* Media

[PhilipR]

Good evening all

I am having problems with my media in FH7. Currently I have the the media in three files, C/Family Historian/Media, C/Media (which I believe is within FH7) and Dropbox. I have a total of about 250 media of which 99 appear as black rectangles with crosses in them which leads me to believe they have become unlinked.

Some of these files I must have renamed or moved after placing them in FH.

Is it best practice to have all my media in the one file, say the FH Media file, to save this happening again?

How do I ensure that all media placed in FH is in the C/Media file

Is my best option to sort my media and re-input it or can I re-link and if so what is the process?

I would like to sort this problem I have before. I guess what I am asking is what is the best way to manage media.

I hope someone can assist.

Philip

[tatewise]

I notice that you posted a Media (21555) topic a few weeks ago. Are these issues related?

None of the file paths you mentioned are inside the FH Project folder but somewhere else on the C: drive.

It would be useful to see the Media Folders and Filenames you are actually using.
They are shown in the pane to the left of your screenshot.
You may have to scroll that pane to bring the Folder and Filename columns into view.

If you have not actually changed the names of the Media files then the following method may fix the broken links.
Use Tools > External File Links... and click the Auto Repair Links button.

A screenshot of the File Links in this window would also be useful.
Try and expand its width and height to show as much of the paths and filenames as possible.

With the above details of your Media folders and filenames, we can discuss how best to rearrange them.

[Vyger]

Philip,

It really does not matter where your media is stored, FH will store new media in the project folder by default but you are free to maintain your own folder structure as I do. Mike has shown how to have FH scan for and relink media files which may have been moved by the user.

Renamed files are a more difficult challenge but renaming can now be completed in FH so maintaining the link. The present folder location of your media files will be shown on the Media View in the Folder column.

I attempted to encompass and demonstrate all Media related possibilities in the video below, one watch will explain all your questions and more. At present the Auto Repair Links Mike mentioned cannot be targeted, it will search absolutely everywhere on your system so may take quite a long time to complete.

https://youtu.be/qjzP-epaF9c

[PhilipR]

Hello Mike

Thanks for getting back to me. I used Tools/External Link Files/Auto Repair Link which re-linked 84 photos. There were oringinaly 109 unlinked and not 99 as I mentioned previously.

I have attached seven screen shots of my All Media list which, I think, gives you the information you require. It looks as if I need to get some consistancy to my Media Record names but that can be done in FH. As you can see the media is filed all over the place.

I have seven screen shots prepared using the Snip but I can't add the files as attachments.

I hope this assists and I look forward to hearing from you soon.

Philip

[tatewise]

Why can't you add the Attachments? What reason was given?
Use the same method you used to attach your screenshot image file in your original posting.
There is a limit on the screenshot image file size and you can only add 3 Attachments per posting, so use multiple postings.
Remember they have to be Snipped saved image JPG/PNG files. You cannot paste the clipboard.

[PhilipR]

Thanks Mike

I will try and send the Snips to you in smaller numbers.

I have attached the first three files.

Philip

[PhilipR]

Here are some more.

Philip

[PhilipR]

Hi Mike

I was trying to send too many attachments at once. Here is the last one.

Philip

[tatewise]

Thank you for those comprehensive screenshots.
When providing screenshots it is useful to expand the most relevant fields to show more details, i.e. the Folder column.

It seems you have your media in many locations:
Media\... these are in the Media folder within your Project folder, which is the preferred location.
C:\Users\fagan\Dropbox\FAMILY HISTORIAN\...
C:\FAMILY TREE\MEDIA\Documents\...
E:\MEDIA\Documents\... just Service Photo Record Id 252
I:\My Drive\FAMILY HISTORIAN\...
I:\My Drive\MEDIA\Documents\...

What is the Location: of your Projects as shown in the File > Projects Window?

The media certainly needs to be more consistent with all the files in the same location.
Ideally, they should all be in the Media folder within your Project folder which is less likely to be upset by renaming folders and files elsewhere on your various PC drives, which risks breaking the FH Media links that you are experiencing.
Alternatively, put them all in one clearly identified Family Historian folder on just one drive.
Wherever you choose, you can group categories of media into different subfolders, which you don't appear to do at present.
BTW: Just a comment: There are a lot of photos but not many source BMD Certificates, etc.

There are advantages of keeping media and the whole project on Dropbox (or any other cloud store).

How do you want to proceed?

[PhilipR]

Hi Mike

Thank you for getting back to me. The media page screenshot includes all the columns that I am currently using.

I have attached a screenshot of the location of my projects. I currently only use the one highlighted in red. I need to do some tidy up work there!

