	Move to replace entire field will move all text from the "Move From" field and use it to replace any text in the "Move To" field.


Custom Sort Order

Selecting the Fields

You can compare anywhere from one to six fields to determine the custom sort order. For example, when printing references to journal articles, you could specify four sort levels -- to order your records first by journal title, then date, then author name, then article title.

In the first pull-down list, at the top of the screen, choose the first field to compare for sorting. In the next pull-down list, choose the second field to compare for sorting, and so on -- up to six levels.

All 45 ProCite fields are available for sorting, plus several special fields:

•	None: For the sort levels you won't be using, set the pull-down list to "None."

•	Author: ProCite will sort by the text in the first non-empty Author field found in a record. ProCite will scan the author fields 01 and 07. This "generic" author field makes it easy to sort multiple document types, since not all workforms use the same author field.

•	Author-Title: ProCite will sort first by authors, but if no author is available in a record it will sort by title. The order of fields scanned is 01, 04, 07, 09, 10, and 11. This type of sort may intermingle author names and titles for sorting, as required by ANSI and several other bibliographic styles.

•	Title: ProCite will sort by the first title found in a record. ProCite will scan fields 04, 09, 10, and 11. This "generic" title field makes it easy to sort multiple document types, since not all workforms use the same title field.

•	Date: ProCite will scan date fields 20 and 21 and will sort each record by the first date found. Full dates are compared. If you want to sort by Date field 12, you must choose that field specifically.

Keep in mind that when you sort by a specific field number, that field may or may not exist in all records, depending on the workforms in use.

Setting Ascending/Descending Order for Each Field

You can set each sort level to ascending or descending order. Use the Ascending/Descending radio buttons next to each sort level to make your selection.

Ascending order is 0-9 and A-Z order. Ascending date sorting will place the earliest date before the more recent date. Therefore, "1980" will appear before "1990" and "4/15/90" will appear before "4/30/90."

After your custom sort is set up, you can reverse the order of the entire reference list by going to the Sort menu to choose Ascending or Descending order.


Custom Sort Options

ProCite will use these setting for all sort levels in the custom sort.

Sort Empty Fields

•	Before all other fields sorts empty fields before fields that contain data of any kind.

•	After all other fields sorts empty fields after fields that contain data of any kind.

Sort author fields using

•	All authors in field compares all author names in the field.

•	First author only uses only the first author, and ignores any other author names in the field.

Sort authors by

•	Full name compares last, first, and middle names, or as much as is entered in the record.

•	Last name only compares only surnames, and ignores first and/or middle names or initials.

Sort dates by

•	Exact date compares year, month, and day, or as much as is entered into the record.

•	Year only compares the 4-digit year only, and ignores month and day.


Stop Lists

Please note:

•	Changing a stop list from the Tool menu’s Options dialog changes the default for new databases.

•	Changing a stop list from the Configure Sorts command on the Sort menu changes it only for the active database.

Each database can include an Author stop list and a Generic stop list. Although stop words are ignored for sorting, they are printed in output.

Author Stop List: A stop word at the beginning of an author name, followed by a space or by other punctuation (such as an apostrophe), is ignored when sorting. For example, if L is in the Author stop word list, an author name beginning with L' will sort by the first character after the apostrophe. When ProCite is shipped to you, there are no stop words in the list.

Generic Stop List: A stop word at the beginning of a title, corporate author, or keyword, followed by a space or by other punctuation (such as an apostrophe), is ignored when sorting. For example, if "the" is in the Generic stop word list, a title beginning with "The" will sort by the first character of the next word. Although stop words are ignored for sorting, they are printed in output. When ProCite is shipped to you, the list includes a, an, l, la, le, les, the.

To display or modify a list, first select either Author or Generic from the Stop List drop-down box at the top of the tab. Then,

•	To add an item, click the Add button and type text into the box provided.

•	To edit an item, highlight the item you want to edit, click on the Edit button, and edit the text.

•	To delete an item, highlight the item you want to delete and click on the Delete button.

Tips:

•	Letter case of stop words is ignored, but diacritics are significant. Diacritics can either be pasted in with the clipboard or entered using keyboard codes.

•	When you change a stop word list, the entire database must re-index. This may take some time on a large database. It is best to make all necessary changes at the same time -- and before you have added many records to the database.


Edit Stop List

Type in the new stop word, or edit the word already there, and click OK.

This feature is not case sensitive, so you can type in upper or lower case. For diacritics, either paste from the clipboard or enter the keyboard code.


International Settings

Please note:

•	Changing international settings from the Tool menu’s Options dialog changes the default for new databases.

•	Changing international settings from the Configure Sorts command on the Sort menu changes it only for the active database.

The language setting governs how characters sort in ProCite and how characters are uppercased for subject headings when printing subject bibliographies.

