WINISIS TRAINING PROGRAMME Dec 1 st - 5 th , 2003

WINISISTRAINING PROGRAMMEDec 1st - 5th, 2003

and the United Nations Economic Commission for Latin America

and the Caribbean (UNECLAC)

This course is aimed at helping participants...

Understand the structure of WINISISLearn how to create databases Understand basic functions of the formatting language

Monday

System requirements Installation of WINISISSyspar.par and dbn.par filesOverview of the system Communicating with the system

using windows, menus and dialog boxes

Data entry

Tuesday

Inverting the database

Searching

Database definition

Database creation

Wednesday

Print Formatting

Thursday

Printing and Sorting

Importing and Exporting

Friday

Converting from Cepal to Marc

Security Passwords

A look at KOHA, Greenstone, Genisis

Hardware requirements

The minimum and recommended hardware requirements for running CDS/ISIS :

CPU: 486 processor at 40Mhz (Pentium at 100Mhz or higher recommended)

RAM: 8Mb (16Mb or more recommended) 1 floppy disk unit 1 hard disk (with at least 4Mb free) 1 VGA 640x480 color screen (super VGA

800x600 or higher recommended 1 printer (optional) Windows 3.1 or higher

Maximum number of data bases unlimitedMaximum number of records in a data base16 millions (within the limit of 500 Mb)Maximum record size 32000 characters Note that records larger than 8000 may not

be used with the MS-DOS version of CDS/ISIS. If you intend to exchange data with MS-DOS users you should take this into account.

Maximum field size 32000 charactersMaximum number of fields (defined in FDT)200 (excluding repetitions of repeatable fields)Maximum number of FST lines 600Maximum number of stopwords 799Maximum size of a display format 10000 charactersMaximum size of display buffer 64000

Installing WINISIS

To Install Run Setup.exe from diskette 1 or from CD

go to CDS/ISIS ->Windows->1.4 and run install.exe

(it is recommended that you accept the proposed defaults but remember to select the language and the data location)

At the end of the installation some systems require you to find the ctl3d.dll hidden files to copy to the system directory

INSTALLATION

NB On some systems, the CTL3D.dll file remains compressed after installation. You will need to copy another ctl3d.dll file into your Windows folder. This one should be at least 20.5 kb

Alternatively, if you get a message after installation that a file is compressed, go to the folder WIN_ISIS nt and install from there. That ctl3d.dll file has been replaced

WINISIS FILES

WINISIS works with filesA number of files are created automatically by the systemOthers are created by the user during database creation

Winisis Files Files created by the system

include:-

MSTIFPLN1 and 2LK1 and 2CNTXRF

Winisis FilesFiles created by the user:-

FDTFSTPFTFMTANYSTWSRT

Master file (.MST)

The Master file contains all the records of a given data base. Each record is identified by a unique number, automatically assigned by CDS/ISIS when it is created, called the Master File Number or MFN.

Cross reference file - .xrf

In order to provide a fast access to each master file record, CDS/ISIS associates a special file to the Master file, called the Cross-reference file, which is in fact an index giving the location of each record in the Master file.

Master file

You may create, modify or delete Master file records by means of the Data Entry services menu option.

The Inverted file (.IFP)

WINISIS allows you to provide a virtually unlimited number of access points for each record through the creation of a special file called the Inverted file.The inverted file (.IFP) allows the retrieval of bibliographic records by author, subject, or by any other data element occurring in the record.

The Inverted file

contains all terms which may be used as access points during retrieval for a given data base, for each term, a list of references to the Master file record(s) from which the term was extracted.The collection of all access points for a given data base is called the dictionary. the Inverted file is an index to the contents of the Master file.

SYSPAR.PAR

It contains the system setup parameters. It is read each time CDS/ISIS is activated and may be used to override default valuesthe setup program automatically created a SYSPAR.PAR file with the default parametersIt is a text file which may be edited with any text editor such as Notepad. Each parameter starts on a new line and has the same general format

SYSPAR.PARn=value

where: n is the parameter number (as

explained below); value is the corresponding valueThe value must immediately follow the equal sign (any space which may follow the equal sign will be taken as being part of the value).

