(Note: This was written for TMG v4.x although the principles apply to v5.x)

Step by Step Instructions


Export Information

from One

TMG Data Set to Another TMG Data Set

These instructions apply to The Master Genealogist© (TMG) V4.0 for Windows. They may work for other releases but have not been tested.

TMG provides two main ways to create a copy of information for exchanging with other genealogy programs: 1) export to GEDCOM, and 2) extract to a new TMG database. You would think Export to and from a TMG database would be complete exchange, but by the nature of the GEDCOM definition, it is not. The extract technique provides the most complete exchange and will be the focus of this paper. The extract technique has several advantages, but the best is it brings along sources and repository information and their citations in individual records.

My brother and I routinely exchange genealogical information since we both are researching the same basic family. To facilitate the identification process of what data should be exchanged, I have created a custom flag called EXPORT in TMG. It has three possible values, ?, N or Y. With that flag defined, every time I change data for an individual that I wish to send to my brother, I change the EXPORT flag to Y for that individual’s record.

The exchange process in a nutshell is to extract the flagged data into a new temporary TMG data set at the "from" system, save the new data set into a TMG backup/restore file, restore the backup file into a new temporary TMG data set at the "to" system, merge (really append) the temporary data set with the old TMG data set, and merge duplicate individuals if necessary.

Create a custom Export Flag
The extraction process is based on my custom EXPORT flag which makes it extremely easy to identify which individuals have been changed since my last export, and to reset the flag after a successful exchange.

Identify data to extract
You may manually set this flag just prior to export, or you may set it over time as you update your data.

Create a customized extract report
Report-List of…-People-(design another)

Press the Save button to save the newly created report.

Extract marked data

Prepare a TMG backup file

Backup your old TMG data set
If you don’t backup your TMG on a regular and frequent basis, you should. I suggest you make a backup of your regular dataset now if your data has changed since your last backup. Use the same procedure described in "Prepare a TMG backup file" previously.

Restore the backup file
This process will load the data set from the From system to the To system in the form of a new TMG data set. Transfer your xxxxxxx1.sqz file to the target TMG system.

Merge two TMG data sets
You are now ready to merge, actually append the two TMG data sets, your original data set and the new transfer data set. This process will take the individuals from the transfer data set and add them as new people in the old data set. Optionally you may merge both data sets into a single new data set. After the merge, you will have to merge your new individuals with the duplicate old individuals as directed by "Merge duplicate individuals."

Merge duplicate individuals
The next step is probably the most work since you have to match duplicate individuals and decide which tags to keep and which to discard. You must also differentiate between potential merges based on like characteristics as chosen by TMG, and potential merges that are true duplicates because of this extract/merge process. This is where the printed report created in "Extract marked data" will assist greatly, as it will identify those individuals upon whom you need to focus.

Optional Follow-up (Sender)
In "Create a customized extract report" you were instructed to uncheck the "Change Flag" option. Now you may rerun the report and check this box. Also uncheck the "Extract to new data set" option. At the completion of the new report, the EXPORT flag will have been reset to "?", ready for your next export.

Optional Follow-up (Receiver)
Before merging the datasets, you may or may not want to ensure that any custom Flags such as the Export Flag are as you want them after the merge. Remember that any Flags for persons that are merged will retain the setting of the "to be retained" record.

Copyright © 2000 by: Neil S. Smith
  3315 Appalachian Dr.
  Columbia, MO 65203
  573 446-0933

The Master Genealogist for Windows is copyrighted by:  Wholly Genes, Inc., Columbia, MD 21044

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