Relations Documentation Version 1.2 February 1996 (Note: The following documentation is a text only copy of the Users Manual. 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, the page numbers refer to the page numbers in the printed documentation, not this text only document.) 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. Support Canada: Mitchell System Designs 9526 - 83 St. Edmonton, Alberta, Canada, T6C 3A1 (403) 465-3943 Contents Introduction 6 Getting to Know the Newton 6 Relations 7 Overview 7 Moving around 8 The Individual Box 8 The Mother Box 8 The Father Box 9 The Spouse Box 9 Information Shown in the Box 9 The Children Box 10 The Other Spouses Box 10 The "Marriage" Box 10 The Overview Button 11 The Names Entered List 11 The Places Entered List 12 Entering Your Registration Number 12 The Detail Screen 13 Given Names 13 Last Name 13 Birth Date 14 Birth Place 14 Death Date 14 Death Place 14 Burial Date 14 Burial Place 15 Mother and Father 15 Sex 15 Default/Last Entry Box 15 The Notes Button 17 The New Button 17 The Close Button 17 The Marriage Detail Screen 17 Marriage Date 17 Marriage Place 18 Default/Last Entry Box 18 The Close Button 18 Relations Utility 19 Overview 19 Import and Export 20 Importing a File 21 Processing an Imported File 22 Creating an Export File 24 Exporting a File 26 Fixing Mother and Father Links 27 Update Names and Places Lists 27 Remove All Records 27 De-install Data and Prefs 27 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: ù Enter individuals and then link them according to relationships ù Enter a family, creating links as you go, by tapping on boxes for mother, father, spouse, etc. ù Enter last names, or place names, with a few taps by accessing lists of previous entries ù Import GEDCOM formatted files ù 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 Names Entered List This is a screen that displays all the last names of individuals entered. It is used as a quick way to enter a last name. When in a last name entry line, this screen can be popped up and a name selected. This screen can also be displayed for review by tapping on the Options button on the main screen and then tapping on the Review Names Entered List option. The Places Entered List This is a screen that displays all the place names entered. It is used as a quick way to enter a place. When in an entry line for place, such as birth place or death place, this screen can be popped up and a place selected. This screen can also be displayed for review by tapping on the Options button on the main screen and then tapping on the Review Places Entered List option. 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. Note: As Relations develops there will be preference settings that can be made here. Currently, the only option is to enter your registration number. 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. The record number is displayed in the top right in parenthesis, followed by the detail fields, a default last entry box, and buttons at the bottom of the screen. This screen is used to view, change, or add new details for an individual. Note: Tap on a field label to open the entry line and make it the active field. 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 Last Names screen will open and a name can be selected. Tapping on a name and then the OK button will enter the name for you. 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. Note: When any of the date fields are made active, a date keypad will pop open on the screen. 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 screen will open and a place can be selected. Tapping on a place and then the OK 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 screen will open and a place can be selected. Tapping on a place and then the OK 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 screen will open and a place can be selected. Tapping on a place and then the OK 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. Default/Last Entry Box This box will display the last value entered for the last name field or for any of the place fields when they are active. This value can be used as a default entry for the active field. By tapping on the button in this box, the default value is automatically entered. It is also possible to select all or part of the value in this box and drag it into the active field. An example: Another example: 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 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 Close Button Use this button to close the detail screen. The Marriage Detail Screen This is the screen that will be displayed after tapping on the box between the Individual box and the Spouse box. The two individuals are displayed at the top, followed by the detail fields, and a default last entry box. This screen is used to view, change, or add new marriage details for two individuals. Note: Tap on a field label to open the entry line and make it the active field. Marriage Date Use this field to enter the marriage date. It can be entered in any format. For example: 5/25/1952; May 25, 1952; May of 1952; 1952; etc. Marriage Place Use this field to enter the place of marriage. If you tap on the field label, notice it has a diamond, the Places screen will open and a place can be selected. Tapping on a place and then the OK button will enter the place for you. Default/Last Entry Box This box will display the last value entered for the marriage place field when that field is active. This value can be used as a default entry. By tapping on the button in this box, the default value is automatically entered. It is also possible to select all or part of the value in this box and drag it into the active field. 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 are as follows. Macintosh: 57600 bps, 8 DataBits, 1 StopBit, No Parity Use software MNP error correction/compression The following screens show the settings for a ClarisWorks communications document. PC Direct: 1200 bps, 8 DataBits, 1 StopBit, No Parity Software flow control (On an OS1.x MessagePad and using a PC connection 1200 bps was the most reliable in my tests. I'm sure this will be able to be increased when I rewrite for Newton OS2.0.) 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 for "Import File" and either "Mac Direct" or "PC Direct" as appropriate 3 Tap on the Open Connection button The display should change and button should change to read "Close Connection" 3 From your desktop system, choose the command to send a file The following screen should appear and will display the transfer progress 3 When the transfer is done, the MessagePad should automatically disconnect 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 imported notes 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. This is one feature that will be much easier to implement under the new operating system. 3 Tap on the Close box to start creating the export file The following shows the progress screen at different stages of the processing. Exporting a File Once you have created an export file, follow these steps to transfer to your desktop system: 3 Connect your MessagePad to your desktop system with the proper serial cable 3 Start your communications program on your desktop system 3 Choose the appropriate option to open or wait for a connection 3 Start Relations Utility 3 Make sure the options are set for "Export File" and either "Mac Direct" or "PC Direct" as appropriate 3 Start a "Text Capture" option 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 Open Connection button The display should change and button should change to read "Close Connection". The file transfer will start right away if everything is working. The following screen should appear and will display the transfer progress 3 When the transfer is done, the MessagePad should automatically disconnect 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 Update Names and Places Lists After importing a file this option can be used to read through all the records and update the names and places lists. This makes the new names and places available in the pop up window to allow selection for quick entry. 3 Tap on the Option button 3 Tap on Update Names and Places Lists The following confirmation will be displayed 3 Tap on OK to continue 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