ProCite Version 5.0
Notes for Reference Manager Macintosh Users

Upgrading from Reference Manager for the Macintosh to ProCite for the Macintosh? This document explains how some features translate from Reference Manager to ProCite.

Converting from Earlier Versions
Record (or Reference) Limits
Capturing Records...now Importing Records
Copy Database...now Copy Marked Records
Journal Formats...now Output Styles
Generating a Bibliography
Inserting and Editing
Reference IDs...now Record Numbers
Retrieving Records...now Searching Records
Transfer Files...now Groups
Reconstruct...now Rebuild

Converting from Earlier Versions

You can easily convert data from any version 2 Reference Manager for the Macintosh. Before you begin, make backup copies of your Reference Manager databases. Make sure you have room to convert your files to ProCite. ProCite reads each existing file to create a new file, and ProCite 5 databases can require more than twice the space of your existing file.

To convert your Reference Manager database:

1. From ProCite's Tools menu, choose Convert File.
2. Select the database you want to convert. You will need to list All Files.
3. Name the new database and place it in the Database folder in the ProCite 5 Folder.

Reference types convert to ProCite workforms. Look for the RM2-to-PC text file in your ProCite 5 Folder which describes field mapping to ProCite.

Back to top

Record Limits

You can include any number of records in a ProCite database, although we recommend a maximum of 100,000 records for performance reasons.

You can type up to 32K of text in each field of each ProCite record.  

Back to top

Capturing Records...now Importing Records

The Capture feature from Reference Manager translates to the Import Text feature in ProCite.

ProCite directly imports tagged records from various online, CD, diskette and Web-based services. From the Tools menu, select Import Text File. Open the file of tagged records. On the toolbar, select the appropriate configuration (Capture) file for the system, select the appropriate ProCite database to receive the records, and start the Transfer.

Check the ProCite User's Guide, Appendix C: Configuration Files for a list of database services supported. If a configuration file is not supplied for the system you use, you can create your own or modify an existing configuration file with the Biblio-Link II program installed in your ProCite folder. Your ProCite package includes a Biblio-Link II User's Guide to guide you through creating or editing configuration files.

ProCite does not allow editing of records during import. The records you import are marked and can be viewed immediately by changing the Quick Search "Show" list to Marked Records. You can edit the marked records individually or globally (see Database>Edit Marked Records menu options). 

Back to top

Copy Database...now Copy Marked Records

There is no Copy Database feature in ProCite. You can use one of the three following methods to copy a database:

• Mark all records, go to the Database menu, and choose Copy Marked Records to copy all records to a new database.

• Cut/Copy and Paste records from one open database to another.

• Duplicate the two database files on your desktop with the Macintosh Finder.

Back to top

Journal Formats...now Output Styles

Journal formats are now referred to as output styles. Journal formats created with Reference Manager for the Macintosh are not available to ProCite. ProCite ships with over 300 output styles, but if the one you use is not in that list you will need to define a new output style with ProCite.

To switch between full journal names and abbreviated journal names for generating bibliographies, you can select a journal title list for printing. A journal title list contains a list of full journal names plus abbreviations. You can create any number of journal title lists, and can use the lists for data entry, searching, and printing. In an output style, you can select the list to substitute abbreviations for printing. ProCite includes pre-designed lists of full and abbreviated names for medicine, chemistry and the humanities. You can access these lists during entry and edit of your records.

In the ProCite User's Guide, see Chapter 15: Building List Files and Chapter 22: Creating and Modifying Output Styles. 

Back to top

Generating a Bibliography

You can generate a bibliography in one of two ways:

• In ProCite, go to the File menu and choose Print Bibliography. You can print all records, marked records, or highlighted records. ProCite displays an onscreen preview from which you can print to your printer, a word processor file, or an HTML file.

• Use ProCite's "Cite While You Write" feature in Microsoft Word. In Word 98 or 2001, insert place holders linked to citations using the ProCite commands on the Tools menu (or toolbar). Then, use the Generate Bibliography command from the Tools menu. ProCite creates a bibliography from the linked citations and adds it to the end of your manuscript.

In the ProCite User's Guide, see Chapter 13: Linking ProCite Records to a Manuscript or Chapter 14: Printing Bibliographies. 

Back to top

Inserting and Editing

You can create a duplicate record, such as when you are entering a series of similar records. First, display the record you wish to duplicate. Then, create a new record, go to the Edit menu, and select Insert Previous Record.

ProCite does not have the ability to scan for keywords in titles, notes, or abstracts.

ProCite does not maintain a journal name dictionary.

Term lists, journal title lists, and the automatically compiled field content lists, are available for inserting, editing, and searching. They are not yet available for global editing. You can open and edit a term list or journal title list at any time by selecting File>Open and locating the Lists folder. Field content lists are compiled from existing records.

In the ProCite User's Guide, see Chapter 7: Entering and Editing Records. 

Back to top

Reference IDs...now Record Numbers

The Reference ID from a Reference Manager record transfers to a corresponding Record Number field in a ProCite record. You can see the record number, and edit it, by displaying a full record for editing. The record number appears on the record toolbar in an editable text box.

In ProCite, duplicate record numbers are possible. You can assign a record any combination of alphanumeric characters, including a record number already in use.

Automatic numbering in ProCite is done with numbers only. The default starts with 10 and adds an increment of 10 for each new record. You can change the starting number and the increment added for new record numbers, you can renumber your entire database, and you can override automatic numbering by typing any alphanumeric characters in the record number text box. You cannot automatically assign an author/publication date ID; you would need to manually type it.

Many of the output styles list the record number as the first field for printing, so you can easily turn record numbers on or off for printing. On the Configure Bibliography dialog, select the Fields tab. Select the Show Record Numbers check box to print the Record Number field as specified in the output style.

In the ProCite User's Guide, see Chapter 19: Record Numbers and Renumbering. 

Back to top

Retrieving Records...now Searching Records

To find records, go to the Select menu and choose Search. While you can type a free-form search strategy in the text box, it is easiest to use the Fields, Operators, and Terms buttons at the top of the dialog. You can search a specific field, a group of fields, or all fields. You can search all records, marked records, or the previous search results. Available operators are expanded to include:

In the ProCite User's Guide, see Chapter 11: Finding Records.

Back to top

 Transfer Files...now Groups

Reference Manager transfer files most directly translate into ProCite groups. Groups are subsets of records within a database. A single record can belong to several groups. A group name can display saved search results or simply a set of records you compiled manually.

In the ProCite User's Guide, see Chapter 12: Saving Records in Groups.

Back to top

 Reconstruct...now Rebuild

Reconstruct is referred to as Rebuild in ProCite. If ProCite detects damage in your database, it may advise you to rebuild the file. You can use Rebuild if your database key file is missing (the file with the extension .pdx). You can also use Rebuild to repack your file and reclaim unused disk space after deleting records.

The Rebuild command is found on the Tools menu. It creates a copy of the existing database, so make sure you have enough disk space available before you begin.

In the ProCite User's Guide, see Chapter 24: Rebuilding a Database.

Back to top