TNG Editors’ Help

Before you begin

This section deals with TNG Basics – things that every editor needs to know and apply when adding or editing data. Please read this before you start entering data.

Thanks for volunteering to become an editor of Our Family History.

If you are used to editing and adding data in Ancestry.co.uk -.com then you will find that many of the principles you learned there apply here – you’ll just need to adjust to the different look and feel.  Where there are significant differences in the editing experience these will be highlighted for you.

Although this site looks very different to Ancestry, it shares the principle that everything you do is centred on a Person.  Whether it’s adding a partner or spouse, a photo, a citation, a note, a parent, a child or an event it’s done from the context of a person,  There are a few exceptions but they are mostly in areas that Ancestry doesn’t even go and we’ll deal with those as they arise.  The important thing is that whilst the TNG user interface may look different to Ancestry’s, the data attachment concept is the same – we do it from an existing person’s record.

If you’re a newbie, don’t worry, we’ve all been there and the world won’t end if you make a mistake.

These help pages will open in a separate browser tab, and that’s so you can keep a topic open for reference while you work on the content.  If your screen’s wide enough you can even drag the tab off into a separate window so it’s visible while you work on the data.

You can edit TNG data on any device but it’s a lot easier on a laptop or desktop and essential if you want to add media files.

Most browsers are supported.  I have used Chrome, Chrome for Mobile, Opera and Firefox.  Overall I find Firefox to be the best option.


The most obvious first action you’ll want to take is to enter some people.  And we will get to that as soon as we can but first there are some important data principles we need to cover.

Citations from sources are important because they provide evidence that other people can use to verify the data we enter.

  • Without a citation to support it, the details of an event are no more than our opinion.
  • Citations also allow web search engines to index our site better which
    • results in better information, more easily found by other family researchers
    • has the potential to increase people identifying with us and offering up useful information to us.
  • Citations also allow us to provide textual information about a document we have attached.  Digital images of BMD certificates, census returns, employment documents, military service records, for example, provide a very visually engaging site but cannot be indexed by search engines.

A citation is simple to create.  Here’s how:

 

Guiding Principle

If you do not have a digital image of a document to support an event, then a citation pointing to the source of your information is essential to elevate the event from opinion to verifiable fact.  If you have a document then a matching citation is essential to make the fact discoverable by search engines.

 

The components of a Citation Record

 

 

Source refers to the title of the source document, in this case the 1871 England Census.  the name is not entered repeatedly though.  Instead we use a reference to a separate data table of sources.  This means we get consistent labelling across all records and that we can find all records where the 1871 England Census is used.  Sources are recorded by source CODE not title.  For example the 1911 England Census is referred to in our system as S45.

Page allows someone to see exactly where in the source registry the record can be found.  Page is a loose term.  In the case of this census record for example we have provided the complete record identifier including volume, section and page.  The objective is to allow a researcher to go straight to that record themselves and independently verify it.

Reliability is a tricky one.  There is no definitive definition of “reliability.”  Instead it’s up to researchers to apply their own standard.  The possible values are NULL and 0 – 3 where 3 is the most highly rated source.  The interpretations I have used are:

  1. NULL = unrated
  2. 2 = Provided by a third party and taken on trust
  3. 3 = Provided by one of us based on evidence we have found directly

Citation Date is required where the title of the citation is not specific, for example “Birth Register” and “Births 1827 – 1965” are not specific, whereas “England Census 1871” is, because that took place on a specific, verifiable date.

Actual text is optional because if fields 1 – 4 are completed then there really is little point in trying to paraphrase a document that is in the public domain.  If you feel it is helpful then do it, but don’t feel obliged.

Notes are optional.  This field is for adding commentary that you feel is necessary, perhaps to explain any reservations you have about a citation, or for anything else you want to record about the citation.

How many citations are required?

An event should have a minimum of one citation but can often have more.  For example, a Census record will have one citation but a birth, baptism, marriage or death can have frequently have two – the citation from the appropriate register, and the citation associated with a digital image of a certificate.

One citation can also be used in multiple places.  For example, a single Census could be used to support the census entry itself, but also the occupation and address events that the census form reveals for the members of the household.

 

How to add a citation record

A citation record can be added in dozens of places around the system.  The same icon is used throughout.  For example, in the Birth, Christening, Death and Burial section of a person’s record.

 

The green dot indicates that at least one citation record exists for an event. To view, add, edit or delete a citation, click the icon.

 

 

If you know the source ID then you can just enter it here and move on to completing the fields.

 

It  is more likely that you will need to press the Find button to look for the correct reference.

 

Enter a partial search term.  As you type, the list will begin to filter the results based on what you have entered.  Tips: The less you enter the more likely you are to find a match.  Beware of differing terms for the same event type, for example Baptism for Christening, or Interment for Burial.

