Bibliography formatting software: evaluation grid

A head-to-head comparison between ProCite and EndNote (Researchsoft products)

1st draft edition, last updated May 6, 1999; now available 2nd ed.: August 18, 1999

Bibliography formatting software (also called personal bibliographic managers or reference manager databases etc.) are a group of programs designed to help users in compiling bibliographies and managing textual records in one or more databases.

Originally, these packages were specifically conceived to facilitate the so-called tedious task of writing papers with all their bibliographic citations. To switch from one style format (e.g. Chicago to Turabian or to APA) should just be the matter of a selection: hundreds of citing styles are there and more can be added by the user himself to fit the requirements for publishers and scientific journals.

Bibliography formatting software packages have evolved significantly since their first appearance in the early 80's, and now can be seen as a tool for completely managing textual databases.

Not only do they take care of the output process: they also provide functions to import data derived from electronic sources, to sort records, to search by means of Boolean operators and to edit data using indexes. Their object is not to be exclusively bound to bibliographic citations, but more generally to textual data. However, "bibliography" still remains their peculiarity, having a feature that distinguishes them from any other -more or less similar- textual database manager program: the so-called "manuscript formatting" procedure. This process consists in inserting references to database records into a document prepared by means of a word processor, in order to eventually have all the in-text citations and the final reference list automatically generated and formatted within the document.

Librarians and information professionals would benefit from a closer glance at this kind of product as it is the most specific bibliographical computerized tool that their users might employ. Thanks to downloading and importing routines, these software packages play a role in facilitating information and data communication between local or remote catalogues and the end-user.

There are numerous information sources on bibliography formatting software on the web, from producers' home pages to review sites including documents showing evaluation charts.

I have published several articles -in Italian- on this kind of software, mostly in the professional journal Biblioteche Oggi (ISSN 0392-8586). Thus I have tried to describe in depth the general and product-specific characteristics of this kind of software. The document that I am presenting here is my first attempt to publish something on the web in English: it is not a general overview, but quite the opposite, i.e. a detailed analysis of two outstanding products: ProCite and EndNote, now both belonging to the ISI's new company Researchsoft.

This first draft edition of the table does not aim at exploiting the various advantages of HTML formatting: so far it has to be taken as an online version of a printed document. Hopefully, its content will be enhanced with other product analysis and with a more hypertext-like layout. Also, links to field-relevant web resources will be added. An Italian version of the table is due and a US mirror as well.

Quite evidently, English is not my first language and while I apologize for mistakes and spelling errors, I encourage any reader to send me his comments and corrections.

Francesco Dell'Orso, University of Perugia (Italy) dellorso@unipg.it

Multiple choice: when choice is multiple (e.g. 1. 2. 3. etc.) numbers mean "yes", its absence means "no: lack of the feature", unless a note states otherwise
Commands: menus are indicated between double quotes, specific commands within menus or selection panels are introduced by an arrow, e.g. "Edit" -> Show clipboard, means: "open the Edit menu and select Show clipboard"
Cells in italics normally contain personal remarks and notes that can be disregarded: eventually they might be excluded
File names are normally in upper case, e.g.: ALTERNATE.TXT, fn.JPL
En: = EndNote Windows 3.1.0 (Researchsoft) <http://www.researchsoft.com>, <http://www.endnote.com>
A/D = ascending / descending sort order
b/e = beginning / end of field or record
db = database
dbn = database name
fn.XXX = filename + name extension
FL = formatting language, i.e.: set of commands to define output styles
n: many, undefinite quantity
kw = keyword
l/r = left/right
n.a. = not applicable
placeholder = string entered in the typed text, within markers -delimiters- that will match records in db
Pr: = ProCite Windows 4.0.3 (Researchsoft) <http://www.researchsoft.com>, <http://www.procite.com>
RT = reference or record type
RN = record number
sw = software
wp = word processor
x-refs = cross reference (see, see also...)

