Knowledge Base - Plan Workspace (updated)

The Plan Workspace is where I start off and end the day. I have ToDo Lists for Profiles, Tasks for the File and I keep those Tasks that I have completed:

• Deleting a Tree from FTM 2017 for Windows (31 Aug 2017)
• Downloading a Tree from Ancestry to FTM 2017 for Windows (31 Aug 2017)
• Renaming a Tree in FTM 2017 for Windows (31 Aug 2017)
• Uploading a Tree from FTM 2017 for Windows to Ancestry (31 Aug 2017)
• Fixing Script Errors in the Web Dashboard of FTM 2017 for Windows (12 Sep 2017)
• Repairing a Tree File in FTM 2017 (16 Jan 2018)
• Creating, Importing, or Downloading a Tree with FTM 2017 for Windows (09 May 2018)
• Opening a Tree in FTM 2017 for Windows (12 Jun 2018)
• FAQ - RETURN TO GREEN STATUS (02 Jul 2018)
• Fixing Problems with Logging In to Ancestry and FamilySearch from FTM 2017 for Windows (04 Dec 2018)

From the Blog

Plan Workspace

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Copyright © 2019 by Cousin Russ

Knowledge Base - Plan Workspace

The Plan Workspace is where I start off and end the day. I have ToDo Lists for Profiles, Tasks for the File and I keep those Tasks that I have completed:

• Deleting a Tree from FTM 2017 for Windows (31 Aug 2017)
• Downloading a Tree from Ancestry to FTM 2017 for Windows (31 Aug 2017)
• Renaming a Tree in FTM 2017 for Windows (31 Aug 2017)
• Uploading a Tree from FTM 2017 for Windows to Ancestry (31 Aug 2017)
• Fixing Script Errors in the Web Dashboard of FTM 2017 for Windows (12 Sep 2017)

From the Blog

Plan Workspace

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Copyright © 2018 by Cousin Russ

Managing the Data Error Report - Part 3

Did some clean up and want to see how the Data Error Report is doing. 

Comments in the Community
  https://plus.google.com/u/0/b/104046972028906209620/+FtmuserBlogspot/posts/6HSxkvcMHHK 

or on the Blog 



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Copyright © 2018 by H R Worthington

Managing the Data Error Report - Part 1

Will demonstrate how I now manage the Data Error Report, Part 1

I have figured out a way to Manage the Date Error Report. First, to identify the Potential Errors, Secondly, Give me the ability to SEE that the profile has an Error, Thirdly to Have a ToDo List to work from, by a specific Error Message Group.

I had not been dong a good job of managing these errors at all, until I used the Data Error Report when helping others. (read smaller FILES).

After spending a couple of days, I have 823 Tasks / ToDo Items to work from. 

Part 2 will be, so now what. I identified the Errors, found the reason for the Potential Error, Resolve that error in the database, the make sure the Potential Error has been resolved.

I will add a few people to this database, as see if There are NEW Errors. I will also then, clear some of the ones I have identified.


Comments in my Google+ Community

https://plus.google.com/u/0/b/104046972028906209620/+FtmuserBlogspot/posts/dHFHseKFaoX

or on the Blog

http://ftmuser.blogspot.com/2018/07/managing-data-error-report-part-1.html


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Copyright © 2018 by H R Worthington

Use of Task ToDo List Categories

This is a follow up on this blog post - https://ftmuser.blogspot.com/2018/04/... - where I shared the results of a Facebook Poll on the use of Categories. This Video is how I use the Task or ToDo List Categories

This file is a new file and will show how I use the Task List in the Plan Workspace to help me stay focused on creating this new FILE.

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Copyright © 2018 by H R Worthington

FTM2017 - Media and Task List Categories

Earlier today, I posted a Poll in the Family Tree Maker Suggested Innovations Face Book Group.

"Working on a Feature Request. Please indicate your use of Categories. Please choose ONE (1) option"

I did this to see if I should do a blog post or two on this topic. That is the Use of the Categories in the Plan Workspace or Task Tab in the People Workspace, Person View. These two features are a must for me, keeps me focused, on track, and can figure what I have or have not done. I wanted to see IF I should share my use of the two (2) categories and if so, what all should I share.

There are 756 people in that Facebook Group and the poll was open for 11 hours. Here are the results:

I set the poll so that those responding would only be able to select ONE response.