From the drop-down list, select the appropriate language setting. The General setting works for Dutch, English, German, Indonesian, Italian, Portuguese, and modern Spanish character sorting.

Caution: The System Specific sort uses the Windows sort setting used by your computer, and should be used only when the other sort options do not meet your needs.  If you want to share your database, either do not use the System Specific sort or make sure the other user rebuilds the database before attempting to use it.


Configure Bibliography: Reference List Tab

Use this tab to set the output style for printing.  When you select an output style, the other settings on this tab are updated to reflect the settings in the output style: the title of the reference list, the sort order of the reference list, citation numbering, indentation, and spacing.  You can override these settings by typing or selecting new values.

You may want to check settings on the other tabs before clicking OK to update the bibliography preview. If you are working from your word processor, click OK to format in-text citations and generate a bibliography.

Output Style

Select the output style you want to use for formatting references and in-text citations. When you select an output style, all other settings on this tab are updated to reflect the settings in that file.

If you want to change settings permanently for a particular output style, you must open the output style to make the changes for that style.

If you want to override output style settings for this printing, type or select the new value on this tab and click OK. To reset the values on this tab based on the current output style, click on the Reset button.

Reference List Title

Shows the title that will print at the beginning of the reference list. This can be more than one line. If the text box is empty, no title will print.

To apply character formats to the Reference List Title, select the text and use the keyboard shortcuts .

The font size for the title is the same as for the references. When printing from ProCite, the font and size is set on the Page Layout Tab. When using cite while you write in your word processor, the font and size is set by your word processor.

Reference List Order

Allows you to select a sort order for the reference list. This can be different from the sort order for viewing records.

If you are using cite while you write in a word processor, you will most likely want to print in Manuscript Order or Author order.

Use the Ascending or Descending radio button to switch between ascending and descending sort order, with ascending being 1 to 9 and A to Z order.

Citation Order

This option appears only when using cite while you write from a word processor. It allows you to select a sort order for multiple citations inserted at the same point in your manuscript.

Numbering

Select whether or not the references in your bibliography will be numbered, and if so, the starting reference number.

Prefix and Suffix allow you to supply surrounding text for the reference number, such as parentheses or a following period.

You may apply character styles to the reference numbers by highlighting the starting reference number and using keyboard shortcuts. These styles can also be applied to any Prefix or Suffix text.

Alignment specifies how your reference numbers and text line up with each other:

•	Right:  numbers are right justified, and the first line of each citation lines up with a tab

•	Left:  numbers are left justified, and the first line of each citation lines up with a tab

•	None:  numbers are left justified and are separated from the first line of the citation by a space.

Indentation

You can set a paragraph indent, a hanging indent, or no indent at all. We recommend these basic settings:

•	Hanging Indent:  Set First Line to "0 in" and Hanging to "0.5 in"

•	Paragraph Indent:  Set First Line to "0.5 in" and Hanging to "-0.5 in"

•	No Indent (flush with margin): Set First Line to "0 in" and Hanging to "0 in"

You can use various Measurements for entry.

Spacing

Set the vertical spacing between each line of a reference and the number of spaces between individual references.

The Space After is added to the setting for Line Spacing. If your lines are single spaced (no spaces between lines) and Space After is set to Single, you will get a single space between references. If Line Spacing is set to Double and Space After is set to Single, you will get double spacing within each citation and triple spacing between citations.


Configure Bibliography: Fields tab

This tab provides a quick way to suppress fields from printing. Keep in mind that any field you wish to print must be included in the output style used for printing. If a field is not listed in the output style, it will not print in any case.

Click OK to print using the settings on this tab and on the other Configure Bibliography tabs.

Optional Fields

Individually select or deselect these fields:

•	Record IDs

•	12 Reprint Status

•	42 Notes

•	43 Abstract

•	44 Call Number

•	45 Keywords

These fields are included in all of the standard workforms and output styles, but are normally suppressed when generating a bibliography. In order to print, the field must be included in the output style and  it must be checked for inclusion here.

Short Form

Select Fields lets you create the list of fields to print in addition to the Optional Fields. This list is used when the Use Short Form check box is selected. Again, a field will print only if it is included in the output style, so this feature is really used to suppress fields that would normally print with your output style.

This feature makes it easy to abbreviate your references to Author, Title, and Date; Article Title and Journal Title; etc.

Alternate Text

When selected, the Alternate Text option activates the alternate text list for data substitution.


Configure Bibliography: Page Layout Tab

This tab includes options for font, font size, margins and page numbers. Click OK to print using the settings on this tab and the current settings on the other Configure Bibliography tabs.

Font and Size

Type or select a font and size for output. ProCite lists currently available fonts. Sizes available depend on the printer and the selected font.