The auto filter that takes place in step 3 means that pressing the Search button is unnecessary.  I am not sure why it’s there.

 

Select the search result you want by clicking on the title, not the Source ID.

 

The system will return to the Citation screen and will fill in the Source ID field

 

You can double-check that the correct source has been selected by reviewing the Source Title here.  If it is incorrect press the Find button again and repeat the search from step 3

The Reliability Index uses a simple drop-down selector

 

The Citation date must follow the rules for date entries.  These are set out in a later section called Use the Correct Date Format.  Do not enter anything other than a valid date format or one of the  accepted date qualifiers.

Saving the record will add the citation to the person’s / family’s record and return you to the Citations screen.

 

If you have more citations to add to the current record, press the Add New Button.

 

If you have no more citations to add to this record, press the Finish button.

 

Most of the sources that you need to use have already been created but if you can’t find the one you want, click the Create… button to add a new one.  Then go to the next section to see how it’s done.

How to add a new Source

 

The Source ID is generated by the system.  Do NOT change it

 

The Short Title is an abbreviated title for the source.

 

The Long Title is a more formal, longer title for the source.

 

The Author field is only relevant if you are citing from a source that has an identifiable author, such as a book, magazine or online article.

Some Archives and libraries use call numbers so the staff can easily point you the correct place in the building. Just ignore it.

 

Publisher is self explanatory.

 

Repository – ignore

 

Actual Text is used for a quote from the source material.  This is optional and, unless the source is unique,  should be ignored, because details of individual pages from, for example, an entry from the 1871 England Census, are entered against the specific citation, not the source.


If you enter details of living people on this database you must ensure that their records make clear they are still alive.  If you don’t then their details will be public, which contravenes the General Data Protection Regulation.  There is a special place to do this:

Make sure this box is checked for all living people.  But don’t confuse it with the adjacent checkbox marked Private.  Checking that box will hide the record from everyone except the admins.


Records such as Person and Family have unique identifiers such as I1234 and F567. These ID’s are generated by the app.  Do not edit them or you will break the links between them and other material, such as media.

In Genealogy, dates are very significant and there is one standard genealogical date format.  DD Mon YYYY for example 25 Dec 2017 or 1 Apr 2017.  Days less than 10 can be entered as a single digit but you can enter them with a leading zero too. Month names can be entered in sentence or upper case.  Never use month numbers as these can be misinterpreted in places where the convention differs as to whether the month or day comes first.

Note:  Please be very careful to ensure there is only a SINGLE space between each of the date elements.  All the following are wrong:

 1 Apr 1999  Has a leading space before the first 1
1Apr 1999  Has a missing space before Apr
1  Apr 1999  Has an extra space before Apr

 

All of these date errors will cause the date calculators in TNG to fail so, for example the system will be unable to display a person’s age.

If you are sure an event occurred, but not sure of the exact date you can qualify the date with one of several date approximation modifiers.  Your best estimate is better than nothing in a system where dates are essential.  There are many qualifiers but the most common are:

ABT – About, meaning not exact e.g. ABT 1900 or Apr 1800

BEF – Before e.g. BEF a year, a month and year, or a date

AFT – After e.g. After a year, a month and year, or a date

BET – Between two dates e.g. BET Jan 1852 AND Jun 1852 (note the AND)

If you need to enter a British Registration Quarter Date do NOT use e.g. Q1 1923 or 1st Quarter 1923.  These British terms are not used in many other places so are not recognised by GEDCOM.  Instead use Abt Feb 1923 i.e the middle month of the quarter or, if you want to be pedantic “Bet 31 Dec 1922 and 1 Apr 1923” i.e. the days before and after the quarter dates.

You can access a fuller explanation of the date qualifiers as well as the less common ones {FROM, TO, CAL(culated) and EST(imated)} by clicking here. And if you want to use the less common ones, go ahead.  There’s no system limitation.

The difference between ABT (About) and EST (Estimated) is a challenge.  ABT has greater certainty.  So, in the case of Q1 1923 we know that Abt Feb 1923 has a high degree of accuracy based on the written record.  On the other hand, if a Death Certificate gives a year of birth of 1790 and there is no other evidence to support that, the date should be entered as Est 1790 because people’s memories of when their spouse was born can be notoriously unreliable, especially among the illiterate classes of the 9th century and earlier.

Introduction

It’s important that all dates entered to TNG comply with the GEDCOM format which is DD-Mon-YYYY.  So the only valid format for 17th July 2017 is 17 Jul 2017.  No separators are used, so 17/July/2017 or 17-Jul-2017 are both invalid formats.  Where the day number is a single digit it can be entered with or without a leading 0; so 7 July 2107 and 07 July 2017 are equally valid.

