Entering and Editing Data: Complete Description

The previous section offered you a quick overview of how to enter and edit data in GRAMPS. This section continues that discussion in much greater detail.

As we have seen above, GRAMPS offers you a series of Views. Each of these Views gives you opportunities to enter and edit information. In fact, you can often get to the same information from different Views.

In GRAMPS, information is entered and edited through what we call dialogs. Since we use that term frequently, we should define what we mean by it:

A dialog is a pop-up window that provides one or more forms for entering and editing data that fits a certain category. Examples in GRAMPS include the Edit Person dialog and the Family Editor dialog, among many others.

A dialog often includes a series of "notebook tabs" that group the information into subcategories. For example, the Edit Person dialog has notebook tabs for subcategories such as Events, Attributes, Addresses, and Notes, among others.

[Note]Add, Remove, and Edit buttons

In most cases, GRAMPS uses a + to correspond to Add, a - correspond to Remove, and an icon of a pen on a sheet of paper to denote Edit. We will continue referring to the latter as the Edit button, while using + and - to denote the two former buttons.

Editing Information About People

Information about people is entered and edited through the Edit Person dialog. This dialog can be invoked from different Views in the following ways:

From the People View:
  • Double-click the name of the person whose data you would like to edit

  • Select the name by single click and then click the Edit button on the toolbar.

  • Select the name and then press Enter.

  • Select Edit... from the Edit menu of GRAMPS

  • Select Edit from the context menu that appears upon right-click on the name.

From the Relationships View:

To edit the Active Person's data, click on the Edit button next to the Active Person's name.

From the Pedigree View:

Double-click in the box having the name of the person whose data you want to edit.

In each of the above cases, the Edit Person dialog will appear:

Figure 3.8. Edit Person dialog

Shows Edit Person dialog.

The top of the window shows the basic information about the person whose data is being edited. Below are several "notebook tabs" containing different categories of available information. Click any tab to view and edit its contents. Clicking the OK button at the bottom will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button will close the window without applying any changes. If any data in any tabs were modified, an alert window will appear, prompting you to choose from the following options: close the dialog without saving changes, cancel the initial cancel request, or save the changes.

[Note]Note

Clicking OK will immediately save changes to the database. There is no need for a Save operation, since all changes are immediate.

[Tip]Tip

If a tab label is in boldface type, this means it contains data. If not, it has no data.

The general information is at the top of the window. This includes the primary name and general information.:

Primary Name

includes Given name, Family name, Family prefix (such as "de" or "van"), Suffix (e.g. Jr. or III), Title (e.g. Dr. or Rev.), Nickname (Bob for Robert), Type of the name (birth name, married name, etc.). Some of these Family name and Type fields provide "autocompletion" feature: as you type in these fields, a menu appears below the field containing database entries that match your partial input. This gives you a shortcut by letting you select an entry that already exists in the database rather than having to type it all out. You can select the entry using your mouse or using your arrow and Enter keys.

The Edit (that is, the "pen and paper" icon) next to the Prefix entry field invokes the Name Editor dialog. This dialog allows editing the preferred name in full detail (see the section called “Names”).

General

The Gender menu offers the choice of person's gender : male, female, and unknown.

The field ID displays the GRAMPS ID number which identifies the user in the database. This value helps you distinguish between people who have the same name. You may enter any unique value you want. If you do not provide a value, GRAMPS will automatically select a value for you.

The Marker allows you to specify some basic information on the status of your research.

The Privacy button lets you mark whether or not the person's record is considered private.

Image

The Image area shows the first image available in the Gallery of this person (if any exist).

The tabs reflect the following categories of personal data:

Events

The Events tab lets you view and edit any events relevant to the person. The bottom part of the window lists all such events stored in the database. The top part shows the details of the currently selected event in the list (if any). The buttons +, Edit, and - allow you to add, modify, and remove an event record from the database. Note that the Edit and - buttons become available only when an event is selected from the list.

Names

The Names tab lets you view and edit any alternate names the person may have. The bottom part of the window lists all alternate names for the person stored in the database. The top part shows the details of the currently selected name in the list (if any). The buttons +, Edit, and - allow the addition, modification, and removal of an alternate name from the database. Note that the Edit and - buttons become available only when an alternate name is selected from the list.

Figure 3.9. Edit Person dialog - Names

Shows Names Tab of Edit Person dialog.

When you add a new name or edit an existing name, the Name Editor dialog is invoked. This dialog is described in the section below (see the section called “Names”).

Attributes

The Attributes tab lets you view and assign attributes to the person. You have complete freedom to define and use attributes. For example, attributes might be assigned to describe the person's physical characteristics or personality traits.

