IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
IndexConvert
User Guide
For Release 0.9.2.3
Page 1 of 35
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Introduction
IndexConvert is a Microsoft Word macro that helps convert an index from a text or word
processor file to a form that can be imported into an indexing program, spreadsheet or
database. It automates many of the most complex processes.
The concept was first presented at the 2015 Joint SI/SfEP Conference in York in a five
minute Lightning Talk.
A manual process had been developed and used successfully but the manual conversion of
an index to a tab delimited file is a tedious and labour intensive process likely to add new
faults.
Creation of this macro began approximately two weeks before the conference and a
prototype was available at the time of the conference. The processing at that stage was still
immature and since then has advanced considerably. It uses the process and labels
developed for the manual process but performs finding and replacing automatically under
user control.
Export is available to support Cindex, Macrex, Sky Index, a spreadsheet and a database.
Please read the disclaimer section before using the software. See Disclaimer.
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Contents
Introduction ......................................................................................................................................... 2
Contents ............................................................................................................................................. 3
IndexConvert ...................................................................................................................................... 7
What it is ......................................................................................................................................... 7
General Approach ........................................................................................................................... 7
Installation ....................................................................................................................................... 8
Run IndexConvert ........................................................................................................................... 8
Trust Settings .............................................................................................................................. 9
Configuration................................................................................................................................... 9
Before Starting on a New Index....................................................................................................... 9
User Interface ................................................................................................................................10
Ctrl-Break .......................................................................................................................................11
Process Commonality ....................................................................................................................11
Preprocess .....................................................................................................................................11
Label Headings, Set Out ................................................................................................................12
Label Headings, Run-on ................................................................................................................13
Label locators.................................................................................................................................13
Locator Options ..........................................................................................................................13
Roman Numerals .......................................................................................................................13
Cross References ......................................................................................................................14
Locator Labels............................................................................................................................14
Exceptions .................................................................................................................................14
Audit ..............................................................................................................................................14
Audit Report ...................................................................................................................................15
Concatenate...................................................................................................................................15
Unicode Characters....................................................................................................................15
Label Styles ...................................................................................................................................15
Export ............................................................................................................................................15
Exit .................................................................................................................................................16
Saving ............................................................................................................................................16
Licence Key and Metrics ....................................................................................................................16
Metrics ...........................................................................................................................................16
Layout Resulting from IndexConvert Processing ................................................................................17
Labels used by IndexConvert .............................................................................................................18
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Headings and Locators ..................................................................................................................18
Styles .............................................................................................................................................18
Error Codes....................................................................................................................................19
Import Index to Target Program .........................................................................................................22
Cindex............................................................................................................................................22
Import.............................................................................................................................................22
Remove Labels ..............................................................................................................................22
Adjust Styles ..................................................................................................................................22
Macrex ...............................................................................................................................................25
Unicode.ini .................................................................................................................................25
Macrex Import ................................................................................................................................26
Spreadsheet ......................................................................................................................................26
Database ...........................................................................................................................................27
SKY Index ..........................................................................................................................................27
Case Studies .....................................................................................................................................30
Test Index ......................................................................................................................................30
Legal Index ....................................................................................................................................33
Disclaimer ..........................................................................................................................................34
IndexConvert Copying, Licence Keys, and Redistribution ..................................................................34
Acknowledgements ............................................................................................................................34
Enquiries ............................................................................................................................................35
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Tables
Table 1 Navigation and Scrolling ........................................................................................................11
Table 3 Layout Resulting from Processing .........................................................................................17
Table 4 Content Labels ......................................................................................................................18
Table 5 Style Labels ..........................................................................................................................18
Table 6 Error Codes...........................................................................................................................19
Table 7 Cindex Find and Replace Patterns to Recover Fonts from Markup .......................................23
Table 8 Macrex Unicode Table - Observations ..................................................................................26
Figures
Figure 1 Templates and Add-ins ......................................................................................................... 8
Figure 2 Security Warning................................................................................................................... 9
Figure 3 Microsoft Office Trusted Locations ........................................................................................ 9
Figure 4 Configuration ........................................................................................................................ 9
Figure 5 Index Structure Dialog ..........................................................................................................10
Figure 6 User Interface ......................................................................................................................11
Figure 7 Example Dialog Box .............................................................................................................11
Figure 8 Preprocess Error Message...................................................................................................12
Figure 9 Label Headings, Levels 1-3 ..................................................................................................12
Figure 10 Label Headings, Levels 4-6 ................................................................................................12
Figure 11 Label Headings, Levels 7-9 and 10+ ..................................................................................12
Figure 12 Label Headings, Indents – Auto .........................................................................................13
Figure 13 Locator [ I ] Selected, Showing Roman Numerals Checked ...............................................13
Figure 14 Locators [ i ] Selected Showing Optional Cross Reference Matrix ......................................14
Figure 15 Locators [ i ] Selected Showing Optional Locator Labels ....................................................14
Figure 16 Metrics ...............................................................................................................................16
Figure 17 Cindex Replace Showing Recovery of Italic Font from Markup ..........................................23
Figure 18 Select Macrex Unicode file .................................................................................................26
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Figure 19 Sky Index Translation File not found ..................................................................................27
Figure 20 Read Sky Index Translation File.........................................................................................28
Figure 21 Sky Index Replace .............................................................................................................28
Figure 22 Sky Index Style Recovery ..................................................................................................29
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
IndexConvert
What it is
IndexConvert is a Microsoft Word macro
that helps convert an index from a text or
word processor file to a form that can be
imported into an indexing program,
spreadsheet or database. It automates
many of the most complex processes.