When the precise day isn’t known you can omit the day number, but don’t enter placeholders.  So Jul 2017 is valid but ?? Jul 2017 is not.

Currently, TNG does not prevent you from entering invalid dates (a request has been made to the developer to add valid format checking and conversion), so it is easy to enter a date incorrectly, especially if you cut and paste the data from elsewhere.  To help you identify incorrect dates, a menu option has been added to the system.

Selecting the option

The menu option is available to all users.  It is recommended that you run this periodically, especially if you are doing intensive adds / edits to the data.

Interpreting the Analysis Report

The aim is to ensure that the column indicated (1) is empty.  Any date that does not conform to the GEDCOM standard will appear here as a number in one of the rows.  Clicking on the number will display a list of the affected records which you can then edit to correct the date.

The analysis is smart enough to recognise the allowed GEDCOM qualifiers such as:

  • BEF = before
  • ABT = about
  • AFT = after
  • BET = between date 1 AND date 2

In a perfect world, all the columns would be blank except the one called Exact. But in the real world, we’ll settle for just the Other column being blank. 🙂


The screenshot deals with birthplace but the process also applies to  place of death, place of burial etc)

Notes:

  1. New places will need to be manually geocoded before they will appear in a person’s map view.
  2. Existing addresses shown on the records may not be in the places database.  They were imported from Ancestry using a GEDCOM file and that does not auto-populate the TNG places database. An exercise is needed to correct this, and to geocode them.

In some other genealogy programs addresses are just text attached to a person.  Duplicates are common as are multiple similar addresses.  In contrast, TNG uses a places database so that one address can be attached to multiple people / events. Amongst other things, this allows us to geocode each address and display where life events occurred, on a map attached to each person’s record.  This really helps bring a person’s story alive .

But this means we need to disciplined and consistent in how we enter addresses:

Example of a “good” addess
  1. Use the format – house number or name, street, town/city, county, country. For example: 11 Collingwood Drive, Hexham, Northumberland, England.
  2. Use the full county name and omit the postcode to assist genealogists from other countries.
  3. Do not use UK.  Use England, Scotland, Wales or Northern Ireland.  Again, this is to assist genealogists from other countries
  4. Always enter a country name. European place names are reused all over North America, Australia and New Zealand in particular,  so we need to distinguish ours.
  5. Separate individual segments of an address with a comma and a space.
  6. If you do not have a complete address then provide what you can, remembering that the segments are in reverse order of importance, Country first, Town next etc., so ommitting the street address is OK; omitting the country name is not.
  7. Please do not add anything that is not an address into the address field.  This may seem obvious, but we inherited some records that had entries such as “Buried in Fyfield on 19 May 1876.”  That’s actually three things – an event, a place and an event date!
  8. County boundary changes or renames will have affected some places (for example since 1974 Abingdon is part of Oxfordshire but until then was in Berkshire).
    1. You must record the address that was current at the time of the event,  So, if someone was baptised in Abingdon in 1960, use Berkshire.
    2. This may mean there are multiple address entries for the same location in the places database, pre- and post-date change.  That is acceptable in this circumstance. But it’s the only exception.
    3. Choose carefully when applying addresses from the database.  Do you need the modern or historic place name?
    4. Don’t edit existing database addresses that look wrong until you have checked the actual events to which the address applies. We are dealing with historic records so, in all probability, the “wrong” address is the correct address.
    5. When you geocode the address use the old address for the place name label, but the new address to search and set the geolocation.
  9. If search results fail it may be because an address no longer exists,
    1. Enter the old address in the place name label adding “(Site of)” as a prefix (omit the quotes).
    2. You could add a note to explain further. For example “Building was demolished in 1874 and replaced with…”
    3. Then geocode to the closest location you can find.

Q. Why do we geocode Places?

A. So we can see useful geolocation data on maps, such as this Event Map for a Person:

The easiest way to mark items as needing further research is to add starred notes.

How do you do that? Against just about every type of information you enter into TNG you will find the ability to add a note.  So add one, like this:

 

Adding New People

This section shows you how to add information about individuals

There are two approaches to adding a Person.  The recommended approach is to add+link in one move, the other is to add a person to the database and link them later.  The latter is inefficient and error prone because you will have to a) enter the person direct to the database and then B) have to find and link them to the tree.  I won’t describe how to use that method.

You will add a new person by attaching them to an existing person  – as a partner/spouse, child, sibling or parent.  Then you can move to their grandparents, uncles, grandchildren using these same processes.  And of course if you add someone to the existing tree through a relationship to someone who already has all of those ancestral, sibling and descendant relationships defined, the new person will inherit them.


