Using Chronolator Documents
Working with the Abbreviations Glossary
The Case Review Administrator can define entries in the Abbreviations Glossary of a new Internal Chronology (see Setting Up Chronolator Documents for details of how to do this). Those entries cannot be changed or deleted by anyone else.
However, anyone can add and change their own entries. Chronolator keeps track of what abbreviations have been defined in which document.
Processing the Abbreviations Glossary can be slow in a large file. Consider using the Chronolator Browser Tools if this affects you - they are much faster.
Press Tools > Glossary > Edit:  | The Abbreviations Glossary form is displayed showing the abbreviations in the document and their definitions:  The Defined by / in column shows where an abbreviation has been defined. In an Internal Chronology, it will state either Administrator or This Document. In a Composite Chronology, it will include the Source Prefixes of any imported documents, as shown above. If you want to produce and print a list of the abbreviations, press the Save as Document button. When you have finished, close the form by pressing the Close button. |
Press Tools > Glossary > Edit: | The Abbreviations Glossary form is displayed showing the abbreviations in the document and their definitions: |
Type the new Abbreviation and its Definition in the boxes, and press Add: |  |
The new entry is added to the list: |  |
Since agencies can add their own entries to the Abbreviations Glossary, it is possible that two of them might add similar entries (for example, AD/Alan Daniels and AD/Adam Donoghue). Chronolator always keeps track of where an abbreviation has been defined, but if you want to use the Anonymisation feature all abbreviations and definitions must be unique.
You can use the Tools > Glossary > Edit tool to change a user-defined Glossary entry. Chronolator updates the glossary and makes any required changes in the document.
The following example uses the Abbreviation GP1 and corresponding Definition Arthur Clements shown in the example above. The document text contains this event (Arthur Clements is in column 4, and GP1 in column 5):
Press Tools > Glossary > Edit:  | The Abbreviations Glossary form is displayed. |
Click GP1 Arthur Clements. and press Change. |  |
The current abbreviation and definition appear in the boxes near the bottom of the form, with a message inviting you to change them: |  |
Type in the new information and press the Change button to the right of it. In this example, we change both the Abbreviation and the Definition to GP99 and Xaviera Yarrup respectively, but you can choose just to do either one. |  |
The updated abbreviation is shown in the list. |  |
Use the scroll bar at the bottom of the abbreviations list to scroll it to the right. | The original entry is still there, so you can always find it in the document in which it was first defined:  If you are using this feature to anonymise a document, remember not to publish it without first using the Publish > Exact Copy tool to produce a copy without any Chronolator code, and hence without the ability to reveal the abbreviations. |
Press the Close button in the bottom right hand corner of the form. | Chronolator updates the document with the changed entry: GP1 and Arthur Clements are changed to GP99 and Xaviera Yarrup respectively:  |
The Review button on the Abbreviations form lets you use a glossary entry to navigate through the chronology. You can also produce extracts containing just the events pertaining to an entry.
For example, suppose you want to scroll through a document looking for events involving, say, GP1. Press Tools > Glossary > Edit, select GP1, then press Review. |  |
For further details, see Reviewing and changing how entries in the Abbreviations Glossary appear in the text. It describes the Review button on the Anonymisation form, which lets you process more than one glossary entry at a time - you can only process a single one with the Review button on the Abbreviations Glossary form.