I certainly do have media items everywhere. To proceed from here I think that I need to ensure that all my media is in one file location, be it in the "C" drive or the Cloud. You mentioned that there are advantages in keeping the whole project in the Cloud. I would then reload all the media into the project. Better to do it now rather then leave it until the project gets larger.

I have been a bit suspect of using the Cloud because previously I was syncing the project between two machines and found that the information was not available on the second machine for a few hours. Now I am only using the one machine so that is not an issue.

I will wait for your suggestions before proceeding.

Regards
Philip

[tatewise]

Philip, I'm not sure where to start...

Maybe you don't realise you can widen or shrink columns by dragging their edges in the header row (just like in Excel).

You don't seem to be using the latest version of FH which is 7.0.19 because if you were the Media columns would include a separate Folder column and Filename column.
I advise you to download & install from https://www.family-historian.co.uk/install7 but ensure FH is not running.

Your Project Window shows there have been some cloud store sync problems in the past.
The ones that end in -DESKTOP-JF4TJ9R in the wrong (Folder: ...) with Last Updated 1/1/1971 01:00 are faulty and useless.
If the only relevant Project is Reiflan Tree (2) then this is what I suggest you do:

Open the Reiflan Tree (2) Project and use the File > Backup/Restore > Medium Backup (Project File & Project Data Subfolder Only) command. Remember where you save it.

In the Project Window, highlight the Family Historian Sample Project and use More Tasks... > Delete Project
In the Project Window, highlight the Reiflan Tree Project and use More Tasks... > Delete Project
Answer the prompts carefully as some are opposite to what you expect. Ignore warnings about multiple Gedcom files.

Use More Tasks... > Samples > Reset Sample Project to recover the Family Historian Sample Project

That does not fix the ReiflanFamilyTree (Folder: Reiflan Tree (2)) problem which we can deal with when you have completed the steps above.

Regarding cloud storage, you have a decision to make depending on various criteria.
Do you subscribe (i.e. pay) for any extended cloud storage? If not then consider the free storage from each service:
Dropbox ~ 2GB
OneDrive ~ 5GB and already installed in Windows 10/11 using your Microsoft account
Google Drive ~ 15GB using your Google account
Let me know which one you prefer so we can start reorganising your Media.

[LornaCraig]

You don't seem to be using the latest version of FH which is 7.0.19 because if you were the Media columns would include a separate Folder column and Filename column.

Philip might be running the latest version. That change came in with v7.0.17.1 but the release notes make it clear that it is only the default for new users. Many existing users will be running this or later versions without being aware of the possibility of displaying the extra columns. This is from the release notes:

Existing users will not benefit from this change automatically. To use the new columns, existing users should open the Media tab of the Records Window (or view the Media List in the Media Window), right-click on the column heading, and choose ‘Configure Columns’ from the menu that appears. In the Configure Columns dialog, you can either click the ‘Restore Defaults’ button to benefit from the new defaults, or (if you wish to preserve other changes you may have made) you can manually add the two new columns yourself.

[tatewise]

Forgot that wrinkle!

[PhilipR]

Hi Mike

I think I have completed all my tasks.

According to FH I am running version ]7.0.19 of the program.

I used the FH7 website to download the program but it tells me I am funning the latest version.

Included is an attachment indicating the only columns I have on the List screen for Media.

I have backed up a copy of the "Reflan Tree (2)" - remembering where I saved it. The "FH Sample Project" and the "Reflan Tree" project have been deleted.

The FH Sample Project has been recovered. I have renamed "Reflan Tree (2)" to "Reflan Tree" and attached a new screenshot of the Project Window.

With regard to cloud storage I have a subscription to Microsoft 365 which gives me 1Tb of storage using Onedrive. Currently I have 760Gb free. My media file on C drive is about 4Gb. I would be happy to use Onedrive.

[David2416]

If you Right Click on the Column Headings bar you obtain the option to configure the Columns as you wish. I think the File Name and Folder columns need to be configured after the update to the version.

Screenshot 2023-03-18 074321.jpg

Screenshot 2023-03-18 074146.jpg

[LornaCraig]

If you Right Click on the Column Headings bar you obtain the option to configure the Columns as you wish. I think the File Name and Folder columns need to be configured after the update to the version.

See my earlier post which explained this.
If you have never manually changed the display you can simply click 'Restore Defaults'.

[PhilipR]

Thank you.

Philip.

[tatewise]

The backup of Reiflan Tree (2) excludes the unwanted ReiflanFamilyTree but also excludes Public folder of Reiflan Tree (2).

