PocketCites Documentation and Download

The OS X version works much like the OS 9 version did, except that since FM Sync is no longer availabe, it works with FileMaker Mobile. This means PocketCites is a bit less functional than before: FileMaker Mobile doesn't support running scripts before & after HotSyncs. So now you have to import and export before and after a HotSync. But this is a matter of pushing a button on the database, so it's not a huge deal.

WBC is making this version available mainly as a courtesy to registered users, because I wanted to use it personally with OS X. Others are welcome to try it. I have become increasingly busy with my own work, so there won't be a lot of available support, I'm afraid. Please consider this version "as is".

Because a number of software products already exist to handle the storage and transfer of database records to the Palm, PocketCites takes advantage of them. Therefore, PocketCites X requires the following software:

PocketCites contains an EndNote export style, a FileMaker database specifically designed for EndNote, supporting import/export files, and a set of scripts (internal to the database) which automate the import and export of EndNote records. Once initially set up and once familiar with the process, it is easy and close to automatic.

In a nutshell: From EndNote, you save (an) export file(s) to the "import-export files" folder*. You then import that file into the PocketCites database, and synchronize that database with FileMaker Mobile on the Palm. Getting records into EndNote after a synch is also easy: simply export a file from PocketCites and import it into EndNote.

*note: the "import/export folder" has been renamed "import-export folder" for OS X.

Although the initial setup involves several steps, once completed normal operation should run smoothly. Please follow these steps exactly--especially running the first import and export scripts before the first HotSync.

We will assume that all the required software mentioned above has already been installed.

For convenience, a PocketCites X Setup Assistant is provided. It can automate many of the following setup steps, but it is not a substitute for following these setup instructions. At minimum you must still unstuff the distribution archive before running the Setup Assistant. You will still need to set an import file in the PocketCites database and configure it for FileMaker mobile as well.

Hint: It may be helpful to create an alias to the PocketCites import-export files folder inside the EndNote folder because EndNote's export and import options often default there. You could also add it to favorites. (†)

(†) The Setup Assistant will open a selected PocketCites database for you and prompt you to set preferences.

Setting up the database for FileMaker Mobile:

Some or all of these steps might not be necessary, depending on your installation of FileMaker Mobile. Frankly I'm not sure whether they will have to be done on new systems. I have no easy way to test this.

Go to FileMaker's File->Sharing menu and check the "mobile companion" box for the database (see the FileMaker mobile documentation for details on setting up databases to work with FileMaker Mobile.)
Click the "Settings" button, then the "Specify Fields" button, then the "Properties" button.
This will allow you to set the format for each field. You may need to do this step if you want "reference type", "year", "place published", and "publisher" to be available as pop-up menus in FileMaker Mobile.

In the FileMaker Mobile Conduit:

You should now be able to open the PocketCites database file in FileMaker Mobile on your Palm. You may want to adjust settings such as column widths.

Note that several fields are pop-up fields. These are: Reference Type, Year, Place Published, and Publisher. You can edit or add to these in PocketCites using the "Change pop-up menu value lists" in the Script menu. Be careful changing the Reference Type pop-up value list, because they must exactly match EndNote's reference types. In general, only change the Place and Publisher list.

Entering New Records in FileMaker Mobile:

Try entering some new records into FileMaker Mobile. In general you enter records as you would in any database. Here are a few things to keep in mind, however:

Multiple authors should each be separated by a semicolon (";"). (See PocketCites Settings notes.)
Use the pop-up list for Reference Type, or if you enter your own, make sure it is defined in EndNote.
Title 2 (Secondary Title) is used for the titles of Journals, Magazines, Newspapers, or Books (in the case of books sections) depending on the Reference Type. (See PocketCites and EndNote field name table.)
Editor is used for Editors in Book Section, Edited Book, and Conference Proceedings reference types. (This field is mapped to Secondary Author within EndNote.)

Exporting Records from PocketCites to EndNote:

Each HotSync will synchronize the records in FileMaker Mobile and FileMaker Pro. At some point, you'll want to bring them back into EndNote.

When you hit the "export" button on the main interface of PocketCites, it will generate a new file in the "import-export files" folder. The name of this file depends on the name of the import file you have set in preferences. If your import file was "Palm.txt", the export file will be called "PC-Palm.tsv". (.tsv refers to tab-separated values.) Import this file into EndNote:

I also recommend that you both import records via a different library than your primary or default library. This way you can avoid unwanted mistakes, unexpectedly truncated fields, etc. The included "Palm" library can be used for this purpose. (This library can be opened from the Scripts menu on PocketCites' main menu bar.) Then you can drag over the records you want to add to your main library.

Once you're comfortable with the default PocketCites settings, the Set Preferences screen allows you to fine-tune the way PocketCites handles file import and export and the conversions necessary to move citations from EndNote to FileMaker Mobile and back.

You may prefer to run the import script only when you've exported a new file from EndNote and placed it in the PocketCites folder. PocketCites keeps track of modification dates, so if you hit import and there have been no changes while this option is set, the imput routine will end, making it faster.

