* Understanding source templates

[BEJ]

I have a fundamental gap in my understanding of Source records. The way my brain works, I don't grasp the parts without understanding the whole; I need to understand how all the pieces fit together. I'm baffled by sources in spite of having read then re-read fh7 help and FHUG Knowledge Base articles, searched the FHUG Forum and read the found posts, and also consulted privately with an experienced FHUG member.

I adopted the use of Source Templates because prior to fh7 I had been doing my best to follow Mills’ Evidence Explained while conforming to the Generic Source structure. It wasn't easy.

So, here's how I understand fh7 Sources at the moment. When I create a Source I'm actually using [edit: replaced "creating"] three linked records:
1. Source record
2. Source Template record
3. Citation record.

Screenshot 2022-11-26_edited.jpg (252.3 KiB) Viewed 12906 times

The part of a Source record seen at the top of the attached screenshot of a Citation window holds standard data that conforms with GEDCOM and will probably be understood by other genealogical software. It is similar to data in a Generic Source record.

Each field in a Source Template format found in a Source Template record contains an expression, or code, that generates a Source Record Title, Bibliography (source list entry), Footnote (full reference), and Footnote (short-form citation) used for various reports. Field codes within each format are replaced with the actual field values [edit: deleted "found"] in the linked Source record. The added data then becomes a part of the Source record and can be edited in fh7 independent of the Source Template. The fields below "TEMPLATE" in the attached screenshot represent the data added by the template. The data generated in a Source record by a Source Template may not be understood by other genealogical software.

I "split" almost all my sources, so use few Citation fields as shown in the screenshot below the heading "Citation-specific Details." A FH7 Citation record points to genealogical information by documenting its properties and the Source record that holds it. As a citation is created it looks for the Source Template selected for a new Source record, and uses field codes stored in that template's formats to generate citation entries. Field codes within each format are then replaced with the actual field values found in the linked Source Record. Again, that data becomes part of the Source record and can be edited. Not sure how other genealogical programs may deal with Citation data.

Does the above seem correct?

[tatewise]

Yes, that is largely correct.

Yes, the 'generic' fields in the Source record and the Citation-specific details are mostly standard GEDCOM fields that should be understood by other GEDCOM-compatible products. Unfortunately, that is not always the case because some products are not so good at implementing all the GEDCOM specification, not just regarding Source Citations but elsewhere too!

I notice that several of your 'generic' Source fields seem to be duplicated as Templated Fields.
e.g. Author/Creator = Author/Editor and Year Created = Original Publication Year

Is that because you believe that only Templated Fields can be included in Format codes for Title, Footnote & Bibliography?

BTW: There is actually a fourth entity involved which is the Source Template Definition which is held outside the Project and must be synchronised with the Source Template record within the Project.

[NickWalker]

I think you have a good grasp of it, but I'm not sure if your understanding of citations is quite right but it may be me misunderstanding your explanation.

A source template can have definitions for fields which will appear in a source record and they can also have definitions for fields that will appear in each citation. If you create a census source using a template which has both source and citation fields defined, then you will fill in the various fields for the source itself (once). A citation is a link between a fact (usually but can be other things) and the source. If you had 5 individuals linked to the census each with a 'census' fact and an 'occupation' fact then there would be 10 citation records created, all of them containing the fields defined as citation fields in the template. You could enter completely different data into each of those 10 citations.

[LornaCraig]

So, here's how I understand fh7 Sources at the moment. When I create a Source I'm actually using [edit: replaced "creating"] three linked records:
1. Source record
2. Source Template record
3. Citation record.

There may a slight misunderstanding here: a citation is not a ‘record’ as such. (There are 12 types of record, all of which can be displayed in the Records window. The full list, with their display options, can be seen in Tools > Preferences > Records Window.)

As Nick has said, “a citation is a link between a fact (usually but can be other things) and the source.”
The Glossary in the FH Help files explains: “A source citation links an item of data to the source of the information. A source citation can be qualified by a note or other details, such as an assessment of the reliability of the source for that particular item of information.”

[BEJ]

Thank you for your responses, all. There's a glimmer of enlightenment at the end of my ingnorance tunnel.

BTW: There is actually a fourth entity involved which is the Source Template Definition which is held outside the Project and must be synchronised with the Source Template record within the Project.

I was focused on the project level so, yes, I understand that Source Template Definitions are part of the puzzle, though they sit outside projects.

