Relations Documentation Version 2.2 November 1996 (This is a text only copy of the Relations User Manual. In some cases the text refers to something illustrated in the manual and therefore may not be clear here without the illustrations.) Copyright © 1995,1996 Mitchell System Designs All rights reserved. 9526 - 83 St. Edmonton, Alberta, Canada, T6C 3A1 (403) 465-3943 Apple, Macintosh and Newton are trademarks of Apple Computer, Inc. registered in the U.S.A. and other countries. MessagePad and Newton Connection Kit are trademarks of Apple Computer, Inc. This document may not be reproduced, transmitted, or translated into any form by any means without the permission of Mitchell System Designs. Contents (Note that these page numbers refer to the printed documentation) Introduction 6 Getting to Know the Newton 6 Relations 7 Overview 7 Moving around 8 The Individual Box 8 The Mother Box 8 The Father Box 9 The Spouse Box 9 Information Shown in the Box 9 The Children Box 10 The Other Spouses Box 10 The "Marriage" Box 10 The Overview Button 11 The Scroll Arrows 11 The Show Button 11 The General View and Marriage Detail View Buttons 12 Lists and Choosers 12 The Names Entered List 12 The Names Chooser 13 The Places Entered List 13 The Places Chooser 14 Relations Preferences 14 General Preferences 15 Labels 15 Entering Your Registration Number 16 The Detail Screen 17 The Marriage Detail Screen 20 The Overview Screen 22 Notes 22 Sources/References 23 Reports 24 Relations Utility 27 Overview 27 Import and Export 28 Importing a File 29 Processing an Imported File 30 Creating an Export File 32 Exporting a File 34 Fixing Mother and Father Links 35 Check Record Counters 36 Displaying an Import/Export File 36 Introduction This manual is a reference guide for Relations. Relations is a genealogy program for Newton devices and can be used to enter information for unrelated individuals, or to enter families with the links to mother, father, spouse, etc. There are two applications. The main application is Relations, which is used to record family history information. The other is Relations Utility, which is used to create GEDCOM export files, do imports of GEDCOM files, as well as other utility functions. Relations is designed to allow a you to easily gather your family history information and then, if desired, transfer it to a desktop system to incorporate into a genealogy program on the desktop. Relations allows you, among other things, to: Ą Add notes including text and sketches Ą Add sources for the information entered Ą Enter last names, or place names, with a few taps by accessing lists of previous entries Ą Import GEDCOM formatted files Ą Create and export GEDCOM formatted files Note: This manual uses actual screen shots from an Apple MessagePad with sample information. All sample data is fictitious; any resemblance to actual persons or organizations is entirely coincidental. Getting to Know the Newton If you are not familiar with the Newton device, be sure to read the manuals that came with it. This will give you a good start at understanding how the Newton device works. It will also give you a good overview for some of the features as well as some of the terminology you will find in this manual. Relations Overview This screen is displayed when you first start the Relations application. Moving Around The following section describes the main screens in Relations and how to move around and view the family history you have entered. Most areas on the screen can be tapped to either change the display of information or to move to another screen. The Individual Box The main screen display is centred around the individual. Notice it is the box with the solid black line. All other boxes will display people related to this individual. Tapping on the "Individual" box will do one thing; change the display to the individual detail screen. If there is an individual in the box, the detail screen will show that individuals details in fields where the data can be viewed or changed. If the individual box is empty, the detail screen fields will be blank and the data can be entered. Note: If the individual box was empty, tapping on it adds a record and will display the new record number in the top right corner of the screen. You do not need to tap the "New" button to start entering information. The Mother Box Tapping on this box will do one of two things: If the box is empty, a screen will display with options to add a new individual or to link to someone previously entered. If the box is not empty, the mother will be moved to the Individual box and the screen will be redrawn to display her mother, father, spouse(s) and children. The Father Box Tapping on this box will do one of two things: If the box is empty, a screen will display with options to add a new individual or to link to someone previously entered. If the box is not empty, the father will be moved to the Individual box and the screen will be redrawn to display his mother, father, spouse(s) and children. The Spouse Box Tapping on this box will do one of two things: If the box is empty, a screen will display with options to add a new individual or to link to someone previously entered. If the box is not empty, the spouse will be moved to the Individual box and the screen will be redrawn to display his/her mother, father, spouse(s) and children. Information Shown in the Box The Children Box This box contains lines that display the children names. Tapping on a child's name will move that child's name to the Individual box and the screen will be redrawn to display