1 Identity card.
Procite: Product: ProCite version 4.03 Windows; (include import module Biblio-Link previously separately available) O.S. Windows 95/98/NT: cross compatibility with version 4.03 Power Macintosh; still available version 3.4 Windows 3.1; Updates frequency: undefined; International Users' Group: no; Regular official meetings: no; Journal or News Bulletin: "Newsletter for The Personal Bibliographic Software Discussion List", e-mail version, ed. by Mark T. Day (listowner) Other versions: standalone read only: yes: "Data distributor"; in other languages: no; demo: yes, via Internet, fill out a form at: <http://www.procite.com/pc4form.html>; network: yes (read-only); for 5 users ca $US 1.400; Assistance: e-mail: tech@risinc.com Price: ca $US 300 + handling and shipping (special educationsl prices Producer: as of April 15, 1999 the new company's name is: ResearchSoft 800 Jones Street, 94710 Berkeley, CA (USA) (tel. 01-760-438-5526, fax: 01-760-438-5526) made up of merging Niles Software, Inc. and RIS Research Information Systems, Carlsbad CA previous producer of ProCite; e-mail: sales@ris.risinc.com Distribution in Europe: Research Information Systems. Brunel Science Park, Building 1, Brunel University -- Uxbridge, UB8 3PQ (UK). Tel.: 0044-1895-270016 Fax: 0044-1895-258859 FTP: <http://www.procite.com/pc/pcftp.html> WWW: <http://www.procite.com> Discussion list: PROCITE: The Personal Bibliographic Software Discussion List subscribe <mailto: LISTSERV@LISTSERV.INDIANA.EDU> (nothing in "Subject:") message: ÇSUBSCRIBE PROCITE [Name Lastname]È Communications: <mailto:PROCITE@LISTSERV.INDIANA.EDU>. List's archives: <http://listserv.indiana.edu/archives/procite.html>, see also: <http://www.indiana.edu/~librcsd/procite/>	Endote: Product: EndNote version Windows 3.1.0 (includes import module previously separately available as EndLink): O.S.: Windows 95 (or higher) or Windows 3.x.; cross compatibility between MacIntosh and DOS version without need to convert database Updates frequency: undefined; International Users' Group: no; Regular official meetings: no; Journal or News Bulletin: no Other versions: standalone read only: no; in other languages: no; demo: yes, via Internet, fill out a form at: <http://www.endnote.com/home/demo.htm>; network: yes (read-only) requires license adequate to total number of concurrent users Assistance: per e-mail: pc-support@niles.com Price: ca $US 300 + handling and shipping (special prices and discounts for more than 5 copies). Producer: as of April 15, 1999 the new company's name is: ResearchSoft 800 Jones Street, 94710 Berkeley, CA (USA). Tel.: (01-519) 559-8592 Fax: (01-510) 559-8683 (made up of merging Niles Software, Inc. and RIS Research Information Systems, Carlsbad CA); e-mail: register@niles.com; info@niles.com Distribution in Europe: in 6 countries <http://www.niles.com/home/Contact.htm> FTP: <ftp://ftp.niles.com/pub>, utilities: <http://www.niles.com/home/help/FRF.htm> WWW: http://www.niles.com Discussion listENDNOTE-INTEREST: subscribe:<mailto:LISTSERV@RESEARCHSOFT.COM (nothing in "Subject:") message: ÇSUBSCRIBE ENDNOTE-INTEREST [Nome e Cognome]È>; communications: <mailto: ENDNOTE-INTEREST@RESEARCHSOFT.COM>
CPU Processor: 80486 (Pentium recommended) OS: Windows 95, Windows NT4 or higher RAM: 8MB (16MB recommended) Hard-disk space: ca 10Mb Additional Hardware: Mouse + Monitor (SVGA) 800x600 + Floppy drive or CD-ROM + printer Additional Software: MS-WinWord 7, 97; WordPerfect 7, 8; Netscape for NetCite to capture HTML pages Number of databases: undefined Number of databases simultaneously open: undefined Number of record per database: unlimited, max 100.000 (recommended) Number of characters per record: undefined Number of characters per field: 32.000 (variable length) Number of record types and input worksheets: 39 + others user definable Number of fields: max 45 (all of variable length) Number of citing styles for output: ca 340 + others user definable with no limitations Number of import filters: hundreds + others definable via Biblio-Link Length of indexable keys: 255 chars Number of search/input indexes/lists: 4 predefined + other user definable Index size: undefined Number of entries per list: undefined	CPU Processor: Windows: 80386 25MHz [sic] (higher recommended) -- MacIntosh: PowerMac (120Mhz) OS: Windows 3.x + Win32s extension, Windows 95, Windows NT4 or higher (not under OS/2) RAM: 8Mb Hard-disk space: 6-10Mb (+ ca 6.5 virtual memory under Windows 3.x) Additional Hardware: Mouse + Monitor VGA (SVGA) 800x600 + Floppy drive + printer Additional Software: Add-in for manuscript formatting: MS-Word 6, 7, 97; WordPerfect 6.1-8; any Internet browser Number of databases: undefined Number of databases simultaneously open: undefined Number of record per database: 32.000 or 32Mb hard-disk space Number of characters per record: 64.000 Number of characters per field: 32.000 (variable length) Number of record types and input worksheets: 17 + 1 custom Number of fields: max 26 + 4 user definable (all of variable length) + record number and record type Number of citing styles for output: > 300 + can define others with no limitations: each is a separate file (more, freeware, at: <http://www.niles.com/home/help/FRF.htm>) Number of import filters: hundreds, see at: <http://www.endnote.com/home/help/Filters.htm> + conversion utilities at: <http://www.endnote.com/home/help/conversion.htm> Length of indexable keys: 255 chars Number of search/input indexes/lists: 3 predefined, max 31 Index size: undefined Number of entries per list: undefined

2 Installation and start. 1.Guided installation 2. Uninstall
Pr: 1	En: 1 2
can choose default directories and change afterwards from within	no internal directories setting 8apart form online): Windows -> Open file
2.1 Password. 1. access 2. specific tasks 3. files 4. fields
Pr: none	En: none