Cindex was chosen as the launch target
because that is the indexing program I use.
IndexConvert is capable of converting
many structured files into a form that can
be imported into a spreadsheet or
database A little more pre-processing is
required but if this can be performed using
Word find/replace then this is fairly quick. If
the data can be structured to look like a
back-of-the-book index then it can be
converted to a spreadsheet or database
format
The macro requires a ‘desktop’ version of
Microsoft Word and will not run with an
online version of Office 365.
Advanced programming techniques,
pattern matching and advanced find and
replace techniques are used to maximize
quality and minimize user intervention. The
user does not need to be an advanced
user of MS Word but does need to
understand how their indexing program
treats entries and needs to take care when
responding to judgements offered by
IndexConvert.
General Approach
An interactive approach is used to make
the operation of this very sophisticated
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macro as simple as possible. The user is
asked to respond to initial judgements
made by the macro based on multiple
searches of the index for predefined
patterns. Examples of the dialogue are ‘Is
this a level 1 heading?’ or ‘Is this a first
locator?’
The first stage is preprocessing. This
removes multiple paragraph marks,
manual line feeds and single letter group
headings. An end of file marker is inserted
to support termination of processing. This
is automatically removed later. The
preprocessing stage must be repeated
until no further adjustments are required.
Index entries are labelled using distinctive
labels unlikely to appear normally. These
include $H1_ to $H9_ for headings, $L_ for
locators and a series of error codes
beginning $Er.
Headings are labeled using a process
based on the settings of several style and
indentation parameters enabling accurate
identification of heading levels. Each
heading level is labeled separately. Each
heading level process can be run several
times to label headings at the same level
that may have been formatted differently.
An alternative process based only on the
indentation of the headings and
subheadings is also available. When the
indentation process works it is very
successful, but it depends on the
indentations being extremely reliable.
© B Campbell 2015-16
IndexConvert User Guide
Because labeling is rapid, the first 10
matching entries are labeled and the user
is then asked whether to continue the
labeling process. At this stage another 10
can be labeled or the quantity can be
doubled. Each time the requested number
of entries has been labeled the next batch
size can be doubled or reverted to 10.
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February 2016
Installation
The macro is contained in a file named
IndexConvert.docm. This is installed as a Word
Add-In.
Select the Office Button>Word Options>AddIns>Word Add-Ins>Go. Select Add as shown in
the dialog box below and add
IndexConvert.docm
Labelling of locators uses a similar
process. Numeric locators are identified
and see/see also cross references are
labeled as locators if they are run-on from
headings. Options exist to define additional
cross references such as voir, and locator
prefix labels for chapters, figures, plates,
tables etc.
When heading and locator labeling is
complete an audit process determines
whether the labeling has been consistent
and identifies entries that may have been
labeled incorrectly. The user needs to
adjust the index at this stage to eliminate
all error codes.
An audit report can be created containing
only the entries containing $Er error labels.
Concatenation follows. For a tab delimited
export such as for Cindex or Sky Index,
each lowest level subheading is prefixed
by all of the parent headings, separated by
tab characters.
For a Macrex export underline characters
“_,” are inserted instead of the higher level
headings
Styles are labeled following concatenation.
The styles labeled are bold, italic,
underline, subscript and superscript.
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Figure 1 Templates and Add-ins
Run IndexConvert
To run IndexConvert the file containing the
index must be saved as a docm (macro
enabled) file. This ensures that the advanced
features used by the macro will function
correctly.
On opening the file a security warning may be
seen as below.
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Choose the export appropriate to you. If your
details have been entered correctly the macro
will run on the next attempt.
Figure 2 Security Warning
Select Options and allow macros to run.
The macro can be assigned to a custom key
combination by using Office Button>Word
Options>Customise>Customise. Select a key
combination and assign it to the macro.
Figure 4 Configuration
Before Starting on a New Index
Remove content from all headers and footers
of your document to prevent their content
being exported in the final index text file.
Check odd and even.
Trust Settings
The Trust settings can be adjusted to allow
files in the chosen directory and subdirectory to
be trusted. Use Word Options>Trust
Center>Trust Center Settings.
Remove the title and any introductory
comments from your index to prevent them
being labelled as headings.
If there are complex or numeric group
headings then remove these. Preprocess
will remove single letter group headings
and most blank lines automatically, but for
a new index, removing at least some of
these manually will increase familiarity with
the index and may find unexpected
features that need to be addressed
Figure 3 Microsoft Office Trusted Locations
Select the View ribbon and Macros. A dialog
box appears. Select IndexConvert and Run.
The security warning above will no longer
appear.
Configuration
When the macro is run for the first time a
configuration screen appears. You must enter
the licence key, name, email address and if
appropriate, company name.
Inspect the index. Understand the
structure. How many heading levels exist,
are there run-on subheadings. How are
locators differentiated from the text?
IndexConvert requires subheadings to be
set-out for identification and concatenation
to work correctly. Run-back subheadings
followed by additional subheadings, as
below should be made set-out.
heading, subheading 1
subheading 2
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© B Campbell 2015-16
IndexConvert User Guide
subheading 3
Needs to be altered to.