SYSPAR.PAR

You may insert comment lines (which will be ignored by CDS/ISIS) by inserting a semicolon (;) at the beginning of the line. For example:

; Set default database

SYSPAR.PAR

0: SYSPAR.PAR re-direction1: Program path 1=\winisis\prog\2: Menus path 2=\winisis\menus\3: Message path 3=\winisis\msg\4: Work files path 4=\winisis\work\5: Data base path 5=\winisis\data\

SYSPAR.PAR

In addition to the default parameters the following may be added6=Default database8=Repeatable field separator14=1 network system105=1 automatically displays search results104=1 Dictionary options

SYSPAR.PAR

130=1 automatic updating of inverted file902=1allows hyperlinking

dbn.PAR: Data base parameters

dbn.PAR allows you to define individual paths for specific data base files You may therefore distribute a large data base on two or more disk drives, if necessary. dbn.PAR may contain up to 10 parameters (which have the same format as the ones specified in SYSPAR.PAR) as follows:


Parameter Drive/path for 1 XRF 2 MST 3 CNT 4 N01 5 N02 6 L01 7 L02 8 IFP 9 ANY 10 FDT, FST, FMT, PFT, STW,

SRT


1=\winisis\data\db\

2=\winisis\data\db\

3=\winisis\data\db\

4=\winisis\data\db\

etc

WINISIS Directory Structure

Communicating with the system

WINDOWS

MENUS

DIALOG BOXES

Communicating with the system

Commands are given to the system through the use of menus listing various optionsMessages are used to convey information to the system usersWINISIS uses windows to display different types of information for example- Search results Progress of importing records or inverting a

databaseThe following are some of the menus and windows

used by the system-

The Main Window

The Database Window

The Database Menu

Browse Menu

Search Menu

Configure Menu

Utils menu

Windows Menu

Help Menu

Dialog Boxes

Dialog boxes are screens which allow the user to give certain parameters to the system. E.g.

Which records are to be printed Which terms to search on

Import dialog box

DATA ENTRY

And don’t forget to invert

DATA ENTRY

Data entry is done by choosing the <Edit> option or using the shortcut iconNew records may be created or old records modifiedData may be pasted from the terms dictionary or from other sources

Data Entry

The following window is displayed whenever you select the Data Entry command of the Edit menu.When initially opened, it displays the current record (i.e. the one which is currently displayed in the corresponding data base window). Contents may be modified by selecting applicable commands in the Edit Menu

Data Entry

Data Entry Options menu

Entering Data

In editing a field you may use all standard Windows edit function keys. In addition there are the following special keys:

Enter -update the field and select the next field; Shift+Enter- update the field and select the

previous field; F2 delete the field; ESC ignore all changes (field will

redisplay as it was before the editing started).

Entering Data

You may change the size of the field edit box by dragging up or down the bar at the bottom of the box. You may also change the font used to display the field by selecting the Choose font option from the Options sub-menu.

Subfielded Fields

When you enter a field containing subfields you must key in the required subfield delimiters in front of each subfield. A subfield delimiter is a 2-character code preceding and identifying a variable length subfield within a field. It consists of the character ^ followed by an alphabetic or numeric character, e.g. ^a.

Subfielded Fields

If the subfield code is alphabetic, you may enter it in either upper or lower case

Do not insert spaces or punctuation marks either before or after the subfield delimiter

Repeatable fields

Enter each occurrence separately, and click on the repeatable field icon (preceding the field name) for each new occurrence to be added. Or type the occurrences in the Field edit box, separating each by a percent (%) sign.In this case do not enter spaces around the % signthis is an installation-dependent parameter

Control Characters

% Repeatable fields

Keyword delimiters / / and < >

Display format can suppress the brackets but not the slashes

Filing Information

Allows the user to state explicitly how a given field must be sorted by supplying filing information at the time you enter the data. Filing information is permanently recorded in the field. <text-a=text-b> <text-a>

Inversion

After data entry remember that:- new records you have added are not

available for retrieval; records you have modified are

retrievable, but under the old access points; and

records you have deleted will still be posted to their access points, although the records themselves are no longer displayed.

