* Source Documents

[tatewise]

I think after giving it a bit more thought there is a simple solution.

In the Records Window open the Media tab and click the File column heading to sort into order.
That brings all your Media\Certificates\... media together.
In the Media Records column, select them by clicking the first and hold down Shft key while clicking the last.
So now all your Media\Certificates\... media are highlighted.

Now run the Where Used Record Links plugin that can be obtained from the Plugin Store. Are you OK with that?

In its Result Set click the Data Ref Where Used column heading to sort into order.
Those at the bottom that say SOUR.OBJE are used in Source records as identified to the left, whereas the ones above are not and will include any that are either unlinked or linked anywhere in any other records.

[peterbel]

Great, simple enough for me to have done it in a couple of minutes!
I notice it doesn't exclude those Media records that are both Individual as well as Source links, so I will have to careful not to create duplicates.
It prompts a couple more questions though
I see I can open the Properties/Sources Window from a record set line. I have toyed around with it but cannot see how to add the Source there?
Are Census sources best added to the Individuals or the Family, or both?
I guess the No Where Used Record Link Found results are those that I called pending, media in that folder without a link?

[tatewise]

You are correct. The plugin lists everything that links to each Media record. Hence its name Where Used Record Links.

I don't understand what you are trying to achieve in your first question about adding a Source.

Each Census media record is linked to a Source record and that is cited by multiple Census, Occupation, and Birth facts.
We don't advise using Census (family) facts. You just deleted all of those! That was all discussed earlier today.

Yes, as I said, it will include any that are unlinked.

[peterbel]

Thanks again.
Yes you answered the Family link question before, my apologises.
I had only deleted one Family link, but now I have this where used set I can see the others to delete. Will I be able to do that in the Result Set window?

I don't understand what you are trying to achieve in your first question about adding a Source.

Those at the bottom that say SOUR.OBJE are used in Source records as identified to the left, whereas the ones above are not and will include any that are either unlinked or linked anywhere in any other records.

I want to make the unlinked and linked records Source records where appropriate.

[tatewise]

Before doing all these major revisions it is wise to create a Backup, although the auto Snaphots may be sufficient.

If you want to delete all Census (family) facts whether they have Citations or not then use a different approach.
Run the View > Standard Queries > All Events query, sort by Event Type column, then select all the Census (family) facts and hit Delete key.

Presumably, you want to unlink all those Certificates from their current parent first.
So right-click the cell in the Data Ref Where Used column that you want unlinked, and choose Locate in All Tab.
That should highlight a Multimedia Object and you can just hit the Delete key and OK the warning.
Repeat for each Certificate to be unlinked.

Now that you have unlinked all the Certificates you don't need the plugin Result Set so close it.
In the Records Window on the Media tab they should still be sorted in File order.
The unlinked Media\Certificates\... entries should all have Links showing as 0 i.e. unlinked.
( Those that are already linked to a Source record will have Links showing as 1 i.e. linked once. )

So switch to the Sources tab to create a new Source record.
In that new Source record, on its Media tab use Add Media > Link to Existing Media Record...
The Select Records dialogue should list the Media in File order so you can choose the first Certificate with no links.
Now you can set the Source Title to match the Media and subsequently cite it from every Fact.

Repeat that process for each Certificate.

Note that AS automates that whole process of naming Media, linking to Source record, setting a matching Title, etc, etc.

[peterbel]

Thanks, working through the list.
I get this pop up when I try to delete all the Census(family) event records?

Capture.jpg (67.42 KiB) Viewed 5905 times

[tatewise]

Sorry, I should have said select the cells in the Event column for the Census (family) rows and then hit Delete.

[peterbel]

I actually tried that first and got this error !

Capture.jpg (127.58 KiB) Viewed 5894 times

[tatewise]

That is the Event Type column. The Event column is on the far right.

[peterbel]

Ah yes, sorry.
Leaving the rest for tomorrow, thanks again so much for all your help

[peterbel]

Just getting back to it, but before I proceed some clarification please.

If you want to delete all Census (family) facts whether they have Citations or not then use a different approach.
Run the View > Standard Queries > All Events query, sort by Event Type column, then select all the Census (family) facts and hit Delete key.

After I did this I wondered if I had deleted some supporting text which then made me think would it be possible to bring back the backup copy as _OLD as another project to check?

[tatewise]

If you suspect that an operation may have had an undesirable effect then immediately use the Edit > Undo command.
By using Edit > Undo and then Edit > Redo you can toggle between the before and after states.
BUT you must perform that before closing FH otherwise the Undo list will be destroyed.

Yes, you can use File > Backup/Restore > Restore Backup... and if it is a Medium or Full Backup then it will automatically create a separate Project with the suffix (2).

There is also the File > Backup/Restore > Revert to Snapshot... command that allows you to revert the current Project to an earlier GEDCOM file, but that would not be so useful in this case.

[peterbel]

Thanks, the Restore from a Full Backup did just what you said.
I can now scan Project(2) in case any note had been added that was not on the Census.

I would like to add that every step you have 'talked' me through confirms my belief that FH is an excellent program, comprehensive, flexible and fast. I hope FH 7.x follows in that tradition.

[tatewise]

Referring back to an earlier comment, you had a problem viewing a Media image of a document (Certificate/Census) at the same time as being able to enter details into the Source record Title, Text From Source, Notes, etc.

Open the Media tab of the Source record where you can see the Certificate/Census image.
Click the button that is a black triangle in a green circle with the tooltip Open in Editor/Player.
That will display the Media image in your preferred image editor/viewer application using a separate window.
Now in FH you can switch to the Source record Main tab and enter the details with the image displayed alongside.