Heading
subheading 1
subheading 2
Issue 0.9.2.3.a
February 2016
Replace string
\1^13^t^t\3
is preloaded by IndexConvert but not
automatically used. Tthis replaces group 2
with a new line followed by two tabs. If
suitable then modify the find and replace
strings as necessary.
subheading 3
When running Preprocess for the first time
a dialog box similar to that below below
appears as a reminder.
If the index was originally produced
manually then alterations to create a pure
set-out structure can be quite complex.
User Interface
The main user interface is shown below.
Individual command buttons are then
described. The [ i ] buttons supply further
information and if appropriate, additional
configuration settings.
You should begin with Preprocess and work
down the column, finishing with Export.
Figure 5 Index Structure Dialog
This is shown as a result of a Word search
for
([a-z]{3})(, )([a-z]{3})
with wildcards selected.
This searches for three lower case letters
a-z (group /1) followed bu a comma and
space (group /2) and another four
characters (group /3)..
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
The user still needs to be wary and to
check that the index is well formed before
proceeding to label headings.
Run preprocess as many times as
necessary until zero alterations are
proposed.
Preprocess is controlled by the dialog box
shown below. A similar dialog box is used
throughout processing. The control buttons
at the bottom of the dialog box are the
main process control buttons. Small
buttons clustered to the right support
navigation, screen updates and zoom.
Figure 6 User Interface
Figure 7 Example Dialog Box
Ctrl-Break
If you make a wrong choice and processing is
already under way, Ctrl-Break will halt the
macro,
Table 1 Navigation and Scrolling
+
Increase zoom
-
Decrease zoom
T
Top of file
U
Up 5 lines (depends on zoom)
Audit report, concatenate, label styles and
export differ according to the selected export
R
Return to original position
Preprocess
D
Down 5 lines (depends on zoom)
Preprocess removes double paragraph
markers or new lines, and group heading
letters. Locators beginning on a new line can
be joined to the previous line.
B
Bottom of file
S
Control screen updates
Process Commonality
Preprocess, heading labeling, locator labeling
and audit is the same for all exports.
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© B Campbell 2015-16
IndexConvert User Guide
Scrolling (screen updates) can be turned
off during processing using the S button.
This will speed the processing until the
next user interaction is required. In some
circumstances the response seen is less
reassuring than when scrolling is allowed.
During operations taking considerable
time, if screen updates have not already
been cancelled, this dialog box appears
after about 7 seconds and allows S to be
selected.
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When labeling headings, groups of 10 are
labeled with the option to double the
number at each user intervention. This
means that if results are unsatisfactory
then recovery is simple.
Headings 1 through 9 are processed by
selecting the appropriate button. Lower
level headings can be entered as a
number and the 10+ button selected. This
is more likely to be required for exporting
complex data to a spreadsheet.
If you encounter the message shown
below then this may indicate that the
original index file came from a text file or
an Apple Mac environment.
Figure 9 Label Headings, Levels 1-3
Figure 8 Preprocess Error Message
If it keeps recurring then try resaving the
file (as a .docm), closing it and re-opening
it. Then rerun Preprocess.
Figure 10 Label Headings, Levels 4-6
Label Headings, Set Out
There are two principal approaches to
labeling headings.
The first method involves an automatic
inspection of clues about text formatting
associated with the entry. Each heading
level is processed independently and the
user should begin by selecting Level 1.
Proceed through each heading level in
turn.
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Figure 11 Label Headings, Levels 7-9 and 10+
The alternative is the Auto option which
makes use of incrementing indents. If
these are used in the index then this is the
fastest and most reliable method for
labeling headings. However, in general,
© B Campbell 2015-16
IndexConvert User Guide
processing individual levels is likely to be
faster and more reliable.
Issue 0.9.2.3.a
February 2016
must be fixed before concatenation can
proceed.
Locator Options
Selecting the [ i ] button opens a dialog box
allowing the processing of Roman locators,
additional cross references and locator
prefixes.
Roman Numerals
Figure 12 Label Headings, Indents – Auto
The result of label headings is indicated below.
$H1_heading
$H2_subheading 1
$H2_subheading 2
$H2_subheading 3
Label Headings, Run-on
Run-on subheadings are not addressed by
this macro. Where run-on subheadings are
clearly identified (by colons and
semicolons etc.) then Word find and
replace can be used to replace these with
tab characters or spaces followed by the
appropriate subheading label, $H2_, for
instance. Processing can then proceed as
normal.
Roman numeral locator processing can be
selected here. There is a risk that headings
containing what appear to be Roman
numeral locators will be labeled. For
example Malcolm X,
WARNING: The search for Roman
numerals wiil significantly slow locator
processing. Be patient, it may appear as if
processing has stopped.
If Roman numerals are not used or are
unusual then do not select this option. The
default configuration at installation is
Roman numerals unselected.
Label locators
Arabic numeral locators and (optionally)
Roman numeral locators up to l (50) are
labeled. Only the first locator is labeled,
based on punctuation.
Two passes are performed. The second
pass determines whether the punctuation
was ambiguous. The second set of
punctuation that could be mistaken as a
first locator is labeled $Er01_. The errors
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Figure 13 Locator [ I ] Selected, Showing Roman
Numerals Checked
© B Campbell 2015-16
IndexConvert User Guide
Cross References
Additional cross reference terms such as
voir can be added in the grid. The large
panel to the right is a scratch pad that can
be used for transferring a list of terms from
another document. It is only a storage area
and is not read during processing. Values
entered here are retained between
sessions. Unicode font is supported.