First, find the target person to whom you wish to attach the new person, using one of the many entry points into the system.  For instance, you can perform a search from the Home Page in WordPress.  Once you have found your target person, go into edit mode.  You can then choose what type of relationship you want to add.  In our example we will add a spouse.  The red letter codes refer to the indicated places in the screenshot that is displayed after the text. This is one section of the help pages you might want to print.

A: Scroll down the page to to the Spouses / Partners section and click Add New.

The Add New Family Screen will appear.

At this point I need to call a timeout and explain what’s happening.

On the previous screen we clicked Add New Spouse and we have been brought to a screen that says Add New Family.  Confused?  I was the first few times it happened to me.  Let me explain how it works.

In the world of genealogy centuries’ worth of ancestral lines have formed around the family unit.  It is therefore customary to reflect this in the application. So, adding a spouse or partner to a person immediately creates a new family unit in the database regardless of whether the couple have any children – it’s in anticipation of the event. You can see the new family ID F441 in the screenshot.

It may be that the couple decide not to have children or may be unable to do so.  Unfortunately they are still considered to be a family.

OK, restart the clock.

B: Select the appropriate gender and press the create button and the Add New Person screen appears.

C: Remember, do NOT change the system assigned ID

D: Enter as much detail as you can for the new person and if they are still living, remember to check the box (E).  When you are done, save the record (F)

The Add New Person screen will close and you will be brought back to the Family screen where you can enter more family details if you have them.

It doesn’t happen often but there are times when only one parent is known and the other’s details cannot be found.  How do you create a family without a spouse / partner?

The answer is simple, but easy to overlook as it’s “hidden” at the foot of the Edit Existing Person page.  So, find or create the known parent as normal, then edit that person’s record and look for the highlighted link in the image below:

That will take you a family page where you can add the children.


The most likely scenario for this is that it’s an historical marriage record where the woman’s name is not given.  Previously we used “_______” to indicate an unknown name but it actually makes more sense to be a little more explicit and use the husband’s name in brackets. e.g.(Barrett) which sorts them all to the top of the names list while giving us some context.  I have updated all the existing records.

 

Adding Other Family Members

This section shows you how to add other members of the family to an existing person.  You can do this during the creation of the key individual or after the event.

There are two ways to do this, on the same page! One uses a sub-menu item and is much quicker.

    1. Navigate to the existing person’s individual page
    2. Click the Add Spouse / Partner option in the menu bar and skip to step 6
    3. OR…. Method 2: Press the Edit tab in the menu bar to enter the Edit Person page
    4. Scroll down to the Spouses / Partners section and click Add New
      Even though you have made no changes a pop-up box will appear in your browser prompting you to Save or Cancel your changes.  You have to press Save to proceed to the Add New Family screen
    5. Press the Create button next to the Spouse / Partner (mother or father*) to be added.
    6. A new pop-up window called Family > Add New Family will appear where the new details are entered.
    7. Press Save to save their details and to exit the popup window
    8. On the Family screen press Save and continue to save the new family and exit the Add New Family screen and to continue to the Edit Family screen

*Timeout called.

At this stage you may be wondering why a spouse or partner is entered as a mother or father.

In the world of genealogy centuries’ worth of ancestral lines have formed around the family unit.  It is therefore customary to reflect this in the application. So, adding a spouse or partner to a person immediately creates a new family unit in the database regardless of whether the couple have any children – it’s in anticipation of the event.  So you add a new partner or spouse in the context of the newly created family unit

Depending on the gender of the spouse / partner you are about to add, you associate the new person with the available Father or Mother field even if the label is the wrong gender for the person. You add the gender of the new person later. Unfortunately the field label will continue to say Mother even if it’s a two father unit, and vice versa.

This doesn’t sit well with modern values where there may be single parents or same sex parents, couples who do not marry but have a family, or where there are no children either by design or by misfortune, whether the couple are married or not.  It’s an area where the software has to try and reflect the new paradigm in addition to the old.  It’s not easy and for the moment this is the way it is because of the enormous number of ancestors.


Adding children follows a very similar path to adding a new partner.  Find either of the two parents, go into edit mode and scroll down to the Spouse / Partner area.  Just beneath that you will see a Family entry:

Click on the Family ID (A) to open the Family screen

On the Family screen press the Create button to add a new child and the Add Person screen will appear,  Enter the details, save the Person record then save the Family record.

It doesn’t happen often but there are times when only one parent is known and the other’s details cannot be found.  How do you create a family without a spouse / partner?

The answer is simple, but easy to overlook as it’s “hidden” at the foot of the Edit Existing Person page.  So, find or create the known parent as normal, then edit that person’s record and look for the highlighted link in the image below:

That will take you a family page where you can add the children.

There are two ways to do this, on the same page! One uses a sub-menu item and is much quicker.

