Gramps 3.2 Wiki Manual - Manage Family Trees

From Gramps
Revision as of 18:35, 7 August 2010 by Girarda (talk | contribs) (Undo revision 23410 by Girarda (Talk))
Jump to: navigation, search

Now we turn to a detailed exploration of the day-to-day use of GRAMPS. In this Chapter we give a detailed overview of how you can manage your family trees, as well as share your data with other genealogists.

Gnome-important.png Special copyright notice: All edits to this page need to be under two different copyright licenses:

These licenses allow the Gramps project to maximally use this wiki manual as free content in future Gramps versions. If you do not agree with this dual license, then do not edit this page. You may only link to other pages within the wiki which fall only under the GFDL license via external links (using the syntax: [https://www.gramps-project.org/...]), not via internal links.
Also, only use the known Typographical conventions


Previous Index Next

I am currently preparing a new version of this page. You may like to have a look at it.


Creating a new Family Tree

Fig. 3.2. Family Trees window

To create a new Family Tree:

  • Either select Family Trees -> Manage Family Trees...,
or click on the Family Trees icon on the Toolbar.

This opens the Family Trees window.

  • Click on the New button.
This adds a new Family Tree entry (named by default Family Tree 1) to the list of Family Trees.

To change the name of the Family Tree:

  • Select Family Tree 1.
  • Click on the Rename button.
  • Type the new "Name for the Family Tree".
  • Hit the Enter key.

To load the Family Tree in GRAMPS:

  • Click on the Load Family Tree button.

This opens the new, empty, Family Tree, in the GRAMPS main window.

Tango-Dialog-information.png
The new Family Tree is empty!

Keep in mind that, at this stage, the new Family Tree has a name, is opened in the GRAMPS main window, but is EMPTY. To populate it with data, data can be:


Opening an existing Family Tree

To open an existing Family Tree, either go to Family Trees -> Manage Family Trees..., or click the Family Trees icon on the Toolbar. This opens the Family Trees window. It lists all the Family Trees known to GRAMPS. A Family Tree that is already open would be identified by an icon displayed in the Status column. Select the Family Tree you want to open and click on the Load Family Tree button.

To open a recently accessed Family Tree, choose either Family Trees -> Open Recent, or the down arrow next to the Family Trees icon on the Toolbar. Select the Family Tree you want to open from the list.

Remarks:

  • There is no risk of data loss when opening a Family Tree while another is already open, because GRAMPS automatically saves all changes to Family Trees.
  • If you do not have "write permissions" for the selected Family Tree, it will open in Read Only mode. In this mode, the data may be viewed, but no changes can be made to the Family Tree. To indicate this mode, "(Read Only)" is appended to the name of the Family Tree in the title of the GRAMPS main window.

Deleting a Family Tree

To delete a Family Tree, either go to Family Trees -> Manage Family Trees..., or click the Family Trees icon on the Toolbar. This opens the Family Trees window.

Select the Family Tree you want removed, and click the Delete button.

Gnome-important.png
Backup alert!

Deleting a Family Tree removes the database COMPLETELY, with NO possibility to retrieve the data. Consider backing-up the Family Tree into the GRAMPS XML file format, and storing that file.

Remark: Media objects are not affected by the Delete command, because the Media files are not stored in the database.

Renaming a Family Tree

To rename a Family Tree, either go to Family Trees -> Manage Family Trees..., or click the Family Trees icon on the Toolbar. This opens the Family Trees window.

Select the Family Tree you want renamed, and then click on the Rename button and type in a new name.

Backing up or restoring a Family Tree

  • To backup a Family Tree, export the entire database - without filter and privacy restriction - in a Gramps XML or Gramps XML Package format file, and save the resulting file in a safe place.
  • To restore a Family Tree from a Gramps XML or Gramps XML Package format file, import the file in a new Family Tree.

Best backup file format

Gramps-notes.png
Family Tree = Database + Media not stored in the database

Keep in mind that a comprehensive Family Tree is composed of:

  • A database. The database files store the genealogical data and the relationship between the data.
  • Media files (images, sound files ...) stored externally (i.e. not in the database).