Inversion (cont’d)

an Inverted file update may be done at any time by selecting the I/F Update command of the Data base <File> menu. This operation may take some time depending on the number of records updated, the computer

Inversion

There are three options :-Full inverted file generation of the entire databaseFull inverted file generation of a selected group of MFNs (for testing)Update inverted file

SEARCHING/ RETRIEVAL

?

Searching /Boolean Operators

AND <*> The set resulting from this operation will yield only records which contain both termsOR <+> The set will contains records which contain either one or the other termNOT <^> The set will contain records which contain one term but not the other

Searching /Other Boolean Operators

(G) This operator indicates that the two terms must be found in the same field

(F) This operator indicates that the two terms must be found in the same occurrence of the same field

Searching

It is possible to combine search terms with search operators to specify the relationship between the termsSearch elements may be linked with one of the three search operators AND, OR, NOT, (G) and (F)

SEARCHING

Query formulationWinISIS offers 2 options for searching:

the expert search interface enables execution of any query, including a free-text query;

the guided search interface is used to execute simple queries containing up to four search elements.

SEARCHING

Two other functions available from the menu

save a query executed during the current session,

recall a saved query. Executes a query and automatically displays the results in the database window

SEARCHING

Parameter 104: Display dictionary optionsThe value of this parameter can be 0 (default) or 1. It affects the display of the dictionary window when a field is selected. When set to 0 (default) CDS/ISIS displays the complete dictionary, however, terms not occurring in the selected field are displayed in lower case (and will not be selectable). When set to 1 only terms occurring in the selected field are displayed.

SEARCHING

Parameter 105: Automatic display of search results

The value of this parameter can be 0 (default) or 1. When you are using expert search mode and this parameter is set to 1 CDS/ISIS automatically displays the results of a search as soon as it is executed. When set to 0 (default) CDS/ISIS remains in search mode.

Expert Search Menu

Free Text Searching

V0 identifies any field of the currentrecord. This non-existing field can be used in a free-text query to specify a text to be searched in all fields. For instance, the query? v0:’abc’can be used to retrieve all records containing the character string ABC

Expert Searching

The default expert search window contains the following elements:

the search operator buttons,

the Search expression edit box,

the search history box,

the Dictionary button,

the ANY terms button,

the Execute, Clear and Help buttons.

Expert Searching

If the tabular mode of displaying search results is applied this window contains apart from these elements

the Search tips button,

the Display button

Expert Searching

Query elements can be created by- clicking the Dictionary button shows the

dictionary window with all terms defined in the dictionary

double clicking such a term copies it as a new query element (if necessary this term is automatically preceded by the + operand;

Expert Searching

clicking the ANY terms button shows all such terms defined for the current database; double clicking such a term copies it as a new query element (if necessary this term is automatically

preceded by the + operand);

Expert Searching – the search history box

The Search history window shows in separate lines the summaries of all queries executed during the current session

#search_no (dbase) T=hit_no : Search_expression

where search_no is the sequential number assigned to this query and hit_no is the number of records retrieved according to the query.


These queries can be used in the following ways:

- clicking a query inserts into the Search expression edit box the search number associated with this query (if necessary this number is automatically preceded by the + operand);


Dragging a query and dropping it over the Search expression edit box appends the selected query enclosed into parentheses to the current search expression (if necessary this sub-expression is automatically preceded by the + operand);


Double clicking a query displays its results

Expert Searching – using the #

This button # shows a window with the list of queries formulated during the current session. Clicking one of elements from this list inserts into the Search expression edit

box the search number associated with the selected query (if necessary this number is

automatically preceded by the + operand).

Searching /guided search box

Guided Search Box

This window provides a simplified search interface for inexperienced users.Four text boxes are provided for entering search terms. You may copy terms from those displayed in the Dictionary window Each search element may be associated with a particular field

Guided Search Box

searchable fields

The combo box shown in this column allows to specify a field in which the query element willbe searched. By default the query elements are searched in all fields.

If a field has been specified, the dictionary window shows the inverted file terms taken from this field only.