Note that each attribute listed in the Attribute dialog consists of two parts: the Attribute itself and a Value associated with that Attribute. This so-called "Parameter-Value" pairing can help you organize and systematize your research. For example, if you define "Hair color" as an Attribute for a person, "Hair Color" will become a selectable Attribute for all other people. The Value of Hair Color for person A might be red, and brown for person B. In similar fashion, you might define an Attribute like "Generosity" and use the Value of "Enormous" to describe a particularly generous person.

The bottom part of the dialog window displays the list of all Attributes stored in the database. The top part shows the details of the currently selected attribute in the list (if any). The buttons +, Edit, and - let you add, modify, and remove an attribute record from the database. Note that the Edit and - buttons become available only when an attribute is selected from the list.

Figure 3.10. Edit Person dialog - Attributes

Shows Attributes Tab of Edit Person dialog.

Addresses

The Addresses tab lets you view and record the various addresses of the person. The bottom part of the window lists all addresses stored in the database. The top part shows the details of the currently selected address in the list (if any). The buttons +, Edit, and - allow you to correspondingly add, modify, and remove an address record from the database. Note that the Edit and - buttons become available only when an address is selected from the list.

Some reports allow you to restrict data on living people. In particular, that option will omit their addresses.

Figure 3.11. Edit Person dialog - Addresses

Shows Addresses Tab of Edit Person dialog.

Notes

Figure 3.12. Edit Person dialog - Notes

Shows Notes Tab of Edit Person dialog.

The Notes tab provides a place to record various items about the person that do not fit neatly into other categories. To add a note or modify existing notes simply edit the text in the text entry field.

The Format option lets you set the way the note will appear in reports and web pages. If you select "Flowed," the text generated will have single spaces put in place of all multiple spaces, tabs, and single end-of-line characters. A blank line inserted between two blocks of text will signal a new paragraph; additional inserted lines will be ignored.

If you select the Preformatted option, the text in reports and web pages will appear exactly as you enter it in the Notes dialog.

Sources

Figure 3.13. Edit Person dialog - Sources

Shows Sources Tab of Edit Person dialog.

The Sources tab allows you to view and document the sources for the information you collect. These might be general sources that do not describe a specific event, but which nevertheless yield information about the person. For example, if Aunt Martha's memoirs mention her great-grandson Paul, the researcher may assume that this Paul actually existed and cite Aunt Martha's memoirs as the source that justifies this assumption.

[Tip]Tip

Sources which document specific events are best recorded as sources of the event (under the Events tab) instead of as a source of the person. The person's Sources tab is best used for any sources not specifically connected to any other data.

The central part displays the list of all source references stored in the database in relation to the person. The buttons +, Edit, and - allow you to correspondingly add, modify, and remove a source reference to this person. Note that the Edit and - buttons become available only when a source reference is selected from the list.

Gallery

The Gallery tab lets you view and store photos, videos, and other media objects that are associated with the person. The central part of the window lists all such media objects. Any object in the form of a valid image file will result in the display of a thumbnail view of the image. For other objects such as audio files, movie files, etc., a corresponding file type icon is displayed instead.

[Tip]Tip

The first available image in the gallery will be also displayed in the Image area in the General tab.

The buttons +, Select, Edit, and - let you add a new image to the database, link to an image already stored in the database, modify an image, and remove a given media object from the person's gallery. Note that the Edit and - buttons become available only when a media object is selected from the list.

Figure 3.14. Edit Person dialog - Gallery

Shows Gallery Tab of Edit Person dialog.

[Note]Note

Removing a media object from a person's gallery does not remove it from the database. It only removes the reference to that object from this person's record.

Internet

The Internet tab displays Internet addresses relevant to the person. The bottom part lists all such Internet addresses and accompanying descriptions. The top part shows the details of the currently selected addresses in the list (if any). The buttons +, Edit, and - let you add, modify, and remove an Internet address. The "Go" button (represented by an icon having a green arrow and yellow circle) opens your web browser and takes you directly to the highlighted page. Note that the Edit, -, and Go buttons become available only when an address is selected from the list.

Figure 3.15. Edit Person dialog - Internet

Shows Internet Tab of Edit Person dialog.

Associations

The Associations tab lets you view and edit information about the associations between people in the database. The associations may include Godparents, family friends, or any other types of associations you may wish to record.

Figure 3.16. Edit Person dialog - Associations

Shows Associations Tab of Edit Person dialog.

LDS

The LDS (Latter Days Saints) tab lets you view and edit information about LDS ordinances of the person. These are LDS Baptism, Endowment, and Sealed to Parents ordinances, as labeled inside the tab. Each ordinance is described by its date, LDS temple, and Place where it happened. An additional pop-up menu, "Parents," is available for the Sealed to Parents ordinance. Each ordinance can be further described through the selections available in the Status pop-up menu. It can also be include notes and references to sources through the corresponding Sources... and Note buttons.