Margins

The margin is the distance between the edge of the page and the printed text. Enter your changes into the appropriate boxes. You can insert margin settings using one of several Measurements .

Page Numbers

Select whether or not to number the pages, and if so enter a starting page number. You can also choose whether or not to suppress the first page number for the title page.

Page numbers can appear in a header or a footer. The alignment can be left, right, or center.


Configure Bibliography: Subject Bibliography Tab

The Terms tab has options specifically for subject lists and subject bibliographies.

Reference List

Select the type of list that you want.

Subject Terms Only:

Select Subject Terms Only to print a list of Terms (a Subject List).

To start each term on a new line, you need to use a new line or paragraph symbol in the Text After text box (see Subject Term Layout below).

To create a term list or journal title list, select Word Processor file as the Destination in the General tab. When you are presented with the Save As dialog, select Text Only as the Save File as Type from the list. Use File New to create a new list, and use Import List to import the file that you saved.

Subject Terms and Reference List:

This option produces a list of references for each Subject Term (a Subject Bibliography).

To start the reference list on a new line underneath the Subject Term, you need to use a new line or paragraph symbol in the Text After text box (see Subject Term Layout below).

Select Repeating Subject Terms to repeat the Subject Term for each record that contains the term.

Select Recycling Reference Numbers to restart reference numbering, at the starting reference number, for each Subject Term.

Include

Select Subject Term Counts to count the number of records in which the Subject Term appears. Subject Term Counts appear on the same line as the Subject Term, are separated from the Term by three spaces, and are surrounded by parentheses.

Select List of Record Numbers to list the record numbers of the records in which the Subject Term occurs. You can print the Record Numbers on the same line as the Subject Term or on the line after the Subject Term.

Subject Term Layout

Select a radio button to sort Subject Terms in either Ascending (1-9, A-Z) or Descending (Z-A, 9-1) order.

Type in text that you want to appear as Text Before and Text After the Subject Term. Text After will print after any Subject Term Counts and List of Record Numbers.

Text Before and Text After can include these special character codes:

 ^l    (new line)

 ^p   (new paragraph)

 ^t    (tab)

To start a Reference on the same line as the Subject Term, make sure List Record Numbers is deselected, and remove any ^p (new paragraph) or ^l (new line) as Text After for the Subject Term.

To apply styles to Text Before and Text After, select the text and use the keyboard shortcuts.

Styles

Select the appropriate check boxes to apply any combination of bold, italic, and underline to the Subject Terms, Subject Term Counts and List of Record Numbers. You also have the option to uppercase Subject Terms.


Selected Fields

The Selected Fields dialog can appear in three different places:

•	from the Configure Bibliography Fields tab, for printing an abbreviated bibliography

•	when exporting Marked records

•	when editing a workform.

All 45 ProCite fields are listed, by field number and default field name. You can start by clicking Select All or Select None and then click on individual fields to select or deselect them.

Configure Bibliography, Fields Tab

The Use Short Form feature allows you to suppress fields from printing.

Highlight only those fields you wish to print. Keep in mind that a field will print only when it is also included for printing in the selected output style.

Export Marked Records

Highlight the fields you want to output to a text file. So, even though you may export 45 delimited fields, you can limit which field data  is exported. For example, you could export everything but notes when you want to share data with a colleague.

Workform Editing

Highlight the fields you want to include in the workform. You may be building a new workform or editing an existing workform.

This list displays the field numbers and default field names. You will be able to enter a workform specific field name. The workform specific name is displayed in Edit Record and is used in the workform style definition.


Subject Fields

Highlight the field or fields that you want to use to generate Subject Terms. All subject terms from the selected fields will be combined into a single list.

•	If there are multiple entries (separated by a slash, carriage return, or line feed) in the Keywords field in a record, each entry will list as a separate subject term.

•	Select List each author separately if, in a record with multiple authors in an author field, you want each author to be a separate subject term. Otherwise, the entire author field will be treated as a single term.

•	In all other fields, the entire field is used for the subject term, unless you select the check box to recognize a slash, carriage return, or line feed as separators within the field.


Subject Terms

Highlight the term or terms that you want to include in your subject list or as headings in your subject bibliography. The list includes all terms for the fields you selected as Subject Fields, and only for the set of records indicated on the General Tab of Bibliography Setup.

To select the terms you want, you can:

•	Select All to highlight all terms in the list.

•	Select All to highlight all terms in the list, then click on individual terms to deselect them.

•	Select None to start with no items highlighted, then click on individual terms to select them.


Print Preview

ProCite used the settings from the Configure Bibliography dialog to format your bibliography to the screen. The Preview window shows your bibliography exactly as it would look printed, including margins and page numbers.

You can alter the preview display by clicking the buttons along the top of the window:

•	Configure lets you modify the page layout and other bibliography settings.