his/her mother, father, spouse(s) and children. Scroll arrows will be displayed to the right side of this box if there are more names than will fit in the box. Tapping on either the up or down arrow will scroll the list of names up or down. Tapping on the first line in the Children box, the one that contains , will display a screen with options to add a new individual or to link to someone previously entered. The Other Spouses Box This box contains lines that display the other spouses names. Tapping on a name will move that person to the Spouse box and the person that was in the Spouse box will be moved down into the Other Spouses list. The Children box will also be redrawn. Scroll arrows will be displayed to the right side of this box if there are more names than will fit in the box. Tapping on either the up or down arrow will scroll the list of names up or down. Tapping on the first line in the Other Spouses box, the one that contains , will display a screen with options to add a new individual or to link to someone previously entered. The "Marriage" Box Tapping on this box will display a screen to enter marriage details. The Overview Button Tapping the overview button will display the overview screen. This screen will display all the names of individuals entered. It provides a way to quickly find individuals and a quick way to jump to display that individual in the main or detail screen. The Scroll Arrows The up and down scroll arrows allow you to move from individual to individual regardless of which view you are currently displaying. The movement through the names is alphabetical by last name. The Show Button Tapping on the Show button will display a popup menu as shown here. The first three options are for the main views and a check mark is shown by the view is currently being displayed. From any view you can tap on one of these options to move to that view. Note: General View is the tree like view and Individual is the individual detail view. The General View and Marriage Detail View Buttons These buttons are on the individual detail view at the top left of the screen. The button on the left is the general view button and provides a quick, one tap, method for moving to the general view. (It is an alternate to tapping on the Show button and then tapping on the General View option.) The button on the right is the marriage detail view button. Tapping on this button will display a popup menu of the spouses to choose from, or if there are no spouses for this individual a message will be displayed that says "There is no family record to open." A tap on the name of a spouse will open the marriage detail view. Lists and Choosers The Names Entered List This is a screen that displays all the last names of individuals entered. These names are used in the names chooser to allow quick entry of last names with a few taps. To open the names list tap on the Show button and then tap on the Names List option. This screen can also be used to remove names from the list. This may be necessary if a name was entered with a spelling error. After correcting the spelling error in a name both names will be in the list. Using the names list allows you to remove the incorrect name. To select a name tap in the check box to the left of the name. One or more names can be selected and deleted at the same time. The Names Chooser This chooser is displayed if you tap on a name label in the individual detail view. The chooser displays all the last names that have been entered and that are on the names list. There are alphabetic tabs, up and down scroll arrows, and a close button. Tapping anywhere outside this chooser will cancel and close the names chooser. To move around the names tap on the alphabetic tabs or the scroll arrows. Note that you can tap on an alphabetic tab multiple times to select a different letter. For example, the first tap on the "ghi" tab will move to the first name starting with the letter "g". A second tap on the "ghi" tab will move to the first name starting with the letter "h", a third tap will move to the first name starting with the letter "i", and successive taps will cycle through these letters again. To have a name entered in the selected name field tap on a name and then tap on the close button. If no name has been selected tapping on the close button will not do anything. The Places Entered List This is a screen that displays all the place names entered. These place names are used in the places chooser to allow quick entry of place names. Currently this screen only provides a way to view all the place names entered. They can not be deleted from here. This is done because the place names appear only once in this file with pointers from all occurrences in your data. The Places Chooser This chooser is displayed if you tap on a place label in the individual detail view or the marriage detail view. The chooser displays all the place names that have been entered and that are on the places list. There are alphabetic tabs, up and down scroll arrows, and a close button. Tapping anywhere outside this chooser will cancel and close the places chooser. To move around the places tap on the alphabetic tabs or the scroll arrows. Note that you can tap on an alphabetic tab multiple times to select a different letter. For example, the first tap on the "ghi" tab will move to the first place starting with the letter "g". A second tap on the "ghi" tab will move to the first place starting with the letter "h", a third tap will move to the first place starting with the letter "i", and successive taps will cycle