Linking Images to People, Sources, etc.

BobWard · Post by **BobWard** » 24 Feb 2013 03:19

To this point, I have been linking all my census report images to the individuals that are referenced in the census sheets. Upon creating reports in FH, this causes all the census sheets to be presented next to the picture of the individual.

Would the preferred route be to link census sheets, certificates, diplomas, etc. to a source record rather than an individual?

The only problem I find with this approach is that I now have to create a separate census citation source for every individual that I cite a given census sheet for. For example, up to this point, I may have a source titled '1870 U.S. Federal Census'. Anytime I add a census sheet image to any individual in my database, I just click the Add Citation icon and select '1870 U.S. Federal Census'. As a result, I have that same source cited for numerous individuals in my database.

So if I now start linking individual census sheet images to my generic '1870 U.S. Federal Census', those sheet images will appear for everyone who has a cited source of '1870 U.S. Federal Census'. That is certainly problematic.

So to avoid this problem, it looks like I will have to create a uniguely worded '1870 U.S. Federal Census' source for everyone in my database that I am linking 1870 census data to.

If there is an easier way to do this, I am open to suggestions.

ID:6778

YouTube · Post by **Jane** » 24 Feb 2013 10:34

Personally I never see the problem with having lots of Census sources with the images attached, but it's a personal choice.

With FH you can use the Source type field to work with them if you need to. You can of course attach the source images to the citation.

If you are using Ancestral Sources to enter your Census data (if not why not [grin]) you can choose either method.

My census sources normally contain one page and have the Page reference in the title of the source.

Post by **tatewise** » 24 Feb 2013 11:43

I agree with Jane. There are essentially two Methods for citing Source Records.

Method 1 uses a separate Source Record for each Source Document i.e. Census Return for one family, Birth Certificate, Marriage Certificate, etc.
The Source Record may contain a transcript in its Text From Source and a document image linked via the Multimedia tab.
This is the recommended way to go to support source transcripts and media.
Yes, you have lots of Source Records but that is what PC are good at managing.

Method 2 uses one Source Record for a generic class of source documents, i.e. '1870 U.S. Federal Census'.
But this makes adding transcripts and images per document problematic.
You can add them to the Citations, but this involves duplicating the same transcripts and image links in multiple places.

Ancestral Sources gives a fuller description of the two Methods with various options, and takes the hard work out of creating the data entries, not just for Census, but also Baptism and Marriage, with Birth, Death, Burial & Probate in the pipeline.

BobWard · Post by **BobWard** » 25 Feb 2013 00:39

Method 1 sounds like what I thought I was going to have to do. So I will go down that road.

Thanks.

BobWard · Post by **BobWard** » 25 Feb 2013 01:55

I am now creating a uniguely worded citation for every Fact for an individual.

For example, I create a 'Birth' Fact. I fill in the relevant information about the birth and then create a uniguely worded citation for that birth Fact, e.g. 'Birth Certificate, RLW, 1943'.

Then I go to the Multimedia Tab and select the jpeg photo of the birth certificate. Then in the 'Sources For' box I select 'Birth*' and the citation that I just created for the birth Fact appears in the Source box.

Everything appears fine at this point, but if I click another multimedia file and then go back to the birth certificate multimedia file, I find that the 'Sources For' box has now reverted back to 'whole record', i.e., it has discarded my birth source citation.

Why is the birth certificate multimedia file losing the Birth source that I had previously selected?

PeterR · Post by **PeterR** » 25 Feb 2013 11:01

If you have created a Source record with title 'Birth Certificate, RLW, 1943', you need to go to that Source record and attach the multimedia file to it. For instance, you can click the yellow right-pointing triangle button on the Source-citation pane on the Individual property box:

This process is explained more fully in the FH Knowledge Base article Entering from a Birth Certificates[sic].

I also strongly recommend using the excellent Ancestral Sources wherever possible when entering Source information and corresponding Multimedia links.

Post by **tatewise** » 25 Feb 2013 14:12

Yes, I reiterate what Jane & Peter say about using Ancestral Sources to create Method 1 Sources.
Look at the tutorials, and use AS for some Marriage and Census Records, then you will have a model to work from.
I believe AS will allow you to replace your existing Marriage/Census Events with new ones that AS creates.

One advantage of AS is that it allows you to establish a naming convention for your Records that is repeated automatically.

BobWard · Post by **BobWard** » 25 Feb 2013 16:01

Peter,

I did as you suggested and I now find that my Individual Narrative report shows 2 instances of each photo that I have linked to my source records. One set of the photos appears on the 1st page, as if they are linked to the individual record while the 2nd set of photos appears at the end of the report under each of the linked citations, which is where I want them to appear.

The multimedia records do say that there are 2 links to each of them. How do I find that 2nd link and delete it so that the source multimedia photos do not appear on the 1st page?

PeterR · Post by **PeterR** » 25 Feb 2013 17:26

On the Multimedia tab in the Records window, click to highlight such a record with two links, and then use the menu command View > Record Links.... You can then Go To the relevant record and delete the unwanted multimedia link.

BobWard · Post by **BobWard** » 25 Feb 2013 21:47

That led me in the right direction, Peter.

Thanks for the tip. I believe I have all the multimedia links sorted out & fixed now.

Bob

Peteben · Post by **Peteben** » 10 Mar 2013 12:20

Hi, on the back of all this, I'm seeing the 'header' for the source record not being able to keep with the image it is introducing if the image slips to the next page. Is there a way of 'Keeping' the header with the image on one page?

Post by **tatewise** » 10 Mar 2013 13:24

You cannot do it in FH, but you can in Microsoft Word (and probably OpenOffice Writer).

Use Save Report As > Word-Processor Document (RTF).
Then open it in MS Word.
The numbered Source entries are in table cells.
Select the offending number cell and use the Paragraph options on the Line and Page Beaks tab to Page break before.

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