• Media Categories Only: 28
• Task List Categories: 0 (zero)
• Both Media and Task Categories: 12
• Neither; 6

and the bonus was "What are Categories?"

I think the Media Only and the "use both" were what I expected. The use of ONLY the Task List is also not a surprise to me. 

The majority of those responding, it appears, know the usefulness of putting the Media files into Categories. So, my focus, for a couple of future blog posts will be on the Task List / ToDo List Categories. The file I have open now had 3,500 Tasks / ToDo items in it.

I will attempt to explain why and how I use this feature. The hint for my use is "B.S.O." or Bright Shiny Objects.

If you, as a reader, responded to that poll. Thank you.

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Copyright © 2018 by H R Worthington

How I manage a file that is not mine

Was given a file that I will return to the owner. How to communicate the work that I did and way. A few times on what I have done.




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Copyright © 2018 by H R Worthington

FTM2017 - Seven Workspaces

Continuing my review of the Workspaces, this time will give a high level view of each of the workspaces. The individual Workspaces will be covered in coming days.



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Copyright © 2017 by H R Worthington

What is a Workspace ?

This is the first in a series of What Is A Workspace ?

The first one will be an introduction to the Plan Workspace. What you can do from this Workspace.



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Copyright © 2017 by H R Worthington

FTM2017 - No Hints from Ancestry

Just purchased or upgrade to FTM2017 and the People Workspace, Tree View has no Hints.

Simple answer, go to the Plan Workspace and Check the Sync Status:

The answer: You must have an Ancestry Member Tree (AMT) to receive Hints. Those AMTs are what provides us with the hints.

Upload and Line to Ancestry is the Answer. Be sure to check the settings of the Ancestry Member Tree as you upload and sync.

• Public
• Private
• Private, not searchable by Ancestry

Are the options.

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Copyright © 2017 by H R Worthington

FTM2017 - Plan Workspace, Download from Ancestry

One of the new or revised parts of FTM2017 is in the Plan Workspace, in the Download a Tree from Ancestry. Meaning that you already have an Ancestry Member Tree (AMT) and now you want that AMT in FTM2017.

What is on the menu is very different. For privacy reasons I am only showing the first AMT that I can download, but this list is long, for me.

The key is the information that is provided on the right side of the screen

There is a Sort by: (will show in a minute) the Filename information about the AMT, the number of people in that tree and the number of Media files. In the list that you can see, there are two tree names that are look the same, but they are different. You select one and you see the statistics on that AMT.

You can Sort them by Name, Date Modified, Date Created and Status.

At the bottom right of the earlier image gives you some more options. You can Delete the AMT, View the AMT or Download the Tree.

Under the Sort by is another setting, Ascending or Descending order.

With the Check Mark in that box, the list below will be in Ascending Order, in the example above, I wanted it in the Descending order or Most Recent On top.

I will be cleaning of my test AMTs and the old ones as I move my old AMTs into FTM2017.

This makes is so much easier, for me, at least.
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Copyright © 2017 by H R Worthington

FamilySearch Hints

One of FTM2017's new features is the ability to see Hints from FamilySearch, similar to what we have experienced from Ancestry.

In the Plan Workspace, upper right corner you will see where you can Login or Logout of either Ancestry or FamilySearch. In this example, I have already logged in.

So I can log out. The usual Ancestry ICON, and the new FamilySearch ICON.

In the People Workspace, at least the first time, you will see:

The usual Login Screen from FamilySearch. Please read the choices and login. The you will see:

This is turning on the Auto-Search feature to FamilySearch. Again, read the fine print and make your choice. There is a FamilySearch Privacy Policy link that you should read.

Once that is done, then you will see Hints, like you see hints from Ancestry.

It's the blue square to the right of the Ancestry Shaky Leaf hint.

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Copyright © 2017 by H R Worthington

What's YOUR Plan for FTM2017 ?

While we await the Software MacKiev team continue to test FTM2017, have you thought about Planning what are YOU might be doing to prepare for it's release ?

Used with permission from Software MacKiev

Actually, I thought I would share mine, based on what I have seen on the support.familytreemaker.com website.