The links, between the data in the database and the Media files, are kept in the database. Consequently, if you move the Media files or the database files somewhere else, without telling the database, the database has no way to know where the Media files are.

Amongst the file formats available in GRAMPS, two are suitable for backup purposes. They differ by the way they handle Media objects (images, sounds ...), giving each format specific benefits/limitations.

Gramps XML (extension .gramps)
This format contains the database and the links to the Media files, but do not contain the Media files themselves.
(+) Smaller files.
(+) Human-readable files (after decompression using your favorite decompression software).
(-) Partially portable only.
Good choice when the database is to be restored at the same location.
Gramps XML Package (extension .gpkg)
This format contains the database and all the media objects to which the database refers.
(+) Fully portable.
(-) Larger files.
Good choice to move the database to another computer or to share with someone.

Backing up a Family Tree

To backup the Family Tree you are editing:

  1. Go to the Family Trees -> Export... menu. This opens the Export Assistant window.
  2. Read the advice regarding data saving.
  3. Click the Forward button to go and choose the output format.
  4. Check either Gramps XML (family tree) or Gramps XML Package (family tree and media)}.
  5. Click the Forward button to go and choose the export options.
    1. Person Filter: Select Entire Database
    2. Note Filter: Select Entire Database
    3. Do not include records marked private: Uncheck (blank)
    4. Restrict data on living person: Uncheck (blank)
    5. Do not include unlinked records: Uncheck (blank)
  6. Click the Forward button. This opens a file selection window.
    1. Type the name of the backup file (it is suggested to include the backup date in the file name, for instance 2010-08-24).
    2. Select the folder where to save the backup file.
  7. Click the Forward button. Review your selections.
  8. Click the Apply button to start backup.
  9. Read the advice of the confirmation message.
  10. Store the backup file (or a copy) in a safe place.

At any stage of the process you can:

  • go back to a previous stage by clicking on the Back button,
  • or abort the process by clicking on the Cancel button.

Restoring a Family Tree

Gnome-important.png
The backup file must be restored in an EMPTY Family Tree.

If the backup file is restored in an existing Family Tree, the backup data will be added to the data already in the Family Tree ... messy, messy...

To restore a Family Tree:

  1. Create a NEW Family Tree.
  2. Go to the Family Trees -> Import... menu. This opens a file selection window.
  3. Find and select the backup file to restore (this is when a backup date in the file name can be handy).
  4. Click the Import button to start restoring.
  5. Wait for the file to load... The Import Statistics window opens when restore is complete.
  6. Click the OK button to finalize restore.

Alternatively, double-click on the backup file. This will start GRAMPS. Follow the instructions on the screen.

Unlocking a Family Tree

Several copies of GRAMPS can run at the same time. In case they use the same Family Tree, its data will very likely become corrupted.

To avoid this undesirable configuration, when GRAMPS opens a Family Tree, it locks it, to warn you or anyone else that the Family Tree is already currently in use. A locked Family Tree is identified in the Family Trees window by an icon displayed in the Status column.

In the unlikely event of a crash of GRAMPS, an open Family Tree will be left in a locked state.

To unlock a Family Tree, select the locked Family Tree in the Family Trees window, and click the Load Family Tree button. This will open a message box, warning you of the potential risks involved by unlocking a Family Tree. Read the message carefully. Click the Break the lock button only if you are sure no other copy of GRAMPS is running and using that same Family Tree. In case of doubt, close the message box by clicking the Cancel button and check. Come back to the Family Trees window when you are sure no other copy of GRAMPS is using the Family Tree you would like to open.

Gnome-important.png
Data corruption risk!

Unlock a Family Tree only if you are sure no other copy of GRAMPS is running and using that same Family Tree.

Remark: There is no problem when several copies of GRAMPS run at the same time and each of them uses a different Family Tree.

Repairing a damaged Family Tree

Fig. 3.4 Repairing a Family Tree

Should a Family Tree become damaged or corrupted in some way, the Family Tree window will display a red error icon in the Status column.

To attempt to repair the damage, select the affected Family Tree and then click the Repair button.

GRAMPS will attempt to rebuild the Family Tree from the backup files that are automatically created by GRAMPS each time the GRAMPS main window is closed.


