3.14. Term/Entry lists
Term/Entry lists | ||||||
| Biblioscape (Mac) | Bookends | Library Master | Procite | EndNote | Reference Manager | Papyrus (Mac) |
|---|---|---|---|---|---|---|
| Features in general
Virtually any field (56 available in the standard db structure, but Notes, Abstract, Miscellaneous, and Document never available) can have its own 'lookup list'. Usually (apart from main, secondary, tertiary ... authors) each field generates its own list, thus you will not find Authors in the Producers list. Lists content automatically (when you edit an entry, then Refresh) reflects field content: they are dynamically generated. They are not separated from database, cannot be independently accessed nor shared with other db. They can be used to browse the short record list of the db, to retrieve records. Lookup lists are useful during data input (there are not as many as for searching and it is not customizable); autocompletion available; new entries are instantly accessible. To edit an index entry, one directly edits the entry in the list via dedicated find/replace function where Regular expressions can be used. Only authors and keywords can really handle repeated values as separate strings, e.g.: Keywords: water pollution; fire produces two entries in the list, whilst: Place of publication: Rome; Florence still produces one single entry in the list. No alphabetic scrolling at all, must use mouse; A/D sorting on entries or related document counter One Term table: accessible from any field. The list is made up of terms, and their possible abbreviations, grouped by category. Abbreviation and category serve as terms filter. Only the term is inserted in the field. Can be imported and exported as tabbed delimited file. One Journal list : each title on a line, three possible values, import/export as tab delimited file. Only useful in output |
Features in general
Indexes : four built-in indexes (called: "term lists") directly linked to fields content : authors, editors, keywords, journals. Any other field can generate its term list upon user's choice Predeterminated structure. Each one exclusively belongs to the field that originates it, thus authors and editors are separate files. Indexes content automatically reflects field content, can host unlinked entries only as long as you do not update the list. They are not separated from database, cannot be independently accessed nor shared with other db. They can be used to browse the short record list of the db in two situations: 1) select "Utilities" --> Term Lists; 2) while editing/browsing (no different mode) a record, i.e.: a) a full reference is displayed, b) the relevant term list button is pressed, c) the brief view of records connected to that entry is activated; thereby can swiftly change list. They are useful during data input; autocompletion available; new entries are instantly accessible. To edit an index entry, one must edit one record or more via global replace: no direct access to the entry in the list. Terms lists: Journal Glossaries are just term lists and not indexes at all. Their structure pattern is: "Abbreviation | Short Name | Full Name" While editing, the abbreviation can be replaced by either short or full name. In formatted output can choose short or full form. As external tables they are shared among databases, do not reflect fields content, are edited separately. Remarks : alphabetic scrolling and autocompletion are efficient. In general lists's structure is stiff: cannot import, share -either between databases and fields-, or host independent entries. 1:1 unmodifiable relationship between field and index is not at all an advantage, though theoretically logic, see e.g. authors and editors |
Features in general
Indexes: lists directly linked to fields content are available only when a field is indexed. Virtually any field can be indexed -by default some are- in order to speed search up, to sort the database. Their predeterminated structure cannot be modified, apart from the length of the key to be indexed. Each index exclusively belongs to the field that originates it (thus authors, editors, translators would be stored in different, watertight, indexes). Indexes content automatically reflects fields content, cannot host more or less data. They are not separated from database, cannot be independently accessed nor shared with other db. While browsing the short record list of the db, they allow to jump to the relevant record(s) by entering the desired key. They can be used during data input and searching. To edit an index entry, one must edit one record or more via global replace. Journal lists are regarded as all other Terms lists (tables) Terms lists: lists of entries to exploit during data input and output. They never automatically reflect field content and can host data not present in records. One can force fields to accept data only if already present in a table. Any field can invoke a term list. They are free as quantity and name are concerned. They are separated from a database and can be shared across databases, can be exported, imported, merged with external text files or other term tables of the same database (merge is supposed to warn you that duplicates were present and discarded). Their structure pattern is: "String | Abbreviation 1 | Abbreviation 2 | Abbreviation 3 | Abbreviation 4" style can configure the string to be replaced by specified abbreviation during output; any abbreviation entered in a field can be expanded to the relevant string (the relationship can be the reverse : "Abbreviation | String 1 | String 2 | etc." Remarks : alphabetic scrolling is very good. 1:1 relationship between field and index is not at all an advantage |