•	Next Page moves to the next page of the bibliography

•	Prev Page moves to the previous page of the bibliography

•	Two Page shows you the references two pages at a time.

•	Zoom In enlarges the image

•	Zoom Out reduces the image

When you are done previewing,  you can either print the bibliography or return to the record list:

•	Print displays the Print dialog, allowing you to print to your printer.

•	Save displays a file dialog to save the bibliography to a disk (word processor) file.

•	Close dismisses the preview and returns you to the record list


Renumber Database

Renumbering allows you to assign new record IDs in the same relative order, or assign new IDs to completely reorder the records.

Caution: All changes are permanent until changed again; there is no way to revert to previous record IDs.

To renumber your database:

1.	In the drop-down list box, choose the order in which you wish to number the database. Renumber in Record ID order if you want to keep records in the same relative order (often the order of entry).

2.	Type in a Starting Record ID.

3.	Type in a record number Increment. ProCite will add this number to the previous record ID number to determine the next record ID.

4.	Click OK.

Tip: To change the increment only, without renumbering the existing records, use the Configure Edit Record dialog.


Insert Citation

You selected Insert Citation from the Tools menu. You can:

•	Type identifying text in the text box and click Insert to match the text to a record in your ProCite database and link the citation.

•	Click Cancel to return to your document. If you have already typed identifying text in your document, highlight the text and choose Insert Citation again.

You may want to read the Entering Identifying Text help topic for more information about how to enter identifying text.


Insert Citation: Select Matching References

The identifying text indicated in the text box matched more than one ProCite record. You can:

•	Highlight the appropriate reference in the list and click Insert to link it.

•	Type additional identifying text in the text box and click on the magnifying glass to attempt a closer match.

•	Click Cancel to return to your document.


Revert to Original Text

ProCite displays the original identifying in the text box. You can:

•	Click Revert to remove the link to the ProCite record and insert the original text.

•	Edit the text in the box and click Revert to remove the link to the ProCite record and insert the new identifying text.

•	Click Revert All to remove all links to ProCite records and insert all the original identifying text.

•	Click Skip to ignore this citation and select the next citation to revert.

•	Click Stop to return to your document.

When reverting, you can select the Include Delimiters check box to surround identifying text with delimiters. This allows you to quickly insert citations later with the Scan Document command. The delimiters are initially set as parentheses, but you should use delimiters that will not interfere with your writing. For example, if you tend to use parentheses in your writing, use a different set of delimiters (such as brackets) for identifying text.


Scan Document: Options

First, indicate whether your delimited citations are comprised of identifying text or record numbers only. Then, enter the characters used in the document to delimit citations. This example uses identifying text surrounded by parentheses:

... recommends over-the-counter remedies for this condition. (Brown, 1995)

You should use delimiters that will not interfere with your writing. For example, if you tend to use parentheses in your writing, use a different set of delimiters (such as brackets) for identifying text.

ProCite uses the delimiters only to find citations and match the text to ProCite records for linking. Formatting for final output depends on the settings in the current output style.

Scan Document delimiters can be made up of any text up to 8 characters. The characters entered here are saved with the current document. They are also saved as a preference for new documents.


Scan Document: Select Matching References

The identifying text in the text box matched more than one ProCite record. You can:

•	Highlight the appropriate reference in the list and click Insert to link it.

•	Type additional identifying text in the text box and click on the magnifying glass to attempt a closer match.

•	Click Ignore to skip this reference and continue scanning the rest of the document.

•	Click Ignore All to skip this reference and any other occurrences of this reference.

•	Click Stop to interrupt scanning and return to your document. Any records inserted up to this point will remain linked.


Scan Document: No Matching References

The identifying text in the text box does not match any ProCite record in the selected database. You can:

•	Type new identifying text in the text box and click Insert to attempt another match.

•	Click Ignore to skip this reference and continue scanning the rest of the document.

•	Click Ignore All to skip this reference and any other occurrences of this reference.

•	Click Stop to interrupt scanning and return to your document.

You may want to read the Entering Identifying Text help topic for more information about how to enter identifying text.


About Box

This dialog contains:

•	The ProCite version number for the copy currently running.

•	Copyright information.

•	Internet addresses to reach ISI ResearchSoft. If you need further contact information, see Technical Support.


Find Record

Type the first few characters of the record you want to find and click OK.

ProCite uses the sort order to find the record. For example, if your records are in author order, type the first few characters of the author's last name. If your records are in title order, type the first few characters of the title. Use the drop-down list to change the sort order.


Status Bar

The Status Bar along the bottom of the database window contains:

•	Sort Order: The order in which the record list is currently viewed. Use the Sort menu to change this order.