Guided Search Box

search elements

The text box shown in this column stores the query element. Search terms can also be entered from the keyboard, in order to increase the search efficiency the users should be encouraged to use the terms from the dictionary window only.

Guided Search Box

When the cursor is positioned in a search element box clicking the Dictionary button shows the window with all the inverted file terms defined in of the current database that were taken from the field specified in the Searchable fields column. Double clicking such a term uses it as the search element

Guided Search Box

operators

The combo box shown in this column allows to specify the operator that connects this query

Truncation

Searching can be done on truncated terms by using the $Econom$ will result in all records in which the root econom occurs.This includes economics and economic planning

Searching

DICTIONARY displays the Dictionary window.ANY terms displays the list of ANY terms for the data base. Clicking on a term will insert it in the Search expression box.

Searching

Any of the operator buttons will insert the corresponding operator in the Search expression box.This edit box contains the current search expression. Experienced users may type the search expression directly in this box Maximum number of characters is 1000

Searching

EXECUTE pressing this button executes the search expression

CLEAR pressing this button erases the search expression

CANCEL pressing this button returns to the data base window

HELP pressing this button displays the search help topic

Displaying search results

WinISIS offers two modes of displaying search resultsStandard modeBy default search results are displayed in the database window. In the very bottom of thiswindow the following message is visible:Search #search_no : ( i / m )


where search_no is the sequential number assigned to the query which results are beingdisplayed, i is the sequential number of the current record in the set of all records retrieved andm is the total number of records retrieved


The records retrieved according to the query being currently displayed can be either printed or exported. These operations are executed by the Print and Export functions that are available in the Database menu


When the database window shows a search results the Mark button is visible in the top of this window next to the Format box. Clicking this button marks the current record (if the record is a marked record the V sign is displayed on the Mark button)


a variant of the standard mode in which search results are displayed in the database window and the message shown in very bottom of this window is repeated in red colorin the first line of the window. This line contains as well the hypertext link <STOP> and when the user clicks this link the system displays all database records again. This mode of displaying search results is set when the system parameter 135 is applied


This effect can be also achieved by checking the option Alternate search result display in the System settings window that can be accessed from the Configure menu.


Tabular mode

In contrast to the standard mode when search results are displayed in the normal database window, in the tabular mode WinISIS displays retrieved records in a special window that contains two panes.


The left pane shows all records retrieved in a table where each row represents a single record. Initially the right pane shows some instructions on using the tabular mode, but when the users clicks a row in the left pane, the right pane shows contents of this

record using the current display format


The Options button shown in the top of the tabular display window provides the following functions:print the current record,print all marked records,print all retrieved records,export results,stop browsing results.


The print function has few parameters.:

- the output device box,

- the Format box,

- the output file box,

- the OK. and Cancel buttons


WinISIS applies the tabular mode of displaying search results when the system parameter 980 is set to 1. This effect can be also achieved by checking the option Display search results in a table in the System settings window that can be accessed from the Configure menu.Parameter 144 is another system parameter that controls display of search results in the tabular mode


Highlighting of retrieved termsIf the system parameter 142 has been applied WinISIS will highlight retrieved inverted file terms when search results are displayed. If a search term contains several words only the first word of such a term will be highlighted. WinISIS will highlight all occurrences of this word in the database window or in the right pane of the tabular display window.

The Dictionary Window

The dictionary window is displayed when the user clicks the Dictionary button available in the database window and in both search windows. Initially the dictionary window shows all the inverted file terms, but by selecting a field from the box shown in the top of the window the user requests WinISIS to show only terms taken from this field (application of the system parameter104=1 is required to achieve this effect).


If the dictionary window was open from the search window or data entry window, the dictionary terms can be easily copied to the search expression box, the current search element box or the field edit box. Copying can be done by double clicking a dictionary term or by dragging a term and dropping it over the appropriate box.


By default all terms of the dictionary are shown, but the terms taken from other fields than the selected one are dimmed and cannot be selected. If order to ensure that only the inverted file terms taken from the specified field are displayed in the dictionary window, the database administrator should apply the parameter 104=1

in the SYSPAR.PAR file.