3 General.
3.1 Network version. 1. Multi-user network version 2. All functions available 3. Some functions can be protected (e.g. search, input, output availabe to many but not management: rebuild, import ...) 4. one write access vs. many read accesses (read = search, print, manuscript formatting) 5. many write accesses and many read 6. Read only version
Pr: 4, 6: ÇData distributorÈ is a read-only single user version: can just read database	En: 4 Besides: mixed versions network: (Macintosh & Windows) Individual preferences file on different users machines
No record-locking. Not really a "network version"	No record-locking. Not really a "network version". Anyhow, must purchase individual licence for each user.
3.2 Internet. 1. can use different browsers 2. can automatically import/capture of WWW page 3. Launch URL from within a record 4. Can print HTML output 5. client Z39.50 6. can post database to the WWW that can be dynamically searched
Pr: 1 any; 2 yes (Netscape only): special function that catches title tag + text and transforms it into an editable record; not avail. in the Mac version; 3; 4: very basic, URLs are static, cannot be opened; 5 external "companion" sw: BookWhere? with (in/)direct export to ProCite 6 companion RIS software Reference Web Poster to post (RefMan, ProCite, EndNote) databases to the www	En: 1 any (see: Online Preferences); 3; 4 very basic, URLs are static, cannot be opened; 5 yes internal
3.3 Available Functions: summary. 1. Search 2. Remote search (Z39.50) 3. Print 4. Export 5. Sort 6. Input/Cataloguing 7. Global corrections 8. Import 9. Reformatting during import 10. Input via catching www pages 11. Manuscript formatting (also from within the wp) 12. Managing term lists 13. Thesaurus 14. Duplicates detection 15. Circulation (Loans) 16. Can activate external files and applications (OLE or OS' Shell) 17. Compute 18. Graphic files management
Pr: 1 3 4 5 6 7 8 9 10 11 12 14 16 OLE	En: 1 2 3 4 5 6 7 8 9 11 12 14 16
3.4 Internal database management. 1. Create 2. Rename 3. Copy 4. Delete 5. Undelete 6. Rebuild 7. Save 8. Compress (release space) 9. Record undelete 10. Revert global corrections
Pr: 1 2 3 4 6 (8=6)	En: 1
6 rebuild makes a copy and releases disk space, but erases groups and record list configuration ...
3.5 Functions across different databases. 1. search 2. print 3. global corrections 4. duplicate detection 5. manuscript formatting
Pr: 5	En:5 (with Add-in)
3.6 Database subsets. 1. retrieved records 2. highlighted records 3. marked records 4. virtual set
Pr: 1 2 3 4	En: 1 2
input/edit: 1 3 4; export: 3; print: 1 2 3 4 (default: marcked); global corrections: 3; delete records: 3 can mark records in various ways: a) browsing, one at the time or all together; toggle to un/mark; b) while edit a record; toggle to un/mark; c) exchange un/marked sets; toggle to un/mark; d) ad hoc command to unmark all
3.7 Other library functions. (e.g. acquisitions, periodicals control ...) 1. built-in 2. can integrate
Pr: no	En: no
3.8 Data type. 1. textual (also ANSI 128-255) 2. numeric 3. graphic 4. sound 5. bar codes
Pr: 1 3 OLE 4 OLE	En: 1, 3 and 4 external via Windows Shell
2: format and sort dates and Call number in a special way
3.9 Macros.
Pr: no	En: no
3.10 Mouse. 1. right click 2. drag-and-drop
Pr: 1 2	En: 1

4 Database and record structure.
4.1 Files.
Pr: 2 files: dbn.PDT dbn.PDX (respectfully: data and indexes)	En: 1 file: dbn.ENL. "Preferences" and "Reference types" in ENDNOTE.ENP
4.2 Internal database and record structure.
Pr: only vertical: Database Record Fields Subfields (where available: automatic and limited: names, dates, "call numbers"	En: only vertical: Database Record Fields Subfields (names only)
4.3 Horizontal links. between databases, records, lists' entries
Pr: no ("group" is a virtual duplication of -pointer to- records)	En: no
4.4 Hierarchical links. (es. thesaurus, mother/sons records, text/notecards)
Pr: no	En: no
Pr: some fields generate indexes which are entirely derived (automatically created and updated), cannot be directly edited. Field data and list contents (sort of look-up) can be "crossed" in output to replace text: ÇstringÈ + alternate.txt ; journal field + journal.lst	En: Term Lists can be regarded as autonomous (see##): their content can be imported from external text, updated from records, directly edited. Field data and list contents (sort of look-up) can be "crossed" in output to replace text: secondary title (journal) field + journal list 8with up to three abbreviations)
4.5 Ready, predefined record structure.
Pr: yes (workform), can be shared among different databases	En: yes (reference type), they are automatically shared among different databases (ENDNOTE.ENP: unless -in a network- placed on different users' drives)
4.6 Input worksheets. 1. features 2. can be modified 3. can create others
Pr: 1: 39 workforms -with varying fields- for books, articles. e-mail, thesis etc.; fields bear "step" displayed name: total number is fixed max 45; fields are identified by a number which determinates their position: number is fixed across al the workforms; some fields (*see below) have properties (internal coding, indexing, output formatting, sort...) that cannot lose or transfer to other fields. 2: yes, given abovementioned constraints, can add, delete, move, rename fields; attributes cannot be changed 3: yes n, each is a file	En: 1: 18 reference types -with varying fields- for book, articles, e-source etc.; fields bear "step" displayed name: total number is fixed max 30; fields are identified by the number they bear in the Generic RT which determinates their position: number is fixed across al the workforms; some fields (*see below) have peculiarities (internal coding, indexing, output formatting, sort...) that cannot loose or lend to other fields. 2: yes, given abovementioned constraints, can add, delete, move, rename fields; attributes cannot be changed 3: yes, only one
e.g. '5' is either "data file" or "medium designator" or "map type" in 3 different workform: Data file, Newspaper, Map; if RT "Newspaper" -whereby 5 = "medium designator"- gets changed to "Journal Short form" which lack 5, 5 stays there with its content with no name, just number and can be edited; (*)campi: names (1,7,16,30), titles (4,9,10,11,32), dates (12,20,21), pages (25), URL (38) keywords (45), call number (44) bear peculiarities; no numeric fields apart from RN for sorting; internal pub. date format, CALL NUMBER for sorting); if fields names are changed, styles are affected	(*) names, journal titles, pages, URL, keywords bear peculiarities; if a field is deleted from RT, exisitng record content is put to corresponding Generic RT field renamed; no numeric fields apart from RN for sorting;; if fields names are changed, styles are affected [very good RT table, with bad opoerability]
4.7 Multiples (multi-value) fields. 1. present/absent 2. specific input rules
Pr: 1: names and kw as for the output; automatic indexes only for names and keywords; sort for any field provided occurrences are separated by: / <CR> <Ctrl-CR> <Shift-Enter> // or ; in author field 2: separators for names and kw and see 1	En: names as for the output (not kw); no headings sort; lists can recognize one (different) separator in every single field; <CR> always fine 2: separators see 1
4.8 Indexed fields for searching.
Pr: all fields content is automatically indexed, out of user's control; each character (right/left truncation), word, phrase, is indexed, without stopwords, and thus retrievable	Pr: all fields content is automatically indexed, out of user's control (apart form QuickIndexes); each character (right/left truncation), word, phrase, is indexed, without stopwords, and thus retrievable
4.9 Record number. 1. system assigned 2. reserved, cannot be altered 3. user assigned 4. allows duplicate numbers 5. number increment also 1 6. renumbering 7. is a sortable field 8. is a searchable field 9. can be displayed in printed output 10. reuse deleted numbers
Pr: 1 3 (if wanted); 4 5 6 7 8 9 10	En: 1 2 6 (only if copied to another database with records) 7 for output; only temporarily for the database 8