    1. Navigate to the existing person’s individual page
    2. Click the Add Parents option in the menu bar and skip to step 6
    3. OR…. Method 2: Press the Edit tab in the menu bar to enter the Edit Person page
    4. Scroll down to the Parents section and click Add New
      Even though you have made no changes a pop-up box will appear in your browser prompting you to Save or Cancel your changes.  You have to press Save to proceed to the Add New Family screen
    5. Press the Create button next to the parent (mother or father) to be added.
    6. A new pop-up window will appear where the new parent details are entered.
    7. Press Save to save their details and to exit the popup window
    8. On the Family screen press Save and continue to save the new family and exit the Add New Family screen and to continue to the Edit Family screen

 

Adding Events

This section deals with how to enter standard and custom events, to build out a person’s life story.

There are four standard events:

  • Birth
  • Christening (not baptism – baptism is a specific event for the Church of the Latter Day Saints (Mormons)
  • Death
  • Burial (and a checkbox to qualify a burial as a cremation)

Where Birth and Death information is absent (as it often is, for example, before 1837 in the UK, when Births, Deaths and Marriage first started to be formally recorded) the system will use the Christening or Burial dates as the closest equivalent. For deceased people Birth and Death dates should be considered as minimum requirements.  You don’t have to be precise.  Entries such as Abt 1782 are acceptable,  Please do not use Unknown.  Your best guess is better than Unknown.  No date calculations can be carried out on an Unknown date.   For more information on date qualifiers see the Use the Correct Date Format entry near the top of this page.

You will notice that Marriage is not listed as a Person Event.  See Family Events for the explanations.

You can, and should, record Other Events.  You do so by clicking the Add New button in the Other Events section of the person’s individual record,

The scope of Other Events is almost unlimited because Custom Events can be defined.  Some of the more obvious Other Events include:

  • Graduation
  • Other Educational Records (Schools attended)
  • Occupation(s)
  • Addresses lived at
  • Military service
  • Probate Dates
  • Censuses (see next topic)

The presence of these extra data items helps to enrich the basic facts and presents a much clearer picture of the person.  It takes a lot of research to add these events for ancestors and a lot of ancestral data will never be found.  We can relieve our descendants of the task by entering as much information we can about ourselves while we are still here to do it,

If you need a specific event type that is not covered, please contact me.

This topic is covered comprehensively in a separate article.

Cremations need to be recorded correctly in order to appear correctly.  Fortunately, correcting them is as easy as entering them, as demonstrated in this example.


There are a few events that are added at Family level, not person.  These are:

  • Marriage
  • Divorce
  • Joint address

These are events that affect two people.  Recording them here eliminates the need to record the events twice, against the individual people. For some reason, however, Marriage and Divorce can be added as Other Events to an individual’s record.  I don’t know why but please do no not do that; use a Family Event instead.

To enter a Family Event, go to an individual’s record, go to Edit mode, and scroll down until you see the Family area in Spouses / Partners, then click on the Family ID

 

Enrich the genealogy

This section looks at how we can enrich our genealogy site even more, by adding media to to the person’s story.

Media is simply any material that enhances the information we hold about an individual to bring substance and authenticity to their story, and turns the family tree into something more than just a list of names and dates.  Media types include:

  • Birth, Marriage and Death Certificates
  • Christening and Burial records
  • School Reports
  • Qualification Certificates (School, College, University etc)
  • Awards
  • Medals
  • Military Service Records
  • Notes
  • Sources
  • Citations
  • Photos

All of these can be attached to the individual’s record in the family tree.

There are two specific classes of information that are handled in the Articles section, not the tree.  These are:

  • Stories
  • Name Sources

(see separate section for more information)


 There are two options for adding media:

  1. DIY.  For regular contributors this is the way to go.  You will need to prepare your files using the guidance that follows – see File Preparation – and then look for the section DIY Adding Media.
  2. Ask an admin to do DIFY – this is the easier option , especially if you only have a few photos to add.  Look for the Submit Photo / Doc tab on a person’s record.  But please do prepare the file – see next section.

Images need to correctly formatted

Format for size and file type:

Size:

If you have the capabilities to do so please use your photo editing software to save the file for web  to reduce the file to a size that will display quickly on a web site.

Format:

JPEG or PNG are the required formats

Note:  If you don’t have the facilities to reformat a picture yourself I can be bribed.  Chocolate.  Lots of it.

Convert PDF’s to JPEG or PNG

It’s not difficult and you can do it online for free.  The process is described in detail in this article.


Stories are handled in the Articles section so they can be content searchable and can be tagged for indexing by search engines in the hope that others may reach out to us to add to our knowledge of the person.