Formatting your display

You can control which fields are displayed

Formatting Language

To extract a whole field or an entire subfielded fieldV followed by the field tag

If the field selected is a sub-fielded field the entire field will be printed including the sub-field delimiters.

Formatting Language

.

To select a sub-field of a sub-fielded field

vn^x where v is the field selector n is the Field tag ^ is the sub-field indicator x is the sub-field identifier

Formatting Language

To select part of a field or sub-field *offset.length where * is the extraction indicator offset is a number which

indicates the character at which the extraction begins. N.B. the first character is position 0.

length is the number of characters to be extracted. N.B. this command must immediately follow the field or sub-field selector command.

Eg. V1*3.2

Formatting LanguageRepeatable fields

v10[1] retrieves the first occurrence of field 10v10[2..4] retrieves the 2nd through the 4th occurrence of field 10v10[3..] retrieves the 3rd through the last occurrence of field 10v10[1]^a retrieves subfield ^a in the 1st occurrence of field 10

Formatting Language

.MFN Commands

MFN -to select the MFN, this will be six digits long

MFN(d) to select the MFN d digits long

F(MFN,1,0) to select the minimum length of the MFN without leading zeros or spaces

Mode Commands

Mode CommandsThere are three mode commands:P Proof mode - displays data exactly as entered at data entry level eg. Mpl or MpuH Heading mode - removes "hidden characters" and replaces sub-field delimiters with punctuation eg. Mhl or Mhu.

Mode Commands

D Data mode - like heading mode but automatically follows each field with a fullstop and two spaces eg mdl or mdu

^a replaced by semi-colon^b - ^i replaced by commaall others replaced by fullstop

Spacing

cn to format data in column n on present line

/ skip to next line (if current line is not blank)

# skip to next line unconditionally

% delete previously formatted blank line

Literals

Literal commands allow you to print a string of characters (text) before or after a field or sub-field.

CDS/ISIS uses three kinds of literals:

.Conditional literal - this will output text only if there is a value present in the associated field or sub-field. Double quotation marks, ", are used to indicate a conditional literal.

Example: "Title."

Literals

.Repeatable literal - this is like a conditional literal but the literal will be repeated for each occurrence in a repeatable field or sub-field. Vertical bars, |, are used to indicate a repeatable literal.

Example: |Author:|

Literals

.Unconditional literal - this will output text whether or not there is a value present in the associated field or sub-field. Single quotation, ', marks are used to indicate an unconditional literal.

Example: 'Summary'

Literals

A literal may not contain characters representing that literal, i.e. a conditional literal may not contain double quotation marks although it may contain vertical bars or single quotation marks.

Literals

The position of a conditional or repeatable literal determines where it will be placed in relation to the associated field or sub-field

literals preceding the field indicator command (pre-literals) will be output before the value of the field or sub-field.

Literals following the field indicator command will be output after the value of the field or sub-field.

Literals

If a pre-literal is immediately followed by a + sign, the literal will be output before all but the first occurrence of the field. If a suffix-literal is immediately preceded by a + sign, the literal will be output after all but the last occurrence of the field.

Indentation

You may use the M command to set a global left margin as follows:M ( indent , flindent )where: indent is the indentation of the

paragraph from the left margin, and flindent is the indentation of the

first line of the paragraph.

Indentation

Both measures are expressed in twips (there are 1440 twips in one inch, and 567 twips in a centimeter).

Tabulation

You may use the TAB command to tabulate to a desired position of the line, as follows:TABor TAB ( value )where: value is the position of the next character expressed in twips from the current left margin.

Tabulation

If (value) is missing, a default value will be taken. This command is similar to the C command, but it allows you to control more precisely the tabulation value.