5 Input/Edit.
5.1 Reference Standard.
Pr: ANSI Z39.29 (1977)	En: none
5.2 How to recall records to edit. 1. list browsing 2. query search 3. while editing another record
Pr: 1 2 3: yes internal buttons for next/previous, first/last of the selected set	En: 1 2 3 no*
5.3 Input must be preceeded by searching.
Pr: no	En: no
5.4 Compulsory input within certain fields.
Pr: no	En: no
5.5 Particular edit features. 1. copy fields and/or records 2. symbols table 3. term lists 4. date stamping 5. undo 6. default (session and/or permanent) 7. validation 8. configure edit window
Pr: 1: yes from previously opened record: <Shift-F5> copy record, <F5> copy one field; 2; 3 yes, direct buttons + other 4) no (reprint date can be automatic); 5; 7 no (only date format is checked); 8 yes ( invisible chars, empty fields, field numbers, index buttons...)	En: 1 no (record can be copied on the short list); 2 no*; 3 5
5.6 Spellchecker.
Pr: no	En: no
5.7 Direct print of a record.
Pr: yes, but not while editing a record	En: yes, but not while editing a record
5.8 Duplicate record. 1. drag-and-drop 2. copy command 3. clipboard (formatted) 4. export/print on disco 8also formatted)
Pr: 1 2 3 4	En: 1 2 3 4
3: copy formatted only to RTF compatible (compliant?) software; can copy also In-text citation	3 clipboard, edit -> Copy only In-text citation
5.9 Duplicates detection. 1. fixed criterium 2. criterium can be defined
Pr: 2: can use all fields + special options: surname only, year only	En: 1
5.10 Editor. 1. upper/lowercase conversion 2. cut/paste text 3. beginning/end record 4. b/e field 5. delete to End-Of-Field
Pr: field editor; 2 4	En: field editor; 3
5.11 Font editing. font, size, bold, italics, underline, super/subscript, small caps
Pr: yes, all; no small caps	En: yes, all; no small caps
5.12 Global corrections. 1. add string (b/e) 2. locate/replace (words, case) 3. delete entire field content 4. move field content 5. change record type
Pr: 1 2 3 4 5	En: 1 2 3

6 Import.
6.1 Different ways. 1. direct copy (write to database) 2. batch import a) with user defined reformatting filters 3. can capture WWW pages
Pr: 1 copy and drag-and-drop 2, 2a) requires use of the distinct BiblioLink procedure 3 yes, embedded (only Netscape)	En: 1 copy and drag-and-drop 2, 2a)
6.2 Delimited/tabbed stuctured input ASCIItext file. 1. fixed/variable number of fields 2. fixed/variable fields position 3. record/reference type can be changed 4. multiple value fields allowed 5. fields also on different lines
Pr: 1 fixed or variable 2 fixed 3 no, must be present or last used in data entry by default 4 yes, if separated by // / or ; in name field 5 yes (Custom/Modify option)	En: ready-made option for ProCite (CDF) cannot be altered, tabbed: 1 2 3; 4 5 n.a.
2: Custom and/or Modify: field total number: 45+2, 45, or only workform related; RT first field or -by default- last used in data entry Options: separator; delimiter and its replacement if embedded; end of record; RT; RN; akk 45 fields	tabbed: special first line: default reference type, also default=generic + RT in first column of each row; first row with fields labels according to EndNote (Unused too), no fixed position require; recognizes multiple authors
6.3 Can import alpha/numeric data from a spreadsheet.
Pr: yes as long as it is comma/tab delim. structure compliant	En: yes as long as tab structured
6.4 Can import proprietary format files.
Pr: only modifiable dedicated filters (see further on)	En: yes: EndNote, Refer/BibIX, Reference Manager (tagged), ProCite CDF (see above): canned cannot be altered + several with modifiable dedicated filters (see further on)
6.5 Can import ISO 2709 format.
Pr: no	En: no
6.6 Can import MARC format file.
Pr: no (there existed in DOS)	En: tagged MARC: modifiable filter
6.7 Tagged stuctured input ASCII text file File. Reformatting: 1. condition check 2. change RT 3. merge fields 4. delete/discard fields 5. field content parsing 6. add field content, strings 7. log file 8. tolerate fields in variable position 9. upper/lower case conversion
Pr: 1 only: "when using workform [X], do not transfer field(s) ..." 2; 3; 4; 5 only seven source fields; 7 displayed only; 8; 9	En: 2 3 4 5 7 displayed only; 8; 9