Only the first word of a set of cross
references needs to be entered; see (a
default value) defines see, see also, see
under etc.
Figure 14 Locators [ i ] Selected Showing Optional
Cross Reference Matrix
Locator Labels
Additional locator (prefix) labels can be
used to address chapters, diagrams,
figures, plates etc. A scratchpad is
available in the panel at the right. This
panel is used for prefix labels only. There
is no need for a similar suffix dialog. If
there are spaces following the prefix then
these must be included in the grid. Values
are retained between sessions.
Figure 15 Locators [ i ] Selected Showing Optional
Locator Labels
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The example below shows the result of locator
labeling.
$H1_heading
$H2_subheading
$L_ 1
$H2_subheading
$L_2
$H2_subheading
$L_3
Exceptions
Label Locators is intended to process
back-of-the-book indexes. There are
certain indexes where Label Locators
should not be performed. These include
legal indexes where the locators appear as
a set-out column.
For this type of index any see cross
references should be manually labeled
with $L_. Word find/replace can be used.
The tab character is important.
During the Audit stage do not allow locator
audit to run if most entries do not contain
labeled locators.
Audit
Audit checks consistency of the index
labeling. Manual correction is required
following audit.
There are several error types that cannot
be detected, for instance, if a level 2
heading has been marked as Level 1, an
error will not be reported unless there is a
following level 3 heading.
The Audit process should not be run until
all heading levels have been processed as
it will insert error labels into the index
which then need to be removed. If no
locators are found then locator audit is not
performed.
© B Campbell 2015-16
IndexConvert User Guide
Audit should normally only be run once for
an index. Correction of errors may involve
removing locator labels completely, for
instance to force a see cross reference into
the locator field. Error processing is
addressed later in this guide.
Audit Report
The audit report contains all the entries
labeled with a $Er label. This can be useful
for reviewing the status of the index and
also when support is required.
Error correction can be performed on the
audit report if you are unsure how to
proceed and do not want to risk making the
wrong changes to a large index. These
alterations then need to be performed on
the main index.
A special audit report is created following
Macrex and Sky Index concatenation. See
the Macrex and Sky Index sections.
WARNING: The audit report uses the
clipboard. Do not perform any copy/paste
operations in other applications while
concatenation is in progress.
Concatenate
Concatenate works through the audited
hierarchies of headings, concatenating
level 1, Level 2 etc. Tabs are inserted
between levels for Cindex, Sky Index,
spreadsheet and database export.
Commas are inserted for Macrex export.
During concatenation the user is asked at
regular intervals of about 10 seconds
whether screen updates should be
prevented (option s in the dialog). When s
is selected processing proceeds faster and
the dialog no longer appears.
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Issue 0.9.2.3.a
February 2016
The end of file label is removed at the end
of Concatenation
If processing is interrupted for any reason
concatenation can be restarted. The index
is scanned for where processing was
interrupted and will continue. Successful
continuation requires that the first unprocessed entry is a level 1 entry.
Unicode Characters
For Sky Index, if a Translation table is
present, and has been exported, and is
selected during Concatenate, then any
characters defined in the Translation table
are replaced by their Text keyboard entry
codes. If a character is encountered that
should be in the Translation table then the
first occurrence is labeled {$Ernnnn} where
nnnn is the decimal value of the Unicode
character. The character, its decimal value
and its hex value are included
automatically in an Audit report.
The process is similar for Macrex except
that the file referenced is the Unicode.ini
file.
WARNING: Concatenation uses the
clipboard. Do not perform any copy/paste
operations in other applications while
concatenation is in progress.
Label Styles
Bold, italic, underline, subscript and
superscript strings are labeled.
Export
This exports the concatenated index to a
text file. The file name will be the same as
the original name used but with a different
extension depending on the export format
chosen.
© B Campbell 2015-16
IndexConvert User Guide
The table below shows the extensions and
encoding for the different exports.
You are advised not to use the Word
File>Save command as you will miss out
on any error checking included in the exit
command and may choose an
inappropriate encoding which will result in
your indexing program being unable to
read the file correctly.
Export
format
Extension
Encoding
Cindex
txt
UTF-8
Unicode
Spreadsheet
txt
UTF-8
Unicode
Macrex
mbk
Windows
ANSI
Sky Index
txt
Windows
ANSI
Database
txt
UTF-8
Unicode
Issue 0.9.2.3.a
February 2016
When IndexConvert is not running, the
index can be saved using the Word
File>Save or File>Save As command. It is
recommended that the file is saved with a
different name at each stage of the
process in case rework is required.
Licence Key and Metrics
Licence keys are supplied to match user
needs. They contain information controlling the
number of indexes and the average number of
entries that can be processed in a year. They
also contain an expiry date. The values
encoded by the license key are displayed by
the Metrics dialog.
Metrics are reset with the first index processed
each January.
Metrics
The metrics dialog shows usage against
the limits allowed by the licence key.
Exit
This exits IndexConvert and allows the
user to review the document. IndexConvert
is designed to allow frequent starting and
stopping as the processing continues.
