Copy Sources to Other DS

Copying the Master Lists
for use in another Data Set or Project

Note: This applies to TMG v6.x, it may also apply to v5.x. The principles apply to v4.x and earlier

It is not unusual for a user to start another project or data set and want to have the Sources available that they had been using in their current project and data set. This is often the case when the user receives data from another user. This data received can be on paper or in a computer file (GEDCOM or some other program data files(s). The entry/import of this data often results in few or no sources. On the other hand, good genealogical practice calls for a user to verify all data received from others. If sources are included, the user will use those to help verify the data, but may also want to add other sources know to the user and which are already entered in another data set. The following procedures outline the steps necessary to copy the Sources, Repositories, Places, Tag Types, Flags, and/or Styles from the user's main data set for use in another data set.

At first glance, this procedure will seem very long and complex. It may appear that way because I include the steps needed that depend on whether the Sources, etc. in the main data set will be copied to the "received" data set in the same project or a different project. If the copying is to be to the "received" data set located in same project as the data set from which the Sources, etc. are located then the procedure will be fairly simple. But if the main and "received" data sets are in two different project thenthe procedure is also simple but with a few more steps. I have broken down the procedure into the following parts:
    A. Create a new data set with the copied Sources, etc. from the main data set.
    B. If needed, merging of that project with the project having the "received" data set (with a possible optional intermediate step).
    C. Merging the copied Sources, etc. data set into the "received" data set.
Obviously, if the "received" data set is in the same project as the main data set (and thus the same as the data set having the copied Sources, etc. then Part B above is not needed. With this in mind, I am sure that any user can that there are a number of things the user could do vary the above. For example, if the main and "received" data sets are in two projects, does the user wish to keep them separate? If so, then the above works as is. But if the answer is no, the user could merge the "received" data set project into the main project. In this case, Part B above could be done first. There may be other considerations and re-arrangements that could be done. I'll leave it to the user to determine those. I suggest reading through the following to become familiar with what is being done in each step and why it is being done (I'll try to explain the whys as we go along except on what I think are obvious things for any user). After you understand the below, determine the steps below that are needed for your plan. Your plan may not need all the steps in every Part below. Just use what is needed. On the other hand, if it is as clear and mud, then just follow the steps below as needed and you should not have any trouble.

Part A: Copying Sources to a New Data Set

1. Make a backup of your main project, just in case. This is not required for the objective, but just good practice.
2. In your main project in TMG, open the Data Set Manager (DSM) (from the File menu or right-click/select within the Project Explorer). This will give the following window.

Notes:
    a. There are four data sets shown here. You may or may not have more than one data set depending on how you are using TMG normally.
    b. If you only have one data set, that is fine -- it will be your main data set.
    c. If you have more, one will be your main data set and all operations here are based on that main data set having the Sources, etc. that will be copied. If the Sources, etc. are in a different data set then you will need to mentally adjust the steps below to refer to the appropriate data set when I refer to the main data set.
    d. The only data set needed to be enabled (active) is the main data set containing the Sources, etc.

3. Click on the [Add] button. This will start the process to create a new data set (DS) and will display the window below.

4. Enter a name for a new DS (say Temp or New DS w/Sources or what ever you like).
5. Enter a DS Memo, if desired. (After the procedure is finished, you may or may not keep this new data set as it is only needed for the procedure).
6. Select the items below the Memo to be copied to the new DS. You may select all, but if you only want Sources, then you should select Source, Repositories, Master Place List, and Styles as Flags and Tag Types are not required.
7. Make sure that the DS that contains the Sources, etc. that you want copied is shown in the slot above the selections. Use the down arrow button at the right of that field to see all DS and to select the right one.
8. Click on the [OK] button to create the new DS.
9. When the DS creation is finished, disable all other DS except the new one (highlight each in turn and click on the [Disable] button). The DSM should (depending on the number of DS in the project) look something like shown below. You may leave the other DS enabled, if you wish. But you will need to make sure that step 11 below is performed only in the new DS.

10. Click on the [Close] button to close the DSM.
11. Now add a new person -- anyone. You just want a person. Use anything you wish as the name -- "A. Person" if you wish, selecting whatever Sex you wish.

At this point, you have a DS with the Sources, etc. that you selected in step 6 above plus a single person. The location of the "received" DS will determine what you do next. If the "received" DS is in the same project as your main data set, skip Part B below and go on to Part C.   If the "received" DS is located in a different project from your main data above, then do the steps in Part B.

Part B -- Merging Projects to Have Data Sets in the same Project

1. The following is the safest way to do the merging. Some steps (marked with an asterisk (*)) are not required if you are willing to take the risk (the backup in Part A notwithstanding).
2. * In TMG, select File=>Close Project from the Main Menu. This is required to copy a project.
3. * Select File=>Copy Project from the Main Menu.
4. * Browse to find and select your main project above and click on the [Open] button.
5. * Acknowledge the notice.
6. * In the Create a Project window, browse to the desired folder, enter a project name (say TEMP), and click on the [Open] button.
7. * Watch the progress bar and acknowledge the notice when complete.
8. Now open the copied project (TEMP).
9. * If you performed the copy project steps (2 through 7 above), open the DSM and highlight in turn each DS (other than the Temp DS) and click on the [Delete] button. Remember that, at this point, you are working with a copy of your project plus you have a backup, so nothing will happen to your data. The point here is that only the Temp DS will be in the project.
10. When you only have the one DS (Temp) left in the DSM, click on the [Close] button.
11. TMG will probably ask if you wish to Optimize to which you should answer Yes.
12. Now close the TEMP project and open the project containing the "received" DS.
13. Select File=>Merge Projects from the Main Menu.
15. Click on the ellipsis [...] button at the right of the Project B field, browse to find the copied project that you just processed and optimized (or your main project if you did not copy the project (steps 2 through 7 above), highlight that project and click on the [Open] button.
16. Ensure the Import B to A option is selected.
17. Click on the [OK] button.
18. Acknowledge the completion notice.
19. If you did the merge using your main project, then you may wish to delete the main DS from this project (as in step 9 above). For the purpose of this procedure, the only DS that are needed here is the "received" DS and the Temp DS. So if you have other DS, you can decide if they need to remain or be deleted.

Part C -- Merging Data Sets

At this point you should have a project with:
        1. The "received" data set.
        2. The Temp DS from Part A above.
It may also contain you main data set as well as any other DS in the project.

1. Open the DSM, and ensure that the "received" DS and the Temp DS are both enabled. Other DS may be enabled, but are not required for this procedure.
2. Highlight the "received" DS and click on the [Merge] button.
3. In the Merge Data Sets window (similar to that shown below), the "received" DS should show as Data set A.

4. Also the Temp DS should show as Data set B. If not, click on the down arrow button at the right and select the Temp DS.
5. Ensure the Merge B to A option is selected.
6. Click on the [OK] button to start the merge. This causes the DS with the one person and the Sources, etc. to be appended to the end of the "received" DS.
7. Acknowledge the completion notice.
8. (Optional) Highlight the Temp DS.
9. (Optional) Click on the [Delete] button as this is no longer needed (answer Yes that you are sure).
10. Click on the [Close] button.
11. Again allow TMG to Optimize if it asks.

This completes the process and you should have your Sources, Repositories, places, and Name and Place Styles from your main project and other options you selected in the "received" DS.

Comments to: Lee Hoffman.

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