Saving changes to a Family Tree

GRAMPS saves changes as soon as they are applied. This means, for example, that any time you click on an OK button when using GRAMPS, your changes are immediately recorded and saved. There is no separate "save" command.

  • To undo the lastest change, go to Edit -> Undo. Each additional click on Undo, undoes the previous change in time.
  • To cancel the latest undo, go to Edit -> Redo. Each additional click on Redo, re-establishes the next change in time.
  • To jump to a specific moment in time, go to Edit -> Undo History.... This opens the Undo History window. Select the moment in time you would like to jump to. Click on the Undo or Redo button (witch ever is active).
  • To return the Family Tree to the way it was when you opened it, select Family Trees -> Abandon changes and quit.

To save a copy of the Family Tree under a different name, back it up and then restore it into a new Family Tree with the new name. The Gramps XML file format is recommended for this purpose.

Importing data

Importing allows you to bring data from other genealogy programs into a GRAMPS database. Currently, GRAMPS can import data from the following formats:

  • GRAMPS XML (.gramps file extension)
  • GRAMPS package (.gpkg file extension)
  • GRAMPS CSV Spreadsheet - comma separated values (.csv file extension)
  • GRAMPS V2.x database (.grdb file extension)
  • GEDCOM (.ged file extension)
  • GeneWeb (.gw file extension)
Gramps-notes.png
Importing vs. opening

Please recognize that importing a database is different from opening a database. When you import, you are actually bringing data from one database into a GRAMPS database. When you open a file, you are editing your original file.

To import data, select Family Trees ->Import . The Import database dialog will open, asking you to specify the file you wish to import. Note that you can only import data into an existing database so if you are transferring all your data from another program or from an older version of GRAMPS, then first create a new empty database and then import the data into it.

Gnome-important.png
Data loss with some formats

It is important to note that the importing process is not perfect for GEDCOM and GeneWeb databases. There is a chance that some of the data in these databases will not be imported into GRAMPS.

Tango-Dialog-information.png
Order "up side down" Events generated under other programs

Gramps provides an help for ordering events according to your preferences. See Sort Events tool.


The GRAMPS XML, GRAMPS package and GRAMPS V2.x database are all native GRAMPS formats. There is no risk of information loss when importing from or exporting to these formats.

  • GRAMPS XML (.gramps): The GRAMPS XML file is the standard GRAMPS data-exchange and backups format, and was also the default working-database format for older (pre 2.x) versions of GRAMPS. Unlike the grdb format, it is architecture independent and human-readable. The database may also have references to non-local (external) media objects, therefore it is not guaranteed to be completely portable (for full portability including media objects the GRAMPS package (.gpkg) should be used). The GRAMPS XML database is created by exporting ( Family Trees ->Export... ) to that format.
  • GRAMPS package (.gpkg): The GRAMPS package is a compressed archive containing the GRAMPS XML file and all media objects (images, sound files, etc.) to which the database refers. Because it contains all the media objects, this format is completely portable. The GRAMPS package is created by exporting ( Family Trees ->Export... ) data in that format.
  • GRAMPS V2.x database (.grdb): Prior to Version 3.2, this native GRAMPS database format was a specific form of Berkeley database (BSDDB) with a special structure of data tables. This format was binary and architecture-dependent. It was very quick and efficient, but not generally portable across computers with different binary architecture (e.g. i386 vs. alpha).

If you import information from another GRAMPS database or GRAMPS XML database, you will see the progress of the operation in the progress bar of GRAMPS' main window.

The GRAMPS CSV Spreadsheet format allows importing and exporting of a subset of your GRAMPS data in a simple spreadsheet format. See CSV Import and Export for more information.

Gnome-important.png
Caution in Importing XML

If you need to combine two family trees (for instance, in rebuilding a database), it is important that you do not import XML data into the same family tree data. For example, if a person in your existing family tree is also in an XML import, then you may end up with mixed up data. Imports do not "merge" data (except for the Spreadsheet Import). As the current version 3.2.2 stands, you could corrupt your database irretrievably if you XML import into duplicated data. If you must import duplicated data, you could export the data in, say, the GEDCOM format and import that; however, GEDCOM does not faithfully export all GRAMPS data. Additionally, you would need to edit your data to remove any duplicates, and re-add some information which may have not been included in the GEDCOM export (such as media). However, importing from the GEDCOM format will not corrupt duplicated data as does the XML import will on duplicated data. If you want to merge basic genealogy data, consider the Spreadsheet Export/Import.