Figure 16 Metrics
Saving
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Layout Resulting from IndexConvert Processing
The table below summarizes the layout that results from processing by IndexConvert.
Table 2 Layout Resulting from Processing
Selection
Export Format
Cindex
Fields are separated by tabs. Where more than one field exists in a record
the last field is expected to be a locator.
The $H and $L labels are used to identify the fields, They are retained in
the exported file to give extra assurance the all fields end up in the right
place when imported to Cindex.
Spreadsheet
Exports a ‘flat’ spreadsheet file. Locators, if present, all appear in the
same column. Empty cells to the left of the locator column are padded with
appropriate $H labels.
Macrex MBK
Headings and Locators are separated by commas.
Where headings contain commas these are enclosed in braces {,} (soft
commas.
Unicode characters and Greek characters may be defined as expanded
codes including [alpha], a{[v]}. These are defined in a Unicode table
supplied with Macrex. IndexConvert uses the Unicode table to expand the
codes during the concatenation process.
Sky Index
Fields are separated by tabs. The $H and $L labels are used to identify the
fields, They are retained in the exported file to give extra assurance that all
fields end up in the right place when imported to Sky Index.
Database
Fields are separated by tabs. The $H and $L labels are used to identify the
fields, They are retained in the exported file to give extra assurance that all
fields end up in the right place.
Database can be selected as an alternative format for Cindex ..
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Labels used by IndexConvert
Headings and Locators
Index content is labeled to ensure that headings and locators are correctly identified. A common
approach is employed for the initial labeling of headings and locators independent of the final export
format.
Table 3 Content Labels
Text
Label
Headings
$H1_ to $H9_
Locators
$L_
Styles
Styles are labeled for Cindex, Sky Index, spreadsheet and database export using a similar style of
labeling as is used for headings and locators. For Macrex export the Macrex labels are used.
Table 4 Style Labels
Text
Cindex
Macrex
Spreadsheet
Sky Index
Database
Bold
$BA_bold$BZ_
Italic
$IA_italic$IZ_
Underline
$UA_underline$UZ_
Superscript
$+A_ $+Z_
Subscript
$-A_subscript$-Z_
subscript
Small Caps
$sA_SMALLCAPS$sZ_
SMALL CAPS
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\Bold\
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Error Codes
All error codes begin with $Er. This pattern can be used to find them and to delete or alter them once they have been addressed. Some
adjustments may be quite complex, and a good knowledge of the operation of the target indexing program is required to make the correct
adjustment.
Table 5 Error Codes
Label
Description
Cindex
Macrex
Sky Index
Spreadsheet
Database
$ErH01_
Hierarchy error. No level 1 heading label.
This indicates a higher level heading label is missing in the hierarchy.
$ErH02_
No level 2 heading label.
It could be a serious error and can be repaired either by restarting the labeling
process or use find/replace to correct any errors.
$ErH03_
No level 3 heading label.
$ErH08_
No level 8 heading label.
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© B Campbell 2015-16
IndexConvert User Guide
Label
Description
Issue 0.9.2.3.a
February 2016
Cindex
Macrex
Sky Index
Spreadsheet
Database
$ErL00_
Punctuation error or unexpected locator layout means
no locator has been labeled for this entry. Every entry
will be labeled with either a $L_ locator label or a
$ErL00_ locator error label. This forces the user to
review every $ErL00_ label.
Where the locator has been mislabeled this can be
corrected and the $ErL00_ label removed, including the
leading tab character.
$ErL01_
Locator ambiguity. Two parts of an entry contain
punctuation that is recognized as a locator. A $ErL01_
label is added to the end of the entry.
Ensure that the first locator is labeled $L_
For subheadings beginning with see or
see also, remove the $ErL00_ label and
leading tab. Insert {Tab}$L_ to cause the
subheading to be treated as a locator.
Ensure the first locator is labeled
$L_ or a stopper ~!~,
For headings and subheadings
without locators the $ErL00_
should be removed.
For headings and subheadings without
locators the $ErL00_ should be removed.
These entries become redundant during
concatenation and are automatically
removed.
Ensure that the first locator is labeled
{Tab}$L_
Ensure the first locator is labeled
{Tab}$L_ or a stopper ~!~,
If there is a number in the heading
then enclose in curly brackets {…}.
$ErL02_
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Macrex export only. A locator marker $L_ and a stopper
~|~ are both present in an entry.
Ensure the first locator is labeled
$L_ or a stopper ~!~,
© B Campbell 2015-16
IndexConvert User Guide
Label
Description
Issue 0.9.2.3.a
February 2016
Cindex
Macrex
Sky Index
Spreadsheet
Database
$ErL03_
Unexpected spaces in the locator string. First locator
may have been incorrectly labeled.
Check first locator labeling. Move if
necessary, with associated tab character
and remove $ErL03_ label
As Cindex etc.
$ErL04_
Incorrect number of tabs in concatenated entry.
Adjust as appropriate.
N/A
{$Ernnnn}
Macrex only. An unknown Unicode value
Change the character, if possible
or update the Unicode table.
{$Er}
Macrex only. A right to left character. Not currently
supported by IndexConvert.
No current solution.
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Import Index to Target Program
Cindex
This summarizes the recommended process
for importing an IndexConvert generated file
into Cindex and post processing it ready for
updating the index.
The process is similar for all programs but is
only detailed for Cindex.
