Gramps - User contributions [en]

Gramps 4.2 Wiki Manual - Entering and editing data: detailed - part 2

2016-04-04T03:20:01Z

Kingrat: /* Place Name Editor dialog */ Changed language code to refer to correct ISO spec

{{man index|Gramps 4.2 Wiki Manual - Entering and editing data: detailed - part 1|Gramps 4.2 Wiki Manual - Entering and editing data: detailed - part 3|4.2}}
{{languages|Gramps_4.2_Wiki_Manual_-_Entering_and_Editing_Data:_Detailed_-_part_2}}
{{#vardefine:chapter|7.2}}
{{#vardefine:figure|0}}

The previous section offered you a detailed overview of how to enter and edit data for people, relationships and dates. This section continues with other objects you encounter in Gramps.

== Editing information about events ==

Adding an Event to a person allow you to provide information.

When adding an event to the {{man label|Events}} Category, the {{man label|New Event}} dialog appears.

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===New Event dialog===
{{stub}}
[[Image:EditEvent-Window-40.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Event editor]]

Events are edited through the {{man label|Event Editor}} dialog. This dialog can be accessed from either the {{man label|[[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_1#Edit_Person_dialog|Edit Person]]}} dialog or the {{man label|Marriage/Relationship}} dialog.

You can type this information directly into the adjacent fields.

The top part lets you view and edit basic information about the event:
* The {{man label|Type}} can be selected from the available types listed in the Event type drop-down menu. E.g., ''Burial'', ''Graduation'', etc.
* The {{man label|Date}} of the event can be an exact date, a range (''from ... to ..., between ...''), or an inexact date (''about ...'').
* The {{man label|Description}} field gives you the opportunity to give a longer description what this event is.
* The {{man label|ID}} is a unique identifier for the event. Leave this field blank to allow Gramps to generate this value automatically for new events.
* The {{man label|Place}} can be selected from a list of previously entered place or entered anew using the selection and add buttons. Additionally, you can drag and drop a place entry into this field.

Checking the Private record box marks the event record as private and allows it to be omitted from reports.

===New Event tab pages===
The central part of the window displays tabs containing different categories of information. Click on a tab to view or edit its contents. The tabs provide the following information categories of the event data:

====Source Citations====

:The {{man label|Sources Citations}} 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 {{man button|+ , Edit , and -}} let you add, modify, and remove a source reference associated with an event. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when a source reference is selected from the list.

====Notes====

:The {{man label|Notes}} 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.

====Gallery====

:The {{man label|Gallery}} tab

====Attributes====

:The {{man label|Attributes}} tab

====References====

:The {{man label|References}} tab

The bottom part of the window has {{man button|OK}} and {{man button|Cancel}} buttons. Clicking {{man button|OK}} will apply all the changes made in all tabs and close the dialog window. Clicking the {{man button|Cancel}} button will close the window without applying any changes. Pressing {{man button|Help}} will provide help if available.

{{man tip|Tip|If a tab label is in '''boldface''' type, this means it contains data. If not, it has no data.}}

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== Editing event references ==

Event references connect a Event to a person and allow you to provide additional information about the event.

When adding event reference to a {{man label|[[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_1#Events|Edit Person]]'s Events}} tab, the {{man label|Event Reference Editor}} dialog appears.

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===Event Reference Editor dialog===

{{man tip| Tip |Information in this dialog is specific to the particular reference. A single event can be referenced many times, and all such references will have in common the overall event information. This dialog lets you provide reference-specific data, such as relevant role, attribute to further specify and document the reference.}}

[[Image:PersonEventTab-EventReferenceEditor-40.png|right|thumb|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Event information]]

The {{man label|New Citation}} dialog includes two sections, {{man label|Reference Information}} and {{man label|Shared Information}}.
* The {{man label|Reference Information}} section indicates the details associated with the particular reference to this Event: {{man label|General}}, {{man label|Notes}}, {{man label|Attributes}}.
* The {{man label|Shared Information}} displays : {{man label|General}}, {{man label|Source Citations}}, {{man label|Attributes}}, {{man label|Notes}}, {{man label|Gallery}}, {{man label|References}}.

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====Reference Information ====

=====Reference Information tab pages =====

======General======
For the {{man label|Role:}} of the person in this event, use '''Primary'''(default) for the main beneficiary, use a descriptive role otherwise (Eg., Witness, Celebrant, ...).
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======Notes======

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======Attributes======

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====Shared Information ====
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== Editing information about media objects ==

To add or edit media data, switch to the {{man label|Media}} Category View and select the desired entry in the list of media. Double-click on that entry or click {{man button|Edit}} on the toolbar to invoke the following {{man label|Media Properties Editor}} dialog.

===New Media dialog===
[[Image:EditMedia-MediaPropertiesEditorWindow-40.png|right|thumb|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Media properties editor]]

A thumbnail preview of the object is presented, along with a summary of its properties (ID, path, date and object type).

* A descriptive {{man label|Title}} for this media object.
* The {{man label|ID}} is an unique record to identify the media object, leave generated by Gramps.
* {{man label|Date}} could be for a picture the date it is taken.
* {{man label|Path}} of the media object on your computer. Gramps does not store the media internally, it only stores the path! Set the [[Gramps_4.2_Wiki_Manual_-_Settings#Preferences|Relative Path]] in the Preferences to avoid retyping the common base directory where all your media is stored. The [[Gramps_4.2_Wiki_Manual_-_Tools#Media_Manager...|Media Manager]] tool can help managing paths of a collection of media objects.
* {{man label|Mime}} value is the extension of the media object.

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 {{man button|OK}} and {{man button|Cancel}} buttons. Clicking {{man button|OK}} will apply all the changes made in all tabs and close the dialog window. Clicking the {{man button|Cancel}} button will close the window without applying any changes.

{{man note|1=Note|2=Clicking {{man button|OK}} will immediately save changes to the database (write on disk). All changes are immediate.}}

===New Media tab pages ===
{{man 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:

====Source Citations====
{{out of date}}
The {{man label|Source Citations}} 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.

