Creating the Related By Flag

(Note: This was written for TMG v5x, v6x, v7x, and v8x.
 For the same for v4x and earlier, see the v4x article)

Many users have created a custom Flag similar to the RELATED_BY Flag example in the an early TMG Reference Manual (v2.x, page 188; v4.x, page 171) and asked how to make the settings using the List of People (LOP) Report Secondary Output capability.   The following is how I did it although there may be other ways. When I ran the process, my main dataset had the following results:

The following steps delineate the process.  I created the Report Definitions needed to do this and you may download and import them into your system.  After you download the file of Report Definitions, you will need to unZip it into the Report directory/folder for your project (by default it is the Report folder of your installation folder [Report_output folder of your User Directory for v7X and later]).  The included READMERB.TXT file contains instructions on how to import them into your system.  The report descriptions below have indicators "RelBy001" showing the corresponding name for the imported reports.

1.  Of course, you first need to create the custom RELATED_BY Flag if you have not already done this.  Creation will set the Flag to the default setting of "?" for all persons. The default setting should be “?” with the other possible settings of S, A, D, C, M, & U as shown in the above table.

2.  Also, You will need a second custom Flag that you will use during the process. This is a temporary Flag and may be deleted after finishing the process, if desired.  If you already have such a Flag then just substitute it for the one I give here (don't forget to adjust the downloaded reports for this).  I named mine the INTERIM Flag with possible settings of N(o) and Y(es) with N(o) as the default.

3.  Now you need to create eleven List of People Report Definitions.  The ones I created (in the file) have been given names such as RELBY001 through RELBY007A.  These are created as follows:

            a.  For all Report Definitions, start the process by opening a List of People report from the Report menu.
                        1.  Click on the [Add] button under the Configuration Name field at the top of the window.
                        2.  Enter the name of the new report (e.g., RelBy001) in the File Name field and click on the [Save] button.
                        3. Answer ‘No’ to the question about the current option settings to use the default settings.
                        4.  After TMG finishes creating the new Report Definition, it will display its name in the Configuration Name at the top of the window.
                        5.  Now create/select the appropriate filter or choose the appropriate Subjects for this report and select the appropriate [Options…] for this report as shown below.
                        7.  [Save] the newly created Report Definition.

            b.  For filters, I create them using the same names as the report names as follows:
                        1.  Click on the Filter Group radio button and click on the [Add] button under the name field.
                        2.  In the Save Filter As field at the top of the window, enter the name of the filter (again, use the report name (e.g., relby00xx).
                        3.  Enter the filter line(s) as given below.
                        4.  Select the options at the bottom (Spouses, Ancestors, Descendants) as directed below.
                        5.  Click on the [OK] button to save the filter.

            c.  RelBy001.  This initializes the RELATED_BY Flag for all persons in your dataset to "U."  The rest of the process will change the Flag from "U" to one of the other settings and no one will be assigned a setting of "?" when you finish.   Then newly added persons will be set to the default of "?" so you can know which are the new persons so you can set them as needed. 
                        1.  Filter.  This report has no filter, select the “All people in the project” option.
                        2. [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the RELATED_BY Flag.
                                    d.  Choose the “U” setting.
                                    e.  Select the Suppress output option.  (See Note below).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

Note:  On any of the reports, you may set the output destination to Screen, Printer, or File as you wish.  If you set the output to Screen, you may also wish to set the Suppress For Secondary Output option (after you set the Secondary Output tab).  You may wish to review the LOP output unless you are very sure that all your Report Definition settings are correct or so you can see how the process works.  Once you are satisfied your settings are correct or after you are comfortable with the process, then you may wish to suppress the output which will speed up the process.  If you do not use the Book Manager, you may prefer not to suppress output In this way, you can see exactly who is selected for any one report.

