Transcript Annex 2

and the
United Nations Economic Commission for Latin America
and the Caribbean (UNECLAC)
WINISIS
TRAINING PROGRAMME
Dec 1st - 5th, 2003
This course is aimed at helping
participants...
Understand the structure of WINISIS
Learn how to create databases
Understand basic functions of the
formatting language
Monday
System requirements
Installation of WINISIS
Syspar.par and dbn.par files
Overview 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 :
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CPU: 486 processor at 40Mhz (Pentium at
100Mhz or higher recommended)
RAM: 8Mb (16Mb or more recommended)
1floppy 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
unlimited
Maximum number of records in a data base 16
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 characters
Maximum number of fields (defined in FDT) 200
(excluding repetitions of repeatable fields)
Maximum number of FST lines 600
Maximum number of stopwords
799
Maximum size of a display format
10000
characters
Maximum size of display buffer 64000
Installing WINISIS
To Install
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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
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
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 files
A number of files are created
automatically by the system
Others are created by the user
during database creation
Winisis Files
Files created by the system
include:MST
IFP
LN1 and 2
LK1 and 2
CNT
XRF
Winisis Files
Files created by the user:FDT
FST
PFT
FMT
ANY
STW
SRT
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 values
the setup program automatically created a
SYSPAR.PAR file with the default parameters
It 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.PAR
n=value
where:
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n
is the parameter number
explained below);
value is the corresponding value
(as
The 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-direction
1: 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 added
6=Default database
8=Repeatable field separator
14=1 network system
105=1 automatically displays search
results
104=1 Dictionary options
SYSPAR.PAR
130=1 automatic updating of inverted
file
902=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:
dbn.PAR: Data base parameters
Parameter
1
2
3
4
5
6
7
8
9
10
Drive/path for
XRF
MST
CNT
N01
N02
L01
L02
IFP
ANY
FDT, FST, FMT, PFT, STW,
SRT
dbn.PAR: Data base parameters
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 options
Messages are used to convey information to
the system users
WINISIS uses windows to display different
types of information for exampleSearch results
 Progress of importing records or inverting a
database
The 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
icon
New records may be created or old
records modified
Data 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
% sign
this 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.
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
<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 database
Full 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 terms
OR <+> The set will contains records which
contain either one or the other term
NOT <^> 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 terms
Search elements may be linked with
one of the three search operators AND,
OR, NOT, (G) and (F)
SEARCHING
Query formulation
WinISIS offers 2 options for searching:
the expert search interface enables
execution of any query, including a freetext 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 options
The 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 current
record. 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.
Expert Searching – the search
history box
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);
Expert Searching – the search
history box
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 subexpression is automatically preceded by
the + operand);
Expert Searching – the search
history box
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 results
Standard mode
By default search results are displayed
in the database window. In the very
bottom of this
window the following message is visible:
Search #search_no : ( i / m )
Displaying search results
where search_no is the sequential
number assigned to the query which
results are being
displayed, i is the sequential number of
the current record in the set of all
records retrieved and
m is the total number of records
retrieved
Displaying search results
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
Displaying search results
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)
Displaying search results
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 color
in 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
Displaying search results
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.
Displaying search results
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.
Displaying search results
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
Displaying search results
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.
Displaying search results
The print function has few parameters.:
- the output device box,
- the Format box,
- the output file box,
- the OK. and Cancel buttons
Displaying search results
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
Displaying search results
Highlighting of retrieved terms
If 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 parameter
104=1 is required to achieve this effect).
The Dictionary Window
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.
The Dictionary Window
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 field
V followed by the field tag
 If the field selected is a sub-fielded field the
entire field will be printed including the subfield 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 Language
Repeatable fields
v10[1] retrieves the first occurrence of
field 10
v10[2..4] retrieves the 2nd through the
4th occurrence of field 10
v10[3..] retrieves the 3rd through the
last occurrence of field 10
v10[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 Commands
There are three mode commands:
P Proof mode - displays data exactly as
entered at data entry level eg. Mpl or Mpu
H 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 comma
 all 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 (preliterals) 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:
TAB
or 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.
Dt
Dt^x
Nt
Nt^x
E .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 fi
eg. If a(v10) then “ Anon” fi
eg If v10=‘m’ then @books fi
eg If v10= ‘m’ then v6, v7, v8 fi
Repeatable fields
Use Brackets to apply a format to each
occurrence of a repeatable field
E.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:
QJ
QR
Box
This command allows you to draw a box
around a paragraph. The BOX
command has two forms, as follows:
BOX
BOX(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 italics
b bold
ul underline
fn font
fsn font size number
cln 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.
Linking
all 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 Techniques
this 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
created
Several worksheets may be created for
different types of documents
Display format
A default format must be defined
The format is used to select fields or
parts of fields for display
The 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
box
The parameters must be filled out
Name of ISO file- the name of the file you are
importing
First 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
field
Reformatting FSTGizmo conversion table- diacritical
codes for exchanging between different
platforms
Importing
Options
Load- rewrites the database
Merge- adds records
Update- 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 file
Output tag containing MFN- the MFN
can be exported as a field
Gizmo conversion Table
Printing & Sorting
Create
bibliographies
on the fly
Printing and Sorting
Printing and Sorting



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;
Printing and Sorting



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.
Printing and Sorting
In the General page
Define the records to be printed
Define which fields must be
printed
Define the output medium:
Printing and Sorting
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
Printing and Sorting
Printing and Sorting
In Margins and Layout
Define the page layout




Line width
Lines per page
Columns
Page Numbering
Printing and Sorting
Printing and Sorting
Printing and Sorting
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
Printing and Sorting
Sorting
Up to four sort keys are allowed
The 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 v700
Also 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