Exporting data

Fig. 3.5 Export assistant: format selection

Exporting allows you to share any portion of your GRAMPS database with other researchers as well as to enable you to transfer your data to another computer. Currently, GRAMPS can export data to the following formats: GRAMPS XML, GEDCOM, GRAMPS package, Web Family Tree, GeneWeb, and GRAMPS CSV Spreadsheet formats.

Gramps-notes.png
Export is saving a copy

When you export, you are saving a copy of the currently opened database. Exporting creates another file with a copy of your data. Note that the database that remains opened in your GRAMPS window is NOT the file saved by your export. Additional editing of the currently opened database will not alter the copy produced by the export.

To export data, choose Family Trees ->Export . This will bring up the Export assistant. Its pages will guide you through the format selection (see Fig.3.4 ), file selection, and format specific export options. After a final confirmation page, the export will be performed according to the choices you have made. At any time, you can click the Back button and revise any selection, and then go forward to redo the export.

Filters and privacy

GRAMPS allows you to export a database into common file formats. It provides options that allow you to fine tune your export.

  • Filters on People and Notes: Filters allow you to export a limited amount of data, based on the criteria you select.
  • Do not include records marked private: Check this box to prevent private records from being included in the exported file.
  • Restrict data on living people: Check this box to limit the information exported for living people. This means that all information concerning their birth, death, addresses, significant events, etc., will be omitted in the exported file. If you choose this option, you will be given additional options to limit further the data on living people. For example, you can choose to substitute the word Living for the first name (see your settings); you can exclude notes; and you can exclude sources for living people.
  • Do not include not related records: Check this box to prevent not related records from being included in the exported file.

Sometimes, it is not always obvious from the data if someone is actually alive. GRAMPS uses an advanced algorithm to try to determine if a person could still be alive. Remember, GRAMPS is making its best guess, and it may not always be able to guess correctly all the time. Please double check your data.

Export into GRAMPS formats

Gnome-important.png
Privacy Filters

It is important to verify your privacy options on Exporter. Do not enable filters or privacy options for GRAMPS XML backups.

  • GRAMPS XML database export (.gramps): This format is the standard format for data-exchange and backups (see the related .gpkg format below for full portability including media objects). Exporting into GRAMPS XML format will produce a portable database. As XML is a text-based human-readable format, you may also use it to take a look at your data. This format is compatible with the previous versions of GRAMPS.
  • GRAMPS package export (.gpkg): Exporting to the GRAMPS package format will create a compressed file that contains the GRAMPS XML database and copies of all associated media files. This is useful if you want to move your database to another computer or to share it with someone.
  • Export to CD: Exporting to CD will prepare your database and copies of all media object files for recording onto a CD. To actually burn the CD, you will need to go to the GNOME burn:/// location, which can be accessed by navigating through Nautilus: After exporting to CD, select Go ->CD Creator in the Nautilus menu. Your database directory will show up. To burn it to the CD, click the CD icon on the Nautilus toolbar, or select File ->Write to CD in the Nautilus menu.

If a media file is not found during export, you will see the same Missing Media dialog you encounter with GEDCOM export.

Exporting into the GEDCOM format

Fig. 3.6 Export assistant: GEDCOM options

GRAMPS allows you to export a database into the common GEDCOM format. It provides options that allow you to fine tune your export (see Fig.3.5.gedcom-export-fig ).

  • Filters on People and Notes: Filters allow you to export a limited amount of data, based on the criteria you select.
  • Do not include records marked private: Check this box to prevent private records from being included in the exported file.
  • Restrict data on living people: Check this box to limit the information exported for living people. This means that all information concerning their birth, death, addresses, significant events, etc., will be omitted in the exported file. If you choose this option, you will be given additional options to limit further the data on living people. For example, you can choose to substitute the word Living for the first name (see your settings); you can exclude notes; and you can exclude sources for living people.
  • Do not include not related records: Check this box to prevent not related records from being included in the exported file.