{{man 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 {{man label|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 {{man button|+}} , {{man button|Edit}} , and {{man button|-}} let you add, modify, or remove an attribute. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when an attribute is selected from the list.

====Notes====

The {{man label|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 {{man label|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: {{man label|Type}} , {{man label|ID}} , or {{man label|Name}}. Double-clicking an entry allows you to view and edit the corresponding record.

{{man note|1=Note|2=Only primary objects can be shown in the {{man label|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.}}

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== Editing media object references ==

When Media Object references connect a Media Object to an other object on a {{man label|[[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_1#Gallery|Edit Person]]'s Gallery}} tab, the {{man label|Select a media object}} file selector from the {{man label|Media Reference Editor}} dialog appears so you can select the media object.
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===Select a media object selector===

[[File:Select-a-media-object-file-selector-example-42.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Select a media object (File) selector - example]]

The {{man label|Select a media object}} file selector allow you to preview and select a media file you want to attach, and at the same time you may edit the shown {{man label|Title:}} (Defaults to the filename without the file extension).
*{{checkbox|0}}{{man label|Convert to a relative path}} (checkbox unchecked by default until checked for the first time and remembered for each subsequent image selection.)
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===Media Reference Editor dialog===
{{stub}}
[[File:Media-reference-editor-default-42.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Media Reference Editor - (default)]]

The {{man label|Media Reference Editor}} dialog.

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[[File:Media-reference-editor-shared-information-expanded-42.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Media Reference Editor - (Shared Information section expanded)]]

You may also expand the '''Shared Information''' section.
{{-}}
====Top section ====
{{stub}}
=====Top section tab pages =====

======General======

* Region corners : x1, x2, y1, y2.
The {{man label|region}} part allows to select a specific region on the Media Object.
You can use the mouse cursor on the picture to select a region, or use these spinbuttons to set the top left, and bottom right corner of the referenced region. Point (0,0) is the top left corner of the picture, and (100,100) the bottom right corner.

* Privacy
The {{man button|Privacy}} button lets you mark whether or not the record is considered private.
Check the {{man label|Private}} record box to mark this {{man label|record as private}}.

See also the [[Gramps_4.2_Wiki_Manual_-_Reports_-_part_7#Page_Generation|Narrated Web Site]] Gallery tab supports output of these referenced regions.

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======Source Citations======

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======Attributes======

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======Notes======

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====Shared Information ====

=====Shared Information tab pages =====

======General======

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======References======

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======Source Citations======

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======Attributes======

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======Notes======

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== Editing information about places ==

To edit information about places, switch to the {{man label|Places}} Category and select the desired entry from the list of places. Double-click that entry or click the {{man button|Edit}} button on the toolbar to bring up the {{man label|[[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Place_Editor_dialog|Place Editor]]}} dialog:

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===Place Editor dialog===
{{stub}}
{{man note|Enhanced Place Editor in Gramps 4.2.0|See [[Gramps_4.2_Wiki_Manual_-_What's_new%3F#GUI|What's new?]]}}
[[File:Place editor 42.png|right|thumb|right|400px| Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Place editor]]
[[Image:EditPlaces-PlaceEditorWindow-41.png|right|thumb|right|400px| Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Place editor(old gramps 4.1]]

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

The following fields are available:
*{{man label|Title}}: the description of this place used in reports. Gramps will construct this for you. See [[Gramps_4.2_Wiki_Manual_-_Settings#Places|Preferences > Places > Enable automatic place title generation]]
*{{man label|Name:}} the name of this place.
** {{man button|Invoke place name editor}} button opens the {{man label|Place Name Editor}} dialog where you can add/edit additional information.
*{{man label|Type:}} the place type. All '''Custom''' entered '''Type'''s are shown at the bottom of the list. Choose from the following default available '''Types''':
** Building
** Borough
** Country
** County
** City
** Department
** District
** Farm
** Hamlet
** Locality
** Municipality
** Neighborhood
** Number - See [[Gramps_4.2_Wiki_Manual_-_Settings#Places|Suppress comma after house number]]
** Parish
** Province
** Region
** State
** Street
** Town
** '''Unknown'''(default)
** Village
*{{man label|Latitude:}} the position above equation of the place in decimal or degree notation. Eg, valid values are 12.0154, 50°52'21.92\"N, N50º52'21.92\" or 50:52:21.92. You can set these values via the Geography View by searching the place, or via a map service in the Place view.
*{{man label|Longitude:}} the position relative to the Prime, or Greenwich, Meridian of the place in decimal or degree notation. Eg, valid values are -124.3647, 124°52'21.92\"E, E124º52'21.92\" or 124:52:21.92. You can set these values via the Geography View by searching the place, or via a map service in the Place view.
** {{man button|Record is public/private}}
*{{man label|ID:}} an unique record to identify the place. Leave generated by Gramps.
*{{man label|Code:}} a code for this place. For example, an area code or postal code.
*{{man label|Tags:}}
** {{man button|Edit the tag list}}
{{-}}

===Place editor tab pages===

{{man 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 the following categories of place data:

====Enclosed By====
{{stub}}
[[File:xxxx.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} xxxx]]

:Places in Gramps are stored in a hierarchy. The {{man label|Enclosed By}} tab allows you to link this place to other places, higher in the hierarchy, which enclose it. Each link consists of a place and an optional date range. The buttons {{man button|+}} , {{man button|Edit}} , and {{man button|-}} let you add, modify, and remove a link. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when a link is selected from the list. In general, a country will be a top level place, and will not be linked to any other place.
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=====Select Place selector=====
{{stub}}
[[File:xxxx.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Select Place - selector]]

The {{man label|Select Place}} selector dialog allows you to link to an already existing place and once selected it will be opened in the {{man label|Place Reference Editor}}

You may use the {{man button|Find}} button to filter the list based on one of the options from the drop down list:
* '''Name contains''' (default)
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=====Place Reference Editor=====
{{stub}}
[[File:xxxx.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Place Reference Editor - dialog]]

{{man label|Place Reference Editor}}
{{-}}

====Alternative Names====

:The {{man label|Alternative Names}} tab lets you view and edit other names by which the place might be known. The tab lists all other names of the place stored in the database. The buttons {{man button|+}} , {{man button|Edit}} , and {{man button|-}} let you add, modify, and remove a name record. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when a name is selected from the list.