7 Search.
7.1 Different levels, approaches:. 1. easy / expert 2. menu/command driven 3. browsing term lists / indexes 4. query expressions 5. browsings record list
Pr: 1 yes (3) browsing indexes + quick "Find" + assisted command driven (2); 2 command driven, assisted by buttons but syntax errors are possible; 3 4 5	En: 1 one QBE-query by example template, also controls syntax 4 5
Short Record list browsing is default window: one rec. per line can choose any field up to six; quick find: enter string based upopn sort key; sort on any displayed field by clicking the column field bar	Short record list browsing is default window: one rec. per line can add only RN to fixed: author, date, title. Cannot use term lists here
7.2 Search Index browsing. 1. entries show number of related doc. 2. relationships (e.g. x-refs) between entries are displayed 3. direct selection of index terms and display of related documents
Pr: 1 2 n.a 3	En: n.a.
7.3 Query expressions.
Pr: assisted by command buttons to select: fields, operators, terms, previuos queries	En: assisted by template and buttons to select fields, operators, (options: word, indexes); lists' terms are available by open cut/paste
7.4 Natural language queries.
Pr: no	En: no
7.5 Search stragey. 1. can save and recall search expressions 2. can recall previous queries within the same session 3. can combine previous search steps
Pr:: 1 yes, many (Expressions -> Add) 2 only if explicitly saved and named 3 yes, new expression can cumulate previous queries still fully editable	En: 1 just one (Set default) 3 no, only search on result
7.6 Can save and recall search result.
Pr: yes Groups	En: no
7.7 Shows hits of each search expression component.
Pr: no, only total record numer	En: no, only total record numer
7.8 Can print directly a record while in search mode.
Pr: directly send to printer one or more selected records	En: directly send to printer one or more displayed records
7.9 Refine.
Pr: yes	En: yes
7.10 Advanced search features. 1. best match, weighted terms, ranking 2. fuzzy, sounds like 3. (hypertext-like)
Pr: no	En: no
7.11 Response time.
Pr: good	En: good (QuickIndex -all fileds or kw: carries limitations- to speed up)
7.12 Instant display of retrieved records. 1. short record list 2. one record at the time
Pr: 1 2	En: 1
7.13 Highlighting search terms in result ( + jump to next occurrence of term).
Pr: no	En: no
7.14 Indexing operation. 1. automatic, real time 2. batch
Pr: 1 automatic when saving a record	En: 1 automatic when saving a record
gets slower with increasing size of database and big records	gets slower with increasing size of database + QuickIndex
7.15 Indexing techniques. 1. any character string 2. word by word 3. phrase (adjacent words) 4. marked portions of fields
Pr: indexing is ruled only by the system: 1 2 3	En:indexing is ruled only by the system: 1 2 3
7.16 Scope of searching. 1. one or more distinct fields 1.1 RT included 2. cluster of fields 3. full text = any field 4. same occurrence
Pr: 1 yes with field indicator 1.1; 2 limited to three clusters; author, title, date 3 yes, default	En: 1 pull-down menu selection 1.1; 3 any field
1 #38 contains xxx; #45 = ethics or #9 = ethics
7.17 Case sensitiveness.
Pr: it is not and it cannot be	En: it is not, but it can be (Case option)
7.18 Diacritics.
Pr:: "Göthe" = "Gothe" but "Goethe" "Göthe"; ø Ø o O	En: they make difference libertà liberta
7.19 Can use and nest parenthesis.
Pr: yes	En: yes; but implicitly: vertical priority: first is the inner most
7.20 Search operators, strings, priority.
Pr: by using parentheses, first comes the inner most	En: vertically: first comes the first cfr. previous
7.21 Boolean operators. 1. AND 2. OR 3.NOT (unary) 4. AND NOT (binary) 5. XOR
Pr: 1 2 3 4 5 indirectly	En: 1 2 3 4 5 indirectly (two steps: OR + omit ref. AND)
7.22 Relational operators. contains, <>, <, <=, >, >=, range, equal
Pr: contains, <>, <, <=, >, >=, range: > and <, equal	En: contains, <> as "omit", <, <=, >, >=, range, equal
7.23 Can combine boolean and relational operators.
Pr: yes	En: yes
7.24 Truncated search. 1. explicit 2. right 3. left 4. r/l 4.1 implicit 4.2 explicit
Pr: 1 yes * (ASCII 42) 2 3 4.1 : operator "contains"	En: 1 implicit 2 3 but not using indexes 4.1
contains is like "equal" = with implicit l/r truncation; whereas explicit l/r truncation is used with *xxx*, "=", or is taken as a string itself (no: AUTHOR contains *ale*, but: AUTHOR contains ale or: AUTHOR = *ale*
7.25 Can search by position. b/e field and/or occurrence
Pr: yes	En: no
BEGINS WITH field or occurrence (names and kw), implicit right truncation: "D'Alema", AUTHOR BEGINS WITH "D'Alem" ok; "D'Alem*" not ok); same for
7.26 Search for not/empty fields.
Pr: yes, #38=EMPTY, #38=NOT EMPTY	En: yes, empty: "= + field"; not empty: "= + field + Omit showing references" (e.g.: records with the LABEL field: "= LABEL + Omit")
7.27 Internal wildcards (e.g. *?).
Pr: no	En:no
7.28 Can combine boolean, relational, parenthesis, truncation etc..
Pr: yes	En: yes
7.29 Adjacency and proximity operators.
Pr: no, but "xxx yyy" is adjacency (with " " delimiters)	En: no, but xxx yyy is adjacency (without delimiters)
7.30 Search only within the same occurrence of a repeatable field.
Pr: no	En: no
7.31 Search only within the same paragraph (e. g. abstract).
Pr: no	En: no
7.32 Stopwords.
Pr: no (only for sorting purposes)	En: no
7.33 Input allowed while indexing [e.g. batch indexing and big databases...].
Pr: n.a. (real time)	En: n.a. (real time)