            d. RelBy002.  This will initialize the temporary INTERIM Flag to "N".  This report will be generated often in this process. The Focus tab for this report should be set to All Persons. In the Secondary Output tab, set the INTERIM Flag to N.  This resets the flag to its initial setting and allows it to be reused in the various steps.  If you wish, you can do the same by deleting and re-creating the INTERIM Flag although that is a bit more work.
                        1.  Filter.  This report has no filter, select the “All people in the project” option.
                        2.  [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the INTERIM Flag.
                                    d.  Choose the “N” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

            e.  RelBy003.  This sets the RELATED_BY Flag for the focus or target person of the process (usually yourself).
                        1.  Filter.  The filter is as follows:
                                    ID Number                 Equals                        [?]                    END
and leave the bottom options un-selected.
                        2. [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the RELATED_BY Flag.
                                    d.  Choose the “S” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

You may also manually set the RELATED_BY Flag for this step as it will only be one person.  If you are not the focus or target person of the process, then substitute that person for yourself in all the following instructions.  If you are using the Book Manager method, you will need to adjust that process to allow for this manual setting.

f.  RelBy004A.  This initializes the INTERIM Flag for setting the RELATED_BY Flag for the ancestors of the focus person.
                        1.  Filter.  The filter is as follows:
                                   RELATED_BY Flag      Equals           S                    END.  
        And select  [X] Ancestors for 250 Generations option at the bottom of the screen. 
                        2.  [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the INTERIM Flag.
                                    d.  Choose the “Y” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

            g.  RelBy004B.  This sets the RELATED_BY Flag for the ancestors.
                        1.  Filter.  The filter is as follows:
                                     INTERIM Flag            Equals            Y                   AND
                                     RELATED_BY Flag    Equals            U                   END.
                        2. [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the RELATED_BY Flag.
                                    d.  Choose the “A” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

h.  RelBy005A.  This initializes the INTERIM Flag for setting the RELATED_BY Flag for the descendants of the focus person.
                        1.  Filter.  The filter is as follows:
                                       RELATED_BY Flag   Equals             S                  END.  
        And select  [X] Descendants for 250 Generations at the bottom of the screen. 
                        2.  [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the INTERIM Flag.
                                    d.  Choose the “Y” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

            i.  RelBy005B.  This sets the RELATED_BY Flag for the descendants.
                        1.  Filter.  The filter is as follows:
                                     INTERIM Flag             Equals              Y                   AND
                                     RELATED_BY Flag     Equals             U                   END.
                        2. [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the RELATED_BY Flag.
                                    d.  Choose the “D” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

j.  RelBy006A.  This initializes the INTERIM Flag for setting the RELATED_BY Flag for the collateral relations (cousins) of the focus person.
                        1.  Filter.  The filter is as follows:
                                      RELATED_BY Flag     Equals             A                   END.
        And select the [X] Descendents for 250 generations at the bottom of the screen.
                        2.  [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the INTERIM Flag.
                                    d.  Choose the “Y” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

            k.  RelBy006B.  This sets the RELATED_BY Flag for the collateral relations.
                        1.  Filter.  The filter is as follows:
                                     RELATED_BY Flag      Equals              U                  AND
                                     INTERIM Flag               Equals             Y                   END.
                        2. [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the RELATED_BY Flag.
                                    d.  Choose the “C” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

l.  RelBy007A. This sets the INTERIM Flag for those related by marriage.
                        1.  Filter.  The filter is as follows:
                                     RELATED_BY               Equals               C                  END
         and select the [X] Spouses option at the bottom of the screen.
                        2.  [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the INTERIM Flag.
                                    d.  Choose the “Y” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

            m.  RelBy007B.  This sets the RELATED_BY Flag for those related by marriage.
                        1.  Filter.  The filter is as follows:
                                     RELATED_BY Flag      Equals                U                 AND
                                     INTERIM Flag              Equals                Y                  END
                        2. [Options…].
                                    a.  Click on the Secondary Output tab.
                                    b.  Select the Change Flag option.
                                    c.  Choose the RELATED_BY Flag.
                                    d.  Choose the “M” setting.
                                    e.  Select the Suppress output option.  (See Note above).
                                    f.  Click on the [OK] button to save the option changes.
                        3.  Click on the [Save] button.

4.  Now create the Book Manager definition.  Basically this directs TMG to run the various reports using the Report Definitions above that you have just created.  They can be run one at a time, but since the Report Definitions are run in a specific order it is just easier to create the Book Manager definition and tell TMG to run the reports.  This way you don’t get mixed up as to which report was run last when you get interrupted. 

