COAPS Bibliographic System - User Manual
Contact smith@coaps.fsu.edu for further questions
  1. Searching

    1. The bibliography gives one the capability to search based on various fields at the same time. These fields are as follows:
      • Authors: Enter as many authors as you like*
      • Year: Enter a four digit year, or a range, (1999-2004)
      • Title: Enter in any title, or words of a title*
      • Keywords: Things that might relate to what you're looking for*
      • Status: Choose the entry's publication status from the menu
      • Source Type: If you're just looking for a particular type, such as journals (a pulldown menu)
      • Categories: Search by particular categories, keeping in mind that you can choose 'and' or 'or'. 'And' will let you find an entry that is part of one category AND another. 'Or' will let you find an entry that is part of one category OR another.
      • Order By: You can order the results by at most three levels. Choose what you would like to order by, then choose ascending or descending.
      • Style: Lets you choose a particular style to display the search results in

      The * denotes that a particular field is able to be entered via regular expression. What is a regular expression? It is an extremely flexible and useful way of matching patterns in alphanumeric text.
      Also anywhere the * exists, you can use AND and/or OR in the field.

    2. The notation for regular expressions is as follows:
      1. *: means zero or more instances of a character or group
      2. + : means one or more instances of a character or group
      3. . : means any character
      4. ? : zero or one instances of a character or group
      5. (expression) : parentheses group characters together
      6. ^ : followed by an expression will match something start with that expression
      7. $ : preceded by an expression will match something ending with that expression
      8. [a-z] : specifies a range of characters
      9. expr1|expr2 : means expr1 or expr2

      Here are some examples:
      1. a*b*: is a regular expression for a, b, aa, ab, aab, abb, etc. Basically, zero or more a's followed by zero or more b's.
      2. .*b*: is a regular expression for a, ab, bb, c, cb, d, db, etc. The period represents any character. From our last example, we can determine this expression to be zero or more of ANY character followed by zero or more b's.
      3. Keyword1|Keyword2: is a regular expression that will match either Keyword1 OR Keyword2. Another way of saying this in the content of the bibliography is just that, "Keyword1 OR Keyword2".
      4. ^Ocean: is a regular expression that matches anything starting with ocean.
      5. ology$: is a regular expression that matches anything ENDING with ology.
      6. [a-z]b: is a regular expression for ab, db, cb, etc. Exactly one letter a through z, followed by exactly one b.
      7. (Indian|pacific|Atlantic) ocean$: is a regular expression that matches anything ending in Indian Ocean, Pacific Ocean OR Atlantic Ocean.
      8. [^(ocean)]: does NOT work contrary to the notation. What one might think this notation to mean (exclude everything that has ocean in it) is incorrect. Excluding words is a much more difficult subject.

  2. Search Results

    1. Clicking on the 'Text-only version' link will take you to a text only version. You are able to choose the number of results per page to display, the default is 10.

      If you selected one or more categories, you will see a 'Printable version' link, click that for the PDF of your results.

    2. Located at the bottom of the page, displays the number of pages up to a certain number, and provides to the ability to jump to a certain page by clicking that number, or simply clicking '>>' to go to the next page.
  3. Login page

    1. The login page is located under the 'Publications' tab on the very top, click login. You will be brought to a page that has two fields, one for your username, and for your password. This username/password is your COAPS-wide username/password. Enter both and click login. You will be redirected to search results in which your name is part of an entry (if applicable).

    2. A window will pop up claiming that you might be at risk. This is not the case, please ignore this. Encryption is done using a 128-bit SSL server.

    3. Keep in mind, there are various levels of access to the system. Depending on who you are, you might have additional abilities that go beyond the scope of this document.

    4. Logging out: When you are finished using the system, please click log out on the top right of the screen (above 'Showing X per page.'). Please note, you will not be logged out after a certain amount of time.
  4. Using the toolbar once logged in

    1. Next to your username, you will find a drop down menu that says 'add a new entry.' Pull down the menu and select a source type you wish to add. Upon clicking an item, you will be redirected a page to add that particular source.

    2. If you were one of the author's that contributed to a particular entry, above that particular entry will appear some text that says, 'Edit entry | Remove entry'. Click edit to change various information about the entry.

