* Sharing project with family members

[pammerry]

I have been considering the best way to ensure each of my three children have a copy of my family history research. I have decided to buy each of them a copy of "Family Historian" and copy my project. Is there anything I need to consider before going ahead? I thought I would do it with one copy first, and my two oldest granddaughters have volunteered to help. I am hoping to check that everything transfers OK and to give them some idea of how the programme works at the same time. I also thought I would keep an up-to-date pen drive back-up for each of them including my ongoing research which can then be added later.
Are there any problems I need to be aware of or haven't considered? When I copy my project do I use the file on my computer or my back-up? Will all the media files transfer as well? I would be grateful for any advice available before I embark on this adventure.
Best wishes, and thanks in advance,
Pam

[tatewise]

Hi Pam.

In order to answer your questions we need to understand a little more about your FH Projects.
Your profile says you are still using FH V6. Is that correct?

Regarding linked Media files, where do you keep those files? Are they all held within the Project's internal Media subfolder or are they held externally elsewhere on disk?
That matters because FH Project Backups only include internal Media and not external Media.
If you don't know, then use the Tools > External File Links... command and review the File Links list.
If it only mentions Project Data Folder - Media then the files are all internal, but if any drive letter such as C: or D: is mentioned then those files are external.

FH Project Backups do NOT include most customisation settings for Diagrams, Reports, Queries, Plugins, Fact Sets, Records Window Columns, Property Box customisations, etc.
Do you have any such customisations that will be needed by your children?
If you do then you need to use one of the 'Backup and Restore Family Historian Settings' plugins.

In effect what you are proposing is the same process that would be needed to migrate your own system to a new PC.
See the FHUG Knowledge Base advice Family Historian Copy and Migration Guide that explains the process.

Finally, are you expecting to repeat the process from time to time to distribute your latest Project data to your children?
Will that only be a one-way transfer or do you anticipate that they might contribute to the research, which complicates the process of keeping all four copies in sync.

[pammerry]

Hi Mike,
Many thanks for your swift reply. It's greatly appreciated.

Regarding the points you raise -
1/ I am using FH7 with all latest updates available.
2/ All my linked media is kept in the Project Data Folder, so is within the project.
(I do also have copies within extensive folders on an external hard drive).
3/ The only customization that I have is an extended configuration of the records window display (courtesy of a file supplied by John Hanson following an excellent on-line SOG course in 2022).

I hope my replies give you an insight into the situation. Finally my project is quite large - almost 10,000 individuals.

Many thanks once again,
Pam

[pammerry]

Hi Mike once again,
I have just realised that I did not answer your last question regarding probable updating needs. Much as I would like to think my family would all become enthused with the genealogy bug, I have a feeling that is going to be a one-way process.
From me to them. I would just like to think that all that research is available to them should they have the urge to dip in.

Many thanks once again,
Pam

[tatewise]

I'm glad you are using FH V7 because the copy recently bought for your children will also be FH V7 and there are certain incompatibilities with FH V6 that would make exchanging Projects especially difficult.

Given the scenario that you describe the simplest method is to use File > Backup/Restore > Full Backup or Medium Backup.
Then send the saved backup file to your children who will use File > Backup/Restore > Restore Backup...

If you repeat the process later, then your children should delete their Project before repeating the Restore Backup.

That leaves the problem of how to send the Backup file to your children.
It will probably be too big to send by Email attachment, so that leaves USB memory stick, CD/DVD, or shared cloud storage.

[pammerry]

Thank you very much Mike. I feel a lot more confident to proceed now. I was thinking in terms of a memory stick to send the file to my children, so I think that is the way to go.

Best wishes,
Pam