8 Thesaurus.
Pr: no	En: no

9 Output and Print.
9.1 Send output to printer, file, video.
Pr: yes (instant preview is default)	En: printer, file, print preview not available
9.2 Real bibliography formatting software: offers large quantity of -ready and modifiable- styles, new can be added.
Pr: yes, 1 proof + 39 Record Types + can create new; ±340 styles + can create new	En: yes 1 proof + 18 Record Types + 1 custom; ±300 styles + can create new
9.3 Structure of system display. 1. short record list 2. one formatted record at the time 3. more formatted records
Pr: 1 2* 3 only print preview	En: 1; 2 not really, only: "Edit" -> Copy formatted + "Edit" -> Show clipboard; 3 no, needs export and open file
to change style: "View" -> Configure record list -> Preview pane -> Output Style -> [select one]: it used to be much faster in v. 3.4	to change style: "Styles" ->[select one], when desired Style is in the Style folder, otherwise "Styles" -> Set styles folder, [select and then pick]
9.4 Report generator.
Pr: 1 choose output style 2 heading 3 sort 4 record numbering (pref/suffix + justification) 5 indents (first/following lines -hanging) 6 line spacing, eject new page 7 in/exclude #RN, Note, Abstract, Call Number, Keywords if contained in style 8 short form (all 45 fields available, each on new line) 9 activate ALTERNAT.TXT matching record strings between Ç È 10 font type and size 11 margins 12 page numbering (4 options) Lacks: headers, footers, columns; right justified record content (only record number)	En: within each style: -sort -pre/suffix, record numbering and -spacing included -page numbering -journal abbreviation list
9.5 "Subject list": list with sorted headings from record content 1. one level 2. more levels (how many) 3. headings only.
Pr: 1 3 yes, also with total of linked records	En: not at all**
9.6 Output file format 1. RTF 2. Word 3. WP 4. TXT 5. HTML 6. other.
Pr: 1 2 RTF Word 3 RTF WP 4 5 just static HTML text: URLs are not active	En: (as export) 1 4 5 just static HTML text: URLs are not active

10 FL-Formatting language to define output styles.
Pr: mostly made up of: 1 field names 2 two formal instructions: field/string separator, group istruzione di ÇgruppoÈ*) 3 punctuation (automatic control on double punct.), spacing, style (bold etc.): as written 4 many options for names, titles, dates, pages keywords 5 back slash (ASCII 92) \ marks as mere text, e.g.: " \Ç "	En: mostly made up of: 1 field names 2 field/string separator (| + hard space) 3 punctuation, spacing, tab, style (corsivo etc.) 4 many options for names, titles, pages keywords 5 ` (ASCII 96) mark as mere text e.g. `Journal` p^pp. sing/plural
10.1 FL Selection 1. fields 2. subfields.
Pr: 1 2 yes: "surname, name", internal date format	En: 1 2 "surname, name" with fixed options
10.2 FL Can add text. 1. in front of/after 2. regardless of field presence 3. depending on field presence 5. depending on field content
Pr: 1 2 3	En: 1 2 3
10.3 FL Can distinguish among occurrences of a repeatable field. 1. by punctuation -separators 2. because of position / sequence number 3. can count them
Pr: 1 2 only partially: names 3 no, but heading (subject) list can show counter	En: 1 names (not keywords) 2 partially names
10.4 FL Can produce tagged format output (export).
Pr: yes, as an output style	En: no*
10.5 FL can display RT.
Pr: no	En: yes
10.6 FL can produce permuted indexes (words in-out-and context).
Pr: no	En: no
10.7 FL offers conditional commands (IF ... THEN...).
Pr: not really, but implied by various options (see names)	En: not really, but implied by various options (see names)
10.8 Upper/lowercase conversion.
Pr: input: no, output: yes (names, titles, headings),import (Biblio-Link): yes	En: import: yes
10.9 Look-up tables to expand acronyms, abbreviations, replace text.
Pr: yes: a) text between "Ç..È" (ASCII 174 175) b) field 10: "Journal title" and relevant list	En: Journal field ("Secondary title") and relevant list
10.10 FL Level of difficulty.
Pr: rather easy, does not require programming skills	En: rather easy, does not require programming skills

11 Sort.
11.1 1. Sorting records within the database 2. sorting records in output.
Pr: 1 2 yes, they are different but can overlap	En: 1 fixed, only passingly customizable 2 sì; 1 2 sono distinti, e possono coincidere
11.2 Basic sort criterium for characters. 1. Windows tables 2. user defined table (es. ä= ae)
1 Windows table (system or ProCite?) Beginning punctuation is always ignored. Digits are still letters apart from dates and Call Number	1 Windows table Beginning Punctuation is always ignored default sort (author-year) has got its own -hidden- criterium
changing sort criterium / table, requires database rebuild; Call (classification) number DDC and LC are taken into account; dates are converted into an internal format
11.3 Sort keys on different levels.
Pr: yes, 2 or 3, 6 (A/D) levels for custom sort order	En: sì, various ready options; 5 (A/D) levels for custom sort order
11.4 How to sort the database.
Pr: Pull down menu option or mouse click on the short record list field name bar	En: Pull down menu option ("Reference" -> Sort Library)
11.5 How to sort for printing.
Pr: ready made options, very easy	En: within the style (see previous), very easy
11.6 Database sort is kept over sessions.
Pr: yes	En: no
11.7 Sort key length can be defined.
Pr: no	En: no
11.8 Sort for printing belongs to output styles or not.
Pr: belongs to style, but can be altered on the fly ("File" -> Print -> Configure)	En: belongs to style, must change style
11.9 Sort can produce headings above sorted records.
Pr: yes, only headings too w/o records	En: no**
11.10 Sort keys are another item from headings. thus can match or be different
Pr: no, they are just the same thing	En: n.a.
11.11 Headings might not be displayed within records.
Pr: yes	En: n.a.
11.12 More than one level of sort key as headings.
Pr: no, only one	En: n.a.
11.13 Sort of record under the same sort key.
Pr: same heading: print sort order	En: n.a.
11.14 Sort scope. 1. words 2. single occurrence of a repeatable field 3. marked strings 4 portions of field and subfield 5. whole field
Pr: (1 in DOS) 2; 4 surname; 5	En: 2 authors; 5
11.15 Edit can alter the sort value of a string.
Pr: no, only stopwords	En: no: out of reach stopwords
11.16 Conditional commands available for sorting.
Pr: no, automatic: if field absent then first or last	En: no
11.17 Sort keys derived from different fields.
Pr: yes; a) when keys are headings ("subject bibl.") any key (single keys can even be selected on the fly); otherwise: b) only authors, titles, date	En: n.a.
11.18 Sort occurrences of a repeatable field as headings. 1. altogether 2. all separated 3. just one
Pr: 1; 2 names kw and any entry separated by //, /, <CR>, <Line Feed>	En: n.a.
11.19 Records referenced more than one by different sort headings.
Pr: records are fully printed each time (no "light indexes" with cross reference)	En: n.a.
11.20 Sort headings can be formatted.
Pr: yes, bold, underline, italics, uppercase	En: n.a.
11.21 Sorting speed.
Pr: very good	En: good
11.22 Ignore initial articles and punctuation marks.
Pr: yes, thanks to the modifiable stopword file: two lists belonging to each database: general + personal authors	En: only a an the at the beginning of titles
Stopwords cannot be disactivated: must be emptied. Stopword in beginning position can be preserved if followed by hard space (Ctrl-Shift-blank)	Also leading punctuation marks are skipped
11.23 Can produce indexes referencing records.
Pr: yes	En: no