through these letters again. To have a place entered in the selected place field tap on a place and then tap on the close button. If no place has been selected tapping on the close button will not do anything. Relations Preferences When the preferences are first opened the general preferences are displayed. There is a popup menu to choose other sections as shown here. To choose any section, tap on the popup and then tap on the option desired. General Preferences There are two preferences to set here. The first, "Always store new items internally", allows you to ensure that Relations entries are always stored on internal storage. This will override the card setting "Save new info and packages on this card" if you have a storage card installed with this option checked. The second preference setting controls what entry will be displayed when you start Relations. The options are: First individual entry found The main index Relations uses is based on the last name. So the first entry found based on this index will most likely not be the first person that was entered into Relations. Checking this option will cause Relations to display the individual with the last name closest to the beginning of the alphabet or with a blank last name. First individual entered This will cause Relations to always display the first person that was entered into Relations. This would correspond to the person with the lowest record number. Last individual viewed This will cause Relations to display the last person you were looking at when you last quit the application. Labels This section of the preferences allows you to change some of the labels that are displayed in Relations. If you don't like the term used you can enter your own and that's what Relations will use. Entering Your Registration Number Once your registration number is entered, the message indicating that Relations is unregistered will stop appearing. It will also remove the restriction on the number of records that can be entered. To enter your registration number: 3 Tap on the information button 3 Tap on the Prefs option The preference area will be displayed. 3 Tap on the popup menu (which defaults to "General") 3 Tap on the Registration option 3 Enter the number that has been given to you Note: If you double tap on the entry line, a keyboard will pop up. This will make entering the number easier. The number should not have any spaces between the digits. 3 Tap on the close button Note: The number will not be displayed here if you open to this view again. It has not been lost, it is just not displayed. You do not need to enter it again. To ensure that the number has been entered correctly you can quit Relations and then start it again. You should not get the start up message, and if you open the "About" view you can see if it is showing as registered. The Detail Screen This is the screen that will be displayed after tapping on the Individual box or by choosing Individual from the Show button popup menu. The record number is displayed in the top right in parenthesis, followed by the detail fields, and buttons at the bottom of the screen. This screen is used to view, change, or add new details for an individual. Given Names Use this field to enter first and middle names. Last Name Use this field to enter the last name at birth. If you tap on the field label, notice it has a diamond, the names chooser will open and a name can be selected. Tapping on a name in the chooser and then the close button will enter the name for you. Married Name Use this field to enter the last name used if the individual is married. If you tap on the field label, notice it has a diamond, the names chooser will open and a name can be selected. Tapping on a name in the chooser and then the close button will enter the name for you. Date and Place Popup Menu Use this popup menu to choose between the fields for birth, baptism, death and burial. Note that the source/reference button allows you to enter a source/reference for each of these field groups. Birth, Baptism, Death, and Burial Date Use this field to enter the date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Birth, Baptism, Death, and Burial Place Use this field to enter the place. If you tap on the field label, notice it has a diamond, the places chooser will open and a place can be selected. Tapping on a place in the chooser and then the close button will enter the place for you. Mother and Father The mother and father is display only. If you are viewing a record that has links to a mother and father, their record numbers and names will display here. Sex Use this field to set the individuals sex. The Notes Button This shows the button before and after a note is entered. Tap on this button to open a screen for taking notes. These notes could contain text, ink text, or drawn shapes. But keep in mind that if you are going to export this information, only the text part of the notes will be exported. Ink text and drawn shapes will be ignored. Note: See the section later in the manual for details on notes. The Source/Reference Button This shows the button before and after a source/reference is entered. Tap on this button to open a screen for entering a source/reference. This could contain text, ink text, or drawn shapes. But keep in mind that if you are going to export this information, only the text part of the source/reference will be exported. Ink text and drawn shapes will be ignored. Note: See the section later in the manual for details on sources/references. The New Button Use this button to save the current