Name Sources are handled in the Articles section for the same reasons but also because they are generation spanning content that has no obvious placeholder in the tree,  They apply across multiple families.

If you have content in these categories that you want to write from scratch or import from another format please contact me and I will arrange for you to have editor access to the Articles section.

If you have a story or name source in another format but don’t feel comfortable converting it for WordPress, or you have a story or name source to record from scratch but don’t want to learn WordPress, that’s OK.  Contact me and we can discuss my bribe, which usually takes a chocolate form.


Adding a person’s profile photo is probably the most effective way of enhancing our family tree and the person’s profile. It is the person’s visual identity as it appears throughout the website on family pages, search results and  charts etc.

  • Please do not post any obviously embarrassing profile photos of people
  • It must be them. Please do not use their animals, cars or children etc as their profile photos

And please make sure you carry out  File Preparation according to the guidance given earlier


This section applies to all types of static media including profile pictures, and supporting documents such as BMD certificates and Census Returns.  If you have multiple photos of a family member or group, please see the next section Adding photos to the Family Photo Library.

Go to the page of person where you want the media to appear and click the Edit tab.. Click the Add Media tab to access the Add New Media screen.

NOTEMarriage and Divorce items are NOT entered on a person record.  They are entered on the Family record, apart from that, the steps are the same.  The easiest way to find and edit a family record is to go to the person’s page, click on Edit, scroll down until you see the Spouse record, then click on the Family ID

The remaining steps are the same as for a person record

Adding media to a person’s record

  1. Select the appropriate Collection in the drop-down list.
  2. Under Media File, click Choose File button to navigate to the image file on your hard drive. Once the file is selected and if file title is correctly formatted, the ”File name on site” field should automatically populate correctly. If it does not populate correctly, could you please do this manually
  3. Under Thumbnail Image File click the radio button named Create from original and a thumbnail photo will be created for you.
  4. Leave the Store Files in setting at the default Collection Folder
  5. Enter the title as per the file name.  This is the link to the media file and what users later search for in the media listings.
  6. Enter a description of the media (optional). This will display beneath the title on the page, but not be part of the link itself.
  7. Ignore the Always viewable box
  8. Do NOT check the Open in new window box.  It is bad practice to force new windows to open in user’s browser unless there is a compelling reason for it, which there isn’t here.
  9. Click Save and continue… (This uploads the media, saves the title, description and settings, and takes you to the Edit Existing Media screen)
  10. Set the photo as default for that person if desired. Note: The default photo is normally their profile pic as it is the photo that appears on the top of that person’s profile and on the genealogy charts
  11. Link additional people, families or places to the media file (for shared headstones, family photos etc). Refer to the Link Extra People, Families, Sources or Place section
  12. Save the media file
  13. Reload the person’s page and check that you have achieved the desired result.

14. By the end of the previous stage, the media file is linked to the person.  But we need to go a step further and link the media to the event in the person’s life.  Linking to the event ensures that the media file is placed in the correct chronological order in the display, adjacent to the event record rather than placed in a jumbled block of undated media items.

Once you have saved the record (step marker 9 in the image above) scroll down until you see the following:

You can see there is no Event listed here

 

Click this icon to display the Event dialogue box

 

Select the appropriate event – note, there are no Marriage or Divorce events because those are entered against the family record, not the person record

Save the record

OurFamilyHistory.club is hosted on a commercial web service where disc space has to be paid for.  The biggest consumer of disc space is photos so, in the interests of economy, we only store a profile picture of a person on the family history site.  All other photos of individuals or groups are stored on a server in Paul’s house using a photo publishing web app.1 We link to those photos using a hyperlink. The experience is seamless for the users who will probably not even realise the photos are coming from a different site.  This is how it looks on an individual’s page:

To achieve this we need to do two things:

  1. Upload the image files to the server
  2. Create the hyperlinks to the photo server, on the individual’s page

Setting Up Access to the Photo Server

Accessing the server

You could access the server using a web browser but there’s a better way using a free app called DS Photo which you can get for Windows, Apple Mac, iOS, and Android phones \ tablets.  This app will allow you to view, download and upload photos.  I am going to describe the setup steps for the  Windows version.  Except for the way you access the appropriate store to obtain the app, the procedure is the same for the other platforms.

Set up DS Photo

1. Press the Windows button and type store and select the option for the Windows Store.
2. Search the store for DS Photo, download and install it.
3. Once installed you will need to enter the server details and user credentials.  These are:
Server:                                 barrettnas2.synology.me

Acc

4.  If there’s a remember me option, select it
5. Once you’ve logged in you’ll see a page that looks like this:

The menu  will be either the full one on the left or the collapsed one shown to the right.  You can toggle the menu style using the three blue lines icon at the top left.