====Source Citations====

:The {{man label|Source Citations}} 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 {{man button|+}} , {{man button|Edit}} , and {{man button|-}} let you add, modify, and remove a source reference associated with a place. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when a source reference is selected from the list.

====Notes====

:The {{man label|Notes}} 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.

====Gallery====

:The {{man label|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 {{man button|+}} , {{man button|Select}} , {{man button|Edit}} , and {{man button|-}} 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 {{man button|Edit}} and {{man button|-}} buttons become available only when a media object is selected from the list.

====Internet====

:The {{man label|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 {{man button|+}} , {{man button|Edit}} , and {{man button|-}} let you add, modify, and remove an Internet address. The {{man button|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 {{man button|Edit}} , {{man button|-}} , and {{man button|Go}} buttons become available only when an address is selected from the list.

====References====

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

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=== Place Name Editor dialog ===

{{man note|New Feature added in Gramps 4.2.0|New Place Name editor. See [[Gramps_4.2_Wiki_Manual_-_What's_new%3F#Place|What's new?]]}}
[[File:Place name editor.png|right|thumb|right|400px| Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Place Name Editor]]

You can access the {{man label|Place Name Editor}} dialog from the {{man label|[[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Place_Editor_dialog|Place Editor]]}} dialogs {{man button|Invoke place name editor}} button.

The {{man label|Place Name Editor}} dialog allows you to add/edit the following information:
* {{man label|Name:}} the name of the place
* {{man label|Date:}} Date range in which the place is valid
** {{man button|Invoke the date editor}} button
* {{man label|Language:}} Language in which the name is written. Valid values are two character ISO codes for example: en,fr, de, nl. See Wikipedia for the full list of valid [https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes ISO 639-1] codes.
{{-}}

=== Supported longitude/latitude formats ===

When you create/modify a place, the possible formats used for longitude/latitude are :

'D.D4' : degree notation, 4 decimals
eg +12.0154 , -124.3647
'D.D8' : degree notation, 8 decimals (precision like ISO-DMS)
eg +12.01543265 , -124.36473268
'DEG' : degree, minutes, seconds notation
eg 50°52'21.92"N , 124°52'21.92"E ° has UTF-8 code c2b00a
or N50º52'21.92" , E124º52'21.92" º has UTF-8 code c2ba0a
The character for seconds can be either one double quote "
or two single quote '
The letters N/S/W/E can be placed before or after the digits.
'DEG-:' : degree, minutes, seconds notation with :
eg -50:52:21.92 , 124:52:21.92
'ISO-D' : ISO 6709 degree notation i.e. ±DD.DDDD±DDD.DDDD
'ISO-DM' : ISO 6709 degree, minutes notation
i.e. ±DDMM.MMM±DDDMM.MMM
'ISO-DMS' : ISO 6709 degree, minutes, seconds notation
i.e. ±DDMMSS.SS±DDDMMSS.SS

The second 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 {{man button|OK}} and {{man button|Cancel}} buttons. Clicking {{man button|OK}} will apply all the changes made in all tabs and close the dialog window. Clicking the {{man button|Cancel}} button will close the window without applying any changes.

{{man note|1=Note|2=Clicking {{man button|OK}} will immediately save changes to the database. All changes are immediate.}}
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== Editing information about sources ==

Once you have selected a source, or if you had chosen the {{icon|stock_add}} {{man button|+}} or {{icon|stock_edit}} {{man button|Edit}} buttons, then the {{man label|New Source}} dialog appears.

===New Source dialog===

[[Image:EditSource-SourceEditorWindow-40.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Source editor]]

For the {{man label|New Source}} dialog the general information at the top of the window lets you define basic information about the source: its {{man label|Title}} , {{man label|Author}} , {{man label|Abbreviation}} , and {{man label|Publication information}} . You can type this information directly into the adjacent fields.

*{{man label|Title:}} Title of the source.
*{{man label|Authors:}} Authors of the source.
*{{man label|Pub. info.:}} Publication Information, such as city and year of publication, name of publisher, ...
*{{man label|Abbreviation:}} Provide a short title used for sorting, filing, and retrieving source records.
** {{man button|Record is public/private}} Lock icon toggle.
*{{man label|ID:}} an unique record to identify the source. Leave generated by Gramps.
*{{man label|Tags:}}
** {{man button|Edit the tag list}}
{{-}}
===New Source tab pages===
The tabs provide the following information categories of source data:

====Notes====

:The {{man label|Notes}} tab provides a place to record notes or comments about the source. To add a note or modify existing notes simply edit the text in the text entry field. Only primary objects can be shown in the {{man label|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.

====Gallery====

:The {{man label|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 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 {{man button|+}} , {{man button|Select}} , {{man button|Edit}} , and {{man button|-}} 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 {{man button|Edit}} and {{man button|-}} buttons become available only when a media object is selected from the list.

====Attributes====

:The {{man label|Attributes}} 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 {{man button|+}} and {{man button|-}} 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====
{{stub}}
[[File:xxxx.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} xxx]]

:The {{man label|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: {{man label|ID}} , {{man label|Title}}, {{man label|Call Number}},and {{man label|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.
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=====Select Repository selector=====
{{stub}}
[[File:xxxx.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Select Event - selector]]

The {{man label|Select Repository}} selector dialog allows you to link to an already existing repositories and once selected it will be opened in the {{man label|Repository Reference Editor}}

You may use the {{man button|Find}} button to filter the list based on one of the options from the drop down list:
* '''Title contains''' (default)
{{-}}

====References====

:The {{man label|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: {{man label|Type}} , {{man label|ID}} , or {{man label|Name}}. Double-clicking an entry allows you to view and edit the record.