•	Number of Records Marked: These are all the records in the database that currently have their check boxes selected. Many ProCite operations affect only the Marked records.

•	Number of Records in List: This is the number of records in the currently displayed list only.

•	Number of Records in Database: This is the total number of records in the current database.


Keys

The current setting of three keys is shown at the bottom of the window:

•	OVR: This setting indicates Overwrite mode. Any typing will overwrite existing text. Press the Ins key to switch back to Insert mode.

•	CAP: This setting shows that the Caps Lock is engaged. All text will be typed uppercase. Press the Caps Lock key to remove this setting.

•	NUM: This setting shows that the Num Lock key is engaged. The numeric keypad is in use. Press Num Lock to turn off numbers and use the directional commands to scroll.


Edit Record Window

Use this window to view full records, to insert records, or to edit records.

If you are inserting a new record, you should first select the appropriate workform for the type of data you are entering (Book, Journal, etc.). Do this with the pull-down list on the toolbar.

ProCite automatically assigns record numbers, but you can change the record number on the toolbar if you wish.

Be careful when entering Author Names, Dates, and Keywords. You must use the appropriate form and separators so that ProCite can appropriately search, sort, and format your records.

You can Save Record from the Database menu if you will be entering a lot of text. When you are done with the record, either click on the record close box or choose Close from the File menu. ProCite will ask whether to save changes.

Tips:

•	You may find the Edit menu's Insert commands helpful to insert terms, symbols, etc.

•	From the View menu, choose Configure Edit Record to change the layout. You can turn toolbars on or off, change the display font, and more.

•	You should rarely need to use the font and style toolbar, and may want to turn it off. Fonts and styles are typically applied by the Output Style. That makes it easy to switch between different bibliographic styles on output.

•	Use the Show/Hide Fields icon on the record toolbar to suppress the display of empty fields.

•	Use the directional triangles on the toolbar to move between full records. These commands are also available on the View menu:

Go to first record in list

Go to previous record in list

Go to next record in list

Go to last record in list

You can jump between the Marked records by holding down the CTRL key when you choose the directional triangle tool.


Internet Tab

On the Internet Search tab, four search lines are initially set up for Author, Title, Keywords, and All Fields. These are the fields typically searched most often. If you want to search only one or two of those fields, leave the search text box empty for those you don’t want to search.

If you want to search more than four fields, use the New Item button to add additional search lines. You can scroll to see all of the search expression or you can use your mouse to move the divider between the search expression and the record list.

If you always search only one or two fields at a time, you can use the Delete Item button to reduce the number of search lines displayed.

To create an Internet search expression:

1.	Because each online database may have a different set of fields available for searching, you should first select those databases you wish to search. The list of fields available for searching may change depending on the databases you select.

See Selecting the Z39.50 Sites to Search if you need information about selecting the databases to search.

2.	Click New Search to clear a previous expression.

3.	You need to complete a search line for each field you want to search in the online database(s). To the right of Search for, the first drop-down list contains the fields available for searching. You can use the field currently displayed or select a different field from the drop-down list.

4.	Move the cursor to the text box and type the word or phrase you want to locate.

Tip: Use the Terms button to select a word or phrase from a Field Content List or Term List.

5.	If you are searching on a single field, click the Search button to start the search. If not, go to step 6.

6.	Move to the next line and combine the previous search line to this second line with AND, OR, or NOT.

AND:	Both the previous line and this line must match the record.

OR:	Either the previous line or this line must match the record.

NOT:	The previous line must match the record, and this line must not match the record.

7.	Select the next search field , and enter your search text.

8.	Continue adding search lines to refine your search.

9.	Click Search to start the Z39.50 Internet search.

ProCite displays the search results in the record list. This Internet Search tab is temporary; remember to save records you want to keep to a new or existing ProCite database.


PubMed Tab

Use this PubMed Search tab to search the National Library of Medicine’s Public Access Medline database. Four search lines are initially set up for Author, Title, Keywords, and All Fields. These are the fields typically searched most often. If you want to search only one or two of those fields, leave the search text box empty for those you don’t want to search.

If you want to search more than four fields, use the New Item button to add additional search lines. You can scroll to see all of the search expression or you can use your mouse to move the divider between the search expression and the record list.

If you always search only one or two fields at a time, you can use the Delete Item button to reduce the number of search lines displayed.

To create a  PubMed search expression:

1.	Click New Search to clear a previous expression.

2.	You need to complete a search line for each field you want to search in the Medline database. To the right of Search for, the first drop-down list contains the fields available for searching. You can use the field currently displayed or select a different field from the drop-down list.

3.	Move the cursor to the text box and type the word or phrase you want to locate.

Tip: Use the Terms button to select a word or phrase from a Field Content List or Term List.