Viewing photos

1. Click the menu item Smart Albums or the icon.

2. You will the see three tags

For technical reasons that are too complicated to explain here, we don’t use the Location and People tags2
3. Click on the General Tag
Pictures are grouped into categories and the ones you need for family history photos are:
  • Events
  • People
  • Places
4. Click on a thumbnail to view all images for that category.  You can step through them in various ways:
a) For a Sideshow click
b) For Next / Previous use keyboard right/left arrow keys or hover at the edge of the photo until the < > arrows appear
c) Click on a thumbnail in the slide tray at the bottom of the screen:

When you have a photo displayed, clicking on the info icon   will open a slide-in panel which will give you the information we know about the photo, people, place, approx date.

5. Another way to find a picture quickly is to use the Search function. 
Type Leonard and see the results!
 

Saving a copy of a photo to your computer

1. With the photo visible on screen, look for the three dots icon, top left and click it.  You will get a Save option:

Choose that option and download to your PC.
So that’s how you access the photo library.  The server is available 24/7  x 365 days from wherever you are.  If you install the app on mobile devices you can take it with you wherever you go.  WiFi connection is best but 4G connection works pretty well.  Don’t bother with 3G.
You can use this access method completely independently of the family history site.  Users of the family history site who click on a Photo Gallery link will access it in guest mode through their web browser.

Uploading Family Photos

1. Go to Albums

2. Look for the three dots icon, top right, click it and select upload
3. Set Photo Destination
 
Click on /photo
Then click on Upload (DON’T tick the box)
You will then see a folder with your name (in this case Ray). Tick that folder and press Done.
4. Select Source Photos
Click on the big plus sign
You can now choose individual photos or an entire folder.
Repeat this step as many times as you want.
5. Provide Key Information
Click on each photo that you have selected and complete the two text fields Title and Description .
Title is optional but Description is mandatory.  In order for me to tag the photo correctly, I need to know:
a) When the picture was taken because the photo will be stored in folders by year.  If you know the exact date that’s perfect but your best guess is better than nothing.
b) Where it was taken because every photo is geolocated.  Again, your best guess is better than nothing.
c) Who is in it with notes like “Back Row, left to right, Mabel Smith, unknown, Fred Jones” etc.
6. Upload the photos
 When all photos in the batch are tagged, press Done on the screen above, and the again on the screen that follows.  You will see this message:

Click OK.

7. Wait while upload completes
Depending on  the quantity and size of your photos, and your bandwidth the upload time will vary but, after a short while if you click through the Uploads folder to your specific folder you will be able to see the images on the server.
 
8. Tell me you have uploaded some photos
Ping me a message by text, email, Messenger, WhatsApp or Google Hangouts.
When I know there is new content I will:
 
a) Move it to the main library
b) Apply all the keyword tags so that it can be found and displayed.
c)  Send you the URL you need to create the Photo Gallery link on the person’s page.
Footnotes
1 Images of source documents such as BMD certificates and Census Returns are excluded from this process.  Those files ARE stored on the family history site server because they are very small files compared to photos.
2 It’s because the photo app on the server relies on face recognition to identify people for the People Tag, and it’s too unreliable; and the Places Tag relies on geolocation which has some issues with inconsistent labelling and lack of structured tagging e.g. by Country, Region, City/Town etc.

 

If the individual already has a Photo Gallery link on their page then no action should be required.  The links are dynamic and will perform a seeded search on the library.  So, as long as the image file has been correctly tagged, the new image(s) will be added to the gallery.  However, it would be prudent to go to the individual’s page and click the link, just to make sure the new images are appearing.  If they aren’t, ping me a message and I will check it out.

Create (and test) the media link on the individual’s page”]This process is a modified form of the process you may have used to add media to a person’s page(the previous section DIY Adding Media).  And it’s almost identical to the process for Adding Links to Other External Photo Libraries (see next topic) but for convenience, It’s repeated here

  1. Copy the share link to the clipboard.
  2. Go to the page of person where you want the media to appear and click the Edit tab.
  3. Click the Add Media tab to access the Add New Media screen.
  4. Select the appropriate Collection in the drop-down list.
  5. Check the box This media comes from an external source.
  6. Paste the URL of the sharing link into the Media URL box
  7. You should ignore the Thumbnail Image File section completely.
  8. Enter the Title that will be displayed on the individual’s page.  For consistency this should be in the format “Photo Gallery – <name of person>” (This will be a clickable link on the person’s page.)
  9. Enter a description (optional). This will display beneath the title on the page, but not be part of the link itself. Given that you are linking to multiple photos it’s hard to see what purpose this description might have
  10. Enter details of the source in the format “© “<your name>” / Paul Barrett Photo Library” (without the quotes. e.g. © Ray Clarke / Paul Barrett Photo Library
    To get the © symbol to display,  click the special characters icon Ω on the WordPress toolbar and select the symbol from the table that is displayed. Alternatively, if your keyboard has a separate number key pad, hold down the Alt key, enter 0169 on the keypad and then release the Alt key.3
  11. Click Save and continue.
  12. Reload the person’s page and check that you have achieved the desired result.