Features in general
Indexes (4 Field Content Lists: Authors, Titles, Journals, Keywords) predeterminated, structure cannot be modified: fixed number: 4; content and update are derived and automatic; not separate from database, cannot be independently accessed nor shared with other db. In quick search work as retrieving tool as each entry points to related records; Journal list(s): fn.PJL, each style can link "source" field to any (free number and name) list, whose structure pattern is: "Title | Abbreviation | Note": "Journal of American ... | JAMA | online ed."; abbreviation can replace title in output; list can be shared among differenet db; Alternate text (ALTERNAT.TXT): does not have to do with styles (cannot be seen in Formatted reference display), but with printing in general, where text in record fields put between «...» can be replaced by its text equivalent put in an external text file whose structure pattern is: "text {text equivalent} | note"; fixed name, one for db and can be shared with others; Don't use «...» as normal punctuation; idiosyncracies: punctuation marks cannot end text: N.A.T.O.; does not work within sort headings; text is case sensitive; Terms list, fn.PJL: any other list (n) apart from the abovementioned; free number and name; structure: "text | note"; can be shared with other db; All lists apart from 4 indexes can contain entries not derived from records (import or direct input, edit and deletion); automatic duplicate detection and sort Remarks : alphabetic scrolling: keying in "MARCIN" can bring to "MARCIN" or to "N" depending on keying speed |
Features in general
Term lists: 3: authors, journals, keywords by default: can be deeply modified; Other lists: free number up to 31; user can choose from which fields list entries are derived both permanently and on the fly (n fields to 1 list, but a given field can automatically update only 1 list); All lists: content can be automatically derived during input, import, copying records, or updated in batch mode; can set delimiters for multivalue fields; batch update of list from all or only selected references; any field can resort to entry lists; to change terms in the fields one has to perform global change, cannot act directly onto the lists; automatic duplicate detection and sort between entries; terms can be suggested during input if term already exists in the list (auto-completion); terms which are new to the list are highlighted and coloured; document total number linked to each entry is never shown. Journals lists with up to 3 abbreviations, can be individually selected in output styles. No list is physically separated from database thus cannot be shared with others (unless you export and import it in another db or you select terms in a list and then copy and paste to a list in another database -Ctrl-C Ctrl-V: no Menu otpions available) Remarks: alphabetic scrolling -incremental search- is fairly good: keying in "MARC" usually brings to "MARC" and not to "C" (MARC) |
Features in generalTerms lists 3 Lists: Authors, Journals, Keywords connected only to correspondent fields whose contents cannot but being automatically included in them; fixed number: 3; not separate from database; can be independently managed: can add terms not present in records, global edit, purge, print list terms; lists cannot be shared with other db (but Periodical list can be copied); cannot be accessed from other fields, but from the Lists can copy terms to any list; in searching work as pick up lists;Synonyms: each author and kw can have up to 255 synonyms, periodical title up to 3 (output style can use them). Synonyms automatically become physically reciprocal: A with syn. B C, then B with syn. A C etc. They can be used in searching not in editing (unless you work from the Lists towards the refs). Syn. of different terms can be combined (summed, ored) Phrase list: one single list of "strings": user created (not imported), strings can be picked up later while editing any reference field |
