© F. Dell'Orso, Bibliography Formatting Software: An Evaluation Template
Last version: February 2006

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 3.13. Manuscript formatting

Manuscript formatting (i.e. Generating citations and bibliography in a wp document)

Library Master Procite EndNote Reference Manager Papyrus
LM: yes

there is not third-party installation within wordprocessor's menu : LM will create another formatted wp document plus, optionally, another one with the bibliography list

Pr: yes En: yes
Windows version, two types:
A "CWYW" working with MS-WORD 97, 2000, XP
Macintosh version:
A MS-Word X, 2004
Both versions:
C can scan of the original document in RTF format and produce a formatted copy


A CWYW only has got: Searching citations, Instant formatting, Traveling library, Edit citations, Inserting notes, Inserting Figures from db records and producing their full list, Preferences: see further on for details.
C: Scan paper : formatting a wp document without CWYW (or the past Add-in): from En db copy placeholders into the text of the wp document: the final formatted document will be a copy of the original one

RM: yes, two types: 
A. CWYW working with MS-WORD 97, 2000, XP
B. CWYW (or, better: "add-in")working with MS-WORD 95 and Corel-WordPerfect 7, 8, 9 (2000), 10 (2002), 11 (2003); 12 (2004); 

There is no comparison chart of the two types of CWYW. Main differences: Only A. has got Searching citations, Instant formatting, Traveling library, Edit citations, Removal of codes, Inserting notes, the "/a" switch (to leave only the author's name), Preferences: see further on for details.
B. (add-in) has got menu options like: Recall last search, Find unlinked citations, Unformat that are dealt with differently within A

Papyrus: yes

there is not third-party installation within wordprocessor's menu (it uses Apple Events to communicate with MS-Word, Corel-WP, Nisus Writer)

1 Compatible wordprocessors and text format

LM: MS-WORD 6, 95, 97, 2000, XP; Ami Pro, ASCII/ANSI RTF, Nota Bene, XYWrite, Corel-WP 5.0-5.2; 6 7 8 9

but to format footnotes in WP 6-9, documents must be saved as WP 5.1

Pr: Corel-WP 7 8 9, MS-Word 7 97 2000; (Mac Word 6 98); some 20 localized versions for MS-Word En:
Win:
A CWYW working with MS-WORD 97, 98, 2000, 2001, XP
Macintosh: A MS-Word X, 2004 
Both: C RTF format files
  		RM:
A. MS-WORD 97, 2000, XP
B. MS-WORD 95 and Corel-WP 7, 8, 9 (2000), 10 (2002), 11 (2003); 12 (2004)
Papyrus: can copy and paste placeholders into any wp or text editor; can also use drag and drop if supported by wp; can process files of the following formats: Ms-Word [Mac 5, 6, 98], Corel-WP, Nisus Writer, plain text, RTF, TeX/LaTeX

2 On-line contextual help

LM: yes Pr: yes En: yes RM: A. MS-WORD 97, 2000, XP: yes

but it did not work with my MS-WORD 2000 Italian under the untested OP Windows 95

B. MS-WORD 95 and Corel-WP 7, 8, 2000: yes, ...  12 (2004): no		 Papyrus: yes

3 Can format more than one wp document (e.g. chapters) at the time

LM: either must generate master document or do an elaborate incremental generation

where footnotes can automatically use short form if the reference was cited in a previous chapter

Pr: no (must first generate master document) En: no (must first generate master document) RM: no (must first generate master document) Papyrus: no (but can accumulate multiple documents to create a single global bibliography)

4 Can generate bibliography using records from more than one database at the time

LM: no Pr: yes En: yes RM: yes, up to 15 Papyrus: no

5 Entering placeholders within text
  1. manually writing within the wp text 
  2. automatic insert from the wp (ad hoc toolbar and/or pull down integrated menu) 
  3. ad hoc command within the BFS to copy an operational in-text placeholder into the wp text