When you import citations into PocketCites for transfer to FMM, you are rather likely to get many duplicates, especially if you are using the same import file or if you frequently update your citations in EndNote and then wish to transfer them to FMM. There are two ways PocketCites handles this.

First, you can set PocketCites to clear all records before an import. This method may result in the matching records in FMM also being removed or with FMM confusion about which records to maintain, so use this option with care. This option, if set, will override the preferred (default) method, removing duplicates.

The default method is to remove duplicates. PocketCites will remove duplicates one of two ways. It will always retain the first instance of the citation, so that it will be properly sync'ed with FMM. However, you may wish to retain changes you've made to a citation in EndNote. To handle this, PocketCites defaults to the "merge records with incoming data" option. This will merge citations field-by-field with the newly imported citations, thus making sure that changes made in EndNote are properly transferred. This method may take some extra time, especially for large databases.

PocketCites will always remove duplicates on import unless it is set to "clear all records". On export, removing duplicates is generally not necessary, so you may turn it off.

Due to FileMaker Mobile limitations and EndNote oddities, some problems could be encountered if your EndNote fields are too long or they contain carriage returns. PocketCites will automatically strip carriage returns (i.e., ¶, or the return character) from your import file. Carriage Returns will be replaced by the text you specify in preferences, defaulting to "…"

When entering or changing citation records in FMM, you may now safely enter line breaks and PocketCites can generate an export file that will be properly imported in EndNote. EndNote requires that authors be separated by semicolons (;). If you turn the "Restore ; for authors and "…" for Keywords, Abstracts, and Notes" option on, PocketCites will convert line breaks in Author, Editor, and Translator fields to ";" and will replace line breaks with "…" or the character you specify. Since this may take some extra time, this option defaults to off.

Note: After importing records back into EndNote, you can select the "Change Text" option to replace the specified text with a carriage return if you choose. "…" can be typed with option-; (option-semicolon) and a return is option-return.

PocketCites will also limit your keywords, abstracts, and notes fields to the value you specify.

One of the most common difficulties people have in setting up PocketCites has to do with the folder locations. When in doubt, re-set the folder and file locations by pushing the Choose a Folder and Choose a File buttons.

Advanced users may wish to change the default settings for the Details and List views. These are actually layout numbers as are described on the preferences screen. In most cases there is no need to change these values.

You can set options to close the database and quit FileMaker after an export and/or a HotSync.

You can move from record to record with the Next and Last buttons on some views, and can perform a Find with the Find button. Enter your searches in the appropriate fields, and PocketCites will find everything that matches all fields entered. If you hold down option and click on Find, PocketCites will return to display all citations in the database. The small buttons to the left of the citation in list views will bring up the detail view for that record.

Note the script menu on the main menu bar. Some duplicate buttons available in the views. You can also change pop-up values for certain fields, go to EndNote, open the "Palm" EndNote library in the PocketCites folder, and open the Wooden Brain Concepts web page in your default browser. In the case of problems, you can also send Wooden Brain Concepts a log of the results of imports and exports via e-mail. (Clicking on the Wooden Brain icon in the preferences screen has the same effect.)

It is possible to HotSync multiple databases in a single HotSync. As long as they are all kept within the PocketCites folder, you may duplicate the PocketCites database in the finder as many times as you like, naming them whatever you wish. The name of the database will be the name of the FMM database as well.

You will then set up each database to work with FileMaker Mobile as described above.

This software is offered as Shareware. Although I would like to distribute it as Freeware, I've put a considerable amount of time into this project, when I should (have been) writing my doctoral dissertation (and now should not be doing this). I would thus very much appreciate some minimal compensation.

Please be aware, however, that because I'm quite busy on non-computer related work, I am not able to promise extensive support. If you feel paying the shareware fee entitles you to lots and lots of support, please don't pay and use the software as is—with my compliments—instead.

This is a fully functional version, except that it has a built-in nag screen and an irritating vocal reminder each time you export or close the database. After you have paid, I will e-mail you a Shareware Code to disable the nag screen.

To pay via Kagi, you can pay on-line using a credit card via a secure server or by snail mail using cash or a check.

You now can put the PocketCites folder anywhere you'd like, though the default is the FileMaker folder. Change the location in preferences. If you put it at the top level of your hard drive, you can set this in a pop-up menu. If you want it somewhere else, move it there first, then hit the Choose a Folder button.

Please do not move or delete any of the folders contained within the PocketCites folder (Support files, Working, etc.) or the files in them. If you do, PocketCites will probably choke.

The author cannot be held responsible for any damage this software may do to your data, to your computer, to your sanity, to your appetite, or anything else. Using this software constitutes an agreement to these terms.

Because of the way FileMaker Pro handles import and export (developers cannot directly specify file locations but the file locations are determined relative to the location of the database), exact folder locations and performing the set-up steps correctly are very important. If you encounter file location errors, run through the set-up steps again.

I will offer technical help only to registered owners via e-mail: woodenbrain@kagi.com. Immediately after encountering replicable problems, please e-mail your logs by selecting that option in the scripts menu or by clicking on the Wooden Brain logo in the preferences view. I'll do my best to respond, but please be patient.

Index

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