12 Export.
Pr: yes	En: yes, it is the equivalent (replacemnet) of "printing"
12.1 Export formats. 1. delimited: comma, tab <CR> or other 2. tagged 3. ISO 2709 4. MARC 5. proprietary format of other database
Pr: 1 can customize end of field and record, delimiter character if embedded in fields; 2 implies choosing or defining a style	En:  1: already made: tabbed and CDF ProCite 2: already made: EndNote, RIS, Refer, BibTex; implies choosing or defining a style, cannot completely design a new one; 5 see 1 2
12.2 Fields that can be exported. 1. all 2. some 3. RT 4. RN
Pr: 1 2 3 4 options: a) all 45 fields i campi comunque, b) all fields used in the involved workforms c) just those selected on the fly + workform description	En: 1 2 3 4

13 Manuscript formatting.
Pr: yes NB only CWYW facility is considered	En: yes (never called this way, but: Citing references & Generating Bibliographies) NB only Add-In facility is considered
13.1 Compatible wordprocessors.
Pr: CWYW cite-while-you-write*: WP 7-8, WORD 7-97; Mac Word 6 98 some 20 localized versions	En: WITH Add-in: WinWord 6, 7 97; WPWin 6.1-8.0 also localized versions
	[w/o Add-in: Microsoft Word, WordPerfect, AmiPro, RTF, HTML, ANSI TXT -- Mac: AppleWorks (Mac), FrameMaker (Mac), WriteNow, Nisus, MacWrite]
13.2 On-line -contextual- Help.
Pr: yes, not really contextual	En: yes, not contextual
13.3 Can format more than on document at the time.
Pr: no	En: no
13.4 Can generate bibliography from more than one database at the time.
Pr: yes	En: yes with Add-in [w/o no]
13.5 Entering placeholders within text. 1 from within wp text (ad hoc tool bar and/or pull down integrated menu): 1a manually writing; 1b automatic insert; 2 from within db: 2a ad hoc command (operational in-text placeholder); 2b via clipboard (in-text format has to comply with placeholder format)
Pr: 1a 1b: searching in db CWYW; also: a) multiple selection, b) selection between multiple matches, c) marked records selection; 2b Copy special: formatted or In-text also cumulative: more record for one multiple citationm	1a 1b not searching db but capturing selected records 2a (Copy) 2b Copy formatted
13.6 Location for placeholders. 1. main text 2. end/footnote 3. hidden text
Pr: 1 2 3	En: 1 2 3
13.7 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 8. within the same stile as many as RT
Pr: : 1 1a 2 3 4 5 6 7 8 no: one in-text style format for all RT	En: 1 4 5 7 8 no: one in-text style format for all RT
13.8 Different references same author same year. 1. must differentiate within db (1990b) 2. program can distinguish them; 3. must differentiate within text
Pr: 1 [2 sometimes; not clear] 3	En: 2 (Style - sort - letter after year)
13.9 Multiple citation (same or different authors). 1. can sort; 2. can join: 2-5; 3. can suppress repeated names; 4. can insert text
Pr: 1 name / citation order / date A/D;2 3 (manually add /d) 4 /pt /ft	1 2 3(manually) 4
13.10 Final in-text citation format is different from placeholder.
Pr: yes	En: yes
13.11 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; 6. nothing
Pr: : 1 2 3 4 6	1 2 3 4 5 6
13.12 Changes to in-text citation 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
Pr: 1 2 3 4	1 2 3 (if only NR) 4 5 (only as far as authors names are concerned)
13.13 Bibliographic reference list format ruled by db style different for each RT. 1. generated within wp text; 2. generated in a copy of wp text; 3. settings remain for next session; 4. can automatically exclude citations placed in notes; 5. list can include references not shown as in-text citations
Pr: 1 3 5	1 4 5
13.14 Word processor or db control reference list format. 1. Paper size, margins, headers footers; 2. Heading; 3. Font, size; 4. Indent, line spacing; 5. Citation numbering, pre/suffix, justification
wp: 1, db: 2 3 4 5	wp 1 2 3 db 3 4 5
13.15 Duplicates are automatically removed from list.
Pr: yes	En: yes
13.16 Reference list sort order. 1. citation order; 2. sort order defined within db a/d; 3. sort order defined within wp
Pr: : 1 2 (more limited: does not include Custom)	1 2
13.17 In-text citations and list references can be changed without changing wp text.
Pr: yes	En: yes
13.18 Errors. 1. during inserting and formatting; 2. user can act on the spot; 3. log file
Pr: : 1 2	En: 2
13.19 Manuscript formatting takes place .... 1. within wp text (1a same document 1b other document); 2. within db; 3. in one step; 4. in more than one step
1 1a 3 4	1 1a 2 3 [1b 2 without Add-in]
13.20 More citations of the same reference can bear same number.
Pr: yes	En: yes