LM: 1; 3 also multiple selection of marked records; can add cited page numbers on the fly Pr: 1; 2 also: multiple selection, selection between multiple matches, marked records selection; 3 Copy special: In-text also multiple citations En: 1; 2: CWYW also offers: searching citations, multiple selection, selection between multiple matches, highlighted records selection; 3: Copy command RM: 1; 2 also: searching citations, multiple selection, selection between multiple matches, marked records selection Papyrus: 1; 3 (also Append) + drag and drop

6 Location for placeholders within the wp document
      1. main text
      2. end/footnote
      3. hidden text

LM: 1 2 3 Pr: 1 2 3 En: 1 2 3 RM: 1 2 3 Papyrus: 1 2

7 Content and structure of placeholders
    1. author name (1a: any order)
    2. title
    3. keywords
    4. date
    5. RN
    6. one or more, also truncated, string from any field
    7. delimiters/markers can be changed

LM: 1-4 = up to three fields selected as preferences for citations (the first must be an indexed one); 5; 7;

it would normally use the ad hoc "Abbreviation field" where a -possibly unique- identifier for the record is manually entered; no font changes nor accents nor other text are allowed; max length 169 chars

Pr: 1; 1a; 2; 3; 4; 5; 6; 7 En: 1; 1a; 2; 3; 4; 5; 6; 7 RM: 1; 1a; 2; 3; 4; 5; 6; 7 Papyrus:  5 RN or RefID; 7;

8 Different references bearing same author same year
    1. must differentiate within db (e.g. 1990b)
    2. program can distinguish them
    3. must differentiate within text

LM: 2 Pr: 2 if sort order is Author/Title/Year En: 2: (Ambiguous Citations in Style definition, 4 options: add first name or initials; add more authors; add title for same author; suffix dates with "a", "b"...) RM: 2 (assigned RefID can be author) Papyrus: 2 (can also add initials to names if ambiguous)

9 Multiple citation (same or different authors)
    1. can sort
    2. can join: 2-5
    3. can suppress repeated names
    4. can insert text

LM: none Pr: 1 name or citation order or date A/D; 2; 3 (add switch /d); 4 (switches: /pt /ft) En: 1 2 3 4 RM: 1 name or citation order or date A/D; 2; 3 (add switch /d); 4 (switches: /pt /ft or Edit citations) Papyrus:  1 (name or citation order or date); 2; 3; 4 by using {...}

10 Final in-text citation format is different from placeholder

LM: yes Pr: yes En: yes RM: yes Papyrus: yes

11 Final in-text citation format is ruled by ad hoc style within db made up of:
    1. citation number
    2. author-date
    3. other
    4. shortened version of complete bibliographic reference
    5. two styles: in-text vs. note; first and subsequent
    6. nothing

LM: 1 2 3 4 5 (first and subsequent) 6 Pr: 1 2 3 4 5 (first and subsequent, but does not differentiate between consecutive and non-consecutive citations) 6 En: 1 2 3 4 5 dedicated footnote format. It handles citations repeated -also consecutively- in footnotes,  with options like: short form, Ibid. (or other abbreviation), omit repeated data, leave unchanged ...; 6 RM: 1 2 3 4 5 (first and subsequent, but does not differentiate between consecutive and non-consecutive citations) 6 Papyrus: 1 2 3 (if altered on the fly) 4 (if formatted citation style via the "[[f ...]]" command) 5 6

12 Customize in-text/footnote citation's standard format
   1. add text (in front of, after)
   2. hide portion
   3. hide completely
   4. put only in the list, exclude in-text
   5. first different from its repetitions
   6. other (e.g.: only the date, only the author's name, only a text note)

LM: 1 only pages after, 4, 5 Pr: 1 (also pages) 2 3 4 5 6 only the date En: 1 (also pages) 2 3 4 5 6: only the date, only the author's name, only a text note (the latter not available for multiple citations) RM: 1 (also pages) 2 3 4 5 ("op. cit." allowed) 6 only the date, only a text note Papyrus:  1 2 3 4 5

13 Bibliographic reference list format ruled by db style
    1. settings remain for next session
    2. can automatically exclude citations placed in notes
    3. list can include references not shown as in-text citations
    4. style specifications are different for each RT