individual, clear the screen, and enter another individual. This can be used to enter a number of individuals without linking them by relationship. The Routing Button This button will display the shown popup menu when you are in the general or detail screen. The option to delete is only available on these two screens and does not show when in the overview screen. The Marriage Detail Screen This is the screen that will be displayed after tapping on the box between the Individual box and the Spouse box. The two individuals are displayed at the top, followed by the detail fields. This screen is used to view, change, or add new marriage details for two individuals. Date and Place Popup Menu Use this popup menu to choose between the fields for engaged, married, separated and divorced. Note that the source/reference button allows you to enter a source/reference for each of these field groups. Engaged, Married, Separated, and Divorced Date Use this field to enter the date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Engaged, Married, Separated, and Divorced Place Use this field to enter the place. If you tap on the field label, notice it has a diamond, the places chooser will open and a place can be selected. Tapping on a place in the chooser and then the close button will enter the place for you. The Notes Button This shows the button before and after a note is entered. Tap on this button to open a screen for taking notes. These notes could contain text, ink text, or drawn shapes. But keep in mind that if you are going to export this information, only the text part of the notes will be exported. Ink text and drawn shapes will be ignored. Note: See the section later in the manual for details on notes. The Source/Reference Button This shows the button before and after a source/reference is entered. Tap on this button to open a screen for entering a source/reference. This could contain text, ink text, or drawn shapes. But keep in mind that if you are going to export this information, only the text part of the source/reference will be exported. Ink text and drawn shapes will be ignored. Note: See the section later in the manual for details on sources/references. The Close Button Use this button to close the marriage detail screen. The Overview Screen This is the screen that will be displayed after tapping on the overview button or by choosing Overview from the Show button popup menu. The overview shows all the names entered regardless of whether they have been linked in families or not. To move around this list use the alpha tabs at the top of the screen or the scroll arrows at the bottom of the screen (between the Extras icon and the Undo icon). Note: The first tap on the "ab" alpha tab will move to the first entry in the list, even if the last name is blank. If you tap on a name in this list, the view will change to either the general view or individual (detail) view for the individual tapped. The Routing Button This button will display the shown popup menu when you are in the overview screen. The option to delete is not available from the overview screen. Notes When you tap on a notes button you will see a screen like this for entering notes. You can include anything you can input here, such as text, ink text, sketches and shapes. Remember though, only text can be exported in a GEDCOM file. Sources/References This documentation uses source/reference to mean the same thing. The source/reference is to allow you to record where information was found. In the rest of this section the word "source" will be used instead of writing out "source/reference". You can enter a source once and link this source to multiple entries. When you tap on a source button that does not have a source already linked to it you will be presented with the source chooser. If there are no sources that have been previously entered you will see an empty chooser as displayed here. If there were sources entered you would see the full list in this chooser and you could use the scroll arrows and alpha tabs to move around in the list to find an existing source to use. This chooser works the same as the others. If you tap outside the chooser it will close and the action is cancelled. If you tap on the close button without having select a line nothing is done. To select a source, tap on the line and then tap on the close button. The source will be linked to the source button. If the source you want does not exist, you can tap on the New button to create a new source. The display to the right shows a sample of the first source being created. The system assigns the source number and then there are places to enter a key and some text for the source. The key value is what will be used to display in the source chooser. It could be the same as what is in the source area if this is short, or it could be some abbreviation that will be enough to recognize the source in the source chooser. If the source button already has a source linked to it then tapping on the source button will display the popup menu shown here. This allows you to then display the source or make changes to it, or to remove the source link from the source button that was tapped. Note that removing the source link does not remove the source itself. Reports Currently Relations has one report which is the Individual Report. Tapping on the routing button will display the options to Print and Fax. (Print and fax will produce the same report, just to different output devices.) If you tap on Print Item you will get the standard print dialogue. If you were to tap on the Preview button