Figure 3.17. Edit Person dialog - LDS

Shows LDS Tab of Edit Person dialog.

Editing Dates

This section describes how to enter and modify dates. Since dates are so important in genealogical research, GRAMPS takes special care to preserve and use any date information available.

Information can be entered into a date field by directly typing it or by invoking the Date selection dialog. Both methods will be discussed below, but first, we will cover some important features of dates as they are used in GRAMPS.

Date types

Dates in GRAMPS are classified according to the following types:

Regular

A "regular" date is one which includes a specific day, date, or month. It can be complete (e.g., June 6, 1990) or partial (e.g., July 1977).

Before

A "before" date is one that can only be identified as occurring before a certain day, month, or year.

After

An "after" date is one that occurs after a certain day, month, or year.

Range

A "range" describes a time period during which the event occurred. For example, "between January 1932 and March 1932."

Span

A "span" describes a time period during which a condition existed. For example, "from May 12, 2000 to February 2, 2002."

Date formats and parsing rules

GRAMPS recognizes dates entered in a variety of formats. The default numeric format is that which is conventional for the environment is which GRAMPS is operating; that is, DD.MM.YYYY for most European countries, MM/DD/YYYY for the U.S., and so on.

Besides exact dates, GRAMPS recognizes many dates that are not regular: before, after, about, ranges and spans. It also understands the quality: estimated or calculated. Finally, it supports partial dates and many alternative calendars. Below is the list of date entry rules to allow precise date parsing.

[Note]Date parsing rules

The list only applies to the English version of GRAMPS. If you are using localized version of GRAMPS, your version may or may not provide a localized date parser. At the time of this writing, localized parsers exist for French, German, Russian, Finnish, Dutch and Spanish languages.

If the localized parser is available for your version, chances are that other rules are in effect. If there is no manual in your language yet, you may try following your instinct and go with the common ways of denoting dates in your language. If all else fails, use the Date selection dialog described below.

  • Regular single dates can be entered just as you would write them. Examples: May 24, 1961 or January 1, 2004.

  • Dates that are not regular should start with the quality: estimated or calculated, if applicable. Example: est. 1961, or calc 2005. (Note that a quality does not need to be specified for regular dates.)

  • After the quality should appear the type. If the type is before, after, or about, you scan specify the type by writing "before", "after" or "about". If the type is a range, write "between DATE and DATE", and if the type is a span, write "from DATE to DATE". patterns, where DATE is a single date.

    Examples: est from 2001 to 2003, before June 1975, est about 2000, calc between May 1900 and January 1, 1990.

  • Partial dates are entered simply by omitting unknown information. Examples: May 1961 and 2004.

  • Alternate calendars are calendars other than the Gregorian calendar. Currently, GRAMPS supports Hebrew, French Republican, Julian, Islamic, and Persian alternate calendars. To specify the calendar other than the default Gregorian, append the name of the calendar to the date string, e.g. "January 9, 1905 (julian)".

Date Validity Indicators

GRAMPS uses color circles to indicate the validity of the entered date.

[Tip]Date LED buttons

The color circles are also referred to as the LED buttons. Clicking on an LED button will invoke the Date selection dialog described in detail below, see the section called “Graphical User Interface for Entering Dates”

  • A green circle means that the date is valid and complete regular date (e.g. May 24, 1961). In simple terms, green means that the date corresponds to a unique date.

  • Yellow circle means that the date is valid but is not a regular date. This could be the date of a different type: a before date (before May 25, 1962), an after date (after May, 1960), an about date (about May 23, 1961), a range (between May 1, 1961 and May 31, 1961), or a span (from May 1, 1961 to May 31, 1961). It can also be a complete single date, but with quality of Estimated or Calculated. Finally, it could be a partial date, i.e. a regular quality single date missing some portion, e.g. May 1961 or 1961.

    While partial dates do not uniquely define the day, they allow at least for some type of comparisons between the dates.

  • Red circle means that the date is not recognized as a valid date (e.g. "Christmas week of 61", or "the summer when I had surgery"). In such a case the date will be stored as a text string and therefore cannot be compared other dates. As you can see, it is best to avoid such date entries. It would be better, for example, to enter a date of "December 1961" and then to add the note "Christmas week of '61."

Graphical User Interface for Entering Dates

While the above parsing rules provide a guide for you to type in most common dates, you can also use Date selection dialog. The dialog is particularly useful for building a complex date or for simply insuring that your information is entered in a way GRAMPS will understand. The Date selection dialog can be invoked by clicking the colored circle button next to the date entry field.

Figure 3.18. Date selection dialog

Shows Date selection dialog.