Import
Create a new index file and import.
Remove Labels
The following process is recommended. It
removes labels from the fields where they
are expected, allowing errors to be found
rapidly using global search.
Remove $H1_ labels from the main
heading.
Remove $H2_ labels from sub headings.
Similarly process any other subheadings.
Remove $L_ labels from locators.
and will require review and correction as
necessary.
Adjust Styles
Use find and replace to restore bold, italic,
underline, subscript and superscript to the
original styles. The large number of Word
underline styles are all labeled the same
and can be recovered to an underline
style. The window below shows an
approach using regular expressions which
removes the italic markup and reinstates
the original style. It uses three groups in
the search window. The first contains
\$IA_, the third contains \$IA_. The \ is
used because $ has special significance.
Instead of attempting to build a complex
expression between the two groups it is
much easier to say that a certain character
does NOT appear, hence [^!]*. ! Is an
exclamation mark. Choose a character that
suits.
Finally, check that all styles have been
adjusted. Searching for A_ will do this.
Then look for any remaining labels. These
may have ended up in the wrong fields
Page 22 of 35
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Figure 17 Cindex Replace Showing Recovery of Italic Font from Markup
Table 6 Cindex Find and Replace Patterns to Recover Fonts from Markup
Style
Find1
Replace
Italic
(\$IA_)([^!]*)(\$IZ_)
\2, Attribute I
Bold
(\$BA_)([^!]*)(\$BZ_)
\2, Attribute B
Smallcaps
(\$sA_)([^!]*)(\$sZ_)
\2, Attribute S
Underline
(\$UA_)([^!]*)(\$UZ_) \2 Attribute U
Subscript
(\$-A_)([^!]*)(\$-Z_)
\2 Attribute Sp
Superscript
(\$+A_)([^!]*)(\$+Z_)
\2 Attribute Sb
1
The Find string can be copied into the Cindex find field. Then you just need to adjust the attribute for each
find/replace operation.
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© B Campbell 2015-16
IndexConvert User Guide
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Issue 0.9.2.3.a
February 2016
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Macrex
Unicode characters are not supported directly by the Macrex mbk file but are replaced by printer
replacement codes defined in a Unicode table.
Expansion of Unicode characters to printer replacement codes takes place during concatenation. An
audit report is created automatically which lists all the printer replacement codes in the Unicode file
and also those appearing in the index but not found in the Unicode table. The user may need to
adjust the Unicode table to obtain the desired result.
The $H and $L labels added during earlier stages of processing are replaced during concatenation to
give a format suitable for Macrex import.
Heading levels are separated by commas. Commas within headings are enclosed in braces {,} and
locators are separated from headings by commas.
Where the Unicode table defines printer replacement codes these replace the Unicode characters
during concatenation. The first time an unrecognized code is encountered it is labeled {$Lnnnn}
where nnnn is the decimal code value of the Unicode character. The code is added to the internal
copy of the Unicode table which is written to the audit report to support diagnosis. Right to left
characters are not currently processed fully by IndexConvert. Every occurrence is labeled {$Er}.
All $Er codes must be removed before export.
Braces are not added to locator strings where Macrex expects non numeric characters to be enclosed
in braces. The user will need to address these either during Macrex editing or by editing the mbk file
prior to import.
Styles are labeled \Bold\, ^italic^, {[S]}superscript{[s]}, {[U]}subscript{[u]}, {[UL]}underline{[ul]} and {[A]}SMALL
CAPS{[a]}. These are interpreted by Macrex.
Nested braces may be present in the IndexConvert export file where complex combinations of
diacritics and styles are present. Many adjustments have been included in the software to try and
prevent their occurrence.
Unicode.ini
Unicode.ini file is the default definition of the Unicode characters available and their expanded
counterparts. IndexConvert uses the Unicode file to convert any Unicode characters to printer
replacement codes recognized by Macrex.
The Unicode file is selected during configuration by selecting the Macrex Unicode File button. A
typical dialog box is shown below.
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Figure 18 Select Macrex Unicode fileThe
interaction of IndexConvert, the index being exported and the
Unicode file can be very complex. The table below includes observations that may help but individual
users will have to use their own knowledge and experience to make appropriate choices.
Table 7 Macrex Unicode Table - Observations
Unicode
Source
Observation
Recommendation
0x7b
Default Unicode table
Certain curly brackets
placed by IndexConvert
are replaced by the
Unicode values.{[(]} and
{[)]}
Either remove from
the Unicode table or
edit the file after
export.
0x7d
Macrex Import
Use the Load from Backup option.
Macrex parses the backup file as it is being read. The number of alterations required will depend on
the attention paid to IndexConvert processing through the various stages. It will be more complex if a
large number of Unicode characters are not defined in the Unicode table.
Spreadsheet
For spreadsheet export empty headings are padded with $H_ labels to ensure that locators always
end up in the locators column.
If IndexConvert guidelines are followed, import to a spreadsheet should be straightforward.
Heading ($Hn_) and locator ($L_) labels are retained for quality purposes and will need to be
removed.
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Locators are not separated into separate fields and the file is not expanded to provide one record per
locator.
Recovery of styles using standard Find and Replace may not be possible. Suitable macros may be
required.
Database
Database export is similar to Spreadsheet export except that each entry contains one locator only.
This export is compatible with spreadsheets, databases and Cindex.