you would be able to see a screen like the one shown below. A sample of this report is shown on the next page. Relations Utility Overview This screen is displayed when you first start the Relations Utility application. Import and Export Relations Utility provides the communications options to import and export GEDCOM format files. You also need a serial cable and a communications program on your desktop computer. There is not a lot of error checking done while importing a GEDCOM file. If a GEDCOM tag is not supported in Relations, the information is skipped. Also, record linking is not checked. You should be sure the file to import is valid before importing and processing. Import and export can be done over a PC or Macintosh direct connection. Settings to use in your communication program are as follows. Macintosh: 57600 bps, 8 DataBits, 1 StopBit, No Parity Use software MNP error correction/compression The following screens show the settings for a ClarisWorks communications document. PC Direct: 1200 bps, 8 DataBits, 1 StopBit, No Parity Software flow control Importing a File To import a GEDCOM file: 3 Create the GEDCOM file on your desktop system 3 Connect your MessagePad to your desktop system with the proper serial cable 3 Start your communications program on your desktop system 3 Choose the appropriate option to open or wait for a connection 3 Start Relations Utility If you want the import file to be processed while importing, tap on the Options button and select "Import file settings" and then tap in the check box. 3 Make sure the options are set for your connection 3 Tap on the Connect button The display should change and button should change to read "Disconnect" A button labelled "Test" will be displayed. You can use this button to confirm that the communications is set up correctly and is working. A test message will be displayed on your desktop system if the connection is good. 3 From your desktop system, choose the command to send a file The following screen should appear and will display the transfer progress Note: If you have chosen to process the file while importing, you will see the screens as shown in the next section. 3 When the transfer is done, tap on the Disconnect button Processing an Imported File To process an imported file and add the records into Relations follow these steps: 3 Tap on the name of the import file to process 3 Tap on the Options button 3 Tap on the option to "Process import file" The following shows the progress screen at different stages of the processing. Creating an Export File An export file in the GEDCOM format can be created to transfer to your desktop system. Follow these steps: 3 Tap on the Options button 3 Tap on Create export file The following screen will be displayed. You have the options to export all individual and family records, only marked records, or only records that have been changed since the selected day. You can also choose to export all the individuals information or the notes only. Note: The Marked Records option does not work in this version. It will be added in an upcoming version. 3 Tap on the Close box to start creating the export file The following shows the progress screen at different stages of the processing. Exporting a File Once you have created an export file, follow these steps to transfer to your desktop system: 3 Connect your MessagePad to your desktop system with the proper serial cable 3 Start your communications program on your desktop system 3 Choose the appropriate option to open or wait for a connection 3 Start Relations Utility 3 Make sure the options are set for a connection 3 Start a "Text Capture" option on your desktop system Note: If you do not have a text capture option, you need to be able to scroll back in your communications program to select the sent file to be able to save it. This becomes your GEDCOM file on the desktop system. Relations Utility will be sending the GEDCOM formatted file line by line. 3 Tap on the export file name to send 3 Tap on the Connect button The display should change and button should change to read "Disconnect". 3 Tap on the Send button This message should appear. 3 When the transfer is done, tap on the Disconnect button Fixing Mother and Father Links In an earlier version of Relations the sex did not default to female when entering the mother. This caused the mother and father links to be reversed. This screen shows an example. If you have any records like this, you can use this section in Relations Utility to correct the links. 3 Enter the individuals record number The current mother and father will be displayed 3 Enter the correct record number for the mother record 3 Enter the correct record number for the father record 3 Tap on the Save Changes button Check Record Counters This option can be used to check and optionally fix the numbers used to assign record numbers to entries in Relations. This option was necessary due to a problem in converting Relations 1.2 data to the Relations 2.x format. The numbers on preferences do not always get updated properly. The numbers in the "From Prefs" column should be equal to the "Last Found" column. Displaying an Import/Export File This allows you to look at the contents of an import or export file. If you select a file name in the "Import/Export Files:" box and then tap on the Display button you will see the contents of the file as shown in this example. Note: You can use this to confirm the file appears in the correct format before processing. For example, record numbers should have the "@" symbol on each side of the number.