4.	If you are searching on a single field, click the Search button to start the search. If not, go to step 5.

5.	Move to the next line and combine the previous search line to this second line with AND, OR, or NOT.

AND:	Both the previous line and this line must match the record.

OR:	Either the previous line or this line must match the record.

NOT:	The previous line must match the record, and this line must not match the record.

6.	Select the next search field , and enter your search text.

7.	Continue adding search lines to refine your search.

8.	Click Search to start the PubMed search.

ProCite displays the search results in the record list. This PubMed Search tab is temporary; remember to save records you want to keep to a new or existing ProCite database.


Options Dialog: Internet Search

These settings are used for Internet Search and PubMed Search.

Select what to do with existing search results when starting a new search:

•	Retain previous search results: This keeps adding new search results to your existing list of search results.

•	Prompt to clear previous search results: This prompts you each time you start a new search. You can decide each time whether to add to the existing results or clear the existing results.

•	Clear previous search results: This option always clears the existing search results before starting a new search.

Select which action to take when closing the Internet Search window:

•	Prompt to save search results: Every time you close the Internet Search window, you are asked whether to save the existing search results.

•	Discard search results: No warning is displayed. Each time you close the Internet Search window, your existing search results are discarded.

Select from these downloading options (PubMed only):

•	Always prompt before downloading records: After seeing the number of records that match your search expression, you decide how many to download.

•	Prompt if the number of records is more than XX: You are prompted about downloading only if the number of matches exceeds the number you enter here.

•	Do not prompt before downloading records: ProCite starts downloading all search results.

Select the fields to list for searching:

•	Only those fields common to all marked hosts: This displays only search fields that are found in every one of the marked hosts.

•	All fields supported by all marked hosts: This displays a cumulative list of fields; some may not be valid for certain databases.

Click OK to save your changes.


All Hosts Tab

This All Hosts tab lists all the host databases currently configured for Internet searching.

You can scroll through the list and select the check box for each database you want to search. Many hosts supply a single database, while others may list multiple databases for searching. Click the plus sign (+) to list multiple databases. To quickly remove all marks, click the Clear Marks button.

If you plan to search various combinations of databases when you retrieve references, you should display this dialog before each search.

To add or modify host configurations or database configurations, click Configure Hosts.

If a web address is included in a host configuration, you can highlight a host or database name and the corresponding hot link appears next to Configure Hosts.

Click the Marked Hosts tab to view a list of only the databases you marked. These are the databases ProCite accesses when you start an Internet search.

Click OK to save changes, and the selected hosts will be listed next to the Hosts button.

Tip: Click on column headings to sort the list by host name, location, or type. Click the same column heading again to switch between ascending and descending order.


Marked Hosts Tab

This Marked Hosts tab lists the host databases currently selected for Internet searching. These are the databases ProCite will search when you execute an Internet search. To remove one of these databases from searching, deselect its check box.

To add or modify host configurations or database configurations, click Configure Hosts.

If a web address is included in a host configuration, you can highlight a host or database name and the corresponding hot link appears next to Configure Hosts.

Click the All Hosts tab to view the complete list of configured hosts and databases.

Click OK to save changes, and the marked hosts will be listed next to the Hosts button.

Tip: Click on column headings to sort the list by host name, location, or type. Click the same column heading again to switch between ascending and descending order.


Configure Hosts

Use this Configure Hosts dialog to create or modify host and database configurations for Internet searching. You can perform these actions:

New Host:  Click this to set up a new host server. Contact the information provider to obtain the required information.

New Database:  Click this to set up a new database configuration  for a host that is already in the list. Contact the information provider for required information specific to the database.

Delete:  Highlight a database name or host in the list and then click Delete to remove it.

Properties:  Highlight a host or database name and click Properties to view or modify the configuration settings.

Proxy Server:  Click this to enter settings that allow Internet access through a Proxy Server. By default, Not using a Proxy Server is selected. Enter settings as instructed by your network administrator.

Port Numbers:  If your Internet access is restricted by a firewall, port access is most likely restricted. Click this to list all port numbers currently configured. If you plan to use many or most of the databases listed, make sure you have access to each of these port numbers (contact your network administrator). If you will be using only a limited number of databases, you can allow access to only those few port numbers.

Test Host:  Highlight a host and click this to connect and verify the server connection.

Test All:  Click this to test the server connection for all hosts in the list. The list is long, so this could take quite a bit of time!


Host Properties

Use this dialog to set up a new host or modify the settings for an existing host. Contact an administrator from the Internet host if you need assistance with this information.

Host Name: This name for the Z39.50 server is for display only, so make it descriptive for yourself.

Domain Name or IP Address: This is the Internet address for the Z39.50 server, and is mandatory.

Port Number: This is the Internet port for the server, and is usually 210. If your Internet access is restricted by a firewall, your network administrator must allow access to this port.