LM: 1 [2 will not make any difference between notes and in-text: it depends on style and RT, not on the location of the in-text citation]; 3 if within hidden wp text; 4 Pr: 1 [2 will not make any difference between notes and in-text: it depends on style and RT, not on the location of the in-text citation]; 3 (ad hoc /h switch or hidden wp text); 4 
En: 1 2 3 (hidden text); 4 yes as far as reference list citations are concerned, but only one in-text citation style format for all RTs RM: 1 [2 will not make any difference between notes and in-text: it depends on style and RT, not on the location of the in-text citation]; 3 (ad hoc /h switch or hidden wp text); 4 Papyrus: 1 3 4  no, one in-text style format for all RTs; RT-dependent formatted citation via "[[f...]]" command

14 Bibliographic reference list
    1. generated within wp text
    2. generated in a copy of wp text

LM:  2 Pr: 1 En: 1: CWYW; 2: RTF document scanning RM: 1 Papyrus: 2

15 Duplicates are automatically removed from the list

LM: yes Pr: yes En: yes RM: yes Papyrus: yes

16 Reference list sort order
    1. citation order within the document
    2. sort order defined within db
    3. sort order defined within wp by the program

LM: 1 2 Pr: 1 2 3 (but does not include Custom option) En: 1 2 (within each style) RM: 1 2 3 (only Manuscript/Citation order and Author-Date) Papyrus:   1; 2 (only Manuscript order and Author-Date)

17 Format for In-text citations and list references can be changed without changing placeholders in wp text

LM: yes Pr: yes En: yes RM: yes Papyrus: yes

18 Errors
   1. during inserting and formatting
   2. user can act on the spot
   3. log file

LM: 3 Pr: 1; 2 En: 2; 3 online detection of mismatches RM: 1; 2 Papyrus: 1; 3 (generic error message written to copy of manuscript, at point of each error)

19 More citations of the same reference can bear same number

LM: yes Pr: yes En: yes RM: yes Papyrus: yes

20 Other

LM: Pr: En:
CWYW can work with MS-Word 'Track changes' mode on.
Use MS-Word 'Remove codes' command  to clean up formatted wp document and forward it to publisher, creates a copy of original document

N.B. it removes also MS-Word's cross-references field coding

Traveling library (type A) any author can work on a document with formatted citations prepared by another author, without having his db at hand. The MS-WORD document -via CWYW- actually swallows the whole bibliographic record (apart from Custom fields, Notes and Abstract) and embeds it in the document; can export embedded records to an En db (or import from; record numbers change); 'traveling library' function cannot be turned off 
Instant formatting (type A) can -optionally- instantly format record in the final style, before generating the document and the bibliography list (WYSIWYG-like)
Edit citations (type A) can alter the basic placeholder by adding suffixes, prefixes, pages, can do it in a smooth way, by just entering data in windows, without resorting to coded commands; the same for mere notes in a numbered style
Figures and Tables/charts (type A) It searches (by using all fields, including caption words) figures in db records and inserts in-text figures citations, e.g.: "(Figure 1)" [not the citation of the record containing it or the figure's caption]: the formatted figure list, along with the graphic images, appears either at the end of the document, after the bibliography or attached to the citation's paragraph
Document templates (type A) Can choose among some 170 shipped manuscript templates:  i.e. MS-WORD style document .DOT with structured sections 		RM: A. MS-WORD 97, 2000, XP
Remove codes can remove all third party codes from the formatted wp document to be forwarded to the publisher, it creates a copy of the original document and does not remove other MS-Word's codes
Traveling library any author can work on a document with formatted citations prepared by another author, without having his db at hand. The MS-WORD document -via CWYW- actually swallows the whole bibliographic record (apart from Notes and Abstract) and embeds it in the document; can export embedded records to an RM db (or import from; record numbers change).
Instant formatting can -optionally- instantly format record in the final style, before generating the document and the bibliography list (WYSIWYG-like)
Edit citations can alter the basic placeholder by adding suffixes, prefixes, pages in a smooth way, by just entering data in windows, without resorting to coded commands; the same for mere notes in a numbered style 		Papyrus:

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