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== Editing source citations ==

Citations connect a Source to another object and allow you to provide additional information about the source. Citations can be attached to a large number of objects,
* [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_1#Editing_information_about_people|People and various information about people]] (such as their name, address etc),
* [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_1#Editing_information_about_relationships|Relationships (Families) and various information about relationships]],
* [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_information_about_events|Events and various information about events]],
* [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_information_about_media_objects|Media objects and attributes of media objects]],
* [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_information_about_places|Places and various information about places]],
* [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_information_about_repositories|Addresses of repositories]].

For each object, a common set of buttons are provided:
* {{icon|stock_add}} {{man button|+}} (Create and add a new citation and a new source). This brings up an empty Citation dialog.
* {{icon|share}} {{man button|Add}} (Add an existing citation or source). This brings up the Source or Citation selection dialog box.
* {{icon|stock_edit}} {{man button|Edit}} (Edit the selected citation). This brings up the Citation dialog pre-populated with the Citation and source information.
* {{icon|stock_remove}} {{man button|-}} (Remove the existing citation). This removes the citation from the object. It does not delete the citation itself, which could then be connected to another object.

Note that the {{icon|stock_edit}} {{man button|Edit}} and {{icon|stock_remove}} {{man button|-}} buttons become available only when a citation has been selected.

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=== Select Source or Citation selector===

[[File:Select-source-or-citation-selector-42.png|thumb|400px|right|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Select Source or Citation - selector]]

When {{icon|stock_add}} {{man button|Add}} adding an existing citation or source, the {{man label|Select Source or Citation}} dialog appears

This allows either an existing source or an existing citation (along with its associated source) to be selected. Click on the disclosure triangle alongside a source to see the citations associated with that source. For example, if one of your sources were a book, then the citations would normally refer to a page (or pages) within the book. If you already have a citation that refer to the particular page of the book, then you could select that citation which would then be shared. On the other hand, if this object needs to refer to a new page, then you would select the source and in the subsequent dialog enter the new page.

Use the search field to {{man button|Find}} a source or citation based on one of the following:
* '''Source: Title or Citation: Volume/Page contains'''(default)
* Source: Title or Citation: Volume/Page does not contain
* ID contains
* ID does not contain
* Last Change contains
* Last Change does not contain
{{-}}
===New Citation dialog===

[[Image:EditCitation-NewCitationWindow-40.png|thumb|400px|right|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Citation editor]]

Once you have selected a citation or a source, or if you had chosen the {{icon|stock_add}} {{man button|+}} or {{icon|stock_edit}} {{man button|Edit}} buttons, then the {{man label|New Citation}} dialog appears.

The {{man label|New Citation}} dialog includes two sections, {{man label|Citation information}} and {{man label|Shared source information}}.
{{-}}
====Citation information====
The {{man label|Citation information}} section indicates the details associated with the particular reference to this Source: {{man label|Confidence}}, {{man label|Volume/Page}}, {{man label|Date}}, and {{man label|Notes}}. You can choose the Confidence level from the {{man label|Confidence}} drop-down menu. The remaining details can be typed in the corresponding text entry fields.

*{{man label|Date:}} Date associated with this source reference. Typically used to store the date that the data was entered into the original source document (not the date when the event occurred).
*{{man label|ID:}}
*{{man label|Volume/Page}}: Specific location with in the information referenced. For a published work, this could include the volume of a multi-volume work and the page number(s). For a periodical, it could include volume, issue, and page numbers. For a newspaper, it could include a column number and page number. For an unpublished source, this could be a sheet number, page number, frame number, etc. A census record might have a line number or dwelling and family numbers in addition to the page number.
*{{man label|Confidence}}: Conveys the submitter's quantitative evaluation of the credibility of a piece of information, based upon its supporting evidence. It is not intended to eliminate the receiver's need to evaluate the evidence for themselves.
**Very Low = Unreliable evidence or estimated data.
**Low = Questionable reliability of evidence (interviews, census, oral genealogies, or potential for bias for example, an autobiography).
**High = Secondary evidence, data officially recorded sometime after event.
**Very High = Direct and primary evidence used, or by dominance of the evidence.

;A warning icon {{icon|stock_warn}} is displayed if the citation is shared.

{{man tip| Tip |Information in a citation may be shared. A single citation can be referenced many times and all such references will have in common the overall citation information. Changing the citation information will change it for all of the shared uses}}

[[Image:EditCitation-NewCitationWindow-40_2.png|thumb|400px|right|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} New Citation editor since version ''4.2.4'']]

=====Citation information section tab pages=====
The tabs provide the following information categories of citation data:

*Note

The {{man label|Note}} tab provides a place to record notes or comments about the citation. The central part of the window lists all notes for this citation, and gives you a preview of the beginning of the note. The buttons {{icon|stock_add}} {{man button|+}}, {{icon|share}} {{man button|Add}}, {{icon|stock_edit}} {{man button|Edit}}, {{icon|stock_remove}} {{man button|-}}, {{icon|stock_go_up}} {{man button|Up}} and {{icon|stock_go_down}} {{man button|Down}} let you add a new note, share the selected note, edit the selected note, remove the selected note and move the selected note up or down the list of notes. Note that the {{icon|share}} {{man button|Add}}, {{icon|stock_edit}} {{man button|Edit}}, {{icon|stock_remove}} {{man button|-}}, {{icon|stock_go_up}} {{man button|Up}} and {{icon|stock_go_down}} {{man button|Down}} buttons become available only when a media object is selected from the list. Removing a note only removes the note from this citation, it does not delete the note itself. Please refer to [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_information_about_notes|details on editing notes]].

*Gallery

The {{man label|Gallery}} tab lets you store and display photos and other media objects associated with a given citation (for example, a photo of a page of a book or a page of a census). 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 {{icon|stock_add}} {{man button|+}}, {{icon|share}} {{man button|Add}}, {{icon|stock_edit}} {{man button|Edit}} and {{icon|stock_remove}} {{man button|-}} 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 citation. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when a media object is selected from the list. Please refer to [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_media_object_references|details on editing media references]].

*Data

The {{man label|Data}} tab displays "Key/Value" pairs that may be associated with the citation. 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 citations and notes, while Key/Value data may not.