The Calendar menu lets you choose a calendar other than the default Gregorian. The Quality menu gives you the choices of Regular, Estimated, or Calculated. The Type menu allows you establish the exact date type: Regular, Before, After, About, Range, Span, and Text only. You can set the Date by setting the day, the month, and the year. In the event that your date type is Range or Span, the Second date will be activated. Finally, the Text comment text entry field allows storing an arbitrary text string along with the date.

[Note]Note

If you have an important comment to make about a date, you are better off doing so in a Note that corresponds to the event than in the Text comment field of the Date selection dialog. We recommend this for the following reason: If you enter a date by typing it directly into the date field (that is, not via the Date selector dialog), your entry will be copied and stored as the text comment string when GRAMPS parses the entered text. Thus, any comment that may have been there prior to the parsing will be overwritten.

Editing Information About Relationships

Information about relationships is entered and edited through the Family Editor dialog. This dialog may be invoked in a number of ways:

  • From Relationships View: click on an Edit button in the family that you want to edit.

  • From Family List View: select the family in the list and then click the Edit button on the Toolbar, or double-click on the family.

  • From Pedigree View: point your mouse over the black line connecting the spouses, right-click and select Edit from the context menu, or double-click on the black line.

Any of these methods will prompt you with the following Family Editor dialog:

Figure 3.19. Family Editor dialog

Shows Family Editor dialog.

The top of the window shows the names of the people whose relationship is being edited, as well as their birth and death information. The main part of the window displays three Relationship Information fields and the seven notebook tabs representing different categories of information about the relationship. Click any tab to view or edit the information it contains. The bottom part has OK and Cancel buttons. Clicking the OK button at any time will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button at any time will close the window without applying any changes. If any of the data in any tab is modified, an alert window will appear that will prompt you choose between closing the dialog without saving changes, canceling the initial cancel request, or saving the changes.

[Note]Note

Clicking OK will immediately save changes to the database. This version of GRAMPS does not have a separate saving function, all changes are immediate.

[Tip]Tip

If a tab label is in boldface type, this means it contains data. If not, it has no data.

The Relationship Information section fields have the basic description of the relationship. The GRAMPS ID field displays the ID number which labels this relationship in the database. The available types (such as Married, Unmarried, etc.) can be chosen from the drop-down Relationship type menu. The Marker allows you to specify some basic information on the status of your research.

The tabs provide the following information categories of relationship data:

Children

The Children tab lets you view and edit the list of children in this relationship. The + button allows entering a new person to the database and adding that person as a child in this relationship. The Select button lets you select an existing person to be a child in the relationship. The Edit button allows for editing the relations between the selected child and the parents. Finally, the - lets you remove the selected child from the relationship. Note that the Edit and - buttons become available only when a child is selected from the list.

[Note]Note

Removing a child from the list does not delete that child from the database. It simply removes the child from this relationship.

Events

The Events tab lets you view and edit the list of events relevant to the relationship. The buttons +, Edit, and - let you add, modify, or remove an event record from the database. Note that the Edit and - buttons become available only when an event is selected from the list.

[Note]Note

Removing an event from the list does not delete that event from the database. It simply removes the event reference from this relationship.

Sources

The Sources tab lets you view and edit a list of references to the sources that provide evidence for the relationship. These might be documents that refer to the relationship, but which do not necessarily document it officially. For example, if Aunt Martha's memoirs mention that her great-grandson Paul was married, the researcher may take this as evidence of the relationship between Paul and his wife existed and cite the memoirs as the source for this assumption.

[Tip]Tip

Sources that document specific events such as marriages or divorces are better filed in relation to those events, under the Events tab.

The buttons +, Edit, and - allow let you add, modify, and remove a source reference to this relationship. Note that the Edit and - buttons become available only when a source reference is selected from the list.

[Note]Note

Removing an entry from the list does not delete that source from the database. It simply removes the source reference from this relationship.

Attributes

The Attributes tab lets you view and edit particular information about the relationship that can be expressed as attributes. The buttons +, Edit, and - let you add, modify, or remove an attribute. Note that the Edit and - buttons become available only when an attribute is selected from the list.

Notes

The Notes tab lets you view and edit notes associated with the relationship. These could be any comments which do not naturally fit into the "Parameter-Value" pairs available to Attributes. To add a note or modify existing notes simply edit the text in the text entry field.

The Format option lets you set the way the note will appear in reports and web pages. If you select Flowed, the text generated will have single spaces put in place of all multiple spaces, tabs, and single end-of-line characters. A blank line inserted between two blocks of text will signal a new paragraph; additional inserted lines will be ignored.

If you select the Preformatted option, the text in reports and web pages will appear exactly as you enter it in the Notes dialog.

Gallery

The Gallery tab lets you store and display photos and other media objects associated with the relationship. The central part of the window lists all such objects and gives you a thumbnail preview of image files. Other objects such as audio files, movie files, etc., are represented by a generic GRAMPS icon. The buttons +, Select, Edit, and - let you add a new image, add a reference to an existing image, modify an existing image, and remove a media object's link to the relationship. Note that the Edit and - buttons become available only when a media object is selected from the list.