Export into other formats

  • Web Family Tree: Exporting to Web Family Tree will create a text file that can be used by the Web Family Tree program. Export options include filter selection and the ability to limit data on living people to that of their family ties.
  • vCalendar and vCard: Exporting to vCalendar or vCard will save information in a format used in many calendaring and addressbook applications, sometimes called PIM for Personal Information Manager.
  • GRAMPS CSV Spreadsheet format: Allows exporting (and importing) a subset of your GRAMPS data in a simple spreadsheet format. See CSV Import and Export for more information. Also, see Export Display .

For experts only

Archiving a Family Tree

You can easily archive and timestamp family trees with GRAMPS built-in use of GNU Revision Control System or RCS. For this to be possible this utility must be installed on your computer.

To make an archive :

  1. load your family tree.
  2. click on the Family Trees button (it has the gramps logo and displays Manage databases when you hover over it).
  3. click on the family tree you've just loaded: the Archive button should appear.
  4. click on Archive and you will be asked for an archive name.

After archiving, the list of family trees will now show your original family tree with a right-pointing triangle on its left.

  • Click on the triangle to display the archive name.(Click again to collapse the archive list).

Archives can be deleted, renamed and Extracted.

If you click on an archive, the Extract button becomes visible. Click on this to obtain the extracted archive. It will appear in the family tree list as <name of original tree>:<name of archive> and is now an independent family tree. This can be a useful way of preserving an archive, because archives disappear if the originating tree is deleted; and they are not incorporated into a Portable XML export of the tree.

Extracting a Family Tree Archive

Fig. 3.2 Selecting a version to extract
Fig. 3.3 Extracted version

Simply highlight the archive you want to restore, and select the Extract button.

GRAMPS will transfer the archive into a new Family Tree. The Family Tree name is based on the original name and the archive name (see also Archiving a Family Tree).

Opening a GEDCOM or XML database

GRAMPS allows you to open certain databases that have not been saved in GRAMPS' own file format from the command line, see Command line references. These include XML and GEDCOM databases. But you should be aware that if the XML or GEDCOM database is relatively large, you will encounter performance problems, and in the event of a crash your data can be corrupted. Hence, it is normally better to create a new GRAMPS family tree (database) and import your XML/GEDCOM data into it.

Gramps-notes.png
Opening databases

XML and GEDCOM databases require all data to be held in memory and don't contain indexes. GRAMPS' native format is a database that only reads the data needed. Thus, for a large family tree the data can be accessed quicker and more efficiently by not using XML or GEDCOM.

Gnome-important.png
GEDCOM Editing

Please keep in mind that some information in a GEDCOM file may be lost during import into GRAMPS as well as export back to GEDCOM. Simply opening and viewing the file will not change it. However, if any changes were made and they were not abandoned upon exit, exiting GRAMPS will save the data, with possible data loss.

Moving 2.2 databases to Gramps 3

There are two ways of moving your Gramps data from version 2.2 to version 3; either directly importing your version 2.2 grdb file or by exporting to XML format first. Because of complexity in the way that version 2.2 stores data, exporting to XML is usually the most convenient and problem free way of moving your data to version 3.

  • Import 2.2 grdb file: In a Gramps 2.2 database, your data is stored in a grdb file along with one or more log files that are kept in directories found in the .gramps/env directory. To import your 2.2 data directly into Gramps 3, create a new database and select the option to import a Gramps 2.2 database. You need to make sure that you are running Gramps 3 from the same user you used to run Gramps 2.2 so that it has access to the same .gramps/env directory containing the log files that supplement your database. If you are running Gramps 3 from a different user or on another machine you need to make provisions to make the same .gramps/env directory and log files available. If you get an error saying "/tmp/tmpDkI5pO could not be opened" or something similar when attempt to import your database then it means that Gramps 3 cannot see all of the files that constitute your database.
  • Gramps XML: With this approach firstly start up Gramps 2.2 and export your database to the Gramps XML format. The XML file is actually compressed and contained in a .gramps file. This file is portable, has no other dependent files and can be moved to wherever you have Gramps 3 installed. Next, start Gramps 3 and create an empty database using the Family Tree Manager and import the .gramps file.


Previous Index Next