Features in generalSystem lists: keywords, journals, glossary, names (to a certain extent, see details below); Indexes: any list generated by any "whole-indexed" field (such as built-in: RefID, Document type, Place and Publishers: user can create new).Within the kw and journals lists, one can directly edit, merge, create, delete, import entries, quick find linked records, print the entries, without going through the db records. New entries created during record cataloging are validated against these lists. In addition, completely apart from records content: kw have got links (see Section 8 Thesaurus); journals have abbreviation list(s), call number, ISSN, URL, comments. Within the Names list, entries can be directly edited (spelling and sort form), imported (only as far as sort forms are concerned), printed and they can quickly find linked records, but cannot be created or deleted. The Glossary list is a generic term list for any not-indexed field: entries can be directly edited, created, imported, printed, deleted. All the lists can be used during input and search directly from the relevant fields, or from any field by choosing the appropriate window |
1 Fixed number | ||||||
| Bscp: ca 56 (some cannot be included) | BK: no, 4 + any other field based + n journal glossaries | LM: no | Pr: yes 4 indexes, not the others | En: no fixed: the 3 basic term lists are just a default, they can be deleted, others can be added up to max 31 (unlimited number of entries, each 253 chars long) | RM: yes 3 term lists + 1 optional Phrase list | Papyrus: the System lists cannot be altered or duplicated, one can create indexes for other fields |
2 Lists' content is automatically derived from db data, and/or can contain external data | ||||||
| Bscp: only derived, as far as the lookup lists are concerned. Term table and Journal name list can import/export text tab delimited files | BK: only derived as far as the 4 built-in lists are concerned. Journal glossaries are independent and host their own data | LM: indexes: only derived; terms lists : can contain external data | Pr: 4 indexes: only derived; others : can contain external data | En: lists derive data from one or more fields (both permanently and on the fly) according to user's preferences; updating can be batch or automatic; any list can have content not derived from records (direct input or import from external source) | RM: content is derived, lists can also host entries not already contained in records | Papyrus: kw, journals and glossary might have their own entries not referenced within the records. All the others, names included, only reflect records content |
3 Lists are physically separated from database | ||||||
| Bscp: no the lookup lists. Term table and Journal name list can be copied and used by other db | BK: no as far as the term lists are concerned, yes the Journal glossaries | LM: not the indexes, yes the Terms tables | Pr: 4 built-in indexes are embedded, other lists are distinct text files | En: no, they are all embedded (can be copied, see below) | RM: no, they are embedded | Papyrus: no, System lists -kw and journals- are relationally linked to the db; their entries can also be exported and imported into another database |
4 Lists reflect records content in real time | ||||||
| Bscp: yes (Refresh if edit an entry) | BK: yes | LM: yes the indexes | Pr: yes 4 indexes, not the others: batch update | En: yes, if this preference is selected; batch update is also possible | RM: yes | Papyrus: yes |
5 Lists can be directly edited | ||||||
| Bscp: kind of: via dedicated find/replace function | BK: no, only Journal Glossaries | LM: not the indexes (one would need to edit record content), yes the tables | Pr: not the 4 indexes (they need Global Edit), yes the others | En: yes, all, but it has no influence on the entries actually contained in the records | RM: yes as straightforward global edit from Term manager | Papyrus: yes, the System lists |
6 When list entries are edited, records content change | ||||||
| Bscp: yes, see above | BK: no, must perform global change | LM: never, must perform a global change | Pr: never, must perform a global change | En: never, must perform a global change | RM: as a result of global editing in Term Manager | Papyrus: yes |
7 New entries are validated ("go list", e.g.: new, old, probably a duplicate) | ||||||
| Bscp: no | BK: no | LM: yes, it is an option (for any type of field) | Pr: no | En: new entries displayed in red; close or identical term is suggested (auto-completion) | RM: yes (new are highlighted) | Papyrus: yes (new kw and journals) |
8 List entry can contain its own supplementary data: note, abbreviation, date, compiler, x-refs | ||||||
| Bscp: no, only term Table and Journal List may have other values for each entry, see above Features in general | BK: no, only Journal Glossaries may have up to three forms for each entry, see above Features in general | LM: only terms lists can contain up to 4 abbreviations or equivalent terms | Pr: not the 4 indexes; yes journal list(s): abbreviation + note; yes other lists: max 2 additional fields as notes | En: any list defined as "journal list" can have up to 3 abbreviations, and no other data | RM: synonyms terms, which -on their turn- become entries of the list; journal titles list can have up to 3 abbreviations | Papyrus : kw have got links (see Section 8 Thesaurus); journals have abbreviation list(s), call number, ISSN, URL, comments.