Footnote
This will not work if you use the row of numbers above the alpha characters.  It may work on laptops where the number keys are accessible on the main part of the keyboard – you will have to experiment.

On this site we keep the space occupied by the photo collection minimised by having only one picture (the profile pic) on the site.  Other photos are store on an external photo library such as my family photo archive and a link to them is provided on the individual’s page.

If you want to add your photos to the family photo archive then follow two easy steps:

  1. Prepare them using the guidance elsewhere in this Help System.
  2. Email them to me or send me a link to a download site where I can access them

I will then add them to my library and put a link to the on the person’s record.

If you prefer to keep control of your own photos then these are the steps to follow:

  1. Upload your photos to a location such as OneDrive.  You will probably need to place your pics into folders so that you can obtain a sharing link for the folder/set of photos.
  2. Copy the share link to the clipboard.
  3. Go to the page of person where you want the media to appear and click the Edit tab.
  4. Click the Add Media tab to access the Add New Media screen.
  5. Select the appropriate Collection in the drop-down list.
  6. Check the box This media comes from an external source.
  7. Paste the URL of the sharing link into the Media URL box
  8. You should ignore the Thumbnail Image File section completely.
  9. Enter the Title that will be displayed on the individual’s page.  For consistency this should be in the format “© Photo Gallery – <name of person>” (This will be a clickable link on the person’s page.)  To get the © symbol to display,  click the special characters icon Ω on the WordPress toolbar and select the symbol from the table that is displayed. Alternatively, if your keyboard has a separate number key pad, hold down the Alt key, enter 0169 on the keypad and then release the Alt key.1
  10. Enter a description (optional). This will display beneath the title on the page, but not be part of the link itself. Given that you linking to multiple photos it’s hard to see what purpose this description might have
  11. Enter details of the source e.g. Paul Barrett’s OneDrive Photo Gallery
  12. Click Save and continue.
  13. Reload the person’s page and check that you have achieved the desired result.

Footnote
This will not work if you use the row of numbers above the alpha characters.  It may work on laptops where the number keys are accessible on the main part of the keyboard – you will have to experiment,


You can add multiple links for different data types to the media file.  The most common type is the photo but by modifying the Media Type selected in Step 2 below, you can carry out the operation on other types.  While you have the record open you can also add (if appropriate for the media type) a location to the item, which will then be visible on the location map:

While you have the record open, now would be a good time to add a location to the media item so that it can be displayed on the location map

Scroll down to the next section beneath the links you just created perform the following extra tasks:

Editing Existing Data

This section looks at the options for editing data.  There are two methods – via the person’s records (recommended) or the Admin menu (only for experienced editors).

There is no single Edit button to press.  Mostly you’ll find edit options adjacent to the items that need editing if you are logged in and have editor privileges. Two options are described below but you will find others in relevant places around the system and  they can be found in very similar ways. Find them and use them!

If you can’t find an option, message me and I will add a help paragraph.



Only an administrator can delete media.  Please contact me.

Select top menu item Info > Edit Tables (people, places…) to access the following TNG menu

The look and feel of the Admin area differs from the main screens, which will help remind you where you are! As you can see there are ten different areas of the data that you can access directly, and there’s a counter for each of them.  The options are similar for all of them.  We will focus on the People option – the principles learned here can be applied to the others. There are some powerful tools in the Admin area.  If you are not comfortable with editing here please do not.  Asking the admin for help is better than making a mistake.

This provides a paged list of all people.  The list is searchable (1) but there’s a lot to be gleaned from the list itself and you may find browsing the pages to be a useful auditing experience.  For example there’s an issue with person I753 -no last name or birth place (2),  Clicking on the ID will open the record for editing.

Here’s another potential issue. Two identically named people but one has no date or place of birth.  Is this the same person?

You could enter new records here (see menu tab) but it is not recommended because it’s too easy to add a new record and forget to link it to a person.  That results in a ‘floating’ record that has no links to the Tree.  You then have to find the Person’s record and link the items together.  Overall it is much simpler to use the recommended way and enter new records from the Person’s individual record.

Note the Merge menu option.  As the name implies this allows you to merge duplicated people.  Use this option with extreme caution because it is irreversible and any errors will have to be corrected manually.

 

And finally…

If there are help topics you would like to see added to this page, please add a comment below and I will react as quickly as I can.

Paul Barrett

Contact

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