Library Type: Select or enter the host’s library type; Academic, Corporate, Government, or enter your own type. It appears in the host list, and you can use it to sort the list by type.

Location: Select or enter the host’s location. Choose from the list or enter your own.  The location appears in the host list, and you can use it to sort the list.

URL:  The web address of this host (not required). It is helpful as a reference in case you have questions later.

Description:  A short description of the host, for this display only.

User Name and Password: The host server may require a user name and/or password.  Contact an administrator from the Internet host if you need assistance with this information. The user name and password are used only when the check boxes are selected. If you prefer the security of being prompted for a password before each search, select the check boxes but do not enter your password.

Note: The User Name and Password are kept in a registry file so that you can share your host configurations without sharing this personal information.


Database Properties

Use this dialog to set up a new database or modify the settings for an existing database. Contact an administrator from the Internet host if you need assistance with this information.

Database Name:  This must be the name of the database on the Z39.50 server. It is used by the server, and is often a very short version of the full database name.

Description: This is a more complete form of the database name and appears in the database list.

Record Type:  Select the appropriate record type from the drop-down list:

USmarc

UNImarc

UKmarc

CANmarc

GRS-1

SUTRS

Almost all of the databases currently configured send data as USmarc records. Check with an administrator from the Internet host if you are not sure which record type to select.

Format:  Select the appropriate format from the drop-down list. It is the file format used by the host server. This selects the Biblio-Link configuration file used to map data to ProCite fields.

Note: You can use the Biblio-Link II program found in the ProCite folder to modify these configuration files. Be careful, as changes affect all databases which use the same configuration file.

Search Attributes:  Enter the search attributes for the database. The table defines the various search options available for a particular database. You can obtain this  information from the organization (information provider) that maintains the host server; it is often included on the host’s web site. The attributes, as defined by the Z39.50 standard, are:

a.	Field Name:  This is the word or phrase that appears in the field list on the Internet Search tab. You can use ProCite’s generic field names for ease of use.

b.	Field Type:  This defines the format of the text. When you click in this field, a list appears from which you select:

•	Generic: The search text is sent to the server exactly as it was entered.

•	Author (Last First M): The search text is read as an author in any of the procite formats and is converted to this author form for searching.

•	Author (Last FM): The search text is read as an author in any of the procite formats and is converted to this author form for searching. Most of the Medline databases require these initials.

•	Date: Any date recognized by ProCite is converted into a date format that any server should be able to use for searching.

•	Exclude Stop Words: Stop words in the search text are removed. Some hosts do not index insignificant words, and would fail if you tried to search for those words.

c.	Use:  The ID number  for the index to be searched (such as Keywords).

d.	Relation:  The relation of the search term to the index (such as equal, greater than, or less than)

e.	Position:  The position of the search term in the MARC record field (first, last, anywhere, etc.)

f.	Structure:  The structure of the term, such as a word or phrase

g.	Truncation:  Available truncation options used to interpret the search term (for example: right truncation, wildcards, no truncation)

h.	Completeness:  Indicates whether or not the search term should be the complete subfield in the MARC record corresponding to the field searched

Note: The Use attributes are mandatory, while other attributes are often left blank to use the server’s defaults.


Proxy Server Properties

By default, Not using a Proxy Server is selected.

If your firewall is a Proxy Server, contact your network administrator to determine these settings:

•	Does the Proxy Server use SOCKS version 4 or 5?

•	What is the Proxy Server address?

•	What is the port number?

•	Will the Proxy Server perform DNS?

•	What Username and Password should I enter?

Enter settings as instructed by your network administrator, click OK to save the changes, and ProCite will use the Proxy Server to access the Internet.

Please note these incompatibilities:

•	WinGate 3.0: Using SOCKS version 4, the proxy server does not perform DNS lookup. Using SOCKS version 5, the username and password authentication is not supported.

•	NetProxy 3.0.2: The username and password authentication is not supported.


Add Search Expression

Type a name for the current search expression and click OK. ProCite saves the current expression and adds the name to the list under the Expressions button.

To restore the search expression at a later date, simply click the Expressions button and select the name.


Organize Search Expressions

Use this dialog to delete or rename search expressions. Highlight an expression, then click Delete or Rename. Click OK to save changes.


Load Search Expressions

Highlight the name of a saved search expression and click OK to load the expression for searching.


Rename Search Expression

Type a new name for the search expression and click OK to save the change.


Internet Search Log File

Use this log file to troubleshoot problems encountered while searching and retrieving records. If your Internet Search or Pubmed Search does not execute correctly, click the icon on the status line (between the search strategy and the record list) for a log file of the last search. These status messages can help you determine a connection problem or troubleshoot after configuring a new host or database.