The central part of the window lists all existing Key/Value pairs. The buttons {{icon|stock_add}} {{man button|+}} and {{icon|stock_remove}} {{man button|-}} let you add and remove pairs. To modify the text of Key or Value, first select the desired entry. Then press the {{icon|stock_edit}} {{man button|Edit}} button to select the Key, or 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.

*References

The {{man label|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: {{man label|Type}} , {{man label|ID}} , or {{man label|Name}}. Double-clicking an entry allows you to view and edit the record.

{{-}}
==== Shared source information ====

{{man label|Shared Source Information}} displays the {{man label|Title}} of the Source, its {{man label|Author}} , {{man label|Abbreviation}} and {{man label|Publication information}} .

'''A warning icon {{icon|stock_warn}} is displayed if the source is shared.'''

Editing the source information in this dialog is just the same as [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Editing_information_about_sources|editing information about sources]]

{{-}}
== Editing information about repositories ==

Once you have selected a source, or if you had chosen the {{icon|stock_add}} {{man button|+}} or {{icon|stock_edit}} {{man button|Edit}} buttons, then the {{man label|New Repositories}} dialog appears.

=== New Repositories dialog ===

[[Image:EditRepository-AddRepositoryWindow-40.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Repository editor]]

The following fields are shown:
* {{man label|Name:}} of the repository (where sources are stored).
* {{man label|Type:}} of repository, eg., '''Library'''(default), Album, ...
* {{man label|ID}}: an unique record to identify the repository. Leave generated by Gramps.
** {{man button|Record is public/private}} Lock icon toggle.
*{{man label|Tags:}}
** {{man button|Edit the tag list}}
{{-}}
=== New Repositories tab pages ===
The tabs represent the following categories of repository data:

====Addresses====
:The {{man label|Addresses}} tab lets you view and record the various addresses of the repository.

: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 {{man button|+}} , {{man button|Edit}} , and {{man button|-}} allow you to correspondingly add, modify, and remove an address record from the database. Note that the {{man button|Edit}} and {{man button|-}} buttons become available only when an address is selected from the list.

====Internet====
:The {{man label|Internet}} tab displays Internet addresses relevant to the repository. 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 {{man button|+}} , {{man button|Edit}} , and {{man button|-}} 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 {{man button|Edit}} , and {{man button|-}}buttons become available only when an address is selected from the list.

====Notes====
:The {{man label|Notes}} tab provides a place to record notes or comments about the repository. To add a note or modify existing notes simply edit the text in the text entry field.

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

{{-}}
== Editing information about notes ==

Once you have selected a source, or if you had chosen the {{icon|stock_add}} {{man button|+}} or {{icon|stock_edit}} {{man button|Edit}} buttons, then the {{man label|New Note}} dialog appears.

=== Note tab ===

The {{man label|Note}} tab is the place for adding notes to one of your people, sources, etc. The tab allows you to order your notes in the order you want to see them. As on the other tabs, you can add new notes, share existing notes with the object you are working on and remove notes from this object (this does ''not'' remove the note from the family tree. It is present in the note view afterward).

=== Note editor ===

[[Image:EditNotes-NoteEditorWindow-40.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Note editor]]

When creating a new note, or when editing an existing note, the note editor appears. There are two tabs, the '''Note''' tab, and the '''References''' tab.

==== Note tab ====

The Note tab has the following elements
:* A toolbar to apply styles to your notes. You can select and apply one of the toolbuttons, or set the values as you want and start typing.
::* Undo, Redo:
::* italic, bold, underline: common functions known from text editors
::* Font selection: a basic font selector showing all fonts on your system.
::* Font size: the size of the font you type
::* Font color: write the font in a certain color
::* Background color: add a background color to the text you write
::* Clear markup: This will remove all markup you have placed on the note
::* Link: Opens the {{man label|[[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_2#Link_Editor|Link Editor]]}} allowing you to create an internal link to an item in Gramps, such as a Person, Family, Event, Note, etc.

{{man tip|Important|If you want to revert to a previous version of a note after you save it, there is an Undo/Redo feature for notes (just like other items). Go to {{man menu|menu -> Redo, Undo, or Undo History}}.}}

:* A context menu on the textview.
:: The most important entry in this context menu is the spell selection. You are offered a selection of installed languages on your system with spell checking enabled.

:* The text view where you can write your note

:* Some properties of your note
::* {{man label|Preformatted}} checkbox: Notes in Gramps are considered flowed for beautiful presentation in the reports. In this setting, newlines and white spaces will be automatically ignored so as to form complete paragraphs, which are defined by an empty line between two textblocks. When {{man label|Preformatted}} is checked, Gramps will assume the whitespace and enters you used in the notes are important. Use this for tables, literal transcripts, ... . Use monospace font to keep preformatting. Try not to use preformatted if you do not need it, the reports you create will be more beautiful.
::* {{man button|Make public/private}} Privacy on the other objects, you can indicate a note as private so as to make sure you can remove this note from all output Gramps creates with one easy click.
::* {{man label|ID:}} a unique id for the note. If left blank an automatic id will be chosen according to the settings in the preferences
::* {{man label|Type:}} (<code>General</code> default) The note type. You can add your own value by typing it
::* {{man label|Tags:}} Select a Tag for the note: Complete, Todo etc... You can add your own Tags by typing it
{{-}}
===== Link Editor =====

[[File:Link-editor-dialog-42.png|thumb|right|400px|Fig. {{#var:chapter}}.{{#vardefineecho:figure|{{#expr:{{#var:figure}}+1}}}} Link Editor - dialog]]

The {{man label|Link_Editor}} has the following options:

*{{man label|Link Type:}} allows you to create an internal link to an item in Gramps, such as a Person, Family, Event, Place, Note, Repository, Source, and Media as well as an external Internet Address.
**{{man button|Select Event}} button
**{{man button|New}} button
*{{man label|Gramps item:}}
**{{man button|Edit}} button
*{{man label|Internet Address:}}

See also [[Gramps_4.2_Wiki_Manual_-_Entering_and_editing_data:_detailed_-_part_1#Internet_Address_Editor|Internet Address Editor]]
{{-}}
==== References tab ====

The {{man label|References}} tab indicates any objects that refer to a given note. The list can be ordered according to any of its column headings: {{man label|Type}}, {{man label|ID}}, or {{man label|Name}}. Double-clicking an entry allows you to view and edit the corresponding record.

