🚀 go-pugleaf

This is a response to a request on comp.sys.mac.app for a way to 
cross-reference tables and pictures with automatic update. I hope 
that this use of EndNote might be of interest for this group, 
too. If this option has already been well known here, excuse me, 
but I rarely have the opportunity to read this list because it 
appears on our news server only very sporadically.

Somebody (sorry, I haven't kept that post) has recommended EndNote
for referencing tables, charts, etc. some weeks ago, without going 
into details as to how to do it.

Because I also had to reference different sets of items in a long 
text, I spent some time exploring this possibility and found 
EndNote to be very powerful for this task (BTW, extensive linking 
in Word, which I had tried before, slowed down the opening of 
the document and it finally refused to open at all in a 6 Mb
partition out of memory shortage). Because the procedure
is not that straightforward, I'll describe it in some detail.

With the following procedure, it is possible to renumber several 
independent lists (tables, charts, picts ...), update their 
references in the text, and still keep the ability to reference 
literature. It should work with any word processor supported 
by EndNote.

EndNote (for those who don't know it) is a reference database and a 
citation manager. Symbolic reference markers are placed in the text 
and are later replaced with an in-text citation and a reference 
at the end of the paper (called ... endnote  Oh, you knew that!) 
for the final printout. The styles for both elements can be 
specified by the user; the in-text citation can be a number, 
ordered according to the first appearance of the citation, and 
the endnote can be left blank. The symbolic reference contains 
the author, year of publication and an internal reference number, 
preceded by a # (numbersign; the #refnum alone suffices) bracketed by 
two characters that have been defined (by the user) as the 
citation delimiters. 

For every independent list of items you want to number and reference, 
you simply choose a pair of characters as delimiters which you don't 
use otherwise. There are probably lots available. It looks best if 
they form a nice pair, but you can also use foreign characters etc. 
If you don't use Word 5 with the Endnote module, you need one extra 
pair for your literature. 

Now, any time you either number an item or refer to it in the text, 
instead of typing the number, you insert the pair of delimiters 
surrounding the # followed by a number which you assign to this 
item, e.g. <#5>. It is probably a good idea to make a list of all 
the respective items and to number them sequentially, then to use 
these numbers for the in-text reference. If you want to delete an 
item, just go ahead and simply delete all its references in the 
text; don't renumber the other references. It helps a lot to create 
dummy glossary entries for every type of citation, like <#>. I 
called mine TabRef and FigRef; and if you like to call them up 
from the keyboard, tr and fr might be fine. The literature references 
are of course still inserted the usual way, either from the module 
or the DA.

Then, you create a new style "Counter" in EndNote, for which you 
insert "Bibliography Numbers" (from the pop-up menu) into field 
"Citation" and leave the other fields empty. To produce the final 
document with the correct numbers instead of the citations, open 
the EndNote application, choose style "Counter", set the citation 
delimiters to those you have defined for the respective type of 
items and process your document. Then, if you have different 
lists, choose the next pair of delimiters and process the document 
produced in the previous round of formatting. Repeat as often as 
necessary, and unless you have used the module, don't forget to 
format your literature (style "Counter" probably won't do this 
time B-).

Though nothing but a number has to be inserted, EndNote nevertheless 
needs a library file for the formatting process, in which there has 
to be a reference for every number you have used between the 
delimiters. EndNote assigns these numbers to new references in 
the file, starting with one, so if you have never deleted a 
reference of your standard library file, you can use that. 
Otherwise, create a dummy library without any data with as many 
references as the highest number you have used for "citing" your 
tables etc. Even better, it gives you a nice overview about the 
tables and graphs in a long article if you enter their legends 
(just after you typed them, using the EndNote DA or module) into 
the corresponding "author"-fields of the "bibliography" file. 
((You might ??? eventually even use this setup to create a list 
of the legends, almost a table of contents but without page numbers, 
by adding a suitable style for the endnote citation to "Counter".))

One more hint. You may wish to cite an item long before it appears 
in the text, e.g. if it is listed in an appendix. Its number, 
however, should not depend on the position of its first citation 
but on the position of the item itself. The workaround is to 
create a page in front of the document, on which you list all 
items in the form of their citations (and maybe illustrates these 
with a chunk of text each, telling you what item it references, 
in case you want to move them around later on). Because this 
leading page provides the first appearance of all citations, its 
order is used for numbering. After producing the final document, 
the page is simply deleted. Keep in mind that in case of this 
setup, every item deleted in the article must also be deleted 
from this front page.


Acknowledgement: My only connection to Niles and Associates 
(creators of EndNote) is that I am a satisfied customer. 
In fact, even before the (ingenious) Word 5 module and this 
table numbering stuff I have rated the program as my favorite 
commercial program on my personal program hall of fame and 
think it has an outstanding price/performance ratio (BTW, 
my freeware favorite is PopChar). If the EndNote people read 
this note (and I know they will, for they are on this list): 
TNX for an excellent product and mail me for my bank account B-)

Kai-Uwe Froehlich, Physiologisch-chemisches Institut, 
Hoppe-Seyler-Str. 4, 7400 Tuebingen, Germany
kaifr@mailserv.zdv.uni-tuebingen.de

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