At the top of the dialog, use the the Show dropdown list to select either:

•	Status Messages:  This gives information about your connection to the Internet host.

•	Record Data:  This gives information about the individual records retrieved. Depending on the number and size of the records retrieved, it can take quite some time to load this information.

The log file is a temporary file that details only the previous search. You can print this file. Or, to save the information to a disk file:

1.	Press Ctrl+A to select all the text in the window.

2.	Press Ctrl+C to copy the selected text to the clipboard.

3.	Open a text editor (for example, Notepad)

4.	Press Ctrl+V to paste the clipboard text into the text editor.

5.	Save the file.


In-Text Citations Settings

Delimiters: Enter any delimiters you want to surround citations, such as parentheses.

Citation Separator: Enter a separator to print between multiple citations, such as a semicolon.

Numeric Citations: If you listed Citation Number to print, use the Numeric Citations box to determine what to do with multiple citations at the same point in the manuscript.

Text Citations: If you listed text fields to print, such as an author-date style or full footnotes, use the Text Citations box to select the sort order for citations that appar as multiple citations at the same point in the manuscript.


Bibliography Settings

Use this dialog to set a unique page layout for your bibliography when printed with this output style. You can override these settings by typing or selecting new values when you format the bibliography

Reference List Title

Shows the title that will print at the beginning of the bibliography. This can be more than one line. If the text box is empty, no title prints.

To apply character formats to the Reference List Title, select the text and use the keyboard shortcuts . The font size for the title is the same as for the references. When printing from ProCite, the font and size is set on the Page Layout Tab. When using cite while you write in your word processor, the font and size is set by your word processor.

Reference List Order

Allows you to select a sort order for the bibliography. This can be different from the sort order for viewing records.

If you are using cite while you write in a word processor, you will most likely want to print in Manuscript Order or Author order.

Use the Ascending or Descending radio button to switch between ascending and descending sort order, with ascending being 1 to 9 and A to Z order.

Numbering

Select whether or not the references in your bibliography will be numbered, and if so, the starting reference number. Prefix and Suffix allow you to supply surrounding text for the reference number, such as parentheses or a following period.

You may apply character styles to the reference numbers by highlighting the starting reference number and using keyboard shortcuts. These styles can also be applied to any Prefix or Suffix text.

Alignment specifies how your reference numbers and text line up with each other:

•	Right:  numbers are right justified, and the first line of each citation lines up with a tab

•	Left:  numbers are left justified, and the first line of each citation lines up with a tab

•	None:  numbers are left justified and are separated from the first line of the citation by a space.

Indentation

You can set a paragraph indent, a hanging indent, or no indent at all. We recommend these basic settings:

•	Hanging Indent:  Set First Line to "0 in" and Hanging to "0.5 in"

•	Paragraph Indent:  Set First Line to "0.5 in" and Hanging to "-0.5 in"

•	No Indent (flush with margin): Set First Line to "0 in" and Hanging to "0 in"

You can use various Measurements for entry.

Spacing

Set the vertical spacing between each line of a reference and the number of spaces between individual references.

The Space After is added to the setting for Line Spacing. If your lines are single spaced (no spaces between lines) and Space After is set to Single, you will get a single space between references. If Line Spacing is set to Double and Space After is set to Single, you will get double spacing within each citation and triple spacing between citations.


Record ID Tab

Use this dialog to change the starting record ID number and the record number increment for new databases created with this copy of ProCite. These values are used for automatic record numbering as you insert records

If you want to renumber an existing database, see Renumbering Records.


Edit Workform Window

Use this window to create or modify a workform definition.

Type a name for the workform on the toolbar. This name appears in ProCite’s workform lists, and doesn’t necessarily match the disk file name.

The left column lists the fields currently included in the workform, with the default ProCite field names. Use the default field names to determine the type of information to include in the field. The field type is important for accurate searching and printing. Author, Title, Reprint Status, Date, Location in Work, and Keywords are all special fields that should be used specifially for that type of information.

Click Set Fields to change the field selection. Highlight the fields you want to include in the workform and click OK.

In the text boxes, type the workform-specific names that you want to appear in the workform.

When you create or modify a workform, chances are that you also need to modify output styles to appropriately format records that use the new or modified workform.


Host Login

The host server you are attempting to search requires that you log in.  Enter your username and/or password as required by the online service.

If you do not have the required information, contact the service provider about getting a username and/or password. While ProCite is configured to search many free services, it is also configured to search many fee-based services.


Save or Discard Results

Indicate whether you want to save or discard the current list of Internet or PubMed search results.

When you execute an Internet search or PubMed search, ProCite creates a temporary database. To save the records, you must copy them to a new or existing ProCite database. You can Copy Marked Records to a new or existing database, drag-and-drop records to another open database, or save from this dialog.