• Make an inventory of ALL of my Family Tree Maker FILES on my computer
• Make an inventory of ALL of my Linked Ancestry Member Trees (AMT)
• I have a Desktop and a Laptop so, on that 2nd item, Identify WHICH computer is linked to which Ancestry Member Tree
• I have done this, but my inventory needs to be updated
• Within the FILES, I need to identify what Version of Family Tree Maker last opened that file
• For the older files, do I have THAT file in FTM2014.1 ?

So, getting the inventory of what I have to work with. EXCEL works for me. I have NOT done anything to these files at all, just gathering my inventory

When I open or close of my FILE, I do NOT just Exit or use the red X in the upper right to close the Program down. File Close, and File Exist.

• Review the Inventory and MARK which FILES can be ARCHIVED, meaning I already have a Back Up AND it's in FTM2014.1 already
• Inventory ALL of the BackUp files. Making a distinction between a manual BackUp and an Automatic BackUp. (the filename will include Auto Back Up, unless you removed that). The Automatic BackUp does not include Media Files
• Open Each of your "new" working list in FTM2014.1, one at a time
• Go to Tools, Compact AND BackUp that file, ALL check marks
• Mine will be to an External Drive

Now, ARCHIVE ALL of those files you marked to be inventoried BUT those files that you have in FTM2014.1, Hopefully, to an external drive, JUST IN CASE.

• In the Plan Workspace, use the Link to View the AMT from that Link
• Check the number of Profiles between the File and the Tree
• Check the number of Gallery Items in your Tree, and the number of Media Files in the Media Workspace

You can skip those steps if you do NOT have a Linked AMT. But you want to make sure that the File on your computer links to the Ancestry Member Tree.

Next, review, in the Plan Workspace, under "Start a new tree" and select Download a Tree from Ancestry. Check that list against your Inventory of Files (on your computer) and Trees (on Ancestry). See if you are missing any files. If you are missing a file, use the Export button, to download the Tree from Ancestry. MARK that file in your inventory. Suggest that you do something about that File LAST. I am guessing that you will have some clean up work to do.

You have your Working Files and it's Media Folders all in one place and you know what you have. You have a BackUp of EACH of them, on that external drive that can be restored if needed. You should be good to go.

Now, if you still have some time left, do a spot check of File, Restore from BackUp. This would be a file and folder that you can delete. When you are offered what the File Name should be when you restore, I add -Restored at the end

Master_2014-1_1510-2017-04-13-Restored

The Back file will have everything but -Restored so all you have to do is to add that. That makes it easier to Delete File and the Media Folder. For me, I will Archive that as well to my Archive External Drive.

Now you can prioritize the order in which you want to bring these files into FTM2017.

Things to think about:

• Make another BackUp and use  a SMALL file to test out the FamilySync™ feature
• Look at the information in EACH of the Workspaces
• Plan
• People - Tree View
• People - Person View
• Places
• Media
• Media - by Category
• Source
• Citations
• Publish
• Publish - Saved Reports if you have them
• Publish - Books, if you have created any
• Look in the Help Menu for any NEW items in the Help Menu

Notice, I didn't say anything about New Features. What you are looking for is any problems in your File that you might have found during the new FamilySync™ feature. Remember, you have a BackUp..

• Make ONE, small change, in that "test" file, maybe the real file and do a SyncNow
• Review as you did before.

Think of this as a test file and don't panic. Remember, if you follow my suggestions, you have at least Two (2) Back Ups.

IF there is an issue, don't ask me, don't go to FaceBook, go IMMEDIATELY to

support.familytreemaker.com

and let them know, EXACTLY what you did, what you saw, Verify in the Help, About Family Tree Maker and the Version number, include the last four numbers that you will see (FTM2014.1 .... 1510)

You could report a Bug on that website, you could have a Chat with them, but let Software MacKiev know that you have a problem. Posting those problem here or on Facebook is not the right place to get help.

This may look like a lot of work, and it is, but for me to plan this out, ahead of time will help me in the long run.

Because I teach creating and using Files and Trees, I have a lot on my list. Probably 25 or 30. At the End of this project, I will clean all of that up. Then I can get back to my research

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Copyright © 2017 by H R Worthington

Facebook Question: Not enough Information

Here is a question from Facebook:

How do you enter these facts so you know there is no more research to be done.

1. There is no spouse
2. There were no children

Looking for suggestions and/or standards.

Standards, no; suggestion, no, but will answer How I handle this;

I enter what I know from Documentation and Cite the Source of that information. I have a 0 Undocumented FACT policy for my file.