LDS

The LDS (Latter Days Saints) tab displays information about the LDS Sealed to Spouse ordinance. The data can include date, LDS temple, and Place. The status of the ordinance can be described through the selections available in the Status pop-up menu and can also be referenced in the corresponding Sources... and Note buttons.

Editing Information About Sources

To edit source data, switch to the Sources View and select the desired entry in the list of sources. Double-click that entry or click the Edit icon on the toolbar to invoke the following Source Editor dialog:

Figure 3.20. Source Editor dialog

Shows Source Editor dialog.

The main part of the window displays four notebook tabs containing different categories of information. Click a tab to view or edit its contents. The bottom part of the window has OK and Cancel buttons. Clicking OK will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button will close the window without applying any changes.

[Note]Note

Clicking OK will immediately save changes to the database (write on disk). All changes are immediate.

[Tip]Tip

If a tab label is in boldface type, this means it contains data. If not, it has no data.

The general information at the top of the window lets you define basic information about the source: its Title, Author, Abbreviation, and Publication information. You can type this information directly into the adjacent fields.

The tabs provide the following information categories of source data:

Note

The Note tab provides a place to record various information about the source that does not fit neatly into other categories. To add a note or modify existing notes simply edit the text in the text entry field.

Gallery

The Gallery tab lets you store and display photos and other media objects associated with a given source (for example, a photo of a birth certificate). The central part of the window lists all such media objects and gives you a thumbnail preview of image files. Other objects such as audio files, movie files, etc., are represented by a generic GRAMPS icon. The buttons +, Select, Edit, and - let you add a new image, add a reference to an existing image, modify an existing image, and remove a media object's link to the source. Note that the Edit and - buttons become available only when a media object is selected from the list.

Data

The Data tab displays "Key/Value" pairs that may be associated with the source. These are similar to the "Attributes" used for other types of GRAMPS records. The difference between these Key/Value pairs and Attributes is that Attributes may have source references and notes, while Key/Value data may not.

The central part of the window lists all existing Key/Value pairs. The buttons + and - let you add and remove pairs. To modify the text of Key or Value, first select the desired entry. Then click in either the Key or Value cell of that entry and type your text. When you are done, click outside the cell to exit editing mode.

Repositories

The Repositories tab displays the references to the repositories in which the source is contained. The list can be ordered by any of its column headings: ID, Title, Call Number,and Type. Double-clicking an entry allows you to view and edit the record. You may also edit the reference. The buttons on the side of the tab allow you add a new repository, link to (or share) an existing repository, edit the reference to the repository, or remove the reference.

References

The References tab lists all the database records that refer to this source, if any. The list can be ordered by any of its column headings: Type, ID, or Name. Double-clicking an entry allows you to view and edit the record.

[Note]Note

Only primary objects can be shown in the References tab: Person, Family, Event, Place, or Media object. Secondary objects such as Names and Attributes can only be accessed through the primary objects to which they belong.

Editing Information About Places

To edit information about places, switch to the Places View and select the desired entry from the list of places. Double-click that entry or click the Edit button on the toolbar to bring up the following Place Editor dialog:

Figure 3.21. Place Editor dialog

Shows Place Editor dialog.

The main part of the window displays seven notebook tabs containing different categories of information. Click a tab to view or edit its contents. The bottom part of the window has OK and Cancel buttons. Clicking OK will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button will close the window without applying any changes.

[Note]Note

Clicking OK will immediately save changes to the database). All changes are immediate.

[Tip]Tip

If a tab label is in boldface type and displays an icon, this means it contains data. If not, it has no data.

The tabs represent following categories of place data:

General

The General tab you view and edit the basic information about the place: the Title which labels it in the database, City, Church parish, County, State, Country, Longitude, and Latitude. You can type this information directly into the adjacent fields.

Other names

The Other names tab lets you view and edit other names by which the place might be known. The bottom part of the window lists all other names of the place stored in the database. The top part of the window shows the details of the currently selected name in the list (if any). The buttons +, Edit, and - let you add, modify, and remove a name record. Note that the Edit and - buttons become available only when a name is selected from the list.

Note

The Note tab displays any comments or notes concerning the place. To add a note or modify existing notes simply edit the text in the text entry field.

Sources

The Sources tab lets you view and edit sources relevant to a place. The central part of the window lists all such source references stored in the database. The buttons +, Edit, and - let you add, modify, and remove a source reference associated with a place. Note that the Edit and - buttons become available only when a source reference is selected from the list.