I notice that several of your 'generic' Source fields seem to be duplicated as Templated Fields.
e.g. Author/Creator = Author/Editor and Year Created = Original Publication Year

Is that because you believe that only Templated Fields can be included in Format codes for Title, Footnote & Bibliography?

tatewise -- I will send you an email message on this topic. It was one that Calico Pie weighed in on during my search for clarity.

A source template can have definitions for fields which will appear in a source record and they can also have definitions for fields that will appear in each citation.

Thanks for the clarifying info.

There may a slight misunderstanding here: a citation is not a ‘record’ as such.

Okay, this is my main point of confusion: What is a "citation"? I intentionally posted it as a "record" to see if anyone would challenge that assertion. Thank you, LornaCraig.

Everything I've read says it is a "link." However, I can't create a mental fh7 box in which to put a "link." The glossary entry you provided (thanks, again) tells what a citation DOES but not what it IS. As NickWalker says above, "If you create a census source using a template which has both source and citation fields defined, then you will fill in the various fields for the source itself (once)."

Do those populated citation fields then become part of the source record?
If populated citation fields are neither part of a source record nor a citation record, where does that data reside? What IS a citation link?

The level of support provided on this forum by volunteers is fabulous--I couldn't successfully utilize Family Historian without your ongoing thoughtful responses.

[NickWalker]

A citation is a set of extra fields attached to the fact (or whatever) and then has a link to the source itself. Generally if you use a splitter (method 1) source then there won't be much/any information in each citation other than the link.

I don't know if this diagram helps? It's from the video I'm making regarding understanding sources, citations, etc.

Source citation.png (146.48 KiB) Viewed 12839 times

[ColeValleyGirl]

I don't know if this helps.

download.png (162.07 KiB) Viewed 12838 times

A citation isn't a standalone record, but rather data associated with/qualifying the link between e.g a fact and a source (which are standalone records). So, creating a citation doesn't modify the source, but attaches extra information to the link between a source and a fact.

[davidf]

As Nick has said, “a citation is a link between a fact (usually but can be other things) and the source.”
The Glossary in the FH Help files explains: “A source citation links an item of data to the source of the information. A source citation can be qualified by a note or other details, such as an assessment of the reliability of the source for that particular item of information.”

Sometimes it helps to "look under the hood" and see the mechanics of what is actually happening.

Below is a screenshot of part of the All Tab for one of my relatives:

William Willett b1856 (top of All tab)

Screenshot from 2022-11-26 18-05-40.png (20.62 KiB) Viewed 12835 times

It shows

• the Individual Record for William Willett (Record ID 354 - top line)
• In the left hand column are Facts attached to his record.
• If we look at the birth fact we can see that there are further branches of data (this type of database is sometimes call a tree database because of these branches). I have opened up these branches by clicking on the little squares on the connecting lines.
• I "lump" my data, so my sources are large collections (a book, a file of papers, a FMP collection etc.) rather than specific pages.
• For his birth I have two source lines showing, helpfully labelled "Source" and these are links to other records. (Notice the little square box and icon at the beginning of the right hand column on those lines - that indicates a link to a different record. The name and record number of that record then follows)
  • The first is my file of "Certificates; Birth" - Source record number 1753
    • Think of this as a literal link between an Individual Record (354: William Willett) and a Source Record (1753: My Birth Certificates File) (Like a piece of string tied between an index card for William Willet and an index card for my file of Birth Certificates) But the source it is a file of certificates, so I have to attach to the link a bit more information so that I know where to go within that file. Think of that information as a parcel label tied onto the link between the two sources. I have two items on this label - these are the "citation details" - The Where Within Source and the Multimedia Object:
      • Where within source: "Farnham Q3 1856; Vol: 2a; Page: 68;" apart from being the GRO reference is also the page reference within my physical file of certificates.
      • Another link - to a Media Record - Media Record Number 645
      • I tend to attach my media not to the fact but to the citation. Facts can have many sources; I want to know which source my media is "of". As a lumper I can have multiple media items for a source (e.g. many scans of different birth certificates), so I attach my media to the citation "label" - which is unique to the link between William Willett's birth fact and the birth certificate file.