{{man tip|HTML links|If you add links to webpages with the full address in a note, the link will turn blue and underlined when you hover your mouse over the text. Clicking the link opens the webpage in your default browser.}}

=== Note markup and preformat in reports ===

Markup like '''bold''', color, underline, ... can be added to notes. A note can be preformatted or not. It depends on the output type how this markup will appear. Here an overview is given of what you can expect.

* '''Pdf''' and '''direct print''' (to printer or to file) fully support the markup and the preformatted setting
* '''ascii''' print removes all markup from the notes for obvious reasons
* '''LaTeX''' output interprets the markup to its best of possibilities. LaTeX is not well suited as a typesetting language to add custom style. That would break the benefits LaTex offers. Hence, the following is done:
:* '''bold''', underline and ''italic'' is supported
:* fontsize is mapped to the size indicators of LaTeX in a fuzzy manner
:* mono fonts are shown as a mono spaced font
:* color and font is not supported
:* preformatted is handled correctly
* '''Narrative Web'''. Many people use the Narrative Web report as an easy way to work with their data. This report is trying to respect markup in the notes. This is an interpreted translation, it is not one-to-one.
* '''ODF''' output does not support markup at the moment.
* '''RTF''' output does not support markup at the moment.
* '''html''' output does not support markup at the moment.

{{man tip|Note markup and preformat in reports|Use markup in notes only in those cases it adds to the information stored. '''Gramps is not a text editor.'''}}

{{-}}

{{man index|Gramps 4.2 Wiki Manual - Entering and editing data: detailed - part 1|Gramps 4.2 Wiki Manual - Entering and editing data: detailed - part 3|4.2}}

{{languages|Gramps_4.2_Wiki_Manual_-_Entering_and_Editing_Data:_Detailed_-_part_2}}

{{grampsmanualcopyright}}

[[Category:Documentation]]

Meaningful filenames

2016-03-28T17:28:27Z

Kingrat: /* Source based */

This article is about naming files in a meaningful way. Naturally files should have unique names so we don't end up with several files with the same or very similar names. This article takes file naming one step further by looking at how the file name itself can carry useful information about the file.

= Why meaningful filenames =

If all names are kept unique why also try to embed meaning in the file name itself? Here are some approaches to managing information about information which which you might recognise:
* File names and directory hierarchies can help describe the contents. By placing a picture called ''second birthday.jpg'' in a directory called ''My son James'' we have stored data (the picture relates to James' second birthday) about the data (the picture of the birthday party).
* Data about data (called ''metadata'', ([http://en.wikipedia.org/wiki/Metadata Wikipedia's ''Metadata'' entry]) can also be stored inside the file it describes, for example:
** HTML, the language of webpages, uses tags like ''Example''. Here the meta data describes the style of the text, ie: ''Example'' is ''normalText''
** EXIF ([http://en.wikipedia.org/wiki/Exchangeable_image_file_format Wikipedia's ''EXIF'' entry]) is a way of storing meta data in image files, like when the photo was taken and what type of camera was used.
* Database systems (Gramps is a database system for genealogy) can store a huge amount of data about data. They're are very efficient at this job and very powerful.
** Google Search uses a database to remember what web pages are about, and tells you when you ask

So why not use one of those options?

* EXIF is great, but only for some types of files (not supported in JPEG 2000, PNG, or GIF), there are lots of different systems for different types of files. People are working hard to improve this situation all the time.
* HTML is great if you can store all your information as HTML files, but HTML files cannot contain other files, they just point to them. So we'd basically end up making a website about our files.
* A database, well we already use this when we use Gramps. The Gramps database stores lots of information about the files and records it records. But Gramps does not store the actual file inside the database. If the connection between Gramps and the data it is describing is broken, then the files are just files. They contain no more information than they did when you first ''imported'' them into Gramps.

This system of ''meaningful filenames'' has the following aims:
* Preserving enough metadata to give the file's content context without Gramps
* Creating file names normal people can understand so they can see what the file is about without Gramps
* Creating file names which a computer can process easily so files need to be batch processed and metadata can be read directly from the file name without possible confusion
* Creating a system simple enough to use all the time for every file

To be understandable we need to be able to use full words where appropriate.

To be computer readable we need to separate the parts in a way which a script can easily recognise and, more importantly, in a way which would never occur in real language. So it would be no good to mark a ''name'' section with the word ''name'' if we also can use the word name somewhere in the file where it is not meant to be a marker.

To be simple enough to remember the system should not be too complicated, after all Gramps is meant to store the real information, this is just a supplement.

== What's in a name? ==
It would be nice if we could have files called
Marriage of Mary Angus Jones and Matthew Williams, 2nd Dec 1923 (William Angus is to Mary's right).jpg

But this meets only one of the criteria above, that of ''understandable filenames''. How can a computer know who got married? what their surnames are? and so on. And anyway because of the limitations of ''Portable Filenames'' we can't have file names like that. We have to drop the reliance on capitalisation, drop the spaces, drop the comma and drop the brackets. To be computer readable we need to separate the sections with a system of markers to indicate where the surname, event name etc are.

So what sections do we want to be able to identify? Here's a basic list that should be enough for most situation, remember that Gramps stores the more complex information, we're just trying to give a useful structure to our files.
* Surname
* Firstname
* Date
* Event type
* Place
* Source
* Note

Some more important criteria. All file names:
* Must be unique
* Must have all necessary information
* Must have no more information than necessary

So if I find a file somewhere strange in my system, or if someone I sent a file to seven years ago says "that file you sent me - that's not Jean it's her daughter" I know where my archive copy of that file will be.

= GEDCOM based =
This is a system contributed by [[User:Duncan|Duncan Lithgow]].