Gallery

The Gallery tab lets you store and display photos and other media objects associated with a given place. The central part of the window lists all such media objects and gives you a thumbnail preview of image files. Other objects such as audio files, movie files, etc., are represented by a generic GRAMPS icon. The buttons +, Select, Edit, and - let you add a new image, add a reference to an existing image, modify an existing image, and remove a media object's link to the place. Note that the Edit and - buttons become available only when a media object is selected from the list.

Internet

The Internet tab contains Internet addresses relevant to the place. The bottom part of the window lists all such Internet addresses stored in the database. The top part shows the details of the currently selected address in the list (if any). The buttons +, Edit, and - let you add, modify, and remove an Internet address. The Go button (represented by an icon with a green arrow and yellow circle) opens your browser and takes you to the web page corresponding to the highlighted Internet address. Note that the Edit, -, and Go buttons become available only when an address is selected from the list.

References

The References tab indicates any database records (events or LDS ordinances) that refer to a place. This information cannot be modified from the Place Editor dialog. Instead, the corresponding database record (e.g., a birth event) has to be brought up and its place reference edited.

Editing Information About Media Objects

To edit media data, switch to the Media View and select the desired entry in the list of sources. Double-click on that entry or click Edit on the toolbar to invoke the following Media Properties Editor dialog:

Figure 3.22. Media Properties Editor dialog

Shows Media Properties Editor dialog.

A thumbnail preview of the object is presented, along with a summary of its properties (ID, path, and object type). The central part of the window displays five notebook tabs containing different categories of information. Click a tab to view or edit its contents. The bottom part of the window has OK and Cancel buttons. Clicking OK will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button will close the window without applying any changes.

[Note]Note

Clicking OK will immediately save changes to the database (write on disk). All changes are immediate.

[Tip]Tip

If a tab label is in boldface type, this means it contains data. If not, it has no data.

The tabs represent the following categories of media data:

General

The General tab lets you view and edit the object's Title and Date. You can type this information directly into the corresponding fields. For the Date, you can also enter information by clicking the LED button and invoking the Date selection dialog.

[Note]Note

Every media object is referred to by its Path. The user is responsible for keeping track of the object files. GRAMPS will only reference and display the contents, not manage the files themselves.

Attributes

The Attributes tab lets you view and edit particular information about the media object that can be expressed as Attributes. The bottom part displays the list of all such attributes stored in the database. The top part shows the details of the currently selected attribute in the list (if any). The buttons +, Edit, and - let you add, modify, or remove an attribute. Note that the Edit and - buttons become available only when an attribute is selected from the list.

Notes

The Note tab provides a place to record various information about the source that does not fit neatly into other categories. This area is particularly useful for recording information that does not naturally fit into the "Parameter/Value" pairs available to Attributes. To add a note or modify existing notes simply edit the text in the text entry field.

References

The References tab indicates any database records that refer to a given media object. The list can be ordered according to any of its column headings: Type, ID, or Name. Double-clicking an entry allows you to view and edit the corresponding record.

[Note]Note

Only primary objects can be shown in the References tab: Person, Family, Event, Source, or Place. The secondary objects such as Names and Attributes, although able to refer the media object, will only show up through their primary objects to which they belong.

Editing Information About Events

Events are edited through the Event Editor dialog. This dialog can be accessed from either the Edit Person dialog or the Marriage/Relationship dialog.

Figure 3.23. Event Editor dialog

Shows Event Editor dialog.

The central part of the window displays five notebook tabs containing different categories of information. Click a tab to view or edit its contents. The bottom part of the window has OK and Cancel buttons. Clicking OK will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button will close the window without applying any changes.

[Tip]Tip

If a tab label is in boldface type, this means it contains data. If not, it has no data.

The tabs provide the following information categories of the event data:

General

The General tab lets you view and edit basic information about the event: its Type, Date, Place, Cause, and Description. You can type this information directly into the adjacent fields. The type can be selected from available types listed in the Event type drop-down menu. The rest of the information can be typed in the appropriate text entry fields. Checking the Private record box marks the event record as private and allows it to be omitted from reports.

Sources

The Sources tab lets you view and edit sources relevant to an event. The central part of the window lists all such source references stored in the database. The buttons +, Edit, and - let you add, modify, and remove a source reference associated with a place. Note that the Edit and - buttons become available only when a source reference is selected from the list.

Note

The Note tab provides a place to record notes or comments about the event. To add a note or modify existing notes simply edit the text in the text entry field.

Editing Source References

Source references connect a Source to another object and allow you to provide additional information about the source. When adding source references to events, places, etc., the following dialog appears:

Figure 3.24. Source Information dialog

Shows Source Information dialog.

The dialog includes two main headings, Source selection and Source details. Source selection displays the Title of the Source, its Author, and Publication information. The Title can be selected from the available sources listed in the drop-down menu. If the source you are referencing is not already in the database, you can enter it by clicking New... and filling out the invoked Source Editor dialog.