        

        William Willett b1856 (top of All tab)

        Screenshot from 2022-11-26 18-05-40.png (20.62 KiB) Viewed 12835 times

      • I have clicked the first square on this link (in the right hand column just across from "Multimedia Object") and this has caused the contents of the media record to show.
      • Note it is in red because we are looking from the individual record, down the link towards the source record but then onto the label attached to that link (the citation) and then to another link from the citation to another (media) record and FH is then showing us the contents of that media record:
        • the media format - it says "png" - I have converted the pdf from GRO to a png file
        • the title of the media record - I have used the title as received by email from GRO (lazy! I should have made it meaningful: Willett, William b1856; Birth Certificate.)
        • the file where the actual media is Media\COL132692_2020-1-William_Willett-pdf.png
        • etc.
  • The second is the Dictionary of National Biography - Source record number 1864
  • This is an online record so in the "Where Within Source" I have just put "William Willett" - I should have put a bit more detail because William's father (also called William Willett) I think also has an entry in the DNB. So that "Where Within source" enables me to bring up a search page listing both of them.
  • The "Data" branch can have two sub-branches; an "Entry Date" and a "Text From Source"; I have only used the latter.

The diagram below is consistent with what others have posted whilst I was drawing it!

Schematic of FH Records, a citation and a media file (Revised)

Individual to Source & Citation to Media (Revision 2).png (226.64 KiB) Viewed 12558 times

Note

1. that the actual "citation details" sit on the Source link branch for a fact in the Individual record; citations are not separate records like Individuals, Families, Sources, Media Records etc
2. the actual media is distinct from the Media Record. The media record is like a Library index card for a photographic collection - which tells you where to find the actual photos. Similarly with Source Records and Sources

.

[LornaCraig]

Do those populated citation fields then become part of the source record?

No, the citation fields don't become part of the Source record. The Source record contains only the details which are common to all instances of its use. (Although if you are a 'splitter' you might be able to put a lot of detail in the Source record and none at all in the citations)

Further to previous replies, if you want to see what the citation details look like in the gedcom file here is an example. The first screenshot shows the birth details for the Individual with ID no. 1 from the FH Sample Project. I have added three pieces of sample citation information. (The FH sample project uses generic Sources). The second screenshot shows what this looks like if you open the gedcom file in Notepad.

Sample project snip.JPG (68.83 KiB) Viewed 12821 times

Gedcom snip.JPG (42.31 KiB) Viewed 12821 times

[AdrianBruce]

Do those populated citation fields then become part of the source record?

No, the citation fields don't become part of the Source record. The Source record contains only the details which are common to all instances of its use. (Although if you are a 'splitter' you might be able to put a lot of detail in the Source record and none at all in the citations)
...

Agreed.
The citation fields are actually, to put it crudely, slung off each of the events / attributes / names / records of Individuals, Families, whatever, that they justify. They are accompanied by a pointer to the source record in question.

If the GEDCOM file were a rigorous "third normal form" database, then the citation data would indeed be a separate record, so your use of the term "citation record" isn't daft. However, it isn't, and they're not. (i.e. GEDCOM isn't "third normal form", and citations aren't records.)

[tatewise]

There is a fairly common misunderstanding of the database terms used in FH.
IMO The problem is that words like record and citation have popular everyday meanings.
Whereas, in FH, which closely follows GEDCOM, the terms Record and Citation have very precise data definitions that may not agree with the perception given by the words record and citation.

Quite often users refer to Facts such as Birth, Occupation & Death as records, but as explained earlier they are not.
They are sub-fields of the Individual Record. Similarly, a Citation is a sub-field of whatever it applies to, which may be a whole Record, a Name, a Fact, etc.

Each type of Record has a tab in the Records Window, hence its name.
Those Records can be linked to each other, i.e. Citation fields link to Source Records, Media fields link to Media Records, Place name fields link to Place Records, and so on.

[BEJ]

The glossary entry you provided (thanks, again) tells what a citation DOES but not what it IS.

My current understanding: in Family Historian a Citation IS a subfield that shares details found in a source (or genealogical record) between the Source Record and other Records.

Thanks to all who contributed. It has helped me move forward.

[NickWalker]

My current understanding: in Family Historian a Citation IS a subfield that shares details found in a source (or genealogical record) between the Source Record and other Records.

A citation is a collection of subfields attached (usually) to a Fact, together with a link to the Source record.

[tatewise]

A citation is a collection of subfields attached (usually) to a Fact, together with a link to the Source record.

and potentially link(s) to Media Record(s) and Note Record(s).

[BEJ]

Here's what I'll be using as guidance:

A citation is a collection of subfields usually attached to a Fact, with a link to one Source Record and which may also link to Media Record(s) and Note Record(s).