== Tags ==
If we base a naming system on the 3 and 4 letter [http://homepages.rootsweb.ancestry.com/~pmcbride/gedcom/55gcappa.htm Lineage-Linked GEDCOM Tag Definition] used in the GEDCOM 5.5 standard we have a good long list of tags to chose from. By limiting the GEDCOM tags list we can make the following shortlist (which does not include events):

'''AUTH--''' Author "The name of the individual who created or compiled information."
'''DATE--''' Date
'''EVEN--''' Event "A noteworthy happening related to an individual, a group, or an organization."
'''GIVN--''' Given name "A given or earned name used for official identification of a person."
'''NAME--''' Name, use only if GIVN and SURN are not known "A word or combination of words used to help identify an individual, title, or other item. More than one NAME line should be used for people who were known by multiple names."
'''NOTE--''' Note "Additional information provided by the submitter for understanding the enclosing data."
'''PLAC--''' Place "A jurisdictional name to identify the place or location of an event."
'''REFN--''' Reference "A description or number used to identify an item for filing, storage, or other reference purposes."
'''SOUR--''' Source "The initial or original material from which information was obtained."
'''SURN--''' Surname "A family name passed on or used by members of a family."
'''TITL--''' Title "A description of a specific writing or other work, such as the title of a book when used in a source context, or a formal designation used by an individual in connection with positions of royalty or other social status, such as Grand Duke."

Each marker ends with two hyphens (--). Two because we can't rely on the marker being recognised as capitalised, so a surname like ''Besour-Jean'' could be mistaken for ''beSOUR-Jean'' and the system thinks that ''SOUR-'' marks a ''source'' section.

== Punctuation ==
In order for the file name to be parsed as meaningful text I think some we also would need

'''_''' Underscore to represent a space
'''__''' Double underscore to represent a comma followed by a space

== Source events ==
The GEDCOM 5.5 standard defines so few events as to be useless. The Gramps XML schema defines no events as these can be made by the user. This all seems fair enough since events are highly culture based. The situations where I think a set of events should be defined are those which will be connected with source records. GEDCOM has a reasonable group of those but they are heavily based in western christian culture. The solution must be language and culture dependent. Here's my list:

'''marriage''' is for an actual marriage event and all the associated documentation, including possible divorce and separation documentation.
'''birth''' is for the actual birth records, also christening record
'''death''' is for death records
'''census''' is for census records
'''civic''' is for military service records, and government records of any type
'''health''' is for health records

== An event image file ==

File name:
EVEN--marriage_SURN--jones_GIVN--mary-jean_SURN--williams_GIVN--matthew_DATE--1923-12-02_NOTE--william_angus_to_right_of_mary.jpg

This could be parsed (by Gramps?) as the description:

'''Event:''' Marriage
'''Surname:''' Jones
'''Given name:''' Mary-jean
'''Surname:''' Williams
'''Given name:''' Matthew
'''Date:''' 2nd Jan, 1923
'''Note:''' William angus to the right of mary

or it could make the text:

Mary-jean Jones and Matthew Williams, marriage 2nd Jan 1923. (William angus to the right of mary)

== A source image file ==

File name:
SOUR--census_PLAC--uk__england__london_DATE--1840-03-21_SURN--jones_GIVN--mary-jean.pdf

This could be parsed (by Gramps?) as the description:

'''Source:''' Census
'''Place:''' Uk, england, london
'''Date:''' 21st March, 1840
'''Surname:''' Jones
'''Given name:''' Mary-jean

or it could make the text:

Census, Place: Uk, england, london, on 21st March 1840. This is a source connected to Mary-jean Jones

== A source text ==

File name:
SOUR--publication_TITL--the_jones_family_from_1735_AUTH--mary_jean_jones_DATE--1872.pdf

This could be read as the description:

'''Source:''' Publication
'''Title:''' The Jones Family from 1735
'''Author:''' Mary Jean Jones
'''Date:''' 1872

Or it could make the text:

"The Jones Family from 1735" by Mary Jean Jones, 1872

== SWOT analysis ==
Over at Wikipedia there is a good explanation of a [http://en.wikipedia.org/wiki/SWOT_analysis SWOT analysis].

{| {{prettytable}}
|-
! Aspect
! Strengths
! Weaknesses
! Opportunities
! Threats
|-
| File length
| Holds a lot of information
| All the information is already in the genealogy software
| Easily recognised. Easy to search for files with a certain [[Tag]]
| ?
|-
|}

= Gramps ID based =

{{man note|This is another attempt by [[User:Duncan|Duncan Lithgow]] to find a good system. It is not finished so feel free to add comments and correct any obvious mistakes.}}

Here's the records we'll use as examples. They involve Mary Agnes Williams (daughter of John Williams and Anna Matthews). She married Anders Sørensen (son of Anders Sørensen and Anna ?) and they had a daughter Anna Sorensen, note the spelling change.

* Census record: mentioning her and her siblings and parents. It is from the 1810 census in the London parish of Dangerfield on Saint John Road.
* Portrait: a hand drawn portrait of Mary, undated, assumed to be from before her marriage.
* House picture: her parent's Saint John's Road row house in London, from some time around 1810's
* Court record: Anders Sørensen was before the district court for drunk and unbecoming behaviour on January 3rd, 1820. Engelfield, London.
* Marriage certificate: She married Anders Sørensen, 2nd December 1823, in London.
* Wedding portrait: in the picture is Anders Sørensen's father, also called Anders Sørensen (on the back it says that Anders Sørensen's (the son) mother is called Anna).
* Birth certificate: of Anna Sorensen (daughter of Mary and Anders) dated January 18th, 1824
* Family tree: a hand written family tree called "The Dean family from 1735" by an Angus Dean written in 1972 which connects the families Dean and Williams.

== Justification ==

{{stub}}

== Aims ==

This system tries to meet the following aims:
* simple enough to remember
* just enough information, and no more
* all media for one family name is under one directory (portability for travel)
* all media for generating reports is under one directory (for portability)

== Record types ==

The record types tell us what the record is about. Gramps ID's use the first character to denote the type of item the ID refers to. Sticking to something already thought and taking the most relevant ones to stored records these can be used as the following tags for record types:

* I-- Individual
* P-- Place
* E-- Event
* S-- Source

(see also source types)

'''Question'''
* Records about repositories?
* Correspondence with family?
* What about records covering more than one type?
* What will happen on old 8+3 file systems?