The Source details section indicates the details associated with the particular reference to this Source: Confidence, Volume/Film/Page, Date, Text, and Comments. You can choose the Confidence level from the Confidence drop-down menu. The remaining details can be typed in the corresponding text entry fields.

[Tip]Tip

Information in this dialog is specific to the particular reference. A single source can be referenced many times, and all such references will have in common the overall source information. This dialog lets you provide reference-specific data, such as relevant quotes, comments, confidence, page numbers, etc., to further specify and document the reference.

Names

Names are edited through the following Name Editor dialog:

Figure 3.25. Name Editor dialog

Shows Name Editor dialog.

The top of the window shows the dialog title including the name of the person whose name is being edited. The central part of the window displays three notebook tabs containing different categories of available information. You can bring any tab to the top for viewing or editing by clicking on the appropriate tab heading. The bottom part has OK and Cancel buttons. Clicking the OK button at any time will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button at any time will close the window without applying any changes.

[Tip]Tip

The tab labels reflect the presence of corresponding information: if the tab contains any data, its label appears boldface; if the tab has no data then its label appears regular (not bold).

The tabs provide the following information categories of the name data:

General

The General tab allows editing of general information about the name: given name, family name, patronymic (a form of father's name used in some languages, e.g. Russian), family prefix, suffix, title, and type of the name. The information can be typed in the appropriate text entry fields. The family name and the type can be also selected from available choices listed in the appropriate drop-down menus.

Options allow you to adjust specific grouping, sorting, and displaying properties of this name, as well as to provide the date corresponding to the name. The Grouping field provides an alternative grouping node for a given name, overriding the default grouping based on the family name. This may be necessary with similar family names that need to be grouped together -- for example Russian names Ivanov and Ivanova are considered the same, but difference in gender is reflected in different spelling. To enable typing into this field, check the Override check button. The Sort as and Display as determine the manner in which the name appears in the People View and in the reports. The Date can provide information on the validity of this name -- use spans as necessary. Check the Private record box to mark this name record as private. This will give you a chance to omit this name from being included in reports, if you choose so among the report generation options.

Sources

The Sources tab displays information about sources relevant to this name and controls allowing its modification. The central part displays the list of all such sources' references stored in the database. The buttons +, Edit, and - allow you to correspondingly add, modify, and remove a source reference to this name. Note that the Edit and - buttons become available only when a source reference is selected from the list.

Note

The Note tab displays any notes concerning the name. To add a note or modify existing notes simply edit the text in the text entry field.

The Format option allows you to set the appearance of the note in the output (i.e. in reports and web pages). Selecting Flowed will replace all multiple spaces, tabs, and single end-of-line characters with single space in the output. The two consecutive new lines (i.e. an empty line) denote a new paragraph. Selecting Preformatted will honor all multiple spaces tabs, and new lines, so that the output will appear as it is entered into the text entry field.

Attributes

Attributes are edited through the following Attribute Editor dialog:

Figure 3.26. Attribute Editor dialog

Shows Attribute Editor dialog.

The top of the window shows the dialog title including the name of the person whose attribute is being edited. The central part of the window displays three notebook tabs containing different categories of available information. You can bring any tab to the top for viewing or editing by clicking on the appropriate tab heading. The bottom part has OK and Cancel buttons. Clicking the OK button at any time will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button at any time will close the window without applying any changes.

[Tip]Tip

The tab labels reflect the presence of corresponding information: if the tab contains any data, its label appears boldface; if the tab has no data then its label appears regular (not bold).

The tabs provide the following information categories of the attribute data:

General

The General tab allows editing of the most general information about the attribute: name of the attribute and its value. The information can be typed in the appropriate text entry fields. The attribute name can also be selected from available choices (if any) listed in the Attribute drop-down menu. Check the Private record box to mark this attribute record as private. This will give you a chance to omit this attribute from being included in the reports, if you choose so among the report generation options.

Sources

The Sources tab displays information about sources relevant to this attribute and controls allowing its modification. The central part displays the list of all such sources references stored in the database. The buttons +, Edit, and - allow you to correspondingly add, modify, and remove a source reference to this attribute. Note that the Edit and - buttons become available only when a source reference is selected from the list.

Note

The Note tab displays any notes concerning the attribute. To add a note or modify existing notes simply edit the text in the text entry field.

The Format option allows you to set the appearance of the note in the output (i.e. in reports and web pages). Selecting Flowed will replace all multiple spaces, tabs, and single end-of-line characters with single space in the output. The two consecutive new lines (i.e. an empty line) denote a new paragraph. Selecting Preformatted will honor all multiple spaces tabs, and new lines, so that the output will appear as it is entered into the text entry field.