14 Term/Entry list, authority file.
Pr: Features: Indexes (4 Field Content Lists: Authors, Titles, Journals, Keywords) predeterminated, structure cannot be modified: fixed number: 4; contents, update, 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 field 10 to any (free number and name) list whose structure pattern is: "Title | Abbreviation | Note", like: "Journal of American ... | JAMA | online ed."; abbreviation can replace title in output; can be shared among 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 Ç È can be replaced by its text equivalent put in an external text ASCII/ANSI file whose structure pattern is: "text {text equivalent} | note"; fixed name, one for db can be shared with others; NB don't use Ç È as normal punctuation; idiosyncracies: a) punctuation marks cannot endi text: N.A.T.O. could not be replaced b) does not work within In-text citations, nor within sort headings; (works in Copy special); text is case sensitive; Term 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 indexes can contain entries not derived from records (import or direct input, edit and deletion); automatic duplicate detection and sort Remarks: any list has got a stammering alphabetic scrolling: keying in "MARC" can bring to "MARC" or to "C" depending on keying speed	En: Features: System lists: 3: authors, journals, keywords predeterminated, fixed number; Other lists: free number and name; user can choose from which fields list entries are derived (but a field can regularly send its data to only one list); All lists: content is derived and NOT automatic (batch update). Any list can contain entries not derived from records (import or direct input, edit and deletion); automatic duplicate detection and sort. Document total number linked to entries never shown. Journals lists with up to 3 abbreviations that can be individually selected in output styles. No list is physically separated form database thus cannot be shared with others Remarks: bad alphabetic scrolling,
14.1 Fixed number.
Pr: yes 4 indexes, not the others	En: yes 3 system lists, not the others up to max 31
14.2 Lists' content is automatically derived from db data (or can contain external data).
Pr: yes derived 4 indexes, not the others	En: 3 system lists must derive data from certain fields; update is always batch and not automatic; any list can have content not derived from records
14.3 Lists are physically separated from database.
Pr: no, 4 indexes are embedded, others are distinct text files	En: no, they are all embedded
14.4 List reflects records content in real time.
Pr: yes 4 indexes, not the others: batch update	En: never, always batch update
14.5 List can be directly edited.
Pr: not 4 indexes, yes the others	En: yes, all
14.6 When list entries are edited, records change.
Pr: never	En: never
14.7 New entries are validated (go list: new, old, probably duplicate).
Pr: no	En: no
14.8 List entry can contain its own supplementary data: note, abbreviation, date, compiler, x-refs.
Pr: not the 4 indexes, other lists: max 2 additional fields as notes	En: no, only journal titles lists can have up to 3abbreviations
14.9 List can be printed.
Pr: yes all	En: yes all (export as .TXT file)
14.10 Import external data into the list.
Pr: no 4 indexes, yes the others	En: yes
14.11 Lists are useful for input.
Pr: yes	En: yes
14.12 Lists are useful for searching.
Pr: yes	En: not really (just open, cut and paste)
14.13 List entries show total number of related documents.
Pr: yes 4 indexes	En: no
14.14 Lists can be shared among different db.
Pr: no 4 indexes, yes all the others	En: no, none
14.15 Where and how they are used. 1. browsing, display related records 2. search expressions, pick up terms from one or another 3. input, pick up terms from one or another 4. output
Pr: 1: 4 indexes; 2: all 3: all; 4: a) ALTERNAT.TXT to replace ÇtextÈ (b) strings matching entries in journal list	En: 3: all; 4: journal list to replace matching text
14.16 How lists are created and updated. : 1. input: new entries automatically update the list 2. ad hoc command to edit lists out of records 3. import 4. as external text file
Pr: 1: 4 indexes 2: all other lists 3: yes all apart from indexes; 4: all lists apart from indexes	En: 2 3
14.17 How lists are printed. 1. from the outside as text file 2. from the inside by ad hoc printing function
Pr: 1: ALTERNAT.TXT 2: indexes: Print Subject Bibliography (Subject terms only), others: File -> Open, export and save file	En: 2 export -save file

15 Documentation. 1. Reference manual 2. Tutorial 3. Contextual Help screens 4. Error messages 5. Sensitivity to disturbances.
Pr: 1 "Users' Guide" in English, bound, TOC, index; not an alphabetic nor systematic reference. Complete, precise, clear, reliable (does not solve difficult tasks); 2: Tutorial: Guided tour" chap. 4¡ + on-line help. Shorter manual only for read-only Data distributor version; 3 yes but not really contextual; MS-Windows like cannot be integrated, contais less info than manual; 4 not enough; 5 solid	En: 1 users' Guide in English, bound, TOC, index; not an alphabetic nor systematic reference. Very complete, precise, clear, reliable, honest; 2: chap. 2¡ "Guided Tour"; 3 yes but not contextual, Windows-like cannot be integrated 4 not enough 5 solid

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Copyright Francesco Dell'Orso, University of Perugia (Italy) dellorso@unipg.it