Creating a TMG Report for Documenting Missing Tombstone Images

1. Creating a TMG Report for Documenting Missing Tombstone Images Presented by David Walker Ottawa TMG Users Group 12 April 2014

2. Introduction • This presentationwilldescribe a method for creating a list of burials for whichthereis no exhibit • Although I amusing TMG v.9.01, the sameprocedurecanbeapplied to earlier versions • Twoapproaches will be described: • Create a report for everyone in your database for whom a tombstone exhibit is missing • Or use the Flag Manager to create ‘Related-by’ flags which will then be used to restrict the list to those related to you in some way. The process of creating ‘Related-by’ flags is based upon Terry Riegel’s TMG Tips (http://tmg.reigelridge.com/related-by.htm)

3. Introduction • I will not repeatTerry’s instructions here • The procedure uses a TMG ‘List of ’ report

4. Procedure • For this exercise I will describe the creation of a report for a province that will be visited this summer • The first report will list all burials in the province for which I need to acquire tombstone photos • Subsequent reports will be restricted to individual cemeteries

5. Using the Project Explorer, create a filter as shown below: 1. Select Primary names to avoid duplication 3. Click OK 2. Select ‘Save as’ for future use

6. In this first passthere are 1085 people in Prince Edward Island with no tombstoneexhibit(s). • If the Focus Group windowcontainsnames, you must clear all namesbeforeproceeding • Right mouse click anywherewithin the Project Explorer and select ‘Add all names to Focus Group’

7. The Focus Group windowwill look similar to the one displayedbelow.

8. From the Report drop-down menu select ‘List of’ > People > list of burial locations

9. 1. Add a new configuration name 2. Select Focus Group, then Current Group 3. Select Screen Preview 4. Select Options

10. 1. Click ‘Output Columns’ tab & enter the desired fields 2. Click OK

11. 1. Select ‘Create Report’

12. This is the first page of the report Compile a list of individual cemeteries & locations, which will then be used to create cemetery specific reports.

13. 1. Filter the Project Explorer for a specific cemetery 2. Click OK

14. Remove all names from the Focus Group • From the Project Explorer window, right mouse click and ‘Add All Names to Focus Group’ • The list now shows 140 people in this one cemetery

15. From the TMG Report drop down menu, select ‘List of’ > People > list of burial locations

16. 1. Select Focus Group, then Current Group 2. Select Screen Preview 3. No need to change options from last report 4. Select ‘Create Report’

17. This is the first page of the revised report for the Peoples Cemetery in Summerside.

18. This second report includes all people in my database, buried in the Peoples Cemetery in Summerside, for whom I need to photograph their tombstones. • This can be further refined to include only those people related to me in some way, using Terry Riegel’s ‘Related-by’ flags. • From the TMG File drop-down menu, select ‘File Manager’, then ‘Add’ • Follow Terry’s instructions to include any of the Related-by flags

19. This is my ‘Related-by’ flag entry, created with Flag Manager, using Terry’s instructions.

20. In the Project Explorer create a filter using the above flags, or those you wish to incorporate • Use Save As if you wish to reuse the filter • I have saved filters for each cemetery I have documented • Repeating the process for the above second report, remove all names from the Focus Group, then right mouse click in the Project Explorer to add all names to the Focus Group

21. Filter the Project Explorer using a mix of Related-by flags. To further filter the query, add a specific cemetery. 1. Use Open & Close brackets for the Related-by flags 2. Click OK

22. Using the above flags, the list is reduced to 28 people. Right mouse click to add all names to the Focus Group (having emptied it first).

23. The current Focus Group now has the new list of 28 people.

24. Create the report using the same procedure as described earlier

25. The filter used in the Project Explorer did not specify the cemetery, only the city. Normally, I would have included the cemetery name in the filter. However, it becomes obvious that I need to visit the Catholic cemetery in Summerside. I also need to correct the spelling of one entry.

26. Summary • There are several alternative ways of creating reports to document missing tombstone images • Create a report for missing tombstone images for everyone in your database • Create a report for missing tombstone images using a related-by flag, or a combination thereof • I suggest you read my related presentations, entitled Walking With Angels – Procedures for Documenting Cemetery Burials (21 November, 2010) and Suggested Image Sizes for TMG & Second Site – a Revisit (11 January 2014)

27. Summary • If you choose to follow Terry’s instructions for creating Related-by flags, the final step in the process will add the relationship, if there is one, of everyone in your database. This will appear in the Flag window

28. Summary • After you have completed Terry’s Related-by procedure, you can easily add a Related-by feature to the Add Person menu for each new person. • From the Add Person window, select Setup (lower left corner) • The Add Person Template window is displayed. • Click the Flags tab • From the right list of flags, select Related-by, then Add

29. Summary ‘Related-by’ is now in the list of selected flags Click OK

30. Summary The Related-by flag now appears for each Add Person window. The default is ? (unknown). Click there to change the flag.

31. This presentation is available to download from our website, • http://ottawa-tmg-ug.ca/index.htm • Go to the Articles & Presentation Page, then to the year for the archived files.