Logic tells me that a citation can only be associated with one Source Record. Is this correct? Can a citation be linked to more than one Fact?

[davidf]

Structurally a citation cannot be linked to more than one fact, because the citation is a sub-branch of a fact and because the citation is not a "record of its own" but just a "collection of twigs" you can't "link" to it from a fact. (See Lorna's extract of a GEDCOM in an earlier post.)

That is a consequence of the tree structure of the database and the choice of what are "real records". You can only (normally) link to a record because you refer to it by record ID.

[NickWalker]

Here's what I'll be using as guidance:

A citation is a collection of subfields usually attached to a Fact, with a link to one Source Record and which may also link to Media Record(s) and Note Record(s).

Logic tells me that a citation can only be associated with one Source Record. Is this correct? Can a citation be linked to more than one Fact?

Yes it is correct to say that a citation can only link to one source and to one fact. A fact can have multiple citations though.

[LornaCraig]

Yes it is correct to say that a citation can only link to one source and to one fact. A fact can have multiple citations though.

… and several different facts can have identical citations. This can be achieved by using the copy and paste buttons in the toolbar of the ‘Sources for:’ pane attached to the Property box of the individual. If you are likely to want many facts to have identical citations you can investigate using the Automatic Source Citations Pane.

[BEJ]

I found the following diagram and definition while exploring more about Family Historian Citations.
Citation -- "A link between a source and a fact, documenting Where within the source you find information being 'cited' to support the fact/conclusion."

database_structure.png (38.81 KiB) Viewed 12048 times

"Facts are included on the diagram although they are not actually held as records in their own right. Citations are also not records in their own right, but are used to connect many of the other records to Sources, so are included to make the relationships clearer."

(https://fhug.org.uk/kb/kb-article/forma ... structure/)

[AdrianBruce]

Yes - the lines between the objects in the diagram are (often) terminated by arrows. IIRC this means it's a one to many relationship, i.e. one Family has many Facts (conversely, thinking only about that linkage, one Fact can only belong to one Family) - the arrow is at the "many" end. (On that basis, I don't think the arrow is at the right end of the Source to Repository relations for a standard GEDCOM file.)

Some people may be more familiar with crows-feet instead of arrow heads - I personally think that the arrow heads get obscured if multiple relationships join at the same point in the diagram - e.g. on Facts. But it's what you're used to....

[tatewise]

Adrian, I believe the arrow heads indicate the direction of the linkage rather than 'one to many'.
i.e.
1) From superior item to subsidiary item, e.g. Individual/Family Record to Fact, and various items to Citation.
2) Link from one item to a separate record, e.g. Citation to Source, Source to Repository, various items to Multimedia.

With your interpretation, as you explained, the 'one to many' does not work for Source to Repository, but nor does it work for Citation to Source, and also not really for the two-way links between Individual and Family records.

[AdrianBruce]

Adrian, I believe the arrow heads indicate the direction of the linkage rather than 'one to many'. ...

Well that could explain why I've never understood some people's Entity Relationship Diagrams. Although I'll probably now get told they're not ERDs...

I have to say also that I could describe the linkage between Source and Repository in either direction - A Repository contains many Sources or A Source is found in one Repository. So with a theoretical entity relationship diagrammer's hat on, I shall sadly shake my head and move on.

[ColeValleyGirl]

https://fhug.org.uk/forum/viewtopic.php ... 11#p130733

I'm with you on crows feet, Adrian.

[NickWalker]

I'm with you on crows feet, Adrian.

Me too

[tatewise]

IMO some points of clarification are needed.

The Formal Database Structure diagram is from an FH Help page in V5 or V6 so CP are to blame for the arrows.

FH Individual/Family/Fact/Citation/Media relationship diagram attached earlier says...
"each Family can be linked to ... (typically) zero or one facts -- a Marriage fact. (Maybe also a Divorce fact)."
There are many other Family facts: Engagement, Census (family) , Residence (family), Marriage Banns/Contract/Licence/Settlement, Divorce Filed, Annulment, as well as custom Family facts.

The yellow box Note on Media Links says "We don't attach Media to Families or Citations."
Why not attach family group photos to Family records?
Lower down the 'Lumpers' bullet point contradicts by saying "Source images are attached to the Citation."

BTW: GEDCOM 5.5.1 allows a Source record to link to two Repository records.