    3. Click 'Remove Entry'. You will be asked if you are absolutely SURE you are deleting this entry.
  5. Adding an entry

      1. Book
      2. Conference
      3. Journal
      4. Report
      5. Series
      6. Thesis

    1. A description of each of the fields that exist when you are adding an entry can be found in the Appendix.

    2. Please do NOT add any unnecessary characters that you think will govern the style of the entry. The style is handled by the system itself. These characters can include periods, 'pp', etc.
  6. Editing an entry

    1. A description of each of the fields that exist when you are editing an entry can be found in the Appendix.

    2. Clicking update will update that entry and redirect you to the search results.

    3. Please do NOT add any unnecessary characters that you think will govern the style of the entry. The style is handled by the system itself. These characters can include periods, 'pp', etc.
  7. Removing an entry

    1. Upon clicking 'Remove Entry' you will be brought to a page that will ask you if you are ABSOLUTELY SURE you wish to delete an entry. Choose yes or no.
  8. Printed Bibliography

    1. At the main search page, if one or more categories are selected, then on the search results page, at the top in the general toolbar, a link will exists that takes you to a printable (PDF) bibliography.
  9. Appendix

    Remember, for each of these fields, do not add any unnecessary characters.


      1. Authors: Contains information about the authors (Last Name, Initial of First Name, ex: Tesoriere, S.)
      2. Year: Contains the year of an entry (4 digit year)
      3. Title: The title of an entry
      4. Keywords: Keywords to add about an entry (separated by commas)
      5. Status: The status of an entry (accepted, in press, in preparation, in review, published, submitted)
      6. Categories: Ctrl-Click (windows) or Apple key-Click a category to make it a part of an entry. Keep in mind, you can select MULTIPLE categories.

      1. Journal
        1. Journal name: The name of the journal. It can be chosen from the list, or typed in. If you want one added, please email Shawn Smith.
        2. Volume: The volume number of the journal (number or roman numeral, ex: 20)
        3. Issue: The issue of the journal (number or roman numeral, ex: IIa)
        4. Pages: The page numbers of the article (just the page numbers separated by a -, ex: 385-399, do not include 'pp')
      2. Book
        1. Publisher: The publisher of the book
        2. Edition: The edition of the book
        3. Pages: The number of pages in the book (just the page numbers separated by a -, ex: 385-399, do not include 'pp')
      3. Conference
        1. Conference Type: The type of paper submitted to the conference (Preprint, Short Abstract, Extended Abstract, Proceeding)
        2. Conference Name: The name of the conference
        3. City: The city the conference took place
        4. State: The state (or province/prefecture) the conference took place (not abbreviated)
        5. Country: The country the conference took place (not abbreviated)
        6. Sponsor: The sponsor of the conference
        7. Pages: The number of pages of the paper (just the page numbers separated by a -, ex: 385-399, do not include 'pp')
      4. Report
        1. Report Name Number: The name and number of the report
        2. Publisher: The publisher of the report
        3. Pages: The number of pages of the report (just the page numbers separated by a -, ex: 385-399, do not include 'pp')
        4. City: The city where the report came from
        5. State: The state (or province/prefecture) the report came from (not abbreviated)
        6. Country: The country the report came from (not abbreviated)
        7. NTIS: The NTIS number of the report (just time in the number, do not include 'NTIS:', ex: PB99-175713)
      5. Series
        1. Series Title: The title of the series
        2. Volume: The volume number of the series
        3. Publisher: The publisher of the series
        4. Pages: The page numbers of the article inside the series (just the page numbers separated by a -, ex: 385-399, do not include 'pp')
      6. Thesis
        1. Thesis Type: The type (P.H.D, M.S.)
        2. University: The university the paper came from
        3. Department: The department where the paper came from
        4. Pages: The number of pages of the paper (just the page numbers separated by a -, ex: 385-399, do not include 'pp')
  10. Glossary
    • Fields: Within the context of the bibliography system, fields describes a place that can contain some information entered by a user
    • Source: The physical item that the entry would represent, for example, a journal, a book
    • Entry: All of the data associated with an item, like its year, title, etc, lumped into one object
    • Regular Expression: A beautiful way of matching patterns in alphanumeric text
all of the information contained herein is copyright (c) 2004 coaps and scott tesoriere