Relations Documentation Version 2.1 October 1996 (Note: The following documentation will be updated to include a text only copy of the Users Manual in the next release. For now, this documentation covers the basics of the program. The printed copy of the Users Manual includes screen shots to illustrate what is being described, so in some cases the text here may be difficult to follow. Also, any page numbering refers to the printed version, not this text only version.) 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. 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, and without paper, 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: % Enter individuals and then link them according to relationships % Enter a family, creating links as you go, by tapping on boxes for mother, father, spouse, etc. % Enter last names, or place names, with a few taps by accessing lists of previous entries % Import GEDCOM formatted files % 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 your Newton device. 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. Tapping on either the up or down arrow just to the right of the Children box 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. Tapping on either the up or down arrow just to the right of the Other Spouses box 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 remove individuals or a quick way to jump to display that individual in the main screen. The Scroll Arrows Around the Overview Button Tapping these scroll arrows will move from one individual record to the next whether in the general "tree" view or the detail view. 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 This preference area will be displayed. 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 The Detail Screen This is the screen that will be displayed after tapping on the Individual box or after tapping the Individual option on the Show button. 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. There are two buttons in the top left of this screen as well. Note: Tap on a field labels with a diamond to open a list of choices for quick entry. 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 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. This provides a way to record whether a woman has assumed her husbands last name or kept her own after marriage. 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 and then the close button will enter the name for you. Date/Place Popup Menu This menu defaults to show Birth fields. By tapping on the label in the folder tab displayed on screen a popup menu will be displayed showing options for Birth, Baptism, Death, and Burial. Choosing any of these will display the related fields for entering this information. Birth Date Use this field to enter the birth date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Birth Place Use this field to enter the place of birth. 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 and then the close button will enter the place for you. Baptism Date Use this field to enter the baptism date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Baptism Place Use this field to enter the place of baptism. 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 and then the close button will enter the place for you. Death Date Use this field to enter the death date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Death Place Use this field to enter the place of death. 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 and then the close button will enter the place for you. Burial Date Use this field to enter the burial date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Burial Place Use this field to enter the place of burial. 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 and then the close button will enter the place for you. Mother and Father The mother and father is display only. If you are view 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. An option is provided if the persons sex is unknown. The Notes Button 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. The Source/Reference Button Tap on this button to open a chooser to select a source for the individuals information. An option is provided to enter a new source if it does not already exist. 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 Show Button Use this button to move between the General view and the Detail view. The General View Button Use this button to return to the General view. The Marriage Detail Button Use this button to display a list of spouses to select for display of marriage details. The Close Button Use this button to quit Relations. 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 or tapping the Marriage Detail button from the detail view. 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. Dates and places can be entered for engagement, marriage, separation and divorce. Notes and sources may be entered here. The Close Button Use this button to close the marriage detail screen. 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 may need to be adjusted until you get reliable communications. For best results, with this current version, try: Macintosh: 2400 bps, 8 DataBits, 1 StopBit, No Parity Use Hardware flow control The following screens show the settings for a ClarisWorks communications document. PC Direct: (I have not had a chance to do a lot of testing with a PC, try these settings) 2400 bps, 8 DataBits, 1 StopBit, No Parity Software flow control Once you establish a connection a button will appear to do a test. This will just print a test message to your Mac or PC. If you type on the Mac or PC and press the return key to send, the typed text should appear in the Messages area on the Newton device screen. If this does not work, then you know you need to adjust communications settings. There is an option to Add CR to output. Some communications programs may require this to be checked when you export from the Newton device to the desktop. Experiment with this to get the desired results. 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 3 Make sure the options are set as appropriate 3 Tap on the Connect button The display should change and button should change to read "Disconnect" 3 From your desktop system, choose the command to send a file The following screen should appear and will display the transfer progress Note: For the automatic disconnect to work, the file must be a valid GEDCOM file with the last line containing the tag 0 TRLR. Note: The current version of Relations Utility does not add sources into Relations. This will be added in the next released version. 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 as appropriate 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 The following screen should appear and will display the transfer progress Import File Settings It is possible to process the import file and add it directly into the Relations file while it is being imported. No import file will be created on the Newton device. 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 provides a way to check, and possibly fix, the numbers used to identify each record added to Relations. Remove All Records This option can be used to remove all the individual and family records, yet leave the records that hold the names and places lists. 3 Tap on the Option button 3 Tap on Remove all records The following confirmation will be displayed 3 Tap on OK to continue De-install Data and Prefs This option can be used to completely remove all Relations files, prefs, and systems settings. 3 Tap on the Option button 3 Tap on De-install data and prefs The following confirmation will be displayed 3 Tap on OK to continue