Dummy Field Selectors

Allows conditional output of literal based on the presence or absence of a given field.DtDt^xNtNt^xE .g d100 “Author given”

If Then Fi

Conditional Statement - If this condition applies then do Must always close an if statement with FI

eg. If p(v10) then v10 fieg. If a(v10) then “ Anon” fieg If v10=‘m’ then @books fieg If v10= ‘m’ then v6, v7, v8 fi

Repeatable fields

Use Brackets to apply a format to each occurrence of a repeatable fieldE.g. (mhu,v650*4/)

Using external formats

You may include an external format in a format by using the @name function, where name is the name of the format to be included. :

if v1=‘BIB’ then @fmt1 else @fmt2 fi

Centre command

This command allows you to centre text between the left and the right margin. It is coded as follows:QC

Justify

This command allows you to justify text between the left and the right margin. It is coded as follows:QJQR

Box

This command allows you to draw a box around a paragraph. The BOX command has two forms, as follows:BOXBOX(n)The first form simply draws a border around the paragraph using the current color

BOX

The second form draws a box around the paragraph, using the current color, and paints the background of the box with color n (as defined in the color table). Note that in this last case the current color must be different from n, otherwise the text inside the box will not be visible, as it will be drawn using the same color as the background color.

Character formatting commands

This set of commands concerns the appearance (font, size, color or style) of text characters. They are coded as follows:

i italicsb boldul underlinefn fontfsn font size numbercln colour code number

Character formatting commands

You may, however, control the applicability of a command by using braces ({}) to delimit its validity. A left brace ({) signals that all subsequent text attributes will only be applied until the corresponding right brace (}), which restores the attributes that were active before.

Linking

The LINK command allows you to add interactivity to your format, by establishing a relationship between a field (or set of fields) of a record and an action to be performed. The general format of the LINK command is as follows:LINK((descriptor),action)

Linking descriptor is a format describing to the

user the action to be taken; the output of this format is displayed using color 2 (normally green, by default) and underlined; this text can be clicked with the mouse; note that this format must be enclosed in parentheses;

action is a format telling CDS/ISIS the action to be performed; the output of this format is not displayed and must be one of the hypertext commands listed below, which will be executed whenever the user clicks on the item.

Linkingall hypertext commands contained in action must be written in uppercase and must be followed by a space. Furthermore, the following special characters contained in any literal must be coded as indicated below:Replace \ with \\Replace { with \{Replace } with\}

Linking

both formats (descriptor and action) are mode sensitive. You may therefore have to change the current mode to obtain the desired result.

CMD Command

Runs the Windows or MS-DOS program indicated by command (just like the "File-Run" menu command in the Program Manager). command may include appropriate parameters for the program to be run. Note that for Windows to find the program its path must be either listed in the PATH statement of the autoexec.bat file or you must include it in command.

CMD Command

mpl,link(('UNESCO WWW'),'CMD netscape 'v10)

Linking GOTO MFN

a.

Displays the record whose MFN is mfn. mfn is a format which must produce a string containing a valid MFN for the current data base. For example:

link(('Show link'),'GOTO 'v10)

CREATING

DATABASES

Creating databases (cont’d)

There are two options Copy an already defined database

into the Data directory From the Main Window choose <File>

and then <New> to create a database from scratch

Database definition

Four files are essential in order to create a database:- Field Definition Table (FDT) Data Entry Worksheet(s) (FMT) Display Format(s) (PFT) Field Select Table(s) (FST)

Field Definition Table-FDT

The FDT provides the skeleton on which each record is built. In the FDT the following parameters have to be defined for each field making up the master record:)Tag - a numeric value between 1 and 32767. The tag is the unique identifier for each field.)Field Name - an alphanumeric value of up to 30 characters. This is a descriptive name assigned to the field.Field Type - a one-character code indicating the type of data characters assigned to the field.

Field Select Table(s)

used to "define criteria for extracting one or more elements from a master file record”.FSTs produce the Inverted File, in sorting records before printing to reformat records during import or export.elements may be fragments of a record, produced by specific processes.The elements may or may not be words or phrases.

FST(S)

The FST is defined by three parameters:

-A field identifier (column ID)-An indexing technique (column IT)-A data extraction formula

FST(S)

.Field Identifier

This is a number (1-32767) given to each element created in the indexing step.

In an Inverted File FST the field identifier is used as a qualifier during searching. In a sorting FST the field identifier is used in a user-supplied heading format. In a reformatting FST it is the ISO tag assigned to an exported field or the CDS/ISIS tag to an imported field.

FST’s

Indexing Techniquesthis is a specific process performed on the

data produced by the format resulting in the creation of specific elements.