Addresses

Addresses are edited through the following Address Editor dialog:

Figure 3.27. Address Editor dialog

Shows Address Editor dialog.

The top of the window shows the dialog title including the name of the person whose address is being edited. The central part of the window displays three notebook tabs containing different categories of available information. You can bring any tab to the top for viewing or editing by clicking on the appropriate tab heading. The bottom part has OK and Cancel buttons. Clicking the OK button at any time will apply all the changes made in all tabs and close the dialog window. Clicking the Cancel button at any time will close the window without applying any changes.

[Tip]Tip

The tab labels reflect the presence of corresponding information: if the tab contains any data, its label appears boldface; if the tab has no data then its label appears regular (not bold).

The tabs provide the following information categories of the address data:

General

The General tab allows editing of the most general information about the address: date, street address, city or county, state or province, country, the postal code, and the phone number. The information can be typed in the appropriate text entry fields. Check the Private record box to mark this address record as private. This will give you a chance to omit this address from being included in reports, if you choose so among the report generation options.

Sources

The Sources tab displays information about sources relevant to this address and controls allowing its modification. The central part displays the list of all such sources references stored in the database. The buttons +, Edit, and - allow you to correspondingly add, modify, and remove a source reference to this address. Note that the Edit and - buttons become available only when a source reference is selected from the list.

Note

The Note tab displays any notes concerning the address. To add a note or modify existing notes simply edit the text in the text entry field.

The Format option allows you to set the appearance of the note in the output (i.e. in reports and web pages). Selecting Flowed will replace all multiple spaces, tabs, and single end-of-line characters with single space in the output. The two consecutive new lines (i.e. an empty line) denote a new paragraph. Selecting Preformatted will honor all multiple spaces tabs, and new lines, so that the output will appear as it is entered into the text entry field.

Merging records

Sometime several records in the database turn out to be describing the same object: same person, same place, or same source. It could happen either when the data is entered twice by mistake, or when new information reveals that the two entries refer to the same person. It can also happen after importing GEDCOM obtained from a relative, whose database overlaps with your existing data.

Whenever you detect duplicate records, merging them a useful way of correcting the situation.

[Tip]Tip

To make a merge, exactly two records have to be selected in the appropriate view (People View, Sources View, or Places View). This is accomplished by selecting one entry and then selecting another person while holding down Ctrl key.

Merge People

There are two ways of merging personal records: Compare and Merge and Fast Merge, both available from the Edit menu.

[Note]Note

Merging people does not discard any information with either method. The decisions you make during the merge only affect which data will become primary and which will become secondary for the resulting merged record.

Compare and Merge

When exactly two people are selected, choose EditCompare and Merge... to invoke Compare People dialog.

Figure 3.28. Compare People dialog

Shows Compare People dialog.

The dialog allows you to make a decision on whether or not the selected records should be merged. If you decide that the records should not be merged, despite similar names, you may click Cancel to close the dialog without making any changes. If you decide to proceed with merging, select the appropriate Select radio button to specify the record to be used as the source of primary data, then click Merge and close.

The data from the other record will be kept as alternate data. Specifically, all names from the other record will become alternate names of the merged record. Similarly, parents, spouses, and children of the other record will become alternate parents, spouses, and children of the merged record, and so on.

Fast Merge

When exactly two people are selected, choose EditFast Merge to invoke Merge People dialog.

Figure 3.29. Merge People dialog

Shows Merge People dialog.

The dialog allows you to quickly merge two records, specifying the record to be used as the source of primary data. The data from the other record will be kept as alternate data. Specifically, all names from the other record will become alternate names of the merged record. Similarly, parents, spouses, and children of the other record will become alternate parents, spouses, and children of the merged record, and so on.

[Tip]Tip

If you are not certain whether or not you need to merge the records, or which record to specify as the source of primary data, use Compare and Merge method described above..

Merge Sources

When exactly two sources are selected, choose EditCompare and Merge... to invoke Merge Sources dialog.

Figure 3.30. Merge Sources dialog

Shows Merge Sources dialog.

The dialog allows you to make a decision on whether or not the selected records should be merged. If you decide that the records should not be merged, despite similar titles, you may click Cancel to close the dialog without making any changes. If you decide to proceed with merging, choose the appropriate radio button to specify the title, author, abbreviated title, publication information, and the ID to be used for the merged record, then click OK.

Merge Places

When exactly two places are selected, choose EditCompare and Merge... to invoke Select title dialog.

Figure 3.31. Merge Places dialog

Shows Select title dialog.

The dialog allows you to make a decision on whether or not the selected records should be merged. If you decide that the records should not be merged, despite similar titles, you may click Cancel to close the dialog without making any changes. If you decide to proceed with merging, choose the appropriate radio button to specify the title of the merged record, or specify Other and enter new text, then click OK.