So the first step is to use File > Backup/Restore > Restore Backup... and choose the backup of Reiflan Tree (2).
That should create a Reiflan Tree (2) Project without ReiflanFamilyTree (Folder: ... ).

Now the question is, does your Reiflan Tree project have anything worth preserving in its Public folder?

If the answer is 'no', then skip the next step.

if the answer is 'yes', then you must use Windows File Explorer to copy the Public folder from
...\Documents\Family Historian Projects\Reiflan Tree\Public
to
...\Documents\Family Historian Projects\Reiflan Tree (2)\Public

When happy all is working OK, you can delete Reiflan Tree and rename Reiflan Tree (2).

Use Windows File Explorer and look through your Project for files ending in -DESKTOP-JF4TJ9R
Report back on what you find and that your Reiflan Tree project is now all OK.

It seems that using OneDrive to hold your Projects and Media files is the best option.
Please confirm exactly where your Family Historian Projects folder resides by opening it in Windows File Explorer and clicking on the address bar to expand This PC or whatever is at the start of the line. Does it say:
C:\Users\fagan\Documents\Family Historian Projects\
or
C:\Users\fagan\OneDrive\Documents\Family Historian Projects\
or something else?
i.e. Have you enabled the OneDrive settings to backup Desktop, Documents, Pictures, Music, Videos or not.

Familiarise yourself with the FHUG Knowledge Base article Synchronising Family Historian between 2 PCs especially under Microsoft OneDrive but DO NOT DO ANYTHING YET.

[PhilipR]

Hi Mike

Firstly, I have found out how to customise the columns in the list screenfrom Lorna Craig. What columns do you want me to add?

I have followed your instructions and my Project Window now looks like the attachment "Project Window 19.3.23 1.49pm".

The "Reiflan Tree" project is working OK.

I have included the attachment "File Explorer 19.3.23 1.56pm" to confirm that the "Reiflan Tree" has backed up successfully.
The file is much smaller then the previous backups - is that OK? The address is "This Pc/Windows C/FAMILY TREE/FAMILY HISTORIAN.

The Onedrive settings are enabled for Desktop, Documents & Pictures.

I have a hard copy of this Sync article and will go through it again. I have done nothing further.

Unfortunaterly being on the other side of the world slows our progress but there is nothing we can do about it.

Regards
Philip

[tatewise]

Yes, different time zones are annoying but I didn't want to take too many steps at once.

Your Windows File Explorer screenshot shows what looks like redundant old folders dated 29/01/2023.
They appear to be random snippets of various FH Project subfolders and can probably be deleted to avoid confusion.

The difference in the size of the backups is difficult to explain at this remote distance.
It may be that the Reiflan Tree (2) backups include the rogue ReiflanFamilyTree files.
The easiest way to investigate is to temporarily restore the latest Reiflan Tree (2) backup and then use Windows File Explorer to review the two project folders against each other. If anything causes you concern then report back here.

It seems your FH Project folders are already using OneDrive because you have enabled Sync and backup for important folders.
i.e. The Windows File Explorer full path is C:\Users\fagan\OneDrive\Documents\Family Historian Projects\...
Ensure that the OneDrive Advanced setting for Files On-Demand is Off to keep file copies on disk as well in the cloud.
Please confirm that this is the case.

To rearrange your Media files you need to use the FH Tools > External File Links... command.
Current Project Folder: should say C:\Users\fagan\OneDrive\Documents\Family Historian Projects\Reiflan Tree
Tick Show Broken Links Only and review those media. Do you know why the links are broken? Are the files missing?
If you know how to fix them then do it now, otherwise wait until we've finished moving files inside your project.
Untick Show Broken Links.

I suspect the File Links pane has C: - FAMILY TREE - MEDIA - Documents listed first.
So in Windows File Explorer move the contents of that folder into the project Media folder:
C:\Users\fagan\OneDrive\Documents\Family Historian Projects\Reiflan Tree\Reiflan Tree.fh_data\Media
Ensure every folder and file within C:\FAMILY TREE\MEDIA\Documents is moved into the Media folder above.
Use Move and not Copy because if the files are left behind FH will not automatically relocate them.
Click the FH Refresh button and the folder should vanish from the File Links pane and all the Media files should appear listed under Project Data Folder - Media which means they are inside the Project and on OneDrive.
If it is important to retain copies of those files in the original folder then ignore the above steps and ask for advice.

Repeat the above process for each other external drive folder listed in the File Links pane:
C: - Users - fagan - Dropbox - FAMILY HISTORIAN
E: - MEDIA - Documents just the Service Photo.png file
I: - My Drive - FAMILY HISTORIAN
I: - My Drive - MEDIA - Documents

If anything is not clear then ask and don't guess.