I'll answer #2 first, as it is the easiest. In a word Nothing. I don't guess if the had children or didn't have children. I have blog post that talks about No Children.

FTM2014 - Marriage, No Children

To answer #1, I have two answers

That question implies that the subject person was married. If I have a record that the person was married, just don't know the name, I will use my "unknown name" standard of 5 Underscores. If I find a record that infers that a female married and the record provides her married name, I would enter 5 Underscores plus her Married Name.

_____ _____ for the unknown name
 _____ MarriedName if that is what the record shows.

The marriage Fact needs to reflect something that reminds me that I don't have a record of the marriage.

People Workspace, Tree View, where you see relationships.

Here is an example of a Father who has children, but I don't know the Mother's name, no do I know IF there was a marriage

There is a 1 in the spouse ICON but there is no information in the "Spouse" field. I enter 5 underscores.

That is a visual to me, there I don't know the name. I see that in the Index on the Left of the Screen.

Now, I don't know if they married. I go to the People Workspace, Person View, and select the Relationship Tab, go down to that unknown spouse and on the right, select the pull down menu and select Unknown.

So the relationship is now correct.

The 5 underscores are my visual about the name, but I need to find the name, But what about "was there a marriage. My ToDo List is where I put that.

The Tasks Tab and clicking New on the Left (not shown) will open the Add Task for box, where I entered "Did William Andrews ever marry? then click Edit to put it into a Category. In this case, my Follow up Category.

The task list is always in the Plan Workspace and in the Task List for this person. Not seen on the left is that I already have 10 other Tasks for him. All in different Categories.

I hope that answers the questions from Facebook.
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Copyright © 2017 by H R Worthington

Time out for a little Database Clean Up

While we await the arrival of FTM2017, I am taking some time to do some database clean up. I do a lot of file clean up and file management all of the time. For example, I run the Undocumented Fact Report daily. I want to make sure that ALL of my Facts have a citation. I run the Data Error Report frequently, usually daily, I want to keep that clean. I make sure that ALL of my Source Groups are using the Template Feature. Of course, Compacting and Backing Up my file frequently.

I am thanking this down time to go a little deeper into the Sources Workspace. It was a long time before I found this, and I am guessing that others have missed it as well.

To start with, I went to the Plan Workspace, and clicked on the More Button for more File Statistics.

There are two items here that I want to talk about. There are 36 Sources in this file, but am only using the Template in 35 of them. I missed on. Will fix that shortly. This means that when I add information into Family Tree Maker, I put the Source of the information into one of the Template features in the Source Workspace and this is one of the areas I really focus on when I merge records into the program. Many blog posts on this topic. I will deal with that source group at another time.

When I look at the Sources Workspace, All source citations in the List By, 

I have 521 Citations. These two numbers match up, as expected.

There is a dropdown menu where we  have 4 choices. The All source citations, Source Title, Repository, and Person.

When I am working in the Sources Workspace I select and use the Source Title option. It's easy for me to find the Source Group I want to work on.

I want to look at all of the Source Groups by PERSON. I then can look at what Source Groups are Linked to that person. For this Clean Up, I want to scroll down to the Bottom of the list to find the UnLinked Source Groups.

When I select that, I see that I have 0 (zero / no) Source Groups not linked to a Person. That is what I want to see ALL of the time. All of my Sources are linked to someone's Fact.

One down, two to go.

Now I selected List By Source Title, scroll down to the bottom, again to Unlinked, This will give me a list of any Source Titles, and again All Source Groups have Citations.

2 down, 1 to go

The List by Repository has a problem, or ate list one problem.

This specific database had totally relied on Online Records. Any Record found Online, should NOT have a Repository. This List By should not have any repositories listed. There are two Source Groups and the first one has three Citations that have a Repository of Ancestry.com.

I won't go into this now, but when I looked at the Source Group, Template, I determined that I had selected an Incorrect Template, one that called for a Repository. I will blog about how I resolved that in the near future.

Also,that "FamilySearch" Repository, when I looked at it, was NOT using a Source Template. That is the difference of 1 in the File Statistic screen at the top of this blog post. 

I have two clean up items to do:

• Select the correct Source Template for the Ancestry.com Source Group
• Put the FamilySearch Source Group into a Source Template

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Copyright © 2017 by H R Worthington