IT 0 - Builds an element from each line extracted. This is normally used on whole fields or sub-fields. In conjunction with this the extraction format should output one line for each element to be indexed.

IT 1 - Builds an element from each sub-field or line extracted. Proof mode must be specified in the format as CDS/ISIS will look for a sub-field delimiter which will be replaced by punctuation if the data or heading mode is used. IT 1 is a shortcut for IT 0.

FST’s

( )IT 2 - Builds an element from each term or phrase in a repeatable field enclosed in triangular brackets (<…>). This technique requires proof mode as the data or heading modes will remove the brackets.

( )IT 3 - Produces the same output as IT 2 but acts on terms or phrases enclosed in slashes (/…/).

( )IT 4 - Builds an element from each word in the text extracted. A STOPWORD FILE can be created to stop non-significant words from being indexed. Heading or data mode must be specified so that any delimiters or filing information will be removed before indexing

Worksheets

At least one data entry worksheet must be defined when the database is createdSeveral worksheets may be created for different types of documents

Display format

A default format must be definedThe format is used to select fields or parts of fields for displayThe format Wizard generates a format which lists all the fields that have been defined for the database

IMPORTING & EXPORTING

Sharing data with others

Importing

Importing is done using the import dialog boxThe parameters must be filled outName of ISO file- the name of the file you are importingFirst MFN to be assigned- can be used to renumber the database Enter 1 with Load and one higher than the last number with Merge and update

Importing

Tag containing MFN- you may assign the MFN from a field in the input file you must specify the ISO tag of that fieldReformatting FST- Gizmo conversion table- diacritical codes for exchanging between different platforms

Importing

OptionsLoad- rewrites the databaseMerge- adds recordsUpdate- as merge but checks the MFN’s

Exporting

Export Dialog Box

Parameters Name of output ISO file Field separator \028 ASCII characcter Record separator \029 Selection parameters- From MFN to or

Search results or Marked records Reformatting FST

Exporting

Renumber records from- only affects the output fileOutput tag containing MFN- the MFN can be exported as a fieldGizmo conversion Table

Printing & Sorting

Create bibliographies on the fly


There are five pages in the Print Dialog Box

General where you choose what and where to print and the print format you want to use;

Presentation where you define titles, headers and footers for your document;


Margins where you define the page printable area;

Layout where you define the page layout of your document, such as page numbers and number of columns;

Sorting where you define sorting criteria.


In the General pageDefine the records to be printed

Define which fields must be printed

Define the output medium:


In the Presentation Page

Define report titles Up to three title lines which will

be printed at the beginning of the output

May be printed as running titles


In Margins and LayoutDefine the page layout Line width Lines per page Columns Page Numbering


In the Sorting Page define the output sequence define the Headings

the fields by which the records are sorted may be used as headings

eg. If the author is a heading the author’s name may be printed once for all the records having the same author

you may decide to have no headings

Sorting

Up to four sort keys are allowedThe first is the primary sort key If the primary sort key does not

extract all records intended the record will not appear in the list

Sorting FSTs

The FST for each sort key follows the same format. ID, Indexing technique, and extraction format.The ID may be !-4 depending on which sort key it is applied to.

Sorting FSTs

It is also possible to have a multi-line FST to sort different groups of fields in one sequence. Eg 1 0 v100 + 1 0 v700Also it is possible to use different Ids if it was necessary to identify each when printing headings. Eg. 1 0 v100 + 2 0 v700

Sorting

Heading Processing Indicator 0 or 2 Single key generation. Builds an

element from the first key produced by the FST

1 or 3 Multiple key generation. Builds an element from each key extracted by the FST

To produce unique headings use 0 or 1 2 and 3 will print heading with each record

whether they have changed or not. Useful for catalogue cards

SORTING Key Length

Remember to use a key length that would be adequate for sorting.Especially for corporate names the key length should be at least 35 - 40.Eg. Trinidad and Tobago. Ministry of Agriculture, Lands and Marine Resources

WINISIS TRAINING PROGRAMME Dec 1 st - 5 th , 2003

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Transcript of WINISIS TRAINING PROGRAMME Dec 1 st - 5 th , 2003