Heading ($Hn_) and locator ($L_) labels are retained for quality purposes and will need to be
removed.
Recovery of styles using standard Find and Replace may not be possible. Suitable macros may be
required.
SKY Index
There is an option to use an exported copy of the Translation table to expand Unicode characters to
their keyboard text equivalents. For example Á will expand to [A`] if that entry exists in the Translation
table. Use Options>Translation Manager in Sky Index to reach the Translation table and select Export
to generate a file that is readable by IndexConvert.
Sky Index export is an ANSI file.
Checking against the Translation file is optional. One may not exist; if one does exist the user has the
option of not using it. The dialog boxes that appear when Concatenation is selected are below.
The first appears if a translation file has not been selected at the Configuration stage or one does not
exist..
Figure 19 Sky Index Translation File not found
The second appears if a Translation file has been found.
Page 27 of 35
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Figure 20 Read Sky Index Translation File
When export takes place, Unicode characters outside of the ANSI set and without an entry in the Sky
Index Translation file will appear in the exported file as question marks (?).
Heading ($Hn_) and locator ($L_) labels are retained for quality purposes and will need to be
removed.
Style labels are exported and need to be recovered using Sky Index find/replace.
Figure 21 Sky Index Replace
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
The dialog box above shows Sky Index replace dialog set to restore the italic style. The Find strings in
the table below require Pattern Matching to be selected.
Style
Find2
Replace
Italic
{$IA_}{*}{$IZ_}
{2}, Italic
Bold
{$BA_}{*}{$BZ_}
{2}, Bold
Underline
{$UA_}{*}{$UZ_}
{2}, Underline
SmallCaps
Not supported
Subscript
{$-A_}{*}{$-Z_}
{2}, Subscript
Superscript
{$+A_}{*}{$+Z_}
{2}, Superscript
Figure 22 Sky Index Style Recovery
2
The Find string can be copied into the Cindex find field. Then you just need to adjust the attribute for each
find/replace operation.
Page 29 of 35
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Case Studies
Test Index
The index below contains content from a number of scientific text books and some made up cases. It
is one of the indexes used for testing IndexConvert. Comments are inserted in brackets (…).
and Symbols
(symbol heading inserted by Cindex - remove)
2:4:6-Tribromoaniline, 269
2:4:6-Tribromophenol, 245
(Empty line is removed by Preprocess)
A
(Single letter group headings removed by Preprocess3)
Abdullah, Saud, K. see Saud
Abraham, 16, 27n, 39n, 45n, 86, 152n
and Islam, 170, 182, 185
ac Current Gain hfe, 35
(subscript – Label styles adds $- labels)
Acceleration, relativistic transformation of, 243
(subheadings4)
Newton’s Laws of, 244
B
Berzelius, 333, xii, xiii, xiv, xxiv
Beta (β), 29, 30, 48, 55, 181
Biasing, 23, 25, 27
definition, p95
single stage, 96
classes, 97
general circuit, 98
(Roman numeral locators Label locators [ i ]5)
(β Unicode Macrex and Sky Index6)
(page prefix7)
3
Single letter group headings and empty lines are removed by Preprocess. Leading comments and empty lines
should be removed. Content should be removed from headers and footers as they will otherwise get saved in
the final text file.
4 (In some indexes the comma indicates a subheading and should be modified to become a set-out
subheading, this ensures concatenation works correctly.
5
Select Label locators [ i ] and check Roman numerals for them to be identified as locators. Currently only i to
xxx are identified.
6
For Macrex, Unicode characters are included in the Unicode.ini file. A default file is supplied with Macrex but
can either be added to or copied and added to. The file to be used is defined using the Configuration dialog.
For Sky the Translation table contains translations for special text strings and Unicode characters. This can be
exported. The file to be used is defined using the Configuration dialog.
7
Page prefixes can be entered using Label locators [ i ]. p, ch, Chap may all be used. If there is a space
between the prefix and the number then this must be included in the definition.
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
three stage direct coupled, 105
diode, 107
nonlinear, 106
thermistor, 106
two stage direct coupled, 102, 218, 219
Boundary conditions
(no locator, picked up by Audit8)
on A, 125
(Bold – Label styles)
on B and H, 36
on D and E, 16
C
cafés, 166–167
D
Dipole
magnetic (see Magnetic dipole)
(Locator ‘(see’ not labeled9)
E
E-field
calculation of, 21, 22
due to accelerated charge, 77, 243, 270
K
KP, 174
function of temperature, 174
statistical calculation, 637
L
Large signal
definitions and test circuits hFE, VCE(SAT), VBE, hIE, 466
M
m- Nitrobenzoic acid, 261
N
Negative feedback. see feedback
Newton’s Laws, 244
8
During Audit, error codes $Er are inserted into the index where attention is required. The error labels inserted
and how they should be processed depends on the target export.
9
This heading doesn’t contain a recognisable locator. This is picked up by Audit.