[PhilipR]

Hi Mike

I have deleted the files dated 29.1.2023 from File Explorer and attached a screenshot to confirm. "Project File 20.3.23".

Onedrive Files on Demand has been changed to OFF. Screenshot to confirm has been attached. "Files on Demand off"

The size of the backup is OK - I restored Reflan Tree (2) and if showed that the information on Reiflan Tree is correct. I am happy with the backup.

I have looked at the Tools/External File Links command. As far as I can see the current Project Folder is as you advised. Screenshot attached. "External Links 20.3.23". I have ticked Show Broken Links Only to review but am unsure as to why the links are broken. I have unticked Show Broken Links and wait until we have moved the files.

I cannot find the File Links pane so will not proceed working on the last two paragraphs of you post until I know were it is.

Thank for your continued assistance.

Philip

[tatewise]

I forgot to answer your question about the Records Window Media record columns.
See https://www.family-historian.co.uk/v7-updates for FH 7.0.17.1 under Media first bullet point.
Your columns appear to be the default so to adopt the latest default use the Restore Defaults button as shown by David2416 on Sat 18th Mar 2023 07:48. However, the choice is entirely yours.

Let us for a moment consider the two X Broken Links in your screenshot.
Click the Help button in the Tools > External File Links... window for general advice.
The two FH Media record broken File links expect to find those two Media files at:
C:\FAMILY TREE\MEDIA\Documents\Cemetery Index\Harold T Burley.jpg
C:\FAMILY TREE\MEDIA\Documents\Electoral Roll\Burley Harold.jpg
However, FH cannot find them there, so they have been renamed, moved, or deleted from there.
You could use Windows File Explorer to inspect those folders or nearby folders to see if you can find those files, possibly with slightly different filenames. If they were deleted relatively recently, they might still be in the Recycle Bin, so look there.

Otherwise, you will need to investigate your Project data which should give clues as to where they came from so you can obtain them again. For example, if the Media record is attached to a Source record that should identify the origin of the source details where you obtained the image which can be downloaded again.

The File Links pane is shown in the centre of your screenshot.

[PhilipR]

Hi Mike

I have restored the Media list to the default colums as attached. "Media Record Columns 21.3.23". I am happy with those columns.

The media files relating to the two Broken Links have been deleted and are not in the Recycle Bin but I can find them again through the sources. I will try and find those two items tomorrow and relink them. Should I "Link from File" or "Link to Existing Media Record"? This is where I may have been going wrong.

I have found the "Media Link"!!

I will work on Paragraphs 3 & 4 of your Post 19.3.23 22.48 tomorrow and will let you know how I go. Been away all day so have not had time to work through these items.

Thanks
Philip

[tatewise]

If you find any 'broken link' missing files then use Windows File Explorer to save them where FH expects to find them.
i.e. For the two we have been discussing save them at:
C:\FAMILY TREE\MEDIA\Documents\Cemetery Index\Harold T Burley.jpg
C:\FAMILY TREE\MEDIA\Documents\Electoral Roll\Burley Harold.jpg
You should not relink them to FH at all because the Media record already exists. It is just the file that had gone missing.

In Tools > External File Links... use Refresh and Show Broken Links Only to check the X broken links are repaired.

I suggest you repeat that process for any other 'broken links' before moving the files into the Project's Media folder.

In future, after all the files are within the Project, when you Add Media, there are two options:

1. Link to Existing Media Record... which just links a record to a Media Record without involving new files at all.
2. Insert from File... which adds a file and creates a new Media Record. After choosing the file FH asks to Copy File(s) To: and Save File As: and it is then that you choose from the drop list or Location... button where within the Project you wish to save the file. The one option to avoid is <Don't copy - link only> which leaves the file outside the Project.

[PhilipR]

Hi Mike

I have worked through the second last paragraph on your Post 19.3.23 22.48 and established the new Media folder in OneDrive. "Media File 22.3.23 3.42pm.

I have used Copy/Paste to move the folders and files within C:\FAMILY TREE\Media\Documents into the new media folder established. By using Copy/Paste a copy of the files remains in the folder C:\FAMILY TREE\Media\Documents. I have not hit the Refresh button because of the two copies. Should I delete the folders and files in C:\FAMILY TREE\Media\Documents?

Once you clarify that for me I will then use the "Refresh" button to ensure that the folders have vanished from the File Link.

I will not proceed with the folders in the last paragraph until your clarification.

Thanks
Philip