|
9 Lists can be printed | ||||||
| Bscp: yes, use mouse right click on the list and save it as Excel or text file | BK: yes, first save a text file | LM: yes all | Pr: yes all | En: yes all (export as .TXT file) | RM: yes (all the 3 lists) | Papyrus: yes |
10 Import external data into the lists | ||||||
| Bscp: no the lookup lists, yes the Term table and the Journal list | BK: no | LM: not the indexes, yes the terms lists | Pr: no 4 indexes, yes the others | En: yes | RM: no
while importing, non abbreviated words of journal titles are automatically stored in the Periodical term dictionary |
Papyrus: yes into the System lists |
11 Lists are useful for input | ||||||
| LM: yes | Pr: yes | En: yes | RM: yes | Papyrus: yes | ||
12 Lists are useful for searching | ||||||
| Bscp: yes | BK: yes
do not start from the Search/Find window, but either select "Utilities" --> Term lists, or: when a full reference is displayed, press the relevant term list button (for the four built-in lists), activate the "disclosure triangle" : the brief view of records connected to that entry is shown; can thereby directly switch to another list |
LM: the indexes are pick-up lists for search terms and they speed search up | Pr: yes, while browsing, indexes directly display related records | En: yes, but only to the extent that you can open a list and pick terms up from it to insert in the query | RM: yes (pick-up lists or faster access via Term Manager) | Papyrus: yes; while browsing they do not display records not contextually, but quickly find related records |
13 Lists are useful for output | ||||||
| Bscp: only Journal list | BK: only Journal Glossaries | LM: yes the tables | Pr: ALTERNAT.TXT to replace «text» strings; matching entries in journal list | En: journal list are also designed to replace field content by an abbreviation
| RM: periodical list | Papyrus: abbreviations for the journals list |
14 List entries show total number of related documents | ||||||
| Bscp: yes | BK: yes | LM: no | Pr: yes 4 indexes | En: no | RM: no (only when printed out) | Papyrus: yes, kw, journals and names |
15 Lists can be shared among different db | ||||||
| Bscp: only Term table and Journal list if copied to different folder | BK: no, only Journal Glossaries | LM: not the indexes, yest the Terms lists | Pr: indexes can be accessed -rather than shared- from different databases; other lists can be shared | En: no (but you can Copy and Paste an entire list or part of it) | RM: no, apart from the periodical list that can be copied from one database to another ("Term Manager" --> Copy periodicals | Papyrus: no, but kw, journals (and partially names) entries can be exported and imported into another database |
16 How lists are created and updated:
| ||||||
| Bscp: 1 2; 3 and 4 as far as Term and Journal lists are concerned | BK: 1 2 only as far as Journal Glossaries are concerned | LM: 1: indexes; 2 3 4 terms lists | Pr: 1: 4 indexes 2: all other lists 3: yes all apart from indexes; 4: all lists apart from indexes | En: 1 2 3 (4: it must be imported) | RM: 1; 2 | Papyrus: 1; 2 System lists; 3 System lists |
17 How lists are printed
| ||||||
| Bscp: 1 2 as far as Term and Journal lists are concerned | BK: 1 | LM: indexes should be printed via an output Format; terms lists via ad hoc printing command button | Pr: 1: ALTERNAT.TXT
2: indexes: Print Subject Bibliography (Subject terms only) other lists: File -> Open, export and save file |
En: 2 export as a .TXT file | RM: 2 | Papyrus: 2 |