Note: For a similar description of this process that does not use the Book Manager, but expects each report to be run separately, see Terry Reigel's article.

To create the "book" definition, open the Book Manager by selecting it from the Reports menu.  When the Book Manager window displays, click on the [New…] button in the upper left of the window.  Enter a Book Name (e.g., Related By Flag Set) to describe the new definition that you are creating and click on the [OK] button.

Now find and highlight (in the Available Reports list on the right) the first Report Definition that you want to run for the “book”.  This should be the RelBy001 report. Click on the [< Add] button in the middle of the window which will cause a “copy” of the Report Definition to display in the left list. Continue in this manner for each of the following Report Definitions in the order given below. 

Since the RelBy002 report is added to the left list four times, you will be asked if you want to add it again.  Just click on the [Yes] button.  Don’t worry if you somehow get the reports out of order on the left.  You can highlight that “out of order” report on the left and use the [Move Up] or [Move Down] buttons to position the reports in the order listed below.

The correct order to run the reports is as follows:

Now click on the [Save] button to save this Book Manager definition.

5.  When you are ready to run the “book” that you just defined, open the Book Manager, select the “Book Name” to “print” in the Current Book field, and click on the [Print & Save] button.  Each report will run in the order that you defined it.  TMG will stop at points along the way informing you of various things and asking for “permission” to do certain things. 

When asked if you wish various Flags to be set, you should click on the [Yes] button.  When asked if you wish to change the ‘Last Edited Date’, I suggest that you click on the [No] button although that is up to you. 

Also, when the RelBy003 report is run, TMG will ask for the ID Number of the focus person.  You should enter the ID Number for your record or for the person you wish to use as the focus person -- the one for whom all the relationships are to be calculated.

You will want to note the number of persons for whom the RELATED_BY Flag is changed for each setting (as given in the table as the top of this article for my project).  After the ‘book’ is finished and all persons’ RELATED_BY Flag has been set, you should review the numbers for each setting to see that they are right.  I don’t mean that you should check each person’s Flag to see that it is set right, just check the number to see that they seem to fit what you think they should be.  You could select one setting that is low and review those in detail.  But usually the numbers tell the story and that is it.

On the other hand, if the numbers don’t match what you expected, you might review the various Report Definitions to see that they match the above descriptions.  And you might review the “book” definition to see that all the reports are included and in the right order.  If you find and correct something in the definitions or if you have added new persons and want to reset the Flags, then you can run the ‘book’ in the Book Manager again without any trouble.  The ‘book’ will reset all Flags and then set them again as they should be. 

By the way, this process will not set flags for your siblings.  Since they are related in the same way that you are to all others in the dataset (except Descendants), you might manually set the RELATED_BY Flag> for each of your siblings to S.  You would then want to manually set the sibling’s descendants RELATED_BY Flag to D.  This usually only involves a small group that are already set to C (or M for spouses of descendants).  Also this process will not set the RELATED_BY Flag for your wife or the spouses of your siblings unless one of them is related to you otherwise.  So if you wish you could manually set the Flag for them.  I chose to leave them unset or as the process set them.  You may wish to create additional LOP reports for this or other purposes.

This concludes the process, and you may now use the RELATED_BY Flag with the Accent feature or in whatever way you wish.  You may wish to refer to the tutorial by Kathryn Rhinehart Bassett located on another page of this website for another (v4x and v5x-v6x) way to use the Accent feature.  Also Richard V. Wilson has written a v4x tutorial for Creating a Branch Flag which may also be useful. 

One final point that may need noting is that the table at the top includes two settings that will not be given during the process.  When the ‘book’ is run, the “?” and “U” settings are not reported as to how many persons are set for either of these settings.  The purpose of the “?” setting is to be the default setting and to show the persons added since the ‘book’ was run and who have not been manually set.  Since the first report run changes all persons to “U” that will make sure that no persons have a “?” setting.  As for the number of persons with a “U” setting at the end, this is the total number in your project minus the sum of all other settings.  The total number of persons in the project is given a number of times – specifically when the RelBy001 and RelBy002 reports are run.  Depending on your project, there may be other times as well.

Comments to: Lee Hoffman

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Last revised: 02/01/2011 15:38:48