== Record properties ==

Properties tell us just enough information to make the file name meaningful and recognisable, and split this information up so we can search for parts of it with our file manager. It's the what, where, when, why and how of what's in the record.

By making all properties of each record compulsory we avoid extra tags like GN for given name and so on. We can see what a property is by where it is in the file name.

* family name is their surname before marriage, but including deed pool changes, MacArthur for example
* given name is their official first name
* uid is a unique identity, in this example the (original) Gramps ID of the media file
* source date is the date in ISO 8601 format when the information left the people or organisation responsible for it
* event date is the date in ISO 8601 format when the event occurred or started. YYYY-MM-DD, ie. 2008-12-28
* event type is a noun describing the event, chosen from a list of event types, ie: marriage
* title is the name of a document (book, letter, census) or object (gravestone, heirloom), ie. williams__arthur_headstone
* source author name is the name of the person or organisation most responsible for the information. For people always use family name first followed by two underscores (__), ie: church_of_lds
* note is for notes. Names should always be family name first followed by a double underscore

== Naming structure ==

Now we can outline a single schema for all record types in which the following rules apply.

* File names are written directly to the file name, not copied from another program.
* File names start with a single capital letter representing their record type.
* Record properties are separated by two dashes (--). This can not be used for anything else.
* Missing information is replaced by a single underscore (_).
* Names in notes should always be family name first and separated by two underscores, ie: ''doe__john'' which can be represented as ''John Doe'' or ''Doe, John''.
* Place names should start with the largest geographical region followed by a double underscore before the next geographical region, ie: ''oz__far_far_away__yellow_brick_road'' which can be represented as ''Oz, Far far away, Yellow brick road''.
* If the family name is unknown it must be replaced by an underscore. This will give three consecutive underscores (___), ie: ''___john''' should always be interpreted as meaning ''[no record], John''.
* event types should always be drawn from a list to avoid separate words being used for the same event type. (Maybe use the event list gramps uses?)

# <record type>-- (I, P, E or S)
# <source type/event type>-- (needs expansion.)
# <1st persons family name[__2nd persons family name]>-- (two names for couples or families, alphabetical)
# <1st persons given name(s)[__2nd persons given name(s)]>-- (two names for couples, same order as for family names)
# <country code__region__city>-- (use as many divisions as needed)
# <date>-- (ISO date, YYYY-MM-DD)
# <note>-- (usually not needed)
# <uid> (a Unique ID, possible derived from the gramps ID)

Here's a version of the naming structure for quick reference.

Record_type--source_or_event_type--family_name__s--given_name__s--cc__city__place--YYYYMMDD--note--uid

== Examples ==

Using the records outlined in the beginning we would get the following file names. (Please help complete this list of examples)

* Census record: ''S--census--matthews__williams--anna__john--uk__london__dangerfield__st_johns_rd--1810-_-_--_-00874.pdf''
* Court record: ''S--court_record--soerensen--anders--uk__london__engelfield--1820-01-03--before_district_court--00826.pdf''
* Marriage certificate: ''S--marriage_certificate--jensen__williams--anders__mary_agnes--uk__london--1823-12-02--_--00864.pdf''
* Portrait: ''I--portrait--williams--mary_agnes--uk__london--1823-12-03--wedding_portrait--000967.jpg''

= Source based =

One possible shortcoming of using an event and/or individual based naming strategy is that it could "clash" with the relation between a filename and the source. This only applies to filenames that are a representation of a specific part of a source.

An example: having found the baptism record of Anna in page 51v of the 1843-1850 Baptism book of a certain Church we save the image (which displays pages 50v and 51f, i.e. it is an image of the "open book") and name it something like BAP--Anna--1850.png (just an example, any individual and role based mechanism will yield similar results). This works fine and allows one to easily extrapolate information from the file name.

However, we latter find that in the exact same page, but a few paragraphs below, we have the baptism record of another individual, from another part of the family tree. While we can simply use the original file it wouldn't convey the right information. We can duplicate the file, but that doesn't make much sense, especially since when adding the file to the Source gallery we would end up with a duplicate, which makes little sense.

One way to deal with this is to use a purely source-based approach in naming the files. The downside is that event and individual information can't be gleaned by looking at the file name - one would have to use Gramps itself to maintain the appropriate relations, which is after all something that is part of the source referencing work that should be done. On the other hand, and when talking about Sources that are books, it allows for easy grouping of content related to the same source, e.g. all the relevant pages on a certain book. An example filename would be "PBL--BAP3--F51-52.png", where PBL is the short name of the source author and BAP3 the short name of the specific source. Longer, more descriptive filenames could be used by using full names instead of codes.

Obviously this method is limited in scope to some kinds of sources, and doesn't make sense for naming photos or documents that aren't part of a larger source (e.g. an ID card).

A really good article on why and how to implement this kind of naming system is [http://parallax-viewpoint.blogspot.com/2015/01/hierarchical-sources.html Hierarchical Sources] by Tony Proctor.

= See also =
* [[Organise your records]]

= External links =
* [http://www.northernjourney.com/photo/articles/filenaming.html File Naming Conventions for Digitally-stored Images]
* [http://en.wikipedia.org/wiki/Metadata Metadata] at Wikipedia - data about data
* [http://en.wikipedia.org/wiki/Meta_tags Meta tags] at Wikipedia
* [http://en.wikipedia.org/wiki/Ontology_(computer_science) Ontology in computer science] from Wikipedia
* [http://en.wikipedia.org/wiki/Library_science Library science] from Wikipedia
* [http://www.43folders.com/2006/10/23/file-naming?page=2 File naming] at 43folder.com
* [http://whatdoiknow.org/archives/000442.shtml File Naming / Organization Methods?] from [http://whatdoiknow.org What do I know?]

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