[peterbel]

Yes I see using the Media Player enables another window to be maintained.

I am glad I took a step back. Several of the Census (family) Sources do not have supporting Media, they just have information typed into the Text from Source box, looks like I might have to find another way. Perhaps a Source copy and Paste to the Individual, then a delete.

[tatewise]

I suspect you are talking about the Citation Text From Source box in the yellow Sources For pane.
If so, then create a Source record and copy the text from that box to the Text From Source box in the Source record.
I know it may be confusing to have two Text From Source boxes but you soon learn to live with that.
I can explain the reason for two if you are interested.

However, does the format & data of that Text From Source match the way you want that data arranged in future?
Before you go too far, manually create just a few representative Source records and associated Facts & Citations.
Then repeat that process using AS for another few representative Source records.
i.e. Focus on just a few BMD Certificates and Census source documents.
If the format you choose for the future will rewrite the Text From Source then there is no need to keep old versions.

Remember, at this stage, you are learning the ropes and comparing manual versus AS methods.
Don't try and convert everything yet. Wait until you have decided which method suits you best.
Be prepared to go back and start again from scratch. That is why we created a Full Backup.

Also, see Update on V7 from Simon Orde (17850) that mentions word-processor features and source templates that may change your data entry methods.

[peterbel]

Thanks, I will slowly digest your comments, 'tis seriously complex!
An explanation of the Text from Source variants would help!
Yes Text from Source from the Sources For: panel.

The attached is an example of what I am faced with.
The format of the Census(family) text for this one looks OK to me, but you might see some flaws.

JDM Sources1.png (171.99 KiB) Viewed 5807 times

[LornaCraig]

Referring back to an earlier comment, you had a problem viewing a Media image of a document (Certificate/Census) at the same time as being able to enter details into the Source record Title, Text From Source, Notes, etc.

Open the Media tab of the Source record where you can see the Certificate/Census image.
Click the button that is a black triangle in a green circle with the tooltip Open in Editor/Player.
That will display the Media image in your preferred image editor/viewer application using a separate window.
Now in FH you can switch to the Source record Main tab and enter the details with the image displayed alongside.

Alternatively just view the media in the main FH Media Window and have the Source Property Box docked alongside., like this:

Media window.JPG (297.63 KiB) Viewed 5801 times

[peterbel]

Thanks Lorna, I will try that as well.

[tatewise]

Yes, I had overlooked that method ~ thanks Lorna.

Peter, your latest screenshot does not show any Text From Source in the yellow Sources For pane at all.
It shows a local Note on the Census (family) fact saying "6 children listed. William, Henry, ... ".
Certainly, if the Census (family) fact is deleted then that Note will be deleted along with the Date, Age, Place & Address.

However, in the Source record for that family household, the Text From Source would typically mimic the Census page entry for the household using a tabular structure with one row for each person (Head, Wife, 6 Children) and one column for such as Name, Relationship, Age, Occupation & Where Born. It could also include the Registration District and other place and address details. So the format would be quite different from that fact Note.

At the risk of muddying the waters even further, there are two popular methods for adding Source Citations.
That is why there are two forms of Text From Source field.

So far we have favoured the Method 1 'splitter' style with one Source record for each Certificate/Census document.
All the details are concentrated in the Source record, including its local Text From Source field.
The yellow Citations page holds little or nothing except the link to the Source record as there is nothing further to add.
That is just as well because there will typically be many such Citations all linked to that one Source record.

The alternative is the Method 2 'lumper' style where one Source record represents an entire collection of documents.
i.e. all the Birth Certificates, or all the Death Certificates, or all the 1891 Census records.
Clearly, not much detail can be recorded in the Source record and its Text From Source field will usually be empty.
The Citations must hold the details, and the Where within Source identifies which Certificate or Census entry applies to the associated Fact and the Text From Source field holds what would have been in the Source record in Method 1.
This method can lead to much duplicated detail in the Citations if many Facts are derived from one document entry.
So it is usually reserved for cases where only one or two Facts stem from one document entry.

[peterbel]

Thanks again but I think the mist has closed in again regarding Text from Source, in fact Sources altogether !
Is there a visual representation of all this?

I had thought that Text from Source was part of a Citation which provides the details of a Source and a Source could be attached to a Fact ,and some other things, like photos(?), an individual, a document.
The definition of a Fact seems to be a pretty flexible.

Choosing between with the Method 1/2 differences for Text from Sources seem akin to One to Many or Many to One relationships, is that right?

[tatewise]

Maybe glossary:formal_database_structure|> Formal Database Structure will help.

You have got Citations and Sources confused.
For say a Birth Certificate there is only one Source record holding all the document details (Method 1).
Each Fact or other items such as a Name or Place or a whole record has a Citation that links it to the Source record.
BTW: Facts are listed on the Facts tab.

The yellow pane to the right of the Property Box shows the Citations.
The links at the top connect to the Source records.

[peterbel]

Sorry for being so slow with this.

Each Fact or other items such as a Name or Place or a whole record has a Citation that links it to the Source record.

Can you explore this example a little more for me please, the Citation part seems un-necessary ?

[tatewise]

Whether it seems unnecessary or not is not important.
Forget about any real-world equivalents or associated meanings for Citations and Sources.
In the GEDCOM world, Citations are the ONLY way to link any items to Source records.
Otherwise, the database would have to cope with many to many links.
In GEDCOM, the item to Citations link is one to many, and the Citations to Source link is many to one.

[peterbel]

Thanks for help Mike.
I have monopolised your support for far too long, I will go away and try and learn from the Manual and my data.
Thanks Peter