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
O
'Oxo' reaction, 77
P
p Orbital, 285
T
Test 1 Heading, 100, 1000, cc, i, ii, xx
(Subheadings10)
Test 2 heading, 100, 1000, cc, i, ii, xx
Test c heading, 100, 1000, cc, i, ii, xx
test 4 heading, 100, 1000, cc, i, ii, xx
test e heading, 100, 1000, cc, i, ii, xx
test 6 heading, 100, 1000, cc, i, ii, xx
test 7 heading, 100, 1000, cc, i, ii, xx
test H heading, 100, 1000, cc, ii, xx
test j heading, 100, 1000, cc, ii, xx
test k heading, 100, 1000, cc, ii, xx
W
Wöhler, 173, 325, xiii, xiv, xv
Y
"Y" parameters, 50
see also "Z" parameters
Z
"Z" parameters, 49, 50, 51, 56
see also "Y" parameters
(Cross reference11)
Π
π-Orbital, 285
10
Headings level 1 to 10. These are automatically processed using Auto indent. Or they can be labelled using
Level 1 to 9 and Level 10+ for level 10.
11
IndexConvert comes expecting see, see also cross referenced. Additional cross reference terms can be
defined using Label locators [ i ].
Page 32 of 35
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Legal Index
Locators for this index are complex references to legal procedures. Label headings labels the locators
as sub headings. There were five levels of heading in this index. Label locators should NOT be run..
Because the locators are always the last field in the export file they are treated as locators by Cindex
(the target export).
Error checking will tell you if the structure following concatenation is not regular and needs
attentionr.$Er04_ labels are inserted into the entries with the wrong number of tabs (columns).
ABN — see Australian Business Number (ABN)
ACN — see Australian Company Number (ACN)
Acquisition of shares and securities — see also Takovers Panel — see also Takeovers Panel Rules for
Proceedings
application for summons for appearance in relation to registration of transfer of interests
ACT Sch 6 r 12.2(1) – (3)
Cthr 12.2(1) – (3)
NSWr 12.2(1) – (3)
NTr 12.2(1) – (3)
QldSch 1A r 12.2(1) – (3)
SAr 12.2(1) – (3)
Tas see Cth
Vicr 12.2(1) – (3)
WAr 12.2(1) – (3)
generally
ACT Sch 6 rr 12.1 – 12.3
Cth rr 12.1 – 12.3
NSW r 12.2(1) – (3)
NT r 12.2(1) – (3)
Qld Sch 1A rr 12.1 – 12.3
SA rr 12.1 – 12.3
Tas see Cth
Vic rr 12.1 – 12.3
WA rr 12.2 – 12.3
issue of summons for appearance in relation to registration of transfer of interests, form of
ACT Sch 6 r 12.2(3), Form 18
Cth r 12.2(4), Sch 1 Form 18
NSW r 12.2(4), Sch 1 Form 18
NT r 12.2(4), Sch 1 Form 18
Qld Sch 1A r 12.2(4), Form 18
SA r 12.2(4), Sch 1 Form 18
Tas see Cth
Vic r 12.2(4), Sch 1 Form 18
WA r 12.2(4), Sch 1 Form 18
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© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
Disclaimer
The success of IndexConvert depends on an understanding of the structure of the index, an
understanding of how IndexConvert operates and an understanding of the indexing software being
used.
The process supported automates many of the tedious operations involved but full automation is not
possible.
This software is provided 'as is' without warranty of any kind, either express or implied, including, but
not limited to, the implied warranties of fitness for a purpose.
The software and its documentation could include technical or other mistakes, inaccuracies or
typographical errors.
In no event shall the author of this software be liable to you or any third parties for any special,
punitive, incidental, indirect or consequential damages of any kind, or any damages whatsoever,
including, without limitation, those resulting from loss of use, data or profits, whether or not the author
has been advised of the possibility of such damages, and on any theory of liability, arising out of or in
connection with the use of this software.
The use of the software is at your own discretion and risk and with agreement that you will be solely
responsible for any damage to your computer system or loss of data that results from such activities.
No advice or information, whether oral or written, obtained by you from the author shall create any
warranty for the software.
The user is responsible for ensuring that any material processed by IndexConvert is done in a
manner that does not infringe on the rights of any copyright owner.
IndexConvert Copying, Licence Keys, and Redistribution
You may make copies of IndexConvert for archiving. You may keep copies on multiple computers.
One computer should be the principle computer for the purpose of index conversion. Any others
should be for backup and familiarization only.
You may not redistribute IndexConvert. Users should always download IndexConvert from
wwwindexbase.co.uk to be sure the latest version is used.
Any licence keys supplied are for use by the end user only and are not transferable. They may not be
redistributed.
From time to time special purpose licence keys will be supplied. These are generally for special
maintenance purposes. These are not to be redistributed.
Acknowledgements
Connie and David Tyler introduced me to indexing and thence to indexers and the various societies
and members around the world.
Lucy Ridout of SfEP gave me the opportunity of a Lightning Talk at the 2015 joint SI/SfEP conference
in York. This provided the impetus to embark on this complex project.
Frances Lennie of Indexing Research provided encouragement during the development of
IndexConvert and made other indexers aware of what I was trying to achieve.
Drusilla and Hilary Calvert provided information about the operation of Macrex.
Kamm Schreiner of Sky Software and David Ream of Leverage Technologies both supplied
information and advice.
Page 34 of 35
© B Campbell 2015-16
IndexConvert User Guide
Issue 0.9.2.3.a
February 2016
A number of professional indexers from around the world have enabled IndexConvert to be tested on
a range of index formats and have supplied user feedback.
Enquiries
If you have queries about this software or require advice about its use then please email
enquiries@indexbase.co.uk
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© B Campbell 2015-16