Data Entry Overview

New records can be entered in an Ibidem database by typing (or copying/pasting) information into fields as described below. Alternatively you can use Archiva to find records in Ibidem format, or you can import records from Zotero, EndNote or other bibliographic management programs. Archiva is an add-on module that can be purchased separately. The Import Records feature is part of Nota Bene Workstation. For more information, see Archiva and Importing Records. When you enter data, you do not need to choose a publishing style. The publishing style is chosen when you start writing a document. Thus, different documents may be written in different publishing styles, but all using the same database. The program will take the data from your Ibidem database and format it according to the style that you choose for each document.

Before you enter data, you must have a database ready to accept data. The database My Library is available for you to start using as your personal bibliographic database.

New Record: To open a new record, open your database, click Edit, New Record or press Ctrl+N or click the Create New Record button. See New Record. Data in an existing record can be edited by clicking to place your cursor on the field to be edited and typing in new data and/or deleting old data. All data entered or changed will be saved automatically.

Entry Templates: After opening a new record, a drop down list at the top of the record pane can be used to choose an entry template with the fields that are appropriate for the work to be entered. For example, there are separate entry templates for Book, Article in a Journal, Film, etc. For more information, see Entry Templates.

Fields: Ibidem fields are designed to receive one type of information. Each field is identified with a two character abbreviation, e.g., AU for author, YR for year, PR for publisher. Data must be entered in the proper field and in the proper format so that it will be correctly used by Ibidem in your citations and reference lists or bibliographies. In most cases, the data to be entered in a given field will be clear from the data entry template (the name of the author goes in the "author" field, year of publication in the "year" field, etc.). For a more detailed description of the predefined fields and the data that should be entered in them, see Field Definitions. The way data should be entered depends on the Field Type. You should be familiar with the basic rules described in the next paragraph.

Field Types: Each field in Ibidem is categorized as one of seven different field types. The format for entering data varies according to the field type and Ibidem applies slightly different rules in sorting the different field types. The Field Types and a brief summary of the guidelines for entering data for each of these fields types are as follows:

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Name: Names are entered with last name first, followed by a comma, a space and then the first name. Multiple names are separated by a semi-colon (do not use an ampersand or the word "and" to separate multiple names). Name fields may include a role. Roles are entered by clicking the button at the left side of the field and double clicking on the role to be entered. The role will appear in angled brackets (e.g., <ed>). Sorting ignores text in angled brackets. For more information on entering data in a name field, see Name. For more information on Roles, see Role.

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Title: Titles are entered with the first word and any proper names capitalized and other words lowercase. Ibidem will automatically capitalize titles if the publishing style you select requires capitalization. Sorting ignores initial articles. For more information on entering data in a title field including special guidelines for foreign language titles, see Title.

•	American date: 3 numbers: month, day, four digit year e.g., 1-31-1999. Dates will be sorted in chronological order. For information on entering dates, see Date.

•	European date: 3 numbers: day, month, four digit year e.g., 31-1-1999. Dates will be sorted in chronological order. For information on entering dates, see Date.

FieldTips: As you are working, FieldTip screens are available to provide information about any Ibidem field. If Auto FieldTips is on, the FieldTip for any field will display automatically as soon as you move your cursor to the field. If Auto FieldTips is not on, the FieldTip can be displayed by pressing Ctrl+F1. Click Tools, Auto FieldTips to turn Auto FieldTips on or off. For more information, see FieldTips.

Saving Ibidem Records: A new record is automatically saved and added to the database when you move the cursor to a different record, open a new database or otherwise exit the existing database. If you edit a record, changes are likewise saved when you move the cursor to a different record, open a new database or otherwise exit the existing database.

Accents and Other Alphabets: Accented letters and Hebrew, Greek, Arabic or Cyrillic letters are typed just as they would be in the word processor. To type an accented letter, type the letter, then press F6, then the letter that you will see in the small yellow box corresponding to the accented letter that you want. If you have Lingua, you can use the following key combinations to switch to a different alphabet: Ctrl+Shift+H for Hebrew, Ctrl+Shift+G for Greek, Ctrl+Shift+A for Arabic, Ctrl+Shift+C for Cyrillic or Russian, and Ctrl+Shift+R for the Roman alphabet. (Hebrew, Greek, Arabic and Cyrillic are supported only if you have purchased the Lingua add-on module.)

Authority Lists: Authority lists can be used to automate the process of entering names, titles or keywords that are entered more than once and to make sure that the data is entered consistently. For more information, see Authority Lists.

Pop-Up Field Window: In entering or editing data, you can open an edit window that makes it easier to see the text that you are entering. With your cursor in any Ibidem field, press Alt+Ins. For more information, see Pop-Up Field Window.

Backup: In using Ibidem to develop your own personal bibliographic database, you are collecting data that you will use throughout your career. It is important that you develop and implement a plan for regularly backing up your data and storing backup copies of your Ibidem database on another computer or other backup medium. See Backup.

Archiva: Archiva is an add-on module that can be used to organize web searches, capture bibliographic data, and add retrieved records to your Ibidem database. Formatted bibliographies and/or ISBN numbers can be converted to Ibidem format. With Archiva, data is automatically placed in the proper Ibidem fields, eliminating the need for you to enter data manually. For more information, see Archiva.