* Duplicate External File Links

[londonscorpion]

I am attaching a screen shot of some duplicated External File Links which I think they were created during file merges, but i'm not sure.

When I go to the media records for these links, I find there is no file for that record. This is logical and when I delete the media record, the associated X'ed out external link disappears.

All well and good, but I would like to know

(a) how these missing links were created in the first place so that I can avoid it happening in the future, and

(b) is there a quicker way of removing them (I have 119)

[tatewise]

The explanation of why is probably the same as for Transfer of Source Notes when merging databases (16416) but with respect to Media records instead of Source records. Did you check that tab in the Merge dialogue?

What is the path to those Media files?
Are they in Project Data Folder - Media or outside FH Project folder on a letter drive such as C:?

What does Tools > External File Links show in original Project before Merge?

Beware: Are the Media records you are deleting linked to other records.
i.e. In Records Window on Media tab is their Links column value greater than 0?

BTW: The (2) & (3) in filename suggests there were multiple copies of the same jpg files.
Does that make any sense?

The techniques for deleting multiple records are in how_to:delete_a_large_number_of_records|> Delete Any Number of Records.

[londonscorpion]

Honestly, no; I did not check. So I think it must have happened when I did the merges (there were 7 per the File (merged) C:\ path sources). I did this back in 2014 when creating a trial database. I was experimenting for the first time with the Merge function. I am now forewarned.

In response to your questions:

All the paths to the X'd link files are in the project folder.

Tools > External File Links on the original project is no longer possible as I was merging into it (I know I know!!!) but I am pretty sure it was clean.

If there were duplicate files it is unlikely that I put them there (I always link) - unless I also copied the media files several times when doing the merges. Is this actually possible with FH creating a (2) copy of it without telling you.

[tatewise]

I am a bit confused by your answers that appear to contradict themselves.

Initially you say there were 7 per the File (merged) C:\ path sources that implies they are NOT in the Project folder.

Then you say "All the paths to the X'd link files are in the project folder" that seems to contradict what you said above.

Then you say "I always link" that implies they are NOT in the Project folder, otherwise you would always copy.

By Tools > External File Links on the original project, I mean the Project you added to your master Project.

The Project merged into will not have changed its File Links, especially as you did not visit the Merge dialogue Media tab.
So those X broken File Links can only have come from the 'New Records' of the Project you added.

If there were linked files with the same filename, but in different folders outside that Project, then when Merged those files are copied into the master Project (if you chose that option) and silently produce the duplicates, but that does not explain why they are now X broken links.

Please post a screenshot like this that illustrates both absolute C: drive links and relative Project Data Folder links.

ToolsExternalFileLinks.png (26.96 KiB) Viewed 6640 times

[londonscorpion]

Sorry, I'm not being precise:

a) 7 refers to the number of different merges I did in 2014 as evidenced by the "File (merged) C:\ path" sources created at the time of each merge and now present as sources in the current project (called Temp D and G) with all the X'd External Links.

b) "I always link" meaning I would link e.g an individual or source to an existing media file in the project folder.

[tatewise]

Ah!
a) So I think you are saying the problems you are currently reporting, you have only recently discovered, 4 years after the 7 Merges you performed back in 2014?
It seems unlikely to be able to explain what happened 4 years ago.
So you will just have to deal with what exists today.
But take care with deleting records that have links to other records.

b) It is NOT possible to link an Individual or Source via its Media tab "to an existing media file in the project folder."
The only link option is to Link to Existing Media Record.
What matters regarding File Links is how you linked/copied the File when creating that Media Record.
A screenshot of Work with External File Links dialogue would be useful.

[londonscorpion]

It's amazing how just talking it through with a fresh pair of eyes can solve a problem. What I did was:

1.) Delete all Media and source records with zero links. These records all concerned people who are not in the project.
2.) This left 6 for remapping.

Job done!

Thanks for your gentle prods.

One other thing though. I now have a lot of actual media files in my project (Temp D and G) directory. I guess that is a manual job!

Thanks again.

[londonscorpion]

b) It is NOT possible to link an Individual or Source via its Media tab "to an existing media file in the project folder."
The only link option is to Link to Existing Media Record..

I meant Existing Media Record.

[tatewise]

Regarding linked Media, as I said, it is how the file was included that determines whether it is outside or within the Project.
A screenshot of the Work with External File Links dialogue would confirm which you have used.

To remove redundant media files use the Check for Unlinked Media Plugin.
It has an option to delete all the unlinked files.

[londonscorpion]

Here is the screen shot

[tatewise]

OK, as I suspected that illustrates a number of less than ideal External File Links but luckily only for three files.
The first three sets of folders will NOT be reviewed by the Check for Unlinked Media Plugin.
They would probably NOT migrate to another PC as those folders would not exist and result in three X broken links.

Working from the bottom up...

1. The Project Data Folder - Media links are relative to the Project's own Media folder and the ideal objective.
2. The K: drive file is in the Project named Diamond and Gibbons within its Media folder.
   Is that K:\Family Historian Projects folder you usual File > Project Window > Location or some historic remnant?
3. The C: drive Users file is in the Project named Temp - Diamond Gibbons within its Media folder.
   Is that C:\Users\...\Family Historian Projects folder your usual File > Project Window > Location or some remnant?
4. The C: drive Family Historian Data file exists elsewhere on its own.

I suggest those three files be moved into your master Project's Media folder using Windows File Explorer.
Then in FH correct those three Media Record path File Links to start with Media\
e.g.
Media\Will - Batchelor William 1779 transcript.docx
Media\Census 1841 - Diamond Joseph.jpeg
Media\Mem 5 - transcription.docx
Does that make sense?

Also review those Family Historian Projects folders, as they could be rather confusing.
Review any other files within those folders to see if they are redundant.

[londonscorpion]

Having just done an export of 20 individuals where the media files were correctly copied across (having followed your advice relayed by Lorna, and your direct advices), I can see now how the problem arose.